Arrivals and Departures 

Brilliant Play  recognises the importance of having robust systems in place to ensure the safe arrival and departure of the children in our care.  


The session leader will ensure that an accurate record is kept of all children in the session, and that any arrivals or departures are recorded in the register. The register is kept in an accessible location on the premises at all times. In addition we conduct regular headcounts during the session. 


Escorting children to the Club 

  • Where applicable Brilliant Play and schools/nurseries have a clear agreement concerning the transfer of responsibility for children’s safety. 
  • Brilliant Play keep a register of children who require picking up which is updated daily. 
  • If a child is booked into the session but is not at the collection point, we will check whether the child was present at school that day. If the whereabouts of the child is not known, staff will immediately inform the designated contact at the school and ask the school to implement its Missing Child policy.  
  • Where children are dropped directly by parents, staff will mark attendance in the register. 


Our staff will greet each child warmly on their arrival at the session and will record the child’s attendance in the daily register straightaway, including the time of arrival. 



  • Children are collected by an adult who has been authorised to do so on their registration form.  
  • In exceptional circumstances, if the parent requires another person who is not listed on the registration form to collect their child, the child’s parents or carers must inform staff in advance and provide a description of the person and a password that they will use. If the manager has any concerns regarding the person collecting he/she will contact the main parent or carer for confirmation. 
  • The parent or carer must notify the session staff if they will be late collecting their child. If session staff are not informed, the Uncollected Children policy will be followed. 
  • Children over the age of eight will only be allowed to leave the session alone at the end of the session if staff have discussed this with the child’s parents and have received their written consent. 
  • Children below the age of eight will not be allowed to leave the session unaccompanied.  



  • If a child is going to be absent from a session, parents must notify the session leader in advance. 
  • If a child is absent without explanation, staff will contact the parents or carers and the school to check where the child should be if being collected from school /nursery. If staff still have concerns about the child’s whereabouts after attempts to contact the parents and the school/nursery the manager will contact the police. 
  • Brilliant Play will try to discover the causes of prolonged and unexplained absences. Regular absences could indicate that a child or their family might need additional support.  

This policy was adopted by: Brilliant Play

Date: 26/11/21 

To be reviewed: Nov 2021


Signed: C.Chapman 

Signed: S.Hardie


 Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Safety and suitability of premises, environment and equipment [3.62, 3.64]; and Information and records [3.76] 


Behaviour Management Policy 

Brilliant Play uses effective behaviour management strategies to promote the welfare and enjoyment of children attending sessions. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies. We discuss behavioural expectations with children both formally and informally and regularly reinforce strategies to negotiate difficult behaviour from peers.

Whilst at Brilliant Play sessions we expect children to: 

  • Use socially acceptable behaviour 
  • Respect one another, accepting differences of race, gender, ability, age and religion 
  • Look out for their peers and offer help and support to them
  • Develop their independence by maintaining self-discipline 
  • Participate in as much or as little as they choose from the session offer
  • Ask for help if needed 
  • Enjoy their time at the session

Encouraging positive behaviour 


Positive behaviour is encouraged by: 

  • Staff acting as positive role models 
  • Praising appropriate behaviour 
  • Supporting children to recognise their feelings and emotions
  • Demonstrating active listening when children are talking
  • Informing parents about individual achievements 
  • Offering a variety of play opportunities to meet the needs of children attending to support their needs and interests

It is inevitable that as children develop and learn, there are times when they need support and guidance to understand that some behaviours are not acceptable. Staff at the session will try to determine the cause or triggers of the behaviour to prevent the situation from recurring and use the appropriate intervention technique to ensure the best outcome for the child.

Intervention techniques 


  • Structuring the environment – Whether you sit or stand and where you choose to speak to a child can communicate the nature of discussion you are about to have and this may help the child to change their own behaviour. 
  • Prompting – By giving gentle reminders to a child of what they need to stop doing or prepare for, can help the child adjust to a change. This can be verbal or sensory prompting. Be careful to avoid nagging. 
  • Active listening – Sometimes listening to what a child has to say and exploring and acknowledging their feelings through the use of reflective responses i.e. I can see/hear that you look really sad/angry. This can help a child to feel that:  
  • Someone else acknowledges the reality of their feelings  
  • They are not alone 
  • Someone cares 

           Sometimes this can be enough for a child to stay in control. 


  • Interpretation and interference – Put what has happened into words and ask the child if there was another way that they could have acted. For example, ‘’it looked like you were really upset before you hit Gemma – was there another way you could have let her know how upset you were?’’
  • Backing away – This is not the same as backing down. You are not giving in, simply giving the child time to calm down before you discuss the situation with them. Staying and continuing to challenge a child who is already angry is likely to make the situation worse. Alternatively, allow the child to back away through offering them a verbal or physical way out. 
  • Affection – If a child’s behaviour is motivated by fear, anxiety or uncertainty, a big injection of affection, verbal or physical, can help to stop inappropriate behaviour. Children do not always appreciate the care that is provided for them on a daily basis and need additional affection to understand how much the adults really care for them. 
  • Hurdle help –  By providing assistance when a child is stuck, you can help them to overcome feelings of failure or inadequacy. 
  • Proximity  – Sometimes an adult quietly heading in the general direction of what is going on can be enough to encourage children to do something else. 
  • Involvement and interest – Adults becoming involved in a situation can diffuse things. 
  • Redirecting or distraction – Try to refocus the child away from what they are doing now and on to something else as a way of avoiding trouble.
  •  Directive statement or direct appeal – This is a clear instruction to a child to stop certain behaviours or start something else. 
  • Time out – Ask the child to move away to a quieter area to calm down. Children must remain supervised. This should only be used if you use the time to talk to the child about their behaviour. It is not a helpful method to encourage positive behaviour and it should not be used for isolation purposes only. Some children respond well to being given some space to decompress but for others  it may add to their distress. Always be aware of the individual child’s needs and respond accordingly.

Dealing with challenging behaviour 


  • Challenging behaviour will be addressed in a calm, firm and positive manner.  
  • In the first instance, the staff member will keep in mind the bigger picture and any possible triggers for the child’s behaviour. These could be as simple as basic needs not being met i.e. they are cold/thirsty/tired. They will address the child respectfully and ensure that the child returns to their play as soon as possible having addressed the cause of the behaviour.
  • If the challenging behaviour is reoccurring a longer intervention by staff may be needed. The child may be asked to stand to the side for a quiet talk about why they are still finding the situation tricky. Further advice may be given about how to deal with the situation or the staff member may redirect the child to another area to play in or another child to play with.
  • Staff will encourage and facilitate mediation between children to try to resolve conflicts through discussion and negotiation. 
  • Staff will consult with parents to formulate clear strategies for dealing with persistent inappropriate behaviour. 
  • We will not threaten any punishment that could adversely affect a child’s well-being (e.g. withdrawal of food or drink). 

If after consultation with parents and the implementation of behaviour management strategies, a child continues to display inappropriate behaviour, the Club may decide to exclude the child in accordance with our Suspensions and Exclusions policy until a safe way forward is found to enable attendance. The reasons and processes involved will be clearly explained to the child. 


Physical intervention 

Physical intervention will only be used as a last resort, when staff believe that action is necessary to prevent injury to the child or others, or to prevent significant damage to equipment or property. If a member of staff has to physically restrain a child, the manager will be notified and an Incident record will be completed. The incident will be discussed with the parent or carer as soon as possible.  

If staff are not confident about their ability to contain a situation, they should call the manager or, in extreme cases, the police. 

All serious incidents will be recorded on an Incident record and kept in the child’s file. This may be used to build a pattern of behaviour, which may indicate an underlying cause. If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy. 

Corporal punishment 

Corporal punishment or the threat of corporal punishment will never be used. 

We will take all reasonable steps to ensure that no child who attends our sessions receives corporal punishment from any person who cares for or is in regular contact with the child, or from any other person on our premises.  

This policy was adopted by: Brilliant Play CiC

Date: 27 Nov 2020 

To be reviewed: Nov 2021 

Signed: C.Chapman 

Signed: S.Hardie


Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Managing behaviour [3.52-3.53]. 

Complaints Policy 


At Brilliant Play we aim to work in partnership with parents to deliver a high quality childcare service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Our complaints policy is displayed on our website. Records of all complaints are kept for at least three years. 


The manager is usually responsible for dealing with complaints. If the complaint is about the manager,  another senior member of staff will investigate the matter. Any complaints received about staff members will be recorded on an Incident log and a Complaints log will be completed. Any complaints made will be dealt with in the following manner: 

Stage one 

Complaints about aspects of session activity: 

  • The manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution. 

Complaints about an individual staff member:  

  • If appropriate the parent will be encouraged to discuss the matter with the staff concerned. 
  • If the parent feels that this is not appropriate, the matter will be discussed with the manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution. 

Stage two 

If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the parent or carer should put their complaint in writing to the manager. The manager will: 

  • Acknowledge receipt of the letter within 7 days. 
  • Investigate the matter and notify the complainant of the outcome within 28 days. 
  • Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to practices or policies as a result of the complaint. 
  • Meet relevant parties to discuss the response to the complaint, either together or on an individual basis. 

If child protection issues are raised, the manager will refer the situation to Brilliant Play’s  Designated Safeguarding Lead, who will then contact the Local Authority Designated Officer (LADO) and follow the procedures of the Safeguarding Children Policy. If a criminal act may have been committed, the manager will contact the police.  


This policy was adopted by Brilliant Play 

Date:27 November 2020

To be reviewed: Nov 2021 


Signed: C.Chapman 

Signed: S.Hardie


Confidentiality Policy 

At Brilliant Play  we respect the privacy of the children attending the sessions and the privacy of their parents or carers. Our aim is to ensure that all those using and working at Brilliant Play can do so with confidence. 


We will respect confidentiality in the following ways: 

  • Parents can ask to see the records relating to their child, but will not have access to information about any other children. 
  • Staff only discuss individual children for purposes of planning and group management. 
  • Staff are made aware of the importance of confidentiality during their induction process. 
  • Information given by parents to Brilliant Play staff will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy). 
  • Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the Club, except with the Designated Safeguarding Lead and the manager. 
  • Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions. 
  • Confidential records are stored securely in a lockable file.  
  • Students on work placements and volunteers are informed of our confidentiality policy and are required to respect it. 

Sharing information with outside agencies 

We will only share information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children or criminal activity. If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.  

We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.   

Data Protection Act 

We comply with the requirements of the Data Protection Act 2018, regarding obtaining, storing and using personal data. 


We will comply with The General Data Protection Regulation 2016 (GDPR) and the seven key principles:


  • Lawfulness, fairness and transparency
  • Purpose limitation
  • Data minimisation
  • Accuracy
  • Storage limitation
  • Integrity and confidentiality (security)
  • Accountability


This policy was adopted by: Brilliant Play Cic

Date: 27 Nov 20

To be reviewed: Nov 2021 


Signed: C.Chapman 

Signed: S.Hardie


Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Information and records [3.68 -3.70]. 



Critical Incident / Lockdown Policy 


At Brilliant Play we understand we need to plan for all eventualities to ensure the health, safety and welfare of all the children we care for. We have a critical incident policy in place to ensure our clubs can operate effectively in the case of a critical incident. 


These include: 

  • Flood 
  • Fire 
  • Burglary 
  • Abduction or threatened abduction of a child 
  • Bomb threat/terrorism attack 
  • Any other incident that may affect the care of the children in the clubs. 

If any of these incidents impact on the ability of the clubs to operate, we will contact parents via *phone/*email/*text message at the earliest opportunity. 


Abduction or threatened abduction of a child 

We have secure safety procedures in place to ensure children are safe while in our care, including safety from abduction. Staff must be vigilant always and report any persons lingering on school property immediately. Parents are reminded on a regular basis not to allow anyone into the building/on to the site whether they are known to them or not. Visitors and general security are covered in more detail in the supervision of visitor’s policy. Children will only be released into the care of a designated adult; see the arrivals and departures policy for more detail. Parents are requested to inform the club of any potential custody battles or family concerns as soon as they arise, so that club staff are able to support the child (please see parents policy)

If a member of staff witnesses an actual or potential abduction from the club we have the following procedures which are followed immediately: 

  • The police must be called immediately 
  • The staff member will notify management immediately and the manager will take control 
  • The parent(s) will be contacted 
  • All other children will be kept safe and secure and calmed down where necessary 
  • The police will be given as many details as soon as possible including details of the child, description of the abductor, car registration number if used, time and direction of travel if seen and any family situations that may impact on this abduction. 

Bomb threat/terrorism attack 


If a bomb threat is received, the person taking the call will record all details given over the phone as soon as possible and raise the alarm as soon as the phone call has ended. The management will follow the fire evacuation procedure to ensure the safety of all on the premises and will provide as much detail to the emergency services as possible. 


Other incidents 

All incidents will be managed by the manager on duty and all staff will cooperate with any emergency services on the scene. Any other incident that requires evacuation will follow the emergency evacuation plan for the site plan. 


Other incidents e.g. no water supply will be dealt with on an individual basis considering the effect on the safety, health and welfare of the children and staff in the club. 


Lock down procedure 


Partial Lockdown – This may result from a reported incident in the local community which could pose a potential risk to pupils and staff. It could also be a warning in relation to a risk of air pollution.


The session leader will follow the site specific plan.


The session leader will conduct an ongoing risk assessment based on advice from external agencies (a precautionary measure which retains an element of normality, even though the school / club is in a state of readiness, should the situation warrant an escalation).


  • In the event of air pollution, it may be necessary to close air vents if inside or seek indoor shelter if outside and, in specific circumstances (on the advice from emergency services)- liaise with site manager 

Full Lockdown (intruder outside or inside of session location) 


  •  Call 999 
  •  Raise the alarm according to site specific plan
  •  Children to remain out of sight as much as possible and to be kept reassured. 
  • A register should be taken and, where possible make contact with Ali or Nikki (or another off site staff member) for liaising with all parents via text or email contact
  • Session remains on lockdown until the emergency services confirm that it has been lifted. 



Parent/carers should be aware that: 

  • Brilliant Play understands parental concern and will be doing everything possible to ensure every child’s safety. 
  • Parents should not contact the Brilliant Play phone number as by calling this may tie up important communication with the emergency services. 
  • Parents should not come to the site as this may compromise the safety of themselves and others. 
  • Parents/carers should wait for the Brilliant Play admin to make contact via Phone / Text / email about when it is safe to collect children. 

After the event has concluded, Brilliant Play will liaise with The Local Authority to consider implementing its critical incidents arrangements, including counselling and support for both children and staff. 


This policy was adopted by: Brilliant Play Cic

Date: 27 Nov 20

To be reviewed: Nov 2021 


Signed: C.Chapman 

Signed: S.Hardie


Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Information and records [3.68 -3.70]. 


Equalities Policy 


At Brilliant Play we will ensure that we provide a safe and caring environment, free from discrimination, for everyone in our community.

To achieve the Brilliant Play’s objective of creating an environment free from discrimination and welcoming to all, we will: 

  • Respect the different racial origins, religions, cultures and languages in a multi-ethnic society so that each child is valued as an individual without racial or gender stereotyping. 
  • Not discriminate against children on the grounds of disability, sexual orientation, class, family status or HIV/Aids status. 
  • Help all children to celebrate and express their cultural and religious identity by providing a wide range of appropriate resources and activities. 
  • Strive to ensure that children feel good about themselves and others, by celebrating the differences which make us all unique individuals. 
  • Ensure that services are available to all parents/carers and children in the local community. 
  • Ensure that the Club’s recruitment policies and procedures are open, fair and non-discriminatory. 
  • Work to fulfil all the legal requirements of the Equality Act 2010 (see end of policy for a detailed glossary.) 
  • We will monitor and review the effectiveness of our inclusive practice by conducting an Inclusion Audit on an annual basis. 

Challenging inappropriate attitudes and practices 

We will challenge inappropriate attitudes and practices by engaging children and adults in discussion, by displaying positive images of race and disability, and through our staff modelling anti-discriminatory behaviour at all times. 


Racial harassment 

The Club will not tolerate any form of racial harassment. The Club will challenge racist and discriminatory remarks, attitudes and behaviour from the children at the Club, from staff and from any other adults on Club premises (eg parents/carers collecting children). 


Promoting equal opportunities 

The Club’s Equal Opportunities Named Coordinator (ENCO) is Claire Chapman The ENCO is responsible for ensuring that: 

  • Staff receive relevant and appropriate training 
  • The Equalities policy is consistent with current legislation and guidance 
  • Appropriate action is taken wherever discriminatory behaviour, language or attitudes occur. 

Children with additional needs 

Brilliant Play recognises that some children have additional needs or physical disabilities that require particular support and assistance. We will assess the individual needs of each child in consultation with their parents prior to their attending the session, and will make reasonable adjustments to ensure that children can access our services and are made to feel welcome. 

Where one-to-one support is required we will assist parents in accessing the funding required to provide the additional care. 


Special Educational Needs Coordinator 

Brilliant Play’s Special Educational Needs Coordinator (SENCO) is Claire Chapman The SENCO will: 

  • Manage the provision for children with special educational needs or physical disabilities.  
  • Be fully trained and experienced in the care and assessment of such children.  

All members of staff will assist the SENCO in caring for children with additional needs or physical disabilities.  

This policy was adopted by: Brilliant Play CiC

Date: 27 Nov 2020

To be reviewed: Nov 2021 


Signed: C.Chapman 

Signed: S. Hardie


Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare requirements: Equal opportunities [3.67], Information for parents and carers [3.73], and Staff qualifications, training and support [3.20]. 

Health and Safety Policy 


Brilliant Play considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times. 

Brilliant Play has appropriate insurance cover, including employer’s liability insurance and public liability insurance. 


Each member of staff follows the Club’s Health and Safety policy and is responsible for:  

  • Maintaining a safe environment 
  • Taking reasonable care for the health and safety of themselves and others attending session
  • Reporting all accidents and incidents which have caused injury or damage or may do so in the future 
  • Undertaking relevant health and safety training when required to do so by the manager.  


Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures. 



The Directors for the setting hold ultimate responsibility and liability for the safe operation of the organisations activities. They will ensure that:  


  • All staff receive information on health and safety matters, and receive training where necessary 
  • The Health and Safety policy and procedures are reviewed regularly 
  • Staff understand and follow health and safety procedures 
  • Risk Benefit assessments are in place for all sites and regular activities
  • Resources are provided to meet health and safety responsibilities 
  • All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes informing Ofsted, child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate. 
  • All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken. 


Session leader responsibilities

The session leader is responsible for ensuring that at each session: 

  • Everyone working or volunteering at the session has seen the up to date risk benefit assessment for the site.
  • Premises are clean, well lit, adequately ventilated (if indoors) and maintained at an appropriate temperature 
  • All equipment is safely and securely stored in between sessions
  • A working telephone is available on the premises at all times  
  • Chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets.  
  • External pathways are cleared in severe weather 
  • Daily environment checks are carried out and recorded.


Risk Benefit Assessment


Each site has an up to date Risk Benefit assessment that takes into account physical features and regularly undertaken activities. These should be updated after an accident or incident that requires a change in procedure or practice. Dynamic Risk Benefit assessment should be used for situations that occur and are not covered by written Risk Benefit assessments. See Appendix for Dynamic Risk Assessment Flow Chart and Play Balance Diagram



Children are not allowed to leave the session premises during the session unless prior permission has been given by the parents.

During sessions all external entrances are kept locked, with the exception of fire doors (if indoors.) Staff monitor the entrances and exits to the premises throughout the session. 

All visitors to the session must sign the Visitor Log and give the reason for their visit. Visitors will never be left alone with the children.  


Security procedures will be regularly reviewed by the manager, in consultation with staff and parents. 


Toys and equipment 

All furniture, toys, loose parts and equipment are kept clean, well maintained and in good repair. We select toys, equipment and resources with care, and we carry out risk assessments before the children are allowed to use them. Broken toys, loose parts and equipment are disposed of promptly.  


We ensure that any flammable equipment is stored safely. 



Food and personal hygiene  


Staff at Brilliant Play maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection. Extra precautions to ensure a Covid safe environment will be followed for the duration of the Coronavirus Pandemic.

  • A generally clean environment is maintained at all times.  
  • Toilets are cleaned daily and soap and hand drying facilities are always available.  
  • Staff are trained in food hygiene where applicable and follow appropriate guidelines. 
  • Waste is disposed of safely and all bins are kept covered. 
  • Staff ensure that children wash their hands before handling food or drink and after using the toilet. 
  • Cuts and abrasions (whether on children or staff) are kept covered. 


Dealing with body fluids 

Spillages of blood, vomit, urine and faeces will be cleaned up immediately in accordance with our Intimate Care policy. 


Manual Handling 


Manual handling is one of the major causes of absence through injury in the workplace. At Brilliant Play we work with our staff, provide training, and undertake risk assessments in order to eliminate hazardous manual handling activities as far as possible. 


This policy is written with reference to the Health and Safety at Work Act 1974, which places a duty on employers “to ensure so far as is reasonably practicable, the health, safety and welfare of its employees”, and to the Manual Handling Operations Regulations 1992 (as amended)



In order to limit the risk of injury from manual handling operations, we will: 

  • Eliminate hazardous manual handling activities, as far as is reasonably practicable 
  • Assess the risks associated with any manual handling activities that cannot be avoided. 


The purpose of the risk assessment is to reduce the risk of injury to the lowest possible levels, and should consider: 

  • The task 
  • The load 
  • The individual undertaking the task 
  • The working environment. 


The main manual handling hazard is likely to be the setting-up and clearing-away of equipment. This is unavoidable, but staff should carry out the operation with reference to the guidance given in the manual handling training that we provide. It may be necessary to seek the assistance of an additional member of staff in order to minimise the risk of injury, for example when carrying tables and other heavy or bulky items. 


Employee’s duties 

It is the responsibility of all staff to: 

  • Comply with any instructions and training provided in safe manual handling techniques 
  • Not put their own health and safety or that of others at risk by carrying out unsafe manual handling activities 
  • Report to the Manager any problems which may affect their ability to undertake manual handling activities, including physical/medical conditions (eg pregnancy, back problems). 


In summary 

Avoid Whenever possible, avoid manual handling situations. 

Assess If avoidance is not possible, make a proper assessment of the hazard and risks. 

Reduce Reduce the risk of injury by defining and implementing a safe system of work. 

Review Review your systems regularly, to monitor the overall effectiveness of the policy 



Staffing levels 


Staff ratios and levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken. A minimum of two members of staff are on duty at any time.  



Related policies 

See also our related policies: Illness and Accidents, Emergency Evacuation, Safeguarding, Administering Medication, Manual Handling, Fire Safety, and Intimate Care


This policy was adopted by: Brilliant Play

Date: 27 Nov 20

To be reviewed: Nov 2021


Signed: C.Chapman 

Signed: S. Hardie



Illness and Accidents 

At Brilliant Play we will deal promptly and effectively with any illnesses or injuries that occur while children are in our care. We take all practical steps to keep staff and children safe from communicable diseases. This policy should be used in conjunction with the Covid risk assessment and action plan.

All parents or carers must complete the Medical Information Form when their child is registered, requesting permission for emergency medical treatment for their child in the event of a serious accident or illness. 

We will record any accidents or illnesses, together with any treatment given, on an Incident Record or Accident Record sheet as appropriate, which the parent or carer will be asked to sign when they collect the child.  

Brilliant Play  cannot accept children who are ill. If any children are ill when they first arrive at the session we will immediately notify their parents or carers to come and collect. Any children who have been ill should not return to sessions until they have fully recovered, or until after the minimum exclusion period has expired (see table at the end of this policy). 

First aid  

Every session has a minimum of 1 first aider.  First Aiders hold a current first aid certificate and have attended a 12 hour paediatric first aid course.  The location of the first aid box is made known to all session workers. The session leader regularly checks the contents of the first aid box to ensure that they are up to date, appropriate for children and comply with the Health and Safety (First Aid) Regulations 1981.  

The session leader will ensure that a first aid kit is taken on all outings and walking bus services and that at least one member of staff on the outing/walking bus holds a current paediatric first aid certificate. 

Procedure for a minor injury or illness 


The first aider at the session will decide upon the appropriate action to take if a child becomes ill or suffers a minor injury. 

  • If a child becomes ill during a session, the parent or carer will be asked to collect the child as soon as possible. The child will be kept comfortable and will be closely supervised while awaiting collection. Covid safe practices will be followed if the child is displaying any Covid symptoms.
  • If a child complains of illness which does not impair their overall wellbeing, the child will be monitored for the rest of the session and the parent or carer will be notified when the child is collected.  
  • If a child suffers a minor injury, first aid will be administered and the child will be monitored for the remainder of the session. If necessary, the child’s parent will be asked to collect the child as soon as possible. 

Procedure for a major injury or serious illness 


In the event of a child becoming seriously ill or suffering a major injury, the first aider at the session will decide whether the child needs to go straight to hospital or whether it is safe to wait for their parent or carer to arrive. 

  • If the child needs to go straight to hospital, we will call an ambulance and a member of staff will go to the hospital with the child as long as the session is sufficiently staffed. The staff member will make available any medical information contained in Kids Club /on the paper register and will consent to any necessary treatment (as approved by the parents on the Medical Form).  
  • We will contact the child’s parents or carers with all urgency, and if they are unavailable we will call the other emergency contacts that we have on file for the child.  
  • After a major incident the manager and staff will review the events and consider whether any changes need to be made to the Club’s policies or procedures. 
  • We will notify Ofsted and child protection agencies in the event of any serious accident or injury to a child in our care as soon as reasonably possible and within 14 days at the latest. 
  • We will notify HSE under RIDDOR in the case of a death or major injury on the premises (e.g. broken limb, amputation, dislocation, etc – see the HSE website for a full list of reportable injuries). 

Communicable diseases and conditions 


If a case of head lice is found at the Club, the child’s parents or carers will be discreetly informed when they collect the child. Other parents will be warned to check their own children for head lice, but care will be taken not to identify the child affected.  

If an infectious or communicable disease is detected at a session, we will inform parents and carers as soon as possible.  

If there is an incident of food poisoning affecting two or more children looked after at the session the session leader will inform Ofsted as soon as possible and within 14 days at the latest. 

If there is an outbreak of a notifiable disease at the Club, we will inform the local health protection unit, HSE under RIDDOR (if appropriate), and Ofsted. 

Useful contacts 

Health Protection Unit: PHE South London Health Protection Team,  

Floor 3C Skipton House, 80 London Road,  


SE1 6LH;  

Phone: 0344 326 2052  

Fax: 0344 326 7255  

Ofsted: 0300 123 1231 

RIDDOR Incident Contact Unit: 0845 300 99 23 


Exclusion periods for illnesses.

This policy was adopted by: Brilliant Play

Date: 27 Nov 2020

To be reviewed: Nov 2021


Signed: C.Chapman 

Signed: S.Hardie


Intimate Care 

When providing intimate care we will ensure that the child’s safety, dignity and privacy are maintained at all times.  


‘Intimate care’ covers any task that involves the washing, touching or carrying out a procedure to intimate personal areas and is associated with bodily functions and personal hygiene, including, toileting, washing, dressing, and menstrual care.  


Staff at Brilliant Play who provide intimate care will do so in a professional manner with the correct Personal Protective Equipment (PPE). Staff are aware of safeguarding issues and will have relevant training (eg: health and safety, child protection, manual handling) before providing intimate care. No child should suffer distress or pain as a result of receiving intimate care.  


Staff will work in partnership with parents or carers to provide care appropriate to the needs of the individual child and together will produce a care plan. The care plan will set out:  

  • What care is required 
  • Number of staff needed to carry out the task (if more than one person is required, reasons will be documented) 
  • Additional equipment required 
  • Child’s preferred means of communication (eg verbal, visual) 
  • Child’s level of ability – what tasks they are able to carry out by themselves 

Best practice 

When intimate care is given, the member of staff will explain to the child each task that is carried out, and the reasons for it. Staff will encourage children to do as much for themselves as they can.  


If a child requires intimate care on a regular basis, it is good practice for two members of staff to share the care between them. In this way the child is less likely to become overly dependent on a single member of staff, and to become distressed if their usual carer is occasionally unavailable. However, parents’ views on the number of staff providing personal care to their child must also be taken into consideration – some children may simply be unable to cope with more than one carer. 


We have policies in place that promote safe recruitment, as well as having sound staff supervision, safeguarding and intimate care procedures; together these ensure that, should a child need constant care from one member of staff, the child’s safety and well-being will not be compromised. 


Protecting children 

Staff are familiar with guidance from the Local Safeguarding Children Board. The Club’s procedures reflect the guidance in Working Together to Safeguard Children (2018) and staff are familiar with the What To Do If You’re Worried A Child Is Being Abused flowchart from this document and the Achieving for Children flowchart for local guidance. 


If a member of staff is concerned about any physical changes to a child, such as marks, bruises, soreness etc, they will inform the manager or the Club’s designated child protection officer immediately. The procedures set out in the Safeguarding Children policy will be implemented. 


Should a child become unhappy about being cared for by a particular member of staff, the manager will investigate and record any findings. These will be discussed with the child’s parents or carers in order to resolve the issue. If necessary, the manager will seek advice from outside agencies. 


If a child makes an allegation against a member of staff, the procedure set out in the Safeguarding Children policy will be followed.  


Dealing with blood and body fluids 

Blood, vomit, urine and faeces will be cleaned up immediately and disposed of safely by double bagging the waste and removing it from the premises. When they are dealing with body fluids, staff will wear personal protective clothing (disposable plastic gloves and aprons) and will wash themselves thoroughly afterwards. Soiled children’s clothing will be bagged to go home – staff will not rinse it. Children will be kept away from the affected area until the incident has been dealt with fully.  


Staff at Brilliant Play will maintain high standards of personal hygiene, and will take all practicable steps to prevent and control the spread of infection. 

This policy was adopted by: Brilliant Play CiC


Date: 27 Nov 2021

To be reviewed: Nov 2021 


Signed: C.Chapman 

Signed: S.Hardie


Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2014): Safeguarding and Welfare Requirements: Special educational needs [3.67] and Child protection [3.6]. 

Mission Statement 


Brilliant Play aims to provide high quality play based sessions within a warm and welcoming environment. The individuality of each child and their parents and carers will be respected and nurtured. 


Aims and objectives 

At Brilliant Play we aim to:


  • Offer an inclusive service, accessible to all children and families in the community 
  • Ensure each child feels happy, safe and secure, allowing them to learn and develop freely in a play centred environment 
  • Encourage children to take responsibility for themselves and their actions 
  • Encourage children to develop positive attitudes and respect for themselves and others, in an environment free from bullying and discrimination  
  • Provide a wide range of resources and equipment which can be used under well planned and supervised conditions 
  • Offer a programme of activities which meets the needs of each child, promoting their physical, intellectual, emotional and social development, enabling them to become confident, independent and co-operative individuals 
  • Work in partnership with parents and carers to provide high quality play and care  
  • Review and evaluate our services to ensure that we continue to meet the needs of children and those of their parents or carers 
  • Keep parents and carers informed about changes to provision and to listen and respond to their views and concerns  
  • Communicate effectively with parents and carers, and to discuss experiences, progress and any difficulties that may arise 
  • Employ experienced, well trained staff and offer them appropriate support 
  • Comply with the Children’s Act 1989/2004, the Childcare Act 2006, and all other relevant legislation 
  • Work in partnership with partner organisation. and the local authority.


This policy was adopted by: Brilliant Play 

Date: 29 Nov 

To be reviewed: Nov 2021 


Signed: C. Chapman

Signed: S. Hardie


Mobile Phone Policy


Brilliant Play  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 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. 


Mobile phones have a place in settings, especially those without a landline, and on outings. They are often the only means of contact available in settings and can be helpful in ensuring children are kept safe. To protect children we will:  


  • Only use mobile phones appropriately, and ensure staff have a clear understanding of what constitutes misuse and know how to minimise the risk.  
  • Ensure the use of a mobile phone does not detract from the quality of supervision and care of children.  
  • Ensure all mobile phone use is open to scrutiny.  
  • Ensure staff are vigilant and alert to any potential warning signs of the misuse of mobile phones.  
  • Ensure staff are responsible for their own behaviour regarding the use of mobile phones and should avoid putting themselves into compromising situations, which could be misinterpreted and lead to potential allegations.  
  • Ensure the use of mobile phones on outings is included as part of the risk assessment, for example, how to keep personal numbers that may be stored on the phone safe and confidential.  

Work mobiles  


To protect children we will ensure that the work mobile:  

  • Is only used by allocated people.  
  • Is protected with a password and clearly labelled.  
  • Is stored securely when not in use.  
  • Is not used in areas such as toilets, changing rooms, nappy changing areas and sleep areas.  
  • If used for taking photographs, the images are deleted regularly and written parent/carer permission obtained.  


Personal mobiles  


To protect children we will ensure that personal mobiles:  

  • Will be switched off or on silent whilst staff are on duty. In the event that a member of staff needs to answer or make a call urgently they will be required to ask permission of senior staff.  
  • Are not used to take pictures of the children attending the setting.  
  • Are staff’s responsibility and no liability for loss or damage will be accepted by the setting.  
  • Belonging to visitors either turned off or stored securely on entering the setting.  
  • Will not be used to take photographs, video or audio recordings in our setting without prior explicit written consent from the setting and parents and carers.  
  • Are not used to contact parents or children except in the event of an emergency.  

Children’s use of mobile phones 


Whilst we understand that some children have mobile phones, we actively discourage them from using their phones within sessions. Brilliant Play does not accept any responsibility for loss or damage to mobile phones brought to the club by the children. Staff should closely monitor any mobile phone usage and may request that a child switches off their phone if they are using it to upset another child by, for example, taking photos of them or if the presence of the phone is disengaging large numbers of children from enjoying their freely chosen play opportunities.


Visitors’ use of mobile phones 


In the interest of safeguarding we ask all parents and visitors not to use their phones or other mobile devices in a session. If a parent would like to have a photograph of their child involved in an activity or at play, they can ask a member of staff to take one using the company tablet or mobile phone. 


Related policies See also: Safeguarding policy. 


This policy was adopted by: Brilliant Play

Date:3 December 2020

To be reviewed: Dec 2021 


Signed: C.Chapman 

  Signed: S. Hardie          

Physical Contact Policy  

Our key aim is to facilitate a safe and happy play environment where children and staff alike enjoy attending and experience positive relationships with all whom they come into contact with. This policy has been developed by taking into consideration the many studies on the impact positive touch has as well as neuro biological research. 

Children learn who they are and how the world is by forming relationships with people and things around them. The quality of a child’s relationship with significant adults is vital to their healthy development and emotional health and wellbeing.  

This policy takes into account attachment theory, child development and special educational needs, for example; children with autism that identify safe touch as a positive contribution to brain development, mental health and the development of social skills. 

In order for this policy to be effective it is essential that every member of staff knows the difference between appropriate and inappropriate touch. In addition children can also be ‘held’ psychologically at times of stress and upset negating the use of physical contact where appropriate. 

We consider five different types of touch and physical contact that may be used, these are:  

1. Casual / Informal / Incidental Touch. 

Staff use touch with children as part of a normal relationship, for example, comforting a child, giving reassurance and congratulating. This might include taking a child by the hand, patting on the back / giving a high five or putting an arm around the shoulders. The benefit of this action is often proactive and can prevent a situation from escalating or help to support transition such as separating from a parent in the morning or at the end of a school day moving from classroom to afterschool club. 


Other informal touch may include playing games such as hand clapping games, group games such as Duck Duck Goose or catch/tag or assisting with dressing up over school clothes. Staff will not tickle children, pick up children, carry them, swing them or give piggy backs etc. Where children become overly ‘touchy’ during play with staff including attempting to hang from staff members arms/legs staff will sensitively but firmly redirect children. This could be a direct verbal instruction or a re framing of play to exclude the undesired behaviour. Children will also be supported to respect each other’s physical boundaries during their play.  

2. General Reparative Touch

When children are experiencing high levels of stress/ emotional distress, staff may respond with positive touch such as patting a back, squeezing an arm, or reciprocate a child initiated hug. Touch used in this way can help to regulate a child’s emotions and triggers the release of the calming chemical oxytocin in the body. When responding to children staff will take into consideration their age and stage of development including any additional needs. Any physical touch will take place in the presence of other adults and will have the aim of enabling children to regain control of their emotions sufficiently enough to return to playing.  

Psychological holding can be more appropriate for older children or for children with a sensory aversion to touch. Staff will connect with the child using a calm voice, using the child’s name and recognise how they are feeling ie ‘I can see that you are feeling upset /angry /disappointed’ and help them re establish control of their emotions with some support and guidance so they can get back to playing.  This may be advice on peer relationships, how to handle winning/losing or a reframing or redirection of play opportunities.

Staff will use conflict resolution where required to ensure that play is re-established with a low likelihood of any previous conflicts flaring up and involve children in finding the solutions. 

3. Restrictive Intervention. 

Using physical intervention is a last resort in order to prevent; 

  •  Children hurting themselves. 
  • Causing injury to other pupils or staff 
  • Damaging property  


Children attending Brilliant Play sessions are expected to behave respectfully towards each other and the play environment and are supported to do so by the staff team. Where a child has not responded to previous attempts to calm their behaviour or indeed an incident has escalated quickly staff may have to respond using physical intervention. 


Physical intervention will normally only be carried out by trained members of staff where we are aware of a child in attendance that may require the use of physical intervention, however all staff have a right to defend themselves from attack, using an appropriate level of reasonable force. In an emergency, for example if a child were at immediate risk of harm, or about to inflict injury on someone else, then any member of staff would be entitled to intervene, including those without specific training. It is unlawful for a member of staff to use any degree of physical contact which is deliberately intended to punish a student, or which is primarily intended to cause pain or humiliation. Where children attending have identified additional needs that require close support with regard to managing emotions staff will be adequately trained to respond appropriately.  

The decision to use any physical and or restrictive intervention must take account of the immediate circumstances of the situation, coupled with prior knowledge of the child and be based upon an assessment of the risks associated with the intervention. All staff need to follow set guidelines on handling students and should be trained. Any physical intervention, restrictive intervention/touch should avoid contact that might be misinterpreted as sexual and respects the cultural expectations of the individual. 

If staff are ever concerned about another member of staff’s use of physical touch at the club they should follow safeguarding procedures as set out in the Safeguarding Policy. 

This policy was adopted by: Brilliant Play CiC  

Date: 29 Nov 2020

To be reviewed: Nov 2021


Signed: C.Chapman 

Signed: S. Hardie


Play Policy 


All children are entitled to play; it is intrinsic to their quality of life and an important part of how they learn and enjoy themselves.  


According to the Statutory Framework for the Early Years Foundation Stage (2017), “Play is essential for children’s development building their confidence as they learn to explore to think about problems and relate to others. Children learn by leading their own play and by taking part in play which is guided by adults.” 


At Brilliant Play we recognise the importance of play to a child’s development and follow the Playwork Principles, Forest School Principles and best practice for supporting community play. As play workers we support and facilitate play, and do not seek to control or direct it. We will never force children to participate in play, but allow children to initiate and direct the experience for themselves. 


As a staff team we follow the Quality in Play standards using the ‘Manchester Circles’ model to enable us to continually evaluate and improve our provision to keep the playing child at the heart of all we do.


Facilitating play 


We support and facilitate play by: 


  • Providing an environment which is safe and suitable for playing in. 
  • Setting up sessions with play opportunities that are accessible to the children to self select. 
  • Offering carefully planned adult led opportunities which support children to broaden their play repertoire.
  • Providing a range of equipment, resources and activities on a daily basis, and keeping a record of these to ensure that varied play opportunities are offered.
  • Encouraging children to request additional or alternative equipment as they choose, and if a request has to be refused, explaining why. 
  • Not expecting children to be occupied at all times. 
  • Involving children in planning activities, to reflect their own interests and ideas.  
  • Planning activities that enable children to develop their natural curiosity and imagination. 
  • Allowing children freedom of creative expression, particularly in artistic or creative play. 
  • Intervening in play only when necessary: to reduce risks of accident or injury, or to encourage appropriate social skills.  
  • Bringing play to an end respectfully by giving a ‘5 minutes left to play’ warning. 


Play areas and equipment 

  • All indoor and outdoor play areas are checked and risk assessed daily before the children arrive in accordance with our Risk Assessment policy.  
  • Children are involved in selecting additional equipment and resources 
  • The resources used at sessions promote positive images of different ethnic backgrounds, religions, and abilities, sexual orientation and gender in line with our Equal Opportunities policy. 

This policy was adopted by: Brilliant Play CiC  


Date: 29 Nov 2020

To be reviewed: Nov 2021


Signed: C.Chapman 

Signed: S. Hardie



Safeguarding (Child Protection) Policy 20_21


Safer Recruitment Policy 


Brilliant Play uses safe recruitment practices to ensure that all people working with the children in our care are safe and qualified to do so. When recruiting paid staff or volunteers we will follow the procedures set out below.  


Advertising the vacancy 

We will advertise all vacancies, and any job advertisements will include a statement about our commitment to safeguarding children.  


Initial enquiry 

Upon enquiring about a vacancy, we will send potential candidates:  

  • a job description 
  • a person specification 
  • an application form 
  • a copy of the Club’s Safeguarding Children policy. 

The application form includes: 

  • a declaration that all information is correct 
  • a section under the Rehabilitation of Offenders Act that asks if the applicant has been awaiting a verdict, convicted, or cautioned or received a court order or warning for any offence that may affect their suitability for working with children 
  • a request for the contact details of two referees one of which should be the last employer; (if this is the candidate’s first job, their course tutor is a suitable alternative) 

All applicants must submit an application form by the closing date. We will only accept CVs if they are accompanied by our standard application form completed as required. 


Interview procedure 

We will notify all candidates selected for an interview by email. All candidates will be asked to bring the following items to the interview: 

  • proof of identity, eg passport, driving licence or birth certificate 
  • proof of address, eg recent utility bill (not mobile phone) or bank statement 
  • proof of qualifications, ie the relevant certificates 
  • for non-British nationals, proof of the right to work in the UK (as required by the Asylum and Immigration Act) 


The interview will be conducted by at least two interviewers one of whom will hold a current certificate in Safer Recruitment. All candidates will be asked the same set of questions. We will then ask additional questions about any other issues that arise from their application form. For example, the interviewers will follow up on any gaps in the candidate’s employment history rigorously and ensure that they are satisfied with the explanation given, undertaking additional checks if necessary. 


All candidates will also be asked to participate in a session with the children for an hour where possible so that they can be observed interacting with the staff and children.  They will be under supervision by a staff member at all times.


When we have interviewed and observed all candidates, we will make our final selection. 


Appointing a new member of staff 


When we have selected the successful candidate, we will  

  • send him or her a written offer, which will clearly state that it is subject to the receipt of suitable references, full sight of a satisfactory enhanced DBS certificate and their written confirmation that they are not disqualified from working with children. 
  • contact both referees for a reference, including asking them if they have any child protection concerns about the candidate.  
  • initiate an enhanced DBS check for the candidate, or if the candidate is subscribed to the DBS Update Service, review their current DBS certificate and check their status online 
  • ask the candidate to complete a health questionnaire 
  • notify any unsuccessful interviewees. 


We will also take copies of the new member of staff’s qualification certificates and proof of identity and keep these on file. 

When a new member of staff starts work at Brilliant Play we will give him or her: 

  • our terms and conditions, and get them to sign their contract; a copy of their contract will be kept on file 
  • all our policies, and ensure that they sign a policy confirmation form to confirm that they have read and understood them within their induction period; the signed form will be kept on file. 

We will conduct a full induction and orientation programme with all new members of staff as set out in our Staff Induction policy


DBS checks 

We will obtain enhanced DBS disclosures for all staff, students and volunteers who will work unsupervised with the children on a regular basis, or who have access to children’s information. If candidates have subscribed to the DBS Update Service we will carefully review their current DBS certificate and then check their status online. If there has been a change in their status since their last DBS certificate was issued we will obtain a new DBS disclosure for them. 


New staff will only be allowed to work unsupervised with children when we have had full sight of a satisfactory DBS certificate for them. 


If we decide to allow a new member of staff to begin work pending the completion of their DBS check, we will complete a written risk assessment first and they will not be allowed unsupervised access to the children until we have seen and reviewed their DBS certificate. 

When we appoint a member of staff we will keep a record of the date and number of their DBS disclosure on our Central DBS Record. We will check the update service annually and update the DBS checks for all staff every year.  




The Club will not employ staff or volunteers who have been convicted of an offence or have been subject to an order that disqualifies them from registration under regulations made under section 75 of the Childcare Act 2006. All new staff must sign a declaration that they are not disqualified when they commence employment and all existing staff must sign the declaration termly to confirm that their status has not changed. If a member of staff becomes disqualified we will terminate their employment and notify the DBS. 


The Senior DSL will inform SPA LADO, DBS and Ofsted if a member of staff has been dismissed or resigned before they could be dismissed due to their unsuitability to work with children or if a disqualified person applies to work with children.  

Dealing with convictions

Brilliant Play will also follow a set  procedure if a DBS Certificate is returned with details of convictions. 

Consideration will be given to the Rehabilitation of Offenders Act 1974 and also:

  • the nature, seriousness and relevance of the offence;
  • how long ago the offence occurred;
  • one-off or history of offences;
  • changes in circumstances,
  • decriminalisation and remorse.

A formal meeting will take place face-to-face to establish the facts with the Senior DSL. A decision will be made following this meeting. In the event that relevant information (whether in relation to previous convictions or otherwise) is volunteered by an applicant during the recruitment process or obtained through a disclosure check, the Senior DSL will evaluate all of the risk factors above before a position is offered or confirmed.



Immigration status 

The management is aware of Asylum and Immigration Act requirements and will check the ability of all new starters to work in the UK. Candidates are expected to provide documents confirming their status, usually a driving license, passport, and NI number. 



This policy was adopted by: Brilliant Play

Date: 2 December 2020

To be reviewed: Nov 2021 


Signed: C.Chapman 

 Signed: S.Hardie            


Staff Disciplinary Procedure 


Brilliant Play aims to have a team of well-motivated, highly skilled and professional staff. However, should the behaviour or performance of a member of staff fall below the high standards that we expect we will follow the procedure set out below.  


Staff will not be dismissed for a first breach of discipline except in the case of gross misconduct. 


Staff have the right to appeal at all stages of the procedure and this will be confirmed within the warning or dismissal letter. The member of staff will have the opportunity to ask questions and answer allegations, and has the right to be accompanied by a colleague or union representative to disciplinary meetings. 


Minor offences 

The manager will try to resolve the matter by informal discussions with the member of staff. If this does not resolve the problem, the formal disciplinary procedure will be followed. 

Formal disciplinary procedure 

The stages of the formal disciplinary procedure are: 

  1. Formal verbal warning 
  1. First written warning 
  1. Second written warning 
  1. Dismissal 

Disciplinary meetings 

For each stage of the procedure the manager will hold a disciplinary meeting with the member of staff to explore the misconduct or performance issue, and, if still applicable following the discussion at the meeting, will then issue the appropriate type of warning (or dismissal notice). 

Before the meeting 

Before each disciplinary meeting the manager will write to inform the member of staff of the date and purpose of the meeting, of the specific disciplinary issue to be discussed, and of their right to be accompanied by a colleague or union representative.  

After the meeting 

Following each disciplinary meeting the manager will write to the member of staff to confirm: 

  • that a verbal, first written or final written warning has been issued (depending on the stage of the disciplinary process) 
  • what the warning was for 
  • what improvement in conduct or performance is expected and within what timescale 
  • the consequences of further misconduct or lack of performance 
  • how long the warning will be kept on file 
  • how they can appeal against the decision.  


Keeping notes of warnings 

Notes of warnings will be kept in the staff member’s personnel file as follows: 

  • Formal verbal warning: A note of the warning will be kept on file, but will be disregarded after six months if their performance or conduct is satisfactory.  
  • First written warning: A copy of the warning will be kept on file, but will be disregarded after 12 months if their performance or conduct is satisfactory.  
  • Final written warning: A copy of the final written warning will be kept on file, but will be disregarded after 24 months if the performance or conduct of the member of staff remains satisfactory. 


If, during the period of the final written warning, there is a further breach of Brilliant Play policy, or if the member of staff’s performance has still not improved, dismissal will normally result. The organisation of the final disciplinary meeting at which this decision is made is the same as described above for the earlier disciplinary meetings. 

Immediately after the final disciplinary meeting the manager will write to the member of staff to confirm: 

  • that at the disciplinary meeting it was decided that their conduct/performance was still unsatisfactory and that they will be dismissed 
  • why they are being dismissed 
  • when their last day of service will be 
  • how they can appeal against the decision.  

If the decision was taken not to dismiss the member of staff, this must also be confirmed in writing. 



Gross misconduct 

Staff will be dismissed without notice if they are found to have committed an act of gross misconduct. Examples of gross misconduct include:  

  • Child abuse  
  • Failing to comply with health and safety requirements  
  • Physical violence 
  • Ignoring a direct instruction given by the manager 
  • Persistent bullying, sexual or racial harassment 
  • Being unfit for work through alcohol or illegal drug use 
  • Theft, fraud or falsification of documents 
  • Being disqualified under the terms of the Statutory Framework for the Early Years Foundation Stage (Section 75 of the Childcare Act 2006) or the Children’s Act 1989. 

The manager will investigate the alleged incident thoroughly before any decision to dismiss is made.  

Referral to Disclosure and Barring Service 

If a member of staff is dismissed (or would have been dismissed if they had not left the setting first) because they have harmed a child or put a child at risk of harm, we will make a referral to the Disclosure and Barring Service. 

Notification to Ofsted 

The company will notify Ofsted if a member of staff becomes disqualified, or if any significant event occurs which is likely to affect their suitability. Note that a member of staff could become disqualified through the actions of a partner or housemate. 


A member of staff wishing to appeal against a disciplinary decision must do so in writing, stating the grounds for the appeal, and within five working days of being informed of the decision. A meeting to hear the appeal will be set up no more than ten working days later. The member of staff has the right to be accompanied to the appeal hearing. 

Where possible, the registered person who was not involved in the original disciplinary action, will hear the appeal and make an impartial and final decision. Within ten working days of the appeal hearing, the registered person will inform the member of staff in writing of the outcome of the appeal hearing. 


This policy was adopted by: Brilliant Play

Date: 29 Nov 2020 

To be reviewed: Nov 2021 


Signed: C.Chapman 

 Signed: S.Hardie



Staff Grievance Policy

At Brilliant Play we aim to have a team of well-motivated, highly skilled and professional staff. However, there may be times when a member of staff has issues or concerns about their working conditions or other aspects of their employment. When such issues arise we encourage staff to discuss them with the manager as soon as possible so that they can be quickly resolved. Grievances left unaired lead to unmotivated staff and a poor working environment. 

All members of staff have the right to raise a grievance about issues that arise from their work and affect them as an individual, and should follow the procedures set out in this policy. 

If the concerns relate to safeguarding issues, the staff member should follow the procedure set out in our Safeguarding (Child Protection) policy. If the concerns relate to malpractice or wrongdoing with regards to the running of the company, the staff member should follow the procedure set out in our Whistleblowing policy


Stage 1: Informal grievance procedure 

In the first instance the member of staff should raise the issue with the manager. If the grievance is a relatively minor one, the manager will try to resolve the matter through informal discussions. 

Stage 2: Formal grievance procedure 

Grievance statement 

If the informal discussion does not resolve the grievance to the satisfaction of the member of staff, the next step is to write advising the manager that they intend to invoke the formal grievance procedure. The written notification should include the following details:  

  • A statement that the staff member is invoking the formal grievance procedure 
  • The nature of the grievance, giving the background to the issue, any relevant facts (including dates) and the names of any other parties involved 
  • Any steps that have been taken on an informal basis to address the concerns 
  • The staff member’s opinion on what their desired outcome would be. 

The member of staff can have a representative submit the grievance on their behalf if they wish. 


Grievance meeting 

Within five working days of receiving the grievance, the manager will reply in writing, acknowledging receipt and inviting the staff member to attend a formal grievance meeting. The meeting will normally take place within ten working days of receipt of the written grievance. 

The member of staff has the right to be accompanied at the meeting by a work colleague or a union representative. The Club will be represented by the registered person

The purpose of the meeting is to hear the full facts of the situation, and to attempt to resolve the grievance in a mutually acceptable manner. If necessary, a second meeting may need to be arranged in order to gather more evidence. 



The registered person will determine the outcome of the grievance. They may reject the grievance, or may uphold the complaint and identify what steps will be taken to resolve it.  

Within ten working days of the grievance meeting, the registered person will inform the member of staff in writing of the outcome of the grievance, including the reasons for the decision and, where appropriate, details of any steps taken or further actions required to address their concerns, as well as their right to appeal.  


If the member of staff feels that their grievance has not been satisfactorily resolved they may appeal in writing within five working days, stating their grounds for appeal. The appeal will normally take place within ten working days of receiving the written request for an appeal. Where possible, the registered person who was not involved in the original disciplinary action, will hear the appeal and make an impartial and final decision. 

The member of staff has the right to be accompanied to the appeal hearing by a colleague or a union representative. 

Within ten working days of the appeal hearing, the registered person will inform the member of staff in writing of the outcome of the appeal hearing. 

The member of staff will also be advised of their right to seek advice from ACAS, other professionals and their trade union if they are not satisfied with the outcome of the grievance meeting or the appeal hearing. 

Overlapping grievance and disciplinary cases 

If a member of staff raises a grievance during a disciplinary process, the disciplinary process may be temporarily suspended in order to deal with the grievance. However if the grievance and disciplinary cases are related the directors may choose to deal with both issues in parallel. 

False or repeated grievances 

If a member of staff raises a grievance that, through investigation, proves to be malicious they may find themselves subject to disciplinary action. 

A member of staff cannot raise the same grievance within 12 months of the resolution, outcome or withdrawal of the original grievance. 

Related policies 

See also our Safeguarding Policy, Whistleblowing Policy, Staff Disciplinary Policy



This policy was adopted by: Brilliant Play 


Date: 29 Nov 2020

To be reviewed: Nov 2021


Signed: C.Chapman

Signed: S.Hardie  


Staff Induction and Development 

Each new member of staff receives a link to the Team Information and policies and procedures. Within the first month of their employment, the manager will discuss the practical implications of policies and procedures with them. The new staff member will sign the Policy Confirmation Slip to confirm that they have read and understood the Brilliant Play policies. 


All new staff will receive induction training which will include:  

  • Introduction to their colleagues, children and parents or carers  
  • Tour of the premises including: identification of all fire exits, location of first aid kit and fire safety equipment, and information about the emergency evacuation procedures; outside play areas, fire assembly points, collection points at the school, route from the school to sites etc, and identification of any known hazards 
  • Thorough briefing about the Brilliant Play safeguarding and child protection policy and procedures and about our Equal Opportunities policy and ethos. 
  • Location of information and documentation, storage, toilets etc 
  • Overview of all aspects of the day-to-day management and running of the sessions
  • Explanation of the Club’s obligation to comply with the Early Years Foundation Stage (EYFS) where applicable
  • Explanation of the processes for appraisals, training and development, booking holidays, sickness absence, staffing rota, etc. 


Development and training 


To ensure that staff development needs are being met, and that staff training and qualifications are meeting requirements and the Statutory Framework for the Early Years Foundation Stage, we provide all our staff with:  

  • a thorough induction process 
  • a system of regular appraisals and reviews 
  • opportunities for training and professional development. 

We also keep an up to date record of staff qualifications and maintain a training development plan.  

Appraisals and reviews  

The manager will hold a termly appraisal meeting with individual staff. The appraisal will reflect on progress and challenges over the previous period and identify current knowledge and skills, areas for future development and potential training needs.  


The manager will identify and promote suitable training courses, further reading and online study for staff so that they can expand their professional development and keep their knowledge of childcare and playwork issues up to date. Staff are expected to attend training courses as and when requested by their manager. 

Staff meetings 

Staff meetings provide a forum in which staff can share information, solve problems and raise work issues. Staff meetings are held regularly.   


This policy was adopted by: Brilliant Play  

Date: 29 Nov 2020

To be reviewed: Nov 2021


Signed: C.Chapman 

Signed: S.Hardie



Whistleblowing Policy 


Brilliant Play is committed to the highest standards of openness, probity and accountability. If a member of staff discovers evidence of malpractice or wrongdoing they can disclose this information internally without fear of reprisal. Our Whistleblowing policy is intended to cover concerns such as: 

  • Financial malpractice or fraud  
  • Failure to comply with a legal obligation  
  • Dangers to health and safety or the environment  
  • Criminal activity  
  • Improper conduct or unethical behaviour  


This policy should not be used to question business decisions made by Brilliant Play, or to raise any matters that are covered under other policies (eg discrimination or racial harassment). Any allegations relating to child protection will follow the procedures set out in the Safeguarding (Child Protection) policy. Any concerns relating to the employment conditions of an individual member of staff should be raised according to the procedures set out in the Staff Grievance policy


Raising a concern 

Ideally the staff member should put his or her allegations in writing, setting out the background to the situation, giving names, dates and places where possible, and the reason why they are concerned about the situation.  


In the first instance concerns should be taken to the session leader. If, due to the nature of the problem, this is not possible, concerns should be raised with the founder (Claire Chapman.)  


If this person or body is unwilling or unable to act on the concern, the staff member should then raise it with: 

  • Ofsted (if it concerns the safe and effective running of the club) 
  • The Local Authority Designated Officer or the Local Safeguarding Children Board (if it concerns a child protection issue and is not already covered by the procedure set out in the Club’s Safeguarding Child Protection policy
  • Ultimately, with the police (if a crime is thought to have been committed).  


If the member of staff is still uncertain about how to proceed with the concern, he or she can contact the whistle-blowing charity PCAW (Public Concern at Work) for advice. 


Responding to a concern 

Initial enquiries will usually involve a meeting with the individual raising the concern, and will decide whether an investigation is appropriate and, if so, what form it should take. If a concern relates to issues which fall within the scope of other policies, it will be addressed under those policies.  


If the initial meeting does not resolve the concern, further investigation is required. The appropriate person will investigate the concerns thoroughly, ensuring that a written response can be provided within ten working days where feasible, or if this is not possible, giving a date by which the final response can be expected. The response should include details of how the matter was investigated, conclusions drawn from the investigation, and who to contact if the member of staff is unhappy with the response and wishes to take the matter further. 


Rights and responsibilities of the whistle-blower 

All concerns will be treated in confidence and Brilliant Play will make every effort not to reveal the identity of anyone raising a concern in good faith. At the appropriate time, however, the member of staff may need to come forward as a witness. 


If a member of staff raises a concern in good faith which is then not confirmed by the investigation, no action will be taken against that person. 


If the investigation concludes that the member of staff maliciously fabricated the allegations, disciplinary action may be taken against that person. 


Contact information 

LADO (Local Authority Designated Officer): 020 8891 7969 

LSCB (Local Safeguarding Children Board): 

Ofsted: 0300 123 1231 

PCAW (Public Concern at Work): 020 7404 6609 (website:


Related policies 

Staff Grievance policy, Safeguarding (Child Protection) policy




This policy was adopted by: Brilliant Play

Date: 29 November 2020

To be reviewed: Nov 2021 


Signed: C.Chapman 

  Signed: S.Hardie