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Busy Beez Before and After School Policy

Introduction

Busy Beez is run by Co-op Academy Clarice Cliff and exists to provide high quality out-of-school hours childcare for our parents. It provides a range of stimulating and creative activities in a safe environment.

The club operates from 7.30 - 8.45 and from 3.15 - 5.30 p.m. term time and current costs for each session can be obtained from the Busy Beez managers, Miss McDonald and Mrs Frankland, or from the school office. A copy of this policy is provided to all parents of children attending the club and is also available on the school website.

All parents must complete a registration form for each child attending the club and sign an agreement to adhere to the terms of this policy.

Admissions

Only children attending Co-op Academy Clarice Cliff are eligible to attend Busy Beez.
All places are subject to availability.
The registration process must be completed prior to the child’s commencement at the club.
All parents will receive a paper copy of this policy and it is available to view on the school website.
Non contracted pupils are welcome to use the club provided there are spaces and parents / carers have previously completed the registration process.
All club staff are made aware of the details of a new child.
Children’s attendance is recorded in a register which is on Arbor.

Booking procedure

All parents are required to book their child’s sessions via the Arbor app prior to the sessions taking place.

Log in: Access the Arbor Parent Portal via the Arbor app.
Navigate to Clubs: Find and select the "Clubs" icon or link, which may be in the menu or on the home screen.
Select the club: Choose the appropriate wrap-around care club, such as "Busy Beez AM, Busy Beez PM.”
Register for the club: Click "Register for this club".
Choose membership options: Select the membership period (e.g., a specific term or academic year) and click "Next".
Select dates and times: Choose the specific days you need by ticking the boxes. You will then need to select the correct session intervals (e.g., "15:15-17:30pm") from the dropdown menus.
Confirm and pay: Review the total price, which must be paid in advance, and click the "Register child for club" button to complete the booking.

You may need to top up your Arbor account before you can book if you don't have enough funds.
Payment is required at the time of booking to secure the sessions.
If you add the payment to your basket, you will need to go to your basket to complete the transaction.

NB - If you do not click the “Register child for club” button, the booking will not be completed.

Late bookings

In the event of a late booking, the school office will confirm with the parent and will advise the Busy Beez Manager who will add the pupil to the register on Arbor. A message will be shared via the Busy Beez Google Chat and office staff will check this has been acknowledged. The pupil and class teacher will be informed verbally so that the pupil knows to go to Busy Beez at the end of the day. Late bookings will incur an extra charge.

Payment of fees

Payment of fees should be via Arbor and we request that fees are paid in advance.

Cash payments may be accepted by agreement with Busy Beez managers and the school office.

Where fees are to be paid/ subsidised by a third party e.g. College, Busy Beez managers and the school business manager will need to be made aware in advance so that all necessary processes can be followed. Invoices and receipts are available on request if needed for any funded places e.g. government funded or Universal Credit.

Arrival and departure

Before School Club

Parents / Carers are required to bring their child directly to Busy Beez which is located in the school hall. A member of staff will greet parents and pupils at the hall doors to ensure they enter the building safely.
Pupils will then be recorded as present on Arbor and their names added to the signing in sheet in case of a fire.
From 8.30, pupils will go into the Community Room for further activities.
From 8.45, a member of Busy Beez staff will escort pupils to their classrooms.

After School Club

Handover of Infant children

At the start of the session, pupils across Nursery, Reception, Year 1 and Year 2 are accompanied, to the club, by an adult before being left in the care of Busy Beez staff.

Handover of KS2 children

At the start of the session, pupils across Year 3 and Year 4 are accompanied, to the club, by an adult before being left in the care of Busy Beez staff.

Pupils in Year 5 and Year 6 will make their own way to the club once dismissed from their class.

All pupils will be in the Community Room while the register is completed. Busy Beez staff will liaise with the class teacher / school office to determine any reason if a child is not accounted for.

Departure

When a child is collected at the end of or during a session, they must be collected by a parent / carer or from a trusted adult who has been given the appropriate password.
Busy Beez staff will ensure that pupils are correctly signed out.
Parents / carers must ensure that any person who may collect their child is listed on the registration form and that this is kept fully up to date.
Parents must inform Busy Beez staff if their child is going to be absent from the club.

Daily Routine

Morning session

7.30 - 8.40 a.m. - parents drop their children off in the hall.
7.55 a.m. - children wash their hands ready for breakfast.
8 a.m. - children are provided with a nutritional breakfast. This includes a selection of cereals such as cornflakes and multigrain hoops, hot buttered toast/bagels, fruit, porridge and beans on toast.
8.20 a.m. - children tidy up then go to the Community Room or use the outdoor space for physical activity.
8.40 a.m. - children are taken to the Key Stage 1 toilets.
8.45 a.m. - children are taken to their classrooms.

Afternoon session

3.30 p.m. - all pupils are registered on Arbor in the Community Room
3.35 p.m. - pupils take part in a range of activities in the Community Room
3.45p.m. - all pupils are taken to the toilet
4.00 p.m. - pupils are provided with a snack of crackers and cheese, chocolate brioche, croissant, crumpets, toast/bagel (optional jam or honey) or beans on toast.
4.30 p.m. - pupils go to the hall for a range of activities
5.30 p.m. - all pupils will have been collected from the hall via the hall doors

Behaviour Policy

All children and young people have the right to relax, play and enjoy their time at Busy Beez Care Club.

Busy Beez Care Club staff recognise the importance of positive and effective behaviour management strategies in promoting all children and young people’s welfare and enjoyment.

All staff are committed to establishing positive behaviour management, with all children, young people and their families. Ensuring all children and young people are treated with the same respect and empathy.

The contents of the whole behaviour policy apply to the Busy Beez Care club. The policy can be found here:

Behaviour Policy 2025/26

Whilst attending the club, pupils are expected to follow the whole school Golden Rules of:

Be Ready Be Respectful Be Safe

This will be shown by pupils:

Using socially acceptable behaviour
Respecting staff and other pupils at the club
Choosing and participating in a range of activities
Using manners during snack time
Asking for help if needed
Enjoying the club

Positive behaviour is encouraged by:

Staff acting as positive role models
Praising appropriate behaviour
Stickers and / or Dojos
Informing parents about individual achievements

Dealing with inappropriate behaviour

Challenging behaviour will be addressed in a calm, firm and positive manner working within the academy’s positive behaviour policy
In the first instance, if necessary, the child will be temporarily removed from the activity.
Staff will explain why the behaviour displayed is deemed inappropriate.
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. If after consultation with parents and the implementation of behaviour management strategies over a 2 week period, a child continues to display inappropriate behaviour, Busy Beez Care Club managers may need to consider ending the placement. The reasons and processes involved will be clearly explained to the child and their parent/carer. The aims of our Behaviour Management Policy are to help all children and young people to:

Develop a sense of caring and respect for one another
Build caring and co-operative relationships with other children, young people and adults
Develop a range of social skills and help them learn what constitutes as acceptable behaviour
Develop confidence, self-discipline and self-esteem in an atmosphere of mutual respect and encouragement.

First Aid Policy

Whilst in Busy Beez Care Club, the whole school First Aid procedures apply which can be found here: First Aid policy

All members of Busy Beez staff are Paediatric First trained so that they are able to adequately supervise children both during activities and during snack time.

For pupils who have health care plans, these are shared with all Care Club staff prior to the pupils starting Busy Beez and are located in the locked Busy Beez medical cupboard (situated in the hall). Pupils who use an inhaler will have one in this cupboard so that it is accessible during sessions if needed. Medical procedures to be followed. An emergency inhaler is also kept in the Busy Beez medical cupboard.

First Aid kits are located in the community room, KS1 corridor and in the Busy Beez medical cupboard and are checked by Care Club Managers.

All accidents will be recorded on a bump note.
Parents will be provided with copies of bump notes.
Accident records will record the time, date and nature of the accident, details of the child involved, the location, type of injury and any treatment given.
All incidents will be dealt with by a qualified first aider as above.
Disposable gloves and aprons should be worn when dealing with all accidents. Blood/soiled dressings and used gloves/aprons should be placed in yellow “Contaminated Item” bags and then taken to the outside bins for disposal.
Any major incidents will be recorded on a Report of Accident Form and parents will be informed. These incidents are then recorded on our electronic system, Parago, by the school business manager and followed up as appropriate.

Parents of any child who becomes ill during the club session will be contacted immediately.

Safeguarding procedures

All Busy Beez staff follow the academy Child Protection and Safeguarding procedures. The Safeguarding policy can be found here. All staff attend annual safeguarding training as well as additional training which is completed during the year. This includes Online Safety training and Prevent training. One of the Busy Beez managers, Miss McDonald, is also the whole school Deputy Designated Safeguarding lead.

If a pupil makes a disclosure during Busy Beez, staff will record information on CPOMS as per the whole school Safeguarding policy. If the disclosure identifies that a pupil is at risk of significant harm, the DSL or Head Teacher will be contacted for further advice and the Integrated Front Door may be contacted.

If any safeguarding concerns are raised about collection of a pupil, the DSL or Head Teacher will be contacted for further advice.

Security

Busy Beez are committed to providing a safe and secure environment. Staff will adhere to the following guidelines:

No child will be left unsupervised at the club at any time
Staff / child ratios -

Nursery (not including Rising 3’s) up to 8 children

Reception + up to 30 children

NB: All ratios are reviewed regularly according to risks, behaviour, SEN.

Visitors to the club will not be left unsupervised at any time and adequate identification will be required
Children will not be released to anyone other than the parent / carer unless prior notice is given. A password will be held on file for each child which can be asked for from anyone who is collecting the child. If staff are unsure of the person collecting the child, the child will remain at the club while contact is made with the parent.
Entrance to the club will be monitored at all times and children will be signed in and out using the Arbor register.
Parent / carer consent will be sought for the use of videos and photographs for promotional usage.

Missing or uncollected children

Missing children

In the event that a child goes missing, the following procedure will be followed:

SLT will be informed of the pupil going missing
Busy Beez manager will search the academy premises for the pupils and delegate searching outside the premises to another member of staff who is onsite. If the child remains missing, parents will be contacted and emergency services may also be contacted.
If a child is booked onto a session and fails to attend, Busy Bee staff will check with the class teacher to see if they have been collected. If the pupil is not found, checks will be made with parents, via the office, to locate where the child is.

Uncollected children

If a child has not been collected by 5.30 p.m. parents will be contacted in the first instance to establish where they are. If they are not contactable, the Arbor system will be used to attempt contact with other family members. If these contacts are unavailable for approximately one hour, the police and social services will be contacted for further advice and support.

A charge will be levied for late collection. This will be applied as £5 per child for 15 minutes late after 5.30 p.m.

Parents under the influence of alcohol or drugs

If a parent arrives at Busy Beez and appears to be under the influence of alcohol or drugs, the primary concern is the immediate safety and welfare of the child. Staff are typically instructed not to release the child to that individual and to follow specific safeguarding procedures.

Procedures Followed by Wrap-Around Care Staff

Safety First: The child will not be handed over to any adult who appears to be under the influence and incapable of providing safe care. The child's welfare overrides parental rights in this instance.
Contact Emergency Contacts: Staff will request that the intoxicated adult leaves the premises and makes alternative arrangements for their child to be collected from Busy Beez Care Club. In the meantime, attempts will be made to reach the other parent or an emergency contact listed on the child's registration form to arrange for an alternative, sober person to collect the child.
Involve Authorities:

If no alternative contact can be reached, or the parent becomes abusive, refuses to cooperate, or attempts to leave with the child, the police and Local Authority Children's Social Care Team are contacted immediately.
If the staff have a "reasonably held belief" that the parent intends to drive while under the influence, they will call the police (potentially 999) to prevent a serious risk to the child and public safety.

Record Keeping: The incident is formally recorded on CPOMS, which can be used to inform future actions or social services referrals.
Referral to Social Services: The incident will generally trigger a referral to Children's Social Care as a safeguarding concern, as parental substance misuse is a recognised risk factor for child harm or neglect.

Record Keeping/GDPR

Busy Beez Care Club keep records of the following:

Child Details and Registration: Full name, address, contact information for parents/carers, dates of attendance, and any specific restrictions or eligibility details.
Medical Information: Any health conditions, allergies, and details of any medicine administered.
Accidents and Incidents: Clear, factual records of any accidents, injuries, diseases, dangerous occurrences, or significant incidents, including details of actions taken and who was informed.
Safeguarding and Child Protection: Any concerns raised about a child's safety or welfare, the details of any action taken, information shared with other professionals (e.g., Children's Social Care), and decisions made.
Attendance: Daily registers of all children and visitors on the premises for fire safety and general management purposes.
Staff Records: Personnel files, training records (including paediatric first aid and safeguarding), vetting/DBS checks, and accident records for staff.
Complaints: A record of all complaints, the nature of the complaint, and the outcome.

Best Practices for Record Keeping

Confidentiality and Security: Records containing personal data are stored securely, in a locked cabinet, to prevent unauthorised access, loss, or theft.
Data Protection: All information is handled in accordance with UK GDPR and the Data Protection Act 2018.

Food and hygiene procedures

Busy Beez Care Club follows the whole school healthy eating policy which can be found here: Healthy Eating Policy 24/25

All pupils will be supervised during snack times by staff who are all paediatric first aid trained.
All staff involved in food preparation will have a food hygiene certificate which is updated annually.
Tables used for food and drink should be cleaned before and after use. Floors will be brushed and mopped if there is any debris on the floor.
Children should be encouraged to wash their hands before and after eating.
Children are not involved in any food preparation.
All utensils should be kept clean and stored correctly.
A cleaning routine should be in place to ensure that areas and utensils are cleaned during the morning and afternoon sessions.
All food and drink should be stored correctly and used within the recommended use by date.
Staff will not drink hot drinks around the children.
Staff preparing food will always adhere to personal hygiene recommendations.
Busy Beez staff will be aware of any pupils with food allergies and ensure this is catered for. This information is shared with all Busy Beez staff prior to the pupil’s place in club commencing.
Busy Beez staff will have access to care plans and medication such as epi-pens should these be required for any pupils who attend.

Fire evacuation procedures

In the event of a fire or the fire alarm sounding, the following procedures will be followed:

Follow the usual procedure to evacuate the building immediately via the nearest exit and assemble in the designated assembly point. If this point is inaccessible, assemble on the grass (close to the memorial garden) at the back of the staff car park.

Call 999 (using Busy Beez mobile phone) and request emergency services. An alarm activation will not automatically contact fire and rescue. In the case of a false alarm, contact Steele House on 01782 234497 and advise.

Outside of school hours, Headteacher to be called following emergency services. A member of SLT to contact parents/ carers to collect children.

Headteacher/ SLT to be advised of anybody who is unaccounted for who will progress with the emergency services. If unavailable, care club leader to progress.

A 221 gate key (which is needed to open the side gate on the Nursery playground and the KS2 gate) will be held by/ readily accessible to the care club leader at all times.

During office hours, office staff will take the Signing IN/OUT sheet to carry out a roll call at the assembly point as per the usual procedure. The care club leader is always responsible for taking an up to date register and the Signing IN/OUT sheet to the assembly point. Outside of office hours, the leader will be responsible for carrying out a roll call.

Staff must not re-enter the building for any reason.

In the case of a real alarm, staff must not tamper with the fire alarm panel or attempt to silence/ reset the alarm. The emergency services will do this and will identify the source of the activation.

The Headteacher or a member of SLT will liaise with the emergency services on site. If these staff are not on site, the care club leader will liaise.

Staff and children can re-enter the building when advised by the emergency services that it is safe to do so.

Any gates that have been unlocked will be locked by the care club leader.

Fire log book to be completed by site staff, evaluation form to be completed by SBM and care club leader.

SBM to liaise with Health & Safety teams to ensure all documentation is completed as required.
Drills to be carried out during wraparound hours termly.

Further policies

Further whole school policies which apply to Busy Bees can be found on the website and are:

Anti bullying policy 25 26

Allergy Awareness Policy 25 26

Behaviour of Parents

Equality and Diversity statement

SEND policy

Wraparound care RA udated 6.11.25