Policies and Procedures

At EAC we are continually trying to find new ways to meet our client’s expectations and improve our service.  Our policy and procedures provide information on our values and responsibility of care of children and the service we deliver to parents. Click on the links for more information:

Child Protection

EAC takes the welfare of children attending camp very seriously and makes sure that every member of staff has access to the guidelines and contact details of the local child protection board where the Activity Camp is based.  We have a responsibility to report suspected child abuse to the relevant local authorities.  This includes neglect, emotional, sexual and physical abuse.  If any person suspects a child being abused they will report this to

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Recording of events

Accident Reporting
Accidents are minimised by vigilant staff and daily risk assessments.  Rules are explained regularly to all participants with safety points emphasised.  In certain activities, safety equipment is issued to minimise injury such as an arm guard in archery.
All accidents that happen at camp are recorded in the accident book located at the reception.  On collecting your child from camp you will be informed of any accidents relating to your child that day and asked to sign the appropriate form for our records.  With accidents of a more serious nature, you will be informed immediately and asked to collect your child or if it results in a hospital visit, meet your child and a member of staff at the hospital.

Incident Reporting
Examples of incidents that can happen at camp include bullying, swearing and disobeying rules.  Incidents that happen at camp are recorded in the Incident Book which can be located at the reception area.  Our staff shall intervene at the first sign of any incidents happening.  On collecting your child from camp you will be informed of any incidents relating to your child that day and asked to sign the appropriate form for our records.

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Medication

If your child requires medical treatment to be administered by a member of staff then written permission should be given to a senior staff member on the first day your child attends.  Medical administration will be recorded at camp by the person administering the medication.  Appropriate forms can be found at the front desk of each Activity Camp.  Medicine will only be administered by a qualified first aider.

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Sun Cream

When the weather is predicted to be good, EAC ask that your child comes to camp with a high factor sun cream already applied.  Children will have the option to reapply at regular intervals throughout the day.  If help is needed, this will be given by a first aider.

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Expected Behaviour

It is expected that all children that attend the Activity Camp will abide by EAC’s rules.  These are in place to ensure the camp abides to safety standards and so that every person is treated fairly.  EAC promote good behaviour through giving praise to children when they do something right.  Every EAC camp has rules that the staff and children must abide to.  In addition to this, every group makes up their own group rules to reinforce good behaviour and these are read aloud to the children twice a day at morning and afternoon registration. 

Children’s Behaviour
Children are expected to show respect to other participants, staff, property and equipment.  They must listen to their Group Leader and abide by their instructions.  Bullying, swearing and aggressive behaviour will not be tolerated.  EAC Activity Camps are not staffed to have a child absorb a full staff member’s attention for a lengthy period of time and if this occurs they may be asked to leave or the parents may be contacted to provide additional supervision.  In exceptional cases the child may be asked to leave camp.  In this case no refund will be given.

Communication between staff and parents is welcomed and staff often use the end of the day to inform parents of their child’s progress and behaviour. 

Bullying
Bullying will not be tolerated at EAC Activity Camps.  If a child is experiencing problems at camp they are encouraged to speak to their Group Leader.  Staff will step in to try and resolve situations immediately.  All instances of bullying will be recorded in the incident book and all parents involved will be asked to sign confirming that they have been informed for our records.  EAC ask that you support any actions EAC take and promote good behaviour at home.

Every child will be treated fairly and with respect from the staff.  Each staff member aims to provide a safe stimulating environment where there will be a healthy balance between challenging and fun activities.  The day will be structured and follow a timetable.  They will be knowledgeable in group rules and staff will be clear and fair in our behaviour policy.  No physical punishment will be given.

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Behaviour Procedure

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Equal Opportunities

Children are welcome to camp irrespective of their race, nationality, gender or ability.  EAC aim to provide equal opportunities to all children who attend and create a positive welcoming environment where people treat each other with respect.  Positive language is used and feedback from the children is welcomed and considered in planning session content.

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Additional Needs

EAC welcome children with additional needs to attend our camps although we are unable to offer supervision on a one to one basis.  Any parent wishing to send their child to camp should make EAC Head Office aware of any additional needs at the time of booking.  This will allow us to give additional training to staff.  If EAC feel that they are unable to meet the supervision required for the child to attend safely then EAC would welcome the presence of a carer or parent.

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Sick Child Policy

If a child is sick at camp, the parents will be contacted to collect him.   A child will never be left alone and will be made comfortable by a member of staff.  In more serious cases, EAC may seek hospital treatment and the parents will be phoned to meet a member of staff and their child at hospital.

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Uncollected Child Policy

EAC acknowledge that there can be many reasons why a child is not collected on time varying from confusion in who was meant to collect to being ‘stuck in traffic’.  Our staff work very hard at the camps so EAC ask parents to respect our operating times and collect you child by 6.30pm at the latest.  EAC reserve the right to charge a late collection fee of £5 per 15 minutes.  No child will be left unsupervised and 2 staff members will remain onsite until the last child is collected.

If a child is uncollected by our advertised closing time of 6.30 the staff will attempt to contact the emergency contact numbers.  If they are unable to contact anyone and the child still hasn’t been collected by 7.30pm then contact will be made to Head Office and to the police.

If phone contact is made with a parent then permission can be given for the child to go home with another adult providing EAC have your verbal permission and ID is shown on collection of the child.

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Complaints Policy  

Staff are trained to deal with complaints onsite and in the first instance you should notify your Camp Director whilst your child is still at camp.  If you are still not completely happy then please phone EAC’s Head Office and request to speak with a member of the Activity Camp Operations team whilst your child is still at camp.

If your child has finished camp and you wish to make a complaint then please do so in writing within 3 days after your child’s final day.  EAC will investigate all concerns and respond within 10 working days.

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Hygiene Policy

EAC promote good hygiene through getting the children to wash their hands before eating and after going to the bathroom.

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