Our Policy Statement

Our Policies

Additional Needs Policy

We are a family run business with a mission to get children active, having fun and learning together we welcome all children to our programmes, including those with additional needs. Although we recognise the importance of the equality act, there are some cases when we cannot provide for certain children without the support of their carer.

We operate an activity camp environment and our staff teams are primarily experienced, qualified and trained to provide sports and activity coaching and supervision.

For children with additional needs, attendance is considered on an individual basis. We expect children that require 1:1 care at home or at school to be accompanied by their regular carer.

We require parents and guardians to be fully honest and transparent regarding the level of additional needs of children at the point of booking, especially when children require 1:1 care in their regular school or home setting.

We reserve the right to contact parents and guardians at any point, to collect their child when our staff assess a child to demand a high level of 1:1 attention that detracts from the welfare of other children and places a high level of demand on our staff teams.

Additional Needs Care Process

In the case of children that demand a high level of 1:1 attention that detracts from the welfare of other children and places a high level of demand on our staff teams:

  1. Our Site Manager will check the child details report for additional needs information
  2. Our Site Manager will complete an incident report on the organisation’s restricted access information platform, detailing behaviour and actions, so that all relevant people are informed
  3. Our Site Manager will contact the relevant Camp Manager to discuss the child, the behaviour and to agree a course of action which is likely to be:
    1. Site Manager or Camp Manager will call the parent or guardian to explain the behaviour and agree for the child to be collected until 1:1 care is in place
    2. Our Team will add the relevant notes on our restricted-access membership platform and call parents to agree any refund that’s owed
    3. If 1:1 care is provided by the parent, the child can return to camp providing the 1:1 care is for the duration of their stay. The carer must accompany the child for all activities, bathroom visits and throughout their stay on camp
    4. Carers have visitor status and are required to sign in and out and wear a visitor lanyard / identification throughout their attendance
    5. Carers are not responsible for any other children and they will not be left alone with any other children

Behaviour Policy

Parent & child responsibility

We expect parents to inform us; verbally and via an Attendance Form; if your child has any potential behavioural issues that may arise whilst on camp. Please be aware of the expected behaviour when your child attends camp. We ask parents to join us in emphasising good conduct to their children, including:

  1. Respect for all children, demonstrating this by treating others as they themselves wish to be treated
  2. Swearing, abusive and hurtful language is not acceptable
  3. Aggressive behaviour or violence will not be tolerated
  4. Respect the personal property of others and the facilities we use
  5. Respect our staff by listening to them and following their instructions

If we suspect bullying

We loathe bullying but we recognise it’s a very complicated issue. Therefore we try and deal with bullying sensitively, fairly and effectively by following this process:

  1. If a child believes they are being bullied, they are encouraged to report this to their Group Coach
  2. Once a member of staff has been informed, they will report the incident to the Site Manager who will then discuss the matter with the child and with the Group Coach
  3. If the Site Manager believes there is a legitimate issue, they will discuss the matter with the person being accused of bullying. The person accused of bullying may have problems of their own so we aim to deal with them sensitively and fairly
  4. We will contact the parents of both the bully and the victim to communicate our findings and actions
  5. If we are convinced that bullying is taking place, we will decide what action is appropriate. In a serious case, we may consider the removal of the bully from camp

Staff responsibility

Our staff undergo a thorough vetting and preparation process. This includes both on-line and in-person training which emphasises our high standards of safeguarding, health and safety and care. We expect the following staff conduct at all times:

  1. Children treated fairly, recognising that each is individual with differing needs
  2. Provide a stimulating, challenging, active and fun experience for every child
  3. Apply clear and consistent rules and sanctions
  4. No physical punishment, ever
  5. Physical intervention such as holding should not be used unless it’s necessary to prevent personal injury to the child, other children, an adult or serious damage to property
  6. No purposeful humiliation or embarrassment of an individual
  7. Be a good role model by demonstrating high standards of conduct, care and motivation

Behaviour management procedure

There are times when the behaviour of a child requires attention, we aim to deal with behaviour issues objectively,effectively and fairly:

  1.  The direct supervisor – most likely a Group Coach – will try to deal with the situation at an early stage
    2.    If unsuccessful, the Site Manager will try to deal with the situation, removing the child from the group but keeping the child in the proximity of others
    3.    If unsuccessful, the parent or carer will be contacted and asked to collect the child. If the parent does not collect the child, they will be notified of the behaviour issue and the relevant action required at the earliest opportunity.
  2. If unsuccessful, the Site Manager will consult with the Operations Team at Head Office to agree the most suitable course of action, this may be to suspend the child from camp.

Child Protection Statement

We acknowledge that all children have a right to grow up in an environment that is not abusive. We are aware that child abuse occurs to children of both sexes, at all ages and in all cultures, religions, social classes and to children with and without disabilities.

We have a responsibility to our members and to the authorities to report suspected child abuse. Procedures will be followed sensitively but absolutely. Our loyalty in such circumstances remains with the child.

When any person has knowledge or suspicion that a child is either being abused, or is at risk of abuse, or that a carer has seriously neglected or failed to protect a child, he/she has a personal duty to report this to:

  1. The Manager of the Camp on site; or
  2. Head Office on 01209 211 073; or
  3. MARU ( Multi Agency Unit Referral ) Cornwall Council

We will investigate and act quickly if there is any suspicion of discrimination towards any child.  Any allegations against staff will be reported and appropriate action taken immediately.

Complaints Policy

We are always happy to listen so please feel free to call us on 01209 211 073. A Parent Information poster is displayed on-site with contact details required to make a complaint. Our staff are trained to process your comments and pass them on to the appropriate department and management level. If a complaint is received, we will endeavour to reply within 24 hours.

Our complaints process

  1. An investigation is undertaken in accordance with the principle that the welfare of the child is safeguarded and promoted
  2. We always record full details of any complaint, including any subsequent information, action taken and whether the complaint is complete
  3. If necessary, it will be investigated and a verbal or written report will be returned to the complainant within seven days or, by agreement, it will be extended by a further 14 days
  4. If the response is not satisfactory, stage two of the process will be entered and the complainant will be asked to put the complaint in writing
  5. Further consideration will be given and a written response, including investigation findings and action taken, will be forthcoming within 28 days
  6. If another agency, such as the police or an inspection authority investigates, we will consult with them on how to proceed and inform the complainant of progress. A written record of complaints will be kept and is available upon request

In England, Ofsted can be contacted by telephone on 0300 123 1231 or in writing at The National Business Unit, Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD.

Equal Opportunities Statement

We welcome children of all religious beliefs, faiths, cultures and abilities and believe that each child attending the camp is of equal value.

The activities we run strive to provide equal opportunities for all children whatever their race, religion, language, culture, gender, health, disability, personality or lifestyle – according to the framework laid down by the following acts:

The Track recognises that there are inequalities within our society and that many people suffer discrimination on the grounds of sex, race, colour and religion. We never tolerate discrimination of this nature within our organisation.

Education and understanding of other people’s needs and backgrounds will be fostered to promote positive behaviour and attitudes. Discriminating behaviour, attitudes and comments will be challenged, regardless of whether they are from members, staff, parents or carers. We will regularly review our policy and amend it where necessary.