Policies and Procedures

The Club has clearly defined policies and procedures. Key points of the main policies are placed here. Copies of the full policies are kept at the Club and are available for parents to consult at all times.





Places are offered on a first-come first-served basis to ensure transparency and fairness. When all places have been filled a waiting list will be established, with the following order of priority:


1.Siblings of children already attending the club

2.Those requiring the greatest number of sessions/hours per week


See our Admission and Fees Policy for more details.


We require a completed registration for your child before they can attend the club.This information will be treated as confidential and will be stored appropriately.


One of our stated intents is to be as flexible as possible, so we will accept ad hoc bookings until 10pm the night before as long as there are places available.


Temporary changes

If a child is absent from school, it remains the responsibility of the Parents to inform Bidbor’Out! of their child’s absence before 12.00 afternoon by e-mail natasha@bidborout.co.uk after 12.00 afternoon by text on our club’s phone 07983 218305.


When the child attends school and opts not to attend our club that day – it’s still the responsibility of the Parent or Guardian to inform Bidbor’Out!


If you know in advance of any days when your child will not be attending during the following week, please try to let the Manager know as soon as possible.


Cancellation and refunds

You can cancel any of your bookings in your INVOICES on iPAL system one week in advance. We will charge you for unattended sessions if you give us notice less than one week before.


As many of us are parents ourselves we understand that childcare is costly. We are trying to be flexible and charge fairly. If your child is sick and not attending the school we will not charge you, but you must inform us by leaving a note on the  iPAL system. If the note is not left on the iPAL system there will be a full charge for unattended sessions.


Also you can cancel the sibling(s) attendance and incur no charge.



You and your child are welcome to visit the Club before your child’s first day, to familiarise yourselves with the setting and to help your child settle in.


During your child’s first session time will be set aside for an induction. The induction will include running through Club’s rules and routines (including meal times, collection, children’s meetings), and introducing your child to the staff and other children.


Another child may be allocated to act as your child’s buddy for the first few sessions. See our Child Induction Policy for more details.



One of the key benefits of Bidbor’Out! is that it does not require any of the children to leave the school premises. What is key is how we manage the transfer of responsibility for the children from the school to our club:


The Club and school have a clear agreement concerning the transfer of responsibility for children’s safety.


The school and the Club keep an identical register of children who require escorting between locations which is updated daily.


Any children attending specific school clubs will be handed over to Bidbor’Out by the school club staff.


All children will be registered, including the time of their arrival at the Bidbor’Out.


Here children will be invited to leave their belongings in a dedicated area, wash their hands, visit the toilet, take a snack and a drink.



Staff will ensure children sign out before they leave, including the time of collection.


Children can only be collected by an adult who has been authorised to collect them on their registration form.


If required parents or guardians may ask another adult to collect their child, this can be facilitated by completing an Authorised Other Person Collection Form online and leaving us a note online on the day.


The child’s parents or carers must inform the Club in advance if someone who is not listed on the registration form is to collect the child by leaving an online note.


Please note no child will be allowed to leave the Club unaccompanied without express written approval by a parent or carer.


See our Arrivals and Departures Policy for more details. The club finishes at 6.15pm, if you are delayed for any reason please telephone the Club to let us know on 07983 218905. 


Child Protection

We do our utmost to create an environment in which children are safe from abuse and in which any suspicion of abuse is promptly and appropriately responded to. We comply with KCC and national child protection procedures and ensure that all staff are appropriately trained. For more details see our Safeguarding Policy.


Equal opportunities

Our Club provides a safe and caring environment, free from discrimination, for everyone in our community including children with additional needs.


We 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.


We will challenge inappropriate attitudes and practices.


We will not tolerate any form of racial harassment.



Special needs

We make every effort to accommodate and welcome any child with special needs. We will work in liaison with parents or carers and relevant professionals to fully understand each child’s specific requirements.


We will endeavour to accommodate all children of all abilities, whilst working within the Club’s limitations. Each case will be considered individually and risk-assessed to ensure everyone’s safety.


Our staff training programme includes specific elements relating to children with special needs.


For more details on equal opportunities and special needs, see our Equalities Policy. 



Behaviour (children)

The Club promotes an atmosphere of care, consideration and respect for everyone attending: children, staff and visitors.


We have a clear Behaviour Management Policy, a copy of which is available to view at the club.


We encourage appropriate behaviour through: praise for good behaviour; emphasis on co- operative play and sharing; talking to children with the courtesy that we expect from them and engaging children in activities.


The Club has procedures for dealing with unacceptable behaviour. We recognise that poor behaviour can occur from time to time for reasons that are not always evident, or as a result of special needs. We will try to be flexible in order to accommodate such cases.


However, if your child is violent, or if their behaviour poses an immediate danger to themselves or others, we will require you to collect them from the Club straightaway. In exceptional circumstances, and only when all other attempts at behaviour management have failed, we reserve the right to permanently exclude a child from the Club. See our Suspensions and Exclusions Policy for full details.


Behaviour (adults)

We will not tolerate from any person, whether a parent, carer or visitor: bullying; aggressive, confrontational or threatening behaviour; or behaviour intended to result in conflict. Our Club is a place of safety and security for the children who attend and the staff who work here, and we reserve the right to ban anyone exhibiting inappropriate behaviour from our premises.



We are unable to care for children who are unwell. If your child becomes unwell whilst at the Club we will contact you and ask you to make arrangements for them to be collected.


Please inform the Manager of any infectious illness your child contracts. If your child has had sickness or diarrhoea please do not send him or her to the Club for 48 hours after the illness has ceased. See our Illness and Accidents Policy for more details.


Accidents and first aid

Every precaution is taken to ensure the safety of the children at all times and the Club is fully insured. Our staff are trained in first aid and a first aid kit is kept on the premises. If your child has an accident whilst in our care, you will be informed when you collect your child. For full details see our Illness and Accidents Policy.



Please let the Manager know if your child is taking prescribed medicine. If your child needs to take medicine whilst at the Club you will need to complete a Permission to administer medication form in advance. See our Administering Medication Policy for more details.


Use of mobile phones and cameras

Photographs will only be taken of children with their parents’ permission. Only the club camera will be used to take photographs of children at the Club. Neither staff nor children may use their mobile phones to take photographs at the Club.


Complaints procedure

If you have any queries, comments or need to discuss any matters concerning your child, please feel free to speak to the Manager, or any other member of staff.


Verbal complaints will be brought to the next staff meeting for discussion and action.


All written complaints will be acknowledged within five working days of receipt and a full written response will be given within 28 days.


A full copy of our Complaints Policy is available on request. 


Pledge to Parents

We value our relationship with parents/guardians and are committed to working in partnership with you to provide top quality play and care for your children.


We will:


  • Welcome you at all times to discuss our work, have a chat or take part in our activities.

  • Keep you informed of opening times, fees and charges, programmes of activities, menus, and procedures.

  • Be consistent and reliable to enable you to plan with confidence and peace of mind.

  • Share and discuss your child’s achievements, experiences, progress, and friendships.

  • Be available to discuss decisions about running the club.

  • Listen to your views and concerns to ensure that we continue to meet your needs.