1

Normal Operating Procedures

Setting - sport and activity programme involving young people and employed/voluntary

leaders

Activate Sport Ltd

Contents

1. Registration of Children 3

1.1. Objective

1.2. Facility Set up

1.3. Equipment & Documentation

1.4. Staffing

1.5. Registration Process

1.6. Registration Period Activities

1.7. Late Arrival

1.8. Group Allocation and Commencement of Activities

2. Coaching Sessions 6

2.1. Objective

2.2. Movement Across Site

2.3. Preparation

2.4. Health & Safety

2.5. Ratios

2.6. Programming/Session Content

2.7. Staff Expectations

2.8. Safety and Security

2.9. Food and Drink

2.10. Clothing and Equipment

2.11. Coach Contact & Location

2.12. Toilet Breaks

2.13. Accidents

2.14. Behaviour

2.15. Child Protection

2.16. Time Keeping and Session Conclusion

3. Accidents & First Aid (see HEALTH AND SAFETY POLICY) 11

3.1. Objective

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3.2. Overview

3.3. First Aid Provision

3.4. First Aid Procedures

3.5. Reporting

3.6. RIDDOR Reporting

3.7. Accident Investigation & Reporting

3.8. Incidents

3.9. First Aid Boxes and Replenishment

4. Child Collection (see WELFARE AND SAFEGUARDING POLICY) 14

4.1. Objective

4.2. Child Protection (see WELFARE AND SAFEGUARDING POLICY)

4.3. Location

4.4. Signing Out

4.5. Movement off Site

4.6. Reporting of Incidents/Accidents

4.7. Activities

4.8. Supervision

4.9. Non Collection

4.10. Close Down

5. Road Crossing 16

5.1. Objective

5.2. Walking across a car park

5.3. Walking alongside a road

5.4. Crossing a road

6. APENDIX – Registration Process 17

3

Registration of Children

Objective

To provide Site Managers and staff with appropriate guidance on the safe and effective

registration of children on Active Sport Programmes.

Facility Set up

Prior to children’s arrival ensure that facility is set up ready for arrivals. This will include:

• Visual check of facility to ensure area is safe and ready for use

• Check of fire exits

• Bag storage area allocated and suitable

• Provision of a safe drop off zone within and outside the building

• Check of parking and drop off area for potential hazards or risks

• First aid box and other provision is available and fully replenished ready for day

• Table is set up ready for registration process, ensuring that queuing area is

available and will be effective

Equipment & Documentation

Prior to children’s arrival ensure that equipment and documents required for registration

period are in place. This will include:

• Layout equipment for drop off period and activities

• Complete visual check of equipment ready for use

• Check wristbands are available and supply is sufficient

• Have registration details prepared including, contact list and numbers, children’s

details form, daily registration form, daily activity group registers

Staffing

Prior to arrival check staffing requirements are met. This will include checking that staff are:

• Present in required numbers before accepting children on to the site

• Aware of their responsibilities in respect of car park safety

• Allocated and aware of responsibilities in relation to safety and security

• Available in sufficient numbers to maintain Ofsted guidelines for supervision ratios

(SEE SECTION 2.6 RATIOS)

• Positioned and are aware of responsibilities during registration period

• Provided with details of children with any special requirements

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• Aware of location and type of registration period activities according to age ranges

and supervision ratios

Registration Process

To ensure the effective registration and transition of children from registration to activity the

following flow diagram has been designed: SEE APPENDIX

Registration Period Activities

Arrival activities must be organised for children for during the registration period, this will

involve:

• Allocating a safe area for multiple activities to take place

• Allocating staff to activity areas

• Choice of activities which can easily be adapted to cater for ever increasing

numbers during the registration process

• Ensuring staff are aware of registration roles and responsibilities

• Provision of equipment for registration activities

• Correct supervision levels for children – including the awareness of and possibility

of providing differing activities for under 8’s

• Awareness and preparation for the possibility of children who are reluctant to leave

parents, this can be the most stressful part of the day especially for young children

Late Arrival

It is possible that some children may arrive late to the programme. They may arrive after the

groups have been allocated and therefore will need to be taken through the registration

process by the Site Manager. They must be provided with a wristband before commencing

activities.

Staff must be made aware that any child arriving adhoc to a session without a band must be

asked to report to the Site Manager

The Site Manager must, where possible remain at the registration area for the first 15 – 30

minutes after the first activity session has begun to meet and greet late arrivals

Group Allocation and Commencement of Activities

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On the completion of the registration process the Site Manager and coaches must then

complete the group allocation process in order to commence the day’s activities. This will

involve:

• The Site Manager must introduce the coaches and the types of activities they will be

coaching (First day only unless a lot of children arrive mid-week)

• The Site Manager must explain the process to coaches and children

• Coaches must be provided of a list or number of children allocated to them together

with their ages and any special requirements

• The Site Manager must allocate children to their coaches by reading through the

group lists in turn. The Manager must circle the first “In” box to highlight the children’s

attendance within the groups

• Children must line up behind their allocated coach until asked to leave for the first

activity session

• The Site Manager must ensure that the coach to child ratios are correct for each

group and adjust staffing as required

• The Site Manager may adjust groupings according to child or parent requests. This

must be done carefully ensuring that ratios are not affected and that age groupings

remain the same

• The Site Manager must ensure that staff area aware of and prepared for their first

activity session

• The Site Manager must ensure that there is sufficient and suitable equipment for the

activities programmed

• The Site Manager must count the number of children in each group and cross

reference with the group lists as well as the master register

• Children must be checked for wristbands and correct clothing suitable for activity

before leaving for commencement of activity session

• Children must walk in an orderly fashion to their first activity session with their coach

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Coaching Sessions

Objective

To provide Site Managers and staff with appropriate guidance on safe and effective

coaching sessions

Much of the information required to run a safe and effective coaching session is provided in

existing Active Sport Management documents. These documents must be read by staff

during their induction period and must be available on site for staff reference. These

documents include:

• Health and Safety Policy

• Emergency Action Plan

• Parent Guide

• Staff Manual

• Risk Management Folder

In order to prevent confusion and overlap, this NOP provides basic guidance and must be

used in conjunction with the documents listed above.

Movement Across Site

• Coaches must ensure that their group remains together and moves across site in an

orderly fashion.

• Coaches must be aware of the location of activity areas and access to them.

• Coaches must read risk assessments and be aware of any agreed allocated routes

for the movement of children across the site.

• The coach’s key concern is the health and safety of children as they move across

site.

Preparation

• Coaches must be prepared for every session prior to its commencement.

• Where possible equipment must be set up and areas marked out for the activities to

take place

• Equipment must be checked prior to its use with any damaged equipment removed

for safety reasons.

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• Coaches must have a session plan either written or in their mind which meets the

requirements of the children and their level of ability. This must include progression

through the session so that the children gains a fun learning experience.

Health & Safety

• Coaches must carry out a basic visual risk assessment of their coaching

environment, they must contain or remove hazards prior to activity commencement.

• Coaches must be aware of the risk assessment provided for the activity and must

adhere to restrictions contained within the assessments.

• Coaches must remain vigilant and be aware of their responsibilities in case of

emergency.

Ratios

Activate Sport operate using the following ratios during activity sessions:

5 to 7 years: maximum of 1 to 12

8 years and over: maximum of 1 to 16

Programming/Session Content

• Coaches must complete activities, which are allocated to them within their

programme. The Active Sport programmes have been designed to meet the needs

of the age of child present within the activity.

• Coaches must aim to prolong activities within their chosen sport through the use of

skills games and game progression changing the activity all together.

• Coaches must be aware of the Active Sport Management guidelines on the chosen

sport, and must also be aware of and able to use the games provided within the

Active Sport staff manual.

Staff Expectations

Coaches must be aware of and must adhere to the guidelines provided within the staff

manual on staff expectations. In brief this includes:

• Preparation

• Use of a watch and timekeeping

• Correct uniform

• Correct footwear

• Planning & Preparation

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Safety and Security

Coaches must be aware of and adhere to the safety and security guidelines contained within

the documents at the start of this procedure. These include:

• Risk Assessment for activities & Equipment (Risk Management)

• Awareness of and reporting of stranger danger (Child Welfare and Safeguarding

Policy)

• Accident and Incident reporting procedures (Health and Safety Policy)

• Set up and safety of activity areas (Staff Manual)

• Dehydration guidelines (Staff Manual)

• Procedure for children running off from activity (Staff Manual)

• Clarity of rules and guidance for children (Staff Manual)

• Bathroom Breaks (Staff Manual)

• First Aid (Health and Safety Policy)

• Child Protection (Child Welfare and Safeguarding Policy)

Coaches must ensure that all children within their group have the correct Active Sport

wristband identification

Food and Drink

• Coaches must make drinks accessible to children at all times.

• If a child has a water bottle they must be encouraged to take it to the activity with

them and use it during breaks.

• If children require water breaks they must be allowed. These may increase if

weather is particularly hot.

• Coaches must return to the central meeting point on time for breaks to ensure that

children are able to gain sufficient rest and intake of fluids and food where

necessary.

Clothing and Equipment

• Coaches must ensure that the equipment used for the activity has been checked

prior to use.

• Coaches must ensure that equipment is only used for the activity it is designed for.

• Coaches must ensure that they have prepared enough equipment for their activity

session, they must not leave the group to collect more equipment.

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• Coaches must check that participants have the correct clothing and equipment

relevant to their sports. This must include outdoor shoes where required and

protective equipment if necessary.

• If children have brought their own equipment for the activity e.g. cricket or hockey

bat, this must be checked for safety by the coach.

Coach Contact & Location

• Coaches must ensure that they are contactable by the Site Manager at all times.

This must take the form of having a mobile phone switched on with the number

provided to the Site Manager.

• Coaches must remain in their allocated activity area and must only move from it if it

is absolutely necessary (e.g. safety or bad weather).

• Coaches must always contact the Site Manager prior to moving to a new location.

Toilet Breaks

• Toilet breaks need to be monitored by an adult at all times

• Children must not be sent on their own

• If possible an assistant coach or Site Manager must take children to the toilets

• When one child asks to go to the bathroom, ask the group if there are others who

need to go, this will reduce the amount of trips required

• If there is no assistance coach, it may be required for the whole group to complete a

bathroom break during the activity session

Accidents

• If an accident occurs the coach must stop the activity immediately.

• The coach must summon help from the Site Manager.

• The coach must remain with the group at all times.

• Uninjured children must be moved to a safe area and sat down, they must not be

asked to help in dealing with the injured child.

• The coach must deal with the casualty and the injury only if they are trained to do

so. If they are not they must contact the Site Manager who will attend immediately.

• The coach must reassure the casualty and be vigilant of their response levels and

pain.

• The rest of the group must be moved by an assisting coach or Site Manager out of

the area to reduce stress.

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• The Site Manager must summon emergency assistance if required based on their

assessment of the injuries.

• The Site Manager must complete any reports with the coach’s assistance once the

casualty has been dealt with.

• The coach must continue with the activity in liaison with the Site Manager.

Behaviour

Coaches must read the Active Sport guidelines on behaviour (see WELFARE AND

SAFEGUARDING POLICY).

Coaches must not leave the rest of their group to deal with poor behaviour; they must

instead report it to the Site Manager who will act in accordance with recognised procedures.

Child Protection

Coaches must be aware of and ensure they adhere to the Active Sport Management child

protection policy and staff guidelines (see WELFARE AND SAFEGUARDING POLICY).

Coaches must report all concerns and incidents to the Site Manager.

Time Keeping and Session Conclusion

Coaches must end their session on time and must return to the central location in time for

breaks, lunch or end of day.

Coaches must return all equipment to the central agreed location.

Coaches must report any incidents as required to the Site Manager.

Coach’s responsibility for their group remains until the whole group has returned safely to

the central location ready for the next activity.

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Accidents & First Aid (see HEALTH AND SAFETY POLICY)

Objective

To provide Site Managers and staff with appropriate first aid support on the Active Sport

Programmes

Overview

The health and safety (First Aid) regulations 1981 requires us to provide such equipment

and facilities as are adequate and appropriate in the circumstances for enabling first aid to

be rendered to employees and others if they become ill or are injured on the programme

First Aid Provision

The number of qualified first aiders will never fall below one on duty at any one time. The

first aiders must be suitably trained and hold a first aid certificate approved by the HSE

First aid equipment includes first aid boxes and general equipment. The contents of first aid

boxes must be listed and checked at least weekly. Contents of first aid boxes are

determined based on risk assessment and site requirements.

The normal contents for a first aid box will consist of the following:

• 20 x individually wrapped sterile adhesive dressings (assorted sizes)

• 2 x sterile eye pads with attachments

• 6 x individually wrapped triangular bandages

• 6 x Safety pins

• 6 x medium individually wrapped sterile unmedicated wound dressing (10cm x 8cm)

• 2 x large individually wrapped sterile unmedicated wound dressing (13cm x 9cm)

• 3 x Extra-large individually wrapped sterile unmedicated wound dressing (28cm x

17.5cm)

• 6 x individually wrapped moist cleaning wipes

First Aid Procedures

Staff must deal with any accidents promptly and effectively. Consideration must be given to

the urgency of the situation, the nature of the injury and the condition of the casualty in

deciding where to treat them.

All accidents and details of any treatment must be recorded on the official accident report

forms and these must be signed by the Site Manager.

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All accident forms must be made available to the parent and must be signed to show that

they have received information regarding their child’s accident and injuries sustained.

The following must be recorded when first aid is given: -

• Full name and address of the person who sustained the injury

• Occupation of the person who suffered the injury (Employees only)

• Date of accident

• Time of accident

• Place and circumstances of the accident

• Details of the injury suffered and treatment given

• Signature of person completing form.

Precautions must be taken where possible to protect staff from the risk of infection e.g. the

use of gloves to prevent contact with the victims’ blood.

Reporting

ALL accidents whether they require first aid or not must be reported to the Site Manager.

Due to the serious nature of some injuries, the emergency contact may need to be

contacted by using the 2 emergency contact numbers held by the Site Manager. On the rare

occasion that these cannot be contacted, contact the child’s doctor using the number held

by the manager or contact emergency services on 999.

RIDDOR Reporting

Reportable injuries, diseases and dangerous occurrences shall be reported promptly on the

authorisation of the manager to the enforcing authority, using the online service or the

F2508 form which must be sent to the HSE.

Accident Investigation & Reporting

All accidents and known near misses shall be reported and reviewed. Where appropriate

the cause of the accident must be investigated to identify any remedial action, before

another more serious accident occurs. Every accident is reviewed on site, including

completion of the review section of the accident form, completed by the manager and

immediate action will be taken if necessary.

Accident investigations must be thorough and may include, interviewing witnesses, the

inured party, visiting the accident location and determining the sequence of events

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Trend analysis of accidents is important as it can identify areas to concentrate on for risk

reduction and can indicate minor injuries which if not controlled, may lead to a more serious

injury.

Incidents

Incidents and near misses within the programme shall be recorded on the incident report

form

Incident report forms must be reviewed by heads office and any appropriate action must be

taken.

First Aid Boxes and Replenishment

First aid boxes must be made of suitable material and so designed to protect the contents.

All boxes must be clearly marked.

First aid boxes and travelling first aid kits must contain sufficient quantities of suitable first

aid materials and nothing else.

The contents must be replenished as soon as possible after use to ensure a continued

sufficient supply of materials. At the end of each course, a First Aid Replenishment Form is

completed and returned to the Active Sport Management Head Office. The Head Office will

send out replenishments at the start of the following week. If replenishments are required

during the course, the manager will contact the Head Office for immediate replenishment.

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Child Collection (see WELFARE AND SAFEGUARDING POLICY)

Objective

To provide Site Managers and staff with appropriate guidance on the collection of children.

Child Protection (see WELFARE AND SAFEGUARDING POLICY)

All staff must be made aware of the Active Sport Management child protection policy and

must be extra vigilant during the collection period.

If unsure staff must check with the Site Manager that children are able to leave and have

been signed out correctly.

The Site Manager must make note of any special collection details e.g. children being

collected by another non related adult, or by other relative.

Location

Collection must be located in the same area as morning registration.

Children must be brought back no less than 10 minutes before the end of the day to ensure

collection can be properly supervised and monitored.

Children must be located in one area and together to allow the Site Manager to control the

collection and signing out of children.

Signing Out

Children must not be allowed to leave the site until signed out by the Site Manager

Where possible children must be kept in their activity groups until early collection is

complete, this will make group supervision and signing out easy to supervise.

The Site Manager must position themselves where parents can easily identify them for

signing out.

Movement off Site

Once signed out children and parents must be provided with a safe exit route from the site,

this can be monitored by a member of staff.

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Reporting of Incidents/Accidents

Accidents/Incidents that have occurred during the day must be reported to parents when

they arrive to collect their child.

Accident report forms must be signed by the parent to confirm that they have been made

aware of the accident/incident.

The Site Manager may allow the deputy Site Manager to continue with the signing out

process if they are required to discuss an accident or incident with a parent.

Activities

Activities must be provided for children during the collection period.

These activities must be controlled and may involve small games, joke session, or quiz. It

must not be a free for all.

Supervision ratios must be maintained throughout the collection period to meet best

practice.

Children on late collection must have activities arranged and must not be left to simply sit

and wait.

Supervision

It is the Site Manager’s responsibility to ensure that staff are rostered correctly to ensure

that supervision requirements are met.

Staff must be aware that they must not leave the site until authorised to do so by the Site

Manager.

Non Collection

Guidance is contained within the Active Sport Management policies regarding non

collection.

Staff will never leave an uncollected child.

At least two members of staff will remain until all children have been collected.

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Close Down

Once all children have left the Site Manager may close down for the day. The centre must

be left clean and tidy and ready for commencement of activities on the next day.

Road Crossing

Objective

To cross on-site and off-site roads safely

Walking across a car park

Where possible avoid walking across car parks. Use specified agreed safe route. If

unavoidable walk to sides of area not across the centre of the car park.

Walking alongside a road

Walk on grass verges away from roadside, try to keep at least 1-2 metres apart and from

road. If walking with staff, allow the staff to monitor the distance from the road and ensure it

stays at a safe distance.

Crossing a road

Always stop children and allow traffic to pass, unless allowed to cross by traffic.

If 1 member of staff: position staff on road to watch for and stop traffic if required, usher

children to other side of the road.

If 2 members of staff: position 1 member of staff at the front of the group to lead the children

out into the road. Member of staff to stay in the centre of the road ushering children across the

road. 2nd member of staff to make sure all the remaining children cross the road safely and in

an orderly manner.

17

Registration Process