A Quick Guide to the Essential Paperwork for After School Clubs

Here is a look at all the important paperwork you’d need if you are setting up an after school club.

Children’s Records

 1. Registration Forms

For each child in your care, you are legally obliged to have a record of the following details:

• Full name
• Date of birth
• Name and address of parents/carers
• Details of primary carer (the parent/child the child stays with currently)
• Emergency contact details

2. Consent Forms

All providers must seek consent from parents/carers to take photographs or videos of the children and use them on different media at your setting. The consent form should clearly state the purposes the photographs will be used for. For example, some parents may be happy for you to display their child’s photo on your centre’s notice board, but not on your marketing brochures, website or social media. So make sure, you list out the purposes the photographs might be used for and seek explicit content for each.  You should also seek further consent for sharing the child's photographs with any external agencies such as regulatory authorities or schools.

Similarly, remember to get consent for activities within your club such as face/nail painting etc. Even if a child expresses interest in taking part in any of these activities, they might not fully understand what is involved. It is the centre’s responsibility to make sure they have prior consent from each child's parents/carers.

3. Daily Registers

A daily record of the names of each child looked after at your setting, their hours of attendance and details of their key persons.

4. Accident reports

Forms detailing any accidents or incidents the children were involved in when they were in your care and the first aid given.

5. Medication records

A record of all medicines administered to children when in your care

6. Complaints records

Form capturing the complaints received from parents and how they were dealt with

Feel free to download our free Word templates for all the above or go paperless with Cheqdin’s free online registration & consent forms, daily registers and reports.

 Online Accident Report from Cheqdin

 Staff Records

• Name, address and telephone number of the provider, employees or any other persons living on the premises

• Name, address and phone number of anyone who will be in unsupervised contact with children who are registered in your early years provision

• Record of successful Disclosure and Barring Service (DBS) checks for people who may have unsupervised contact with children

Policies, Procedures and Handbooks 

Mandatory policies and procedures required under EYFS:

• Administering Medication Policy
• Complaints Policy
• Emergency Evacuation Procedure
• Missing Child Policy
• Safeguarding Policy
• Staff Behaviour Policy
• Uncollected Child Policy

Policies required under other legal regulations:

• Equalities Policy
• EYFS Policy
• Health and Safety Policy
• Visitors Policy
• Social Media Policy
• Privacy Policy
• GDPR Compliant Policies

Parents handbook

A document outlining the rules, policies and procedures that the parents should be aware of.

Staff induction pack

Create and document the procedure you plan to follow for the safe recruitment of employees. Make sure you include all necessary information about the induction, appraisals and training you will provide.

Check out OOSA (Out of School Alliance) for comprehensive downloadable packs of all the essential handbooks, policies and procedures.

Who We Are

Cheqdin is one of the global industry leaders in after school club software and apps.  Our solution provides a full range of club management features starting from online registrations, daily registers, online bookings and payment collection to a free parent app – all as part of a convenient monthly/annual subscription pack.

Try Cheqdin for Free

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