SCOTTISH BORDERS COUNCIL
Education & Lifelong Learning
Out of School Care
Let Agreement
Out of School Care Development and Support
Scottish Borders Council’s Childcare Partnership offers support to schools and local
communities to enable them to respond to parents who wish Out of School Care to
be established.
The Childcare Partnership provides funding to support the cost of establishing out of
school care – particularly to assist with cash flow in the initial few months of operation
and in some circumstance to assist with initial start-up costs. There is also currently a
grant available for established clubs to assist with financial sustainability.
Because the Council’s policy is to support the development of out of school care in
partnership with other organisations, there is an expectation that childcare services
will be given reasonable access to school/ community centre resources such as
equipment, kitchen areas, Care Commission registered space with in the school and
cleaning services.
The following guidance is based on the best practice that has been developed by
successful out of school care partnerships in the region.
1. Continuity of care :
1.1. It is recommended that an appointed member of staff - Head or Depute Head of
Establishment - should meet with the Manager of the childcare provision on a
regular basis to monitor and review any pertinent procedures regarding shared
use of the premises as well as discussing any issues arising. These meetings should
take place at least once per term.
1.2. If required or requested the childcare service will provide the school/centre with
an attendance list, detailing which children are attending the club;
1.3. At the end of the school day the club become responsible for the children
attending their setting from the time the school bell rings and must have
appropriate levels of Public Liability Insurance (£5 million) and Employers Liability
Insurance (£10 million), the club is also responsible for issues relating to the
behaviour of the children, first aid and health and safety.
1.4. The club staff should wear ID badges
1.5. Children attending the school and childcare service, who have an identified
need, should be supported in each setting and it is recommended that a
meeting is held between the school, OOSC and parent in order to consider
support in a holistic manner, encompassing the child’s social and developmental
needs.
1.6. The OOSC are required to have a separate contact number for parents/ carers;
contact must not be made through the school office.
2. Resources:
The childcare service will require some essential resources in order to deliver its
services to the highest standard. As far as possible, the childcare service can
share school/centre equipment, the OOSC can contribute to the replenishment
and replacement of equipment each year.
2.1. Physical Play and Equipment – the childcare service should have access to the
playground, school gym or other school/centre outdoor facilities on a regular
basis as part of their programme. They should also be given access to general
equipment e.g. balls, beanbags, hoops, cones etc. A procedure for tidying the
equipment, replacing it where originally located, and for its care, should be
agreed jointly.
2.2. Staff Rest Areas – to comply with employment law, the childcare service may
need to provide suitable areas for its staff in which to have breaks, and in the
case of full day holiday care, a lunch break. It is recommended that the
childcare staff are given access to an appropriate area for such breaks;
2.3. Room Access – the childcare service requires adequate preparation time in
order to set up for a session. The school/centre should where possible, be flexible
to accommodate this as a basic need. Time of access will vary between services,
based on the workers’ contracted hours – generally this is from 2:30 p.m.;
2.4. Confidential Meeting Space – the childcare workers may need to speak to a
parent in confidence and will require a suitable space to do so. This can be quite
minimal - a comfortable chair in a quiet corridor, or access to another room as
needed, should be considered.
2.5. Kitchen – The childcare workers require an adequate area and access to sinks for
snack preparation, prior to accessing the kitchen childcare staff will hold an
Elementary Food Hygiene certificate Environmental Health Legislation and
should be fully briefed by the kitchen staff on the use of kitchen equipment and
the appropriate cleaning required. A procedure for tidying the equipment,
replacing it where originally located, and for its care, should be agreed.
2.6. Activities/Materials – it is the responsibility of the childcare service to source and
purchase their own activities and materials for the service, this can not be done
through the school/ centre’s account with a supplier.
2.7. Motion Picture License - the childcare provider will be covered under the license
held by the school.
3. Premises
3.1. Posters, flyers or art work may not be displayed without the prior permission from
the school / centre. Nails, drawing pins, tacks, glue, adhesive tape and adhesive
pads are strictly prohibited.
3.2. No school/centre equipment is to be used without prior consent from the
school/centre. Where the use of this agreement has been given a procedure for
tidying the equipment, replacing it where originally located, and for its care,
should be agreed.
3.3. All items of electrical equipment that are brought into the school/centre must
carry a valid and current Portable Appliance Test Certificate or validation, copies
of which should be produced upon request.
3.4. The childcare service is responsible for leaving the designated areas in a clean
and tidy state, any items used by the club for activities or snack must be cleared
away at the end of the session.
3.5. All persons must refrain from conduct, which is unseemly, anti-social or which
might cause annoyance or danger to other persons within the premises.
3.6. The premises shall not be sub-let with out written consent.
3.7. The childcare service is responsible for any damage done to the premises or
fixtures or fittings during the use of the oosc and is responsible for the cost of
replacement.
3.8. Access to the school for childcare services is currently free between 8am and
6pm any access out with this time may be charged at the discretion of the Head
Teacher unless there is a key holder present.
4. Cleaning Arrangements:
4.1. The childcare service is entitled to standard cleaning arrangements as part of the
Local Authority Let;
4.2. Cleaning arrangements should be flexible. To ensure that the childcare provision
has a basic allocation of janitorial resources and the location is suitably cleaned,
planning and preparation should take place before any new service is set up, in
order to identify any adjustments which may be needed in the day-to-day
implementation of cleaning practices; the childcare service and school/centre
should work together to establish routines which address Health and Safety issues
and meet the requirements of both the childcare service and the auxiliary team;
4.3. Regular communication should be set up between the Manager of the childcare
service and an appointed person within the school/centre (preferably the Head
or Depute Head of Establishment) and Janitor, to monitor and review the
cleaning arrangements, ensuring consistency and workable practice – see also
“Communication”;
4.4. All staff should form positive relationships with both childcare staff and parent
users entering the school/centre building out of hours;
4.5. The annual ‘Big Clean’ should be arranged in full consultation with the childcare
service, to ensure that the service is not prevented from operating normally - this
may require a new approach to the concept of the ‘Big Clean’.
5. Janitorial Arrangements:
5.1. The Manager of the childcare service should be a designated key holder for the
school/centre, due to the out of hours nature of the provision – registered till 6
p.m. - and should be fully briefed on security arrangements and alarm systems;
5.2. As part of the Local Authority Let agreement, the childcare service should be
entitled to utilise Janitorial Services for reporting faults, repairs and general
maintenance as required to any school premises or equipment;
5.3. The childcare service will be responsible for replacing items damaged or broken
within its setting. The school/ centre will remain responsible for large items of
maintenance and repair – see also “Access to Resources”.
6. Support
6.1. Support will be available to the childcare provider from the Childcare
Partnership’s Out of School Care Development Officer. This support is available
during the day and at evening committee meetings.
6.2. Training, both formal qualifications required for Scottish Social Services Council
registration and Continuous Professional Development opportunities will be
promoted to all childcare providers on a regular basis.
7. General Code of conduct
7.1. The Childcare Provider is required to comply with all regulations and legislation
pertaining to childcare, and to send a copy of their Care Commission report to
the Out of School Care Development Officer.
7.2. The Childcare Provider is required to hold public liability insurance with a
minimum indemnity of £5 million and shall forward evidence of such cover to the
Out of School Care Development Officer annually upon renewal.
7.3. The Childcare Provider must ensure that all staff are suitably qualified and
registered with the Scottish Social Services Council.
7.4. The Childcare Provider must also ensure that all staff has the training appropriate
to their role in Child Protection, First Aid and Elementary Food Hygiene.
7.5. All Childcare Providers must undertake Aiming High quality assurance scheme.
8. Promotion of Out of School Care in Schools
Providing childcare is seen as a key service in schools and can influence parents'
choice of school. The school/ centre and childcare service should promote the
availability of childcare on a regular basis by the following means:
8.1. advertise the childcare service by distributing information leaflets, through the
school bag mail outs, in the school newsletter and on school notice boards;
8.2. include the childcare service in any site visits and information given to potential
new pupils/parents;
8.3. include the childcare service in the P1 New Starts programme by inviting the
Manager to attend Induction and Open Days;
8.4. promote and publicise the service through regular updates to the School Board
and Parent Council;
8.5. enable the childcare service to host open days/ evenings for parents coinciding
with the school’s parent consultation days/evenings.
PERSON RESPONSIBLE FOR LET
Name:
Address:
Post Code:
Mobile:
Tel No. Home
Fax:
Work:
E-mail:
MEMBER OF STAFF RESPONSIBLE DURING LET
Name:
Address:
Post Code:
Mobile:
Tel No. Home
Fax:
Work:
E-mail:
Acceptance of Let
If you wish to accept this offer of a let please sign and return this form immediately
to Susan Smith, Out of School Care Development Officer, Scottish Borders Council,
Council Headquarters, Education & Lifelong Learning, Newtown St. Boswells,
Melrose, TD6 0SA
I hereby accept the Terms and Conditions of the let as detailed and have read and
understood the enclosed schedule. I also confirm that all those involved in the
group/organisation will adhere to the statutory Disclosure Scotland Checks as
detailed on the Schedule.
Signature:
Date:
Position
Print Name:
I agree /disagree to my details being given to members of public making enquiries
Signature
Date: