Sports and Activity in the School Holidays

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Parent guide

We know how important it is for busy parents to be prepared for every eventuality! If you can’t find what you’re looking for, please call (SA) +27 87550 2370 (BW) 75 440 359 and the team will be happy to help.

Preparing for the week

Before you arrive, you’ll need to complete your Attendance Form and bring it with you on your child’s first day. We require one form per child, so you can tell us about important safety and welfare information, such as emergency contact and medical details.

Your child will need the following:

Things your child won’t need:

Our theme days

To ensure your kids have fun and look forward to every single minute at Kings Camps, we hold different theme days, an example of these are below:

Tuesday

Back to Front Day – children and staff wear some (or all!) of their clothes back to front. Why? Just because.

Wednesday

Wet Wednesday – outdoor water games (including venues without a pool). Remember to bring a (dry) change of clothes!

Thursday

Individual Camp Theme – to find out about your local camp theme, be sure to check out the posters on site.

Friday

The Final Event – come along and enjoy an exciting end to the week. You’ll find more details on posters at camp.

Venue information

For directions, dates and times for all of our venues, as well as other practical information, go to our dates and booking page.

Weather conditions

When the weather is particularly warm the following precautions must be taken:

If there is any possibility of sunburn or sunstroke, please ensure your children wear adequate protection i.e. a hat and high factor sun cream. Ideally, all day protection should be used on young children so there is less need for them to reapply during the day.
Children must have enough to drink for the whole day. This problem is made more acute as they are participating in sport. Drinking water is available at every venue.
When the weather is particularly cold or wet, children will remain in the indoor areas.

During the week

Drop off

Registration starts at 7.30am for Botswana and 8am for South Africa each morning with programmes starting at 8.30am and 9am. On your first day please arrive no later than 8.30am so we can register your child. Don’t forget your completed Attendance Form!

At registration, parent/carers are given a security card for each child, the Group Leader records the number on the register and the card is kept by the parent/carer as proof of identity.

Pick up

When you collect your child, you will be asked for your security number. Children must be signed out by an authorised person and collecting adults must show their security card. If someone else is collecting your child, you must give them the card or at least the number on it.

Please deliver and collect your children promptly.

Contacting your child during the day

If you need to contact your child during the day, please contact the manager on site, their number will be on display.

We understand that in certain circumstances, you might want to contact your child by mobile phone. Due to the possibility that they might be lost, stolen or damaged, we prefer children to leave mobiles at home. If they are brought with them, we do ask that they are switched off except in emergencies.

Children carrying a mobile phone do so at their own risk and the manager should be informed that it is onsite.

Lost property

Due to the nature of our activities, we recommend that your children do not wear their best or most expensive clothing.

We can’t guarantee the return of lost property, but we endeavour to return items that are clearly labelled with your child’s full name. In most cases, lost property will be left at the venue for ease of collection.

Food storage

We are not able to provide refrigeration for food. Please ensure packed lunches and snacks are stored in an insulated container with a frozen pack or avoid high-risk foods such as meats, meat or dairy products, rice and pulses.

As cold air sinks, we recommend you place the frozen pack on top of the food where possible.

Quality, safety and child security

Your child’s welfare is our number one priority and we do everything possible to ensure their safety and security.

We operate a strict No-Cash policy regarding your booking.  We are unable to accept cash as payment for your child’s place with us on site.  We will provide you with all the relevant bank details for you to make payment when you reserve your place on our booking form.

We have an exemplary health and safety record and are registered with OFSTED and the Care and Social Services Inspectorate in the UK.  We have followed these guidelines here in South Africa and Botswana to ensure that our venues are just as safe and secure.

Kings Camps works on the following rations:

Experienced, qualified staff

Our amazing staff are qualified and experienced and love working with children. They receive comprehensive training that includes:

Each manager is a qualified and experienced teacher or coach and is required to attend our Management Training and Development Programme.

Staff selection policy

All Kings Camps staff must:

No person applying for a position at Kings Sports will be treated less favourably than any other on the grounds of their race, colour, religion, language, culture, gender, appearance, disability, marital status, class, personality or lifestyle. We endeavour to employ staff that represent in some way, the different ethnic groupings of children attending our programmes.

Medical

All medical details must be provided by parents at the time of booking and on the Attendance Form, which is taken on the first day. Any medication taken MUST be clearly labelled with the child’s name.

Medical conditions

The site manager or activity manager must be informed of any medical conditions prior to the start of the week and details must be provided on the attendance form.

All medical information is confidential and attention will not be drawn to the condition. Where necessary, details will be passed to the group coach for safety purposes.

Anaphylaxis (primarily nut allergy)

Any child who requires an EPI pen in case of emergency must bring this with them in a clearly labelled box.

Kings Sports will provide parents with an Anaphylaxis Agreement in advance. The parent must complete this and hand it in with their Attendance form on the first day.

Sick child policy

Parents/carers are responsible for determining their child’s ability to actively participate in the daily activities. While we sympathise with the needs of each parent and their child, we must provide a healthy environment for everyone at the venue. A sick child often needs one-on-one attention and it is difficult for our coaches to take the necessary time away from activities.

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 on site; or
  2. Head Office on 010 500 8582

We will investigate and act quickly if there is any suspicion of discrimination towards any member.

Equal opportunities statement

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

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

The Kings Foundation recognises that there are inequalities within our society and that many people suffer discrimination on the grounds of sex, race, colour and religion. As a Christian charity 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 or parent/carers. We will regularly review our policy and amend it where necessary.

Special needs

As an educational trust we welcome children with special needs where we can offer appropriate care within our staffing ratio.

We are realistic about the limitations of a sports programme for children with special needs and attendance is considered on an individual basis. If there is a requirement for a higher level of supervision than normally offered and we feel that a child would benefit from our style of programme, we will consider meeting the supervision requirement with an extra member of staff, with the help of funding, or we welcome the attendance of parents/carers.

Please call the membership team to discuss any individual requirements further.

Behaviour policy

Bullying

If a child feels they are being bullied, they are encouraged to report this to their group coach.

Once a member of staff has been informed, they will report the incident to the site manager immediately who should then discuss the matter with the child and with their coach.

If the manager feels there is a legitimate complaint, they will discuss the matter with the person being accused of bullying. It is worth bearing in mind that the bully may have problems of their own resulting in this behaviour that need to be dealt with sensitively and fairly.

There may be reasons for bullying but there are no excuses for such behaviour. If we are convinced that bullying has taken place, we will decide what action is appropriate. In a serious case we may consider the removal of the bully from the programme.

We expect children to:

Parent responsibilities

We expect you to inform us, both verbally and via the Attendance Form, if your child has any potential behavioural issues that may arise whilst at Kings Camps. Please be aware of the expected behaviour when your child attends our programmes. We would expect you to support action taken by staff to encourage good behaviour.

Staff responsibilities

Parents may be involved in a clear behaviour management procedure:

  1. Initially the group coach will try to deal with the situation
  2. If unsuccessful, the venue manager will try to deal with the situation, removing the child from the group but having a witness
  3. If unsuccessful, the parent/carer will be involved. If the parent/carer does not come to collect the child, a note will be given to them requesting that the parent/carer sees the manager in the morning
  4. If unsuccessful, the manager will consider suspending the child after consultation with head office

Concerns and complaints policy

Our poster displayed to parents, entitled ‘Parent Information’ contains all of the contact details required in order to make a complaint at an appropriate level, under the heading ‘Concerns and Complaints.’

All complaints, however serious, should always be referred to the manager and will be logged on an Incident Form. If this route of communication is not appropriate, please contact our head office team on 010 500 8582 or info@kingscamps.co.za

Our staff are trained to process your comments and pass them on to the appropriate department and management level. If a complaint is received at head office, we will always reply within 24 hours.

An investigation is undertaken in accordance with the principle that the welfare of the child is safeguarded and promoted. We always record full details of any complaint, including any subsequent information, action taken and whether the complaint is complete. 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.

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. Further consideration will be given and a written response, including investigation findings and action taken, will be forthcoming within 28 days. 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.

Uncollected/lost child

There are a number of reasons why a child may remain uncollected at the end of the day. Perhaps a parent is delayed or confused about who is attending or about the time of collection. Should this occur, the following action will be taken:

Contacting parents or carers

Parents will be contacted under the following circumstances:

Insurance

All of our venues have public liability and employer’s liability insurance cover.

The Kings Foundation Ltd is a not for profit registered Christian educational charity (1105460) that uses sport and activity to help children and young people to develop and mature into responsible members of society.