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Code of Conduct for Create Club and Holiday Clubs

Our commitment to you

  • We provide a safe, welcoming, and inclusive club where children can explore creativity and have fun.
  • Staff are safely recruited, DBS-checked, and first-aid trained. We follow our Safeguarding & Child Protection Policy.
  • Premises and equipment are risk-assessed, and appropriate adult:child supervision is maintained at all times.
  • We never use corporal punishment, humiliating treatment, or unlawful sanctions.

What we ask from parents & carers

  • Share any medical, allergy, SEND or wellbeing information (and strategies that help) before your child attends.
  • Let us know about changes to collection arrangements; only named adults may collect.
  • Ensure your child understands the club’s simple rules: be kind, be safe, try your best, look after equipment.
  • Keep personal toys and valuable devices at home unless agreed in advance.

Arrival & collection

  • Please arrive promptly. Children remain your responsibility until signed in, and return to your care once signed out.
  • For Years 8+ walking home (if permitted by school policy): written parental consent is required.

Behaviour and support

We use positive behaviour approaches, visual prompts, and calm spaces. If difficulties arise, we follow a graduated response:

  1. Reminder & redirect (quiet, clear prompt).
  2. Choice & consequence (e.g., move seat/take 5 minutes).
  3. Reflection & repair (brief chat and re-join).
  4. Parent update (at pick-up or by phone for serious issues).
  5. Support plan (agree simple strategies with parents/school).
  6. Suspension/withdrawal (temporary or permanent if safety is at risk or behaviour does not improve).

Examples of unacceptable behaviour

Physical harm/unsafe actions; discriminatory or abusive language; bullying/harassment; deliberate damage/theft; leaving the group/area without permission; bringing prohibited items; online misuse (where applicable).  This will lead to not attending activities any more.

We consider age, context and additional needs, and make reasonable adjustments. Safety remains our priority.

Health, medication & accidents

  • Provide named medication with written consent and instructions.
  • We record and share any first-aid incidents on the day.

Safeguarding concerns

If we are worried about a child’s safety or wellbeing, we will follow our safeguarding procedures and may liaise with the school and/or relevant agencies.

Complaints

Please speak to the Club Leader first. If not resolved, email enquiries@thecreationstation.co.uk. We acknowledge within 5 working days and aim to respond within 10–28 days. A summary of complaints and outcomes is available on request.

Photography & data

We follow school/photo consent settings and our Privacy Notice. Images are never shared without consent.

Cancellations & refunds

Where a session is cancelled due to school closure or unforeseen circumstances, we will offer a rescheduled session or credit in line with our booking terms.

By booking a place, you confirm you have read and agree to this Code of Conduct.

Full Code of Conduct For Sessions

Req. ref. 

Requirement

Create Club / Holiday Clubs

Franchise

CC1The Franchise Owner must ensure that children receiving tuition are kept safe from harm.Completed training
CC2The Franchise Owner must ensure that at least one person who is caring for children have an appropriate first aid qualification.Certificate
CC3The Franchise Owner must ensure that they do not use corporal punishment.Employment contract
CC4When operating on school premises, with clubs a ratio of 1 adult to 30 for children above reception age (provided there is another contactable adult on site who holds a valid DBS).

Ratio of 1 adult to 20 children for reception age (provided there is another contactable adult on site who holds a valid DBS).

.  The Franchise Owner must ensure that at least one suitable person aged 18 years or older is present on the premises at all times.  The name of an allocated school member of staff needs to be identified and contactable by phone or walk talkie in case of an emergency. With clubs of 20+ children a second member of staff aged 18 and over needs to be present at all times.

(We recommend that you have a member of staff from the beginning so when your class grows you are already in a position to expand.)

 

When operating off school premises two members of staff aged 18 or older need to be present at all times.

Staffing Records
CC5The Franchise Owner must ensure that no person smokes or consumes or is under the influence of drugs (including medication that may have an adverse effect on the individual’s ability to provide tuition) or alcohol.Employment contract Staffing records
CC6The Franchise Owner must ensure that any person aged under 18 caring for children is supervised at all times by a person who has attained the age of 18.Staffing records
Arrangements for safeguarding children
CC7The Franchise Owner must keep and implement a written statement of procedures to be followed for the protection of children, intended to safeguard the children being cared for from abuse or neglect.Child Protection Policy
CC8The Franchise Owner must ensure that no individual who is unsuitable to work with children has unsupervised access to a child receiving tuition.Application Form

Enhanced DBS Check

Suitability of persons to care for, or be in regular contact with, children
CC9The Franchise Owner must have effective systems to ensure that all staff and any person caring for, or in regular contact with, children:

·         is suitable to work with children which must include obtaining an enhanced DBS check.

·         is of integrity and good character

·         has skills and experience suitable for the work

·         is physically and mentally fit for the work.

Application form.

Enhanced DBS Check

Suitability and safety of premises and equipment
CC10The Franchise Owner must ensure that the premises and equipment used for the purposes of the tuition are safe and suitable for that tuition.Risk Assessments

Training records

CC11The Franchise Owner must ensure that a child is unable to leave the premises unsupervised except where the tuition is open access tuition, or where the child is aged eight or over and the parent of the child has agreed that they may leave the provision unaccompanied.Registration Form

Leaving unattended

 CC12The Franchise Owner must ensure that no one can enter the premises without the knowledge of a person who is caring for children on the premises.Risk Assessments
 CC13The Franchise Owner must undertake a risk assessment of the premises and equipment:

·         at least once in each calendar year, and

·         immediately, where the need for an assessment arises.

The registered person must ensure that all necessary measures are taken to minimise any identified risks.

 Risk assessments
How the tuition provision is organised
CC14The Franchise Owner must ensure that children’s behaviour is managed in a suitable manner.Operations manual
CC15The Franchise Owner must ensure that where older and younger children are together, the behaviour of children over the age of eight years does not have a negative effect on the younger children.Operations manual
CC16The Franchise Owner must ensure that the tuition is accessible and inclusive by taking all reasonable steps to ensure that the needs of each child, relating to their tuition, are met.Booking system
CC17The Franchise Owner must ensure that the tuition is accessible and inclusive by not refusing to provide tuition or treat any child less favourably than another child by reason of the child’s:

·         race

·         home language

·         family background

·         gender, or

·         disability and/or learning difficulty

·         taking all reasonable steps to ensure children with disabilities have access to the premises

Booking system

 

Procedures for dealing with complaints

CC18The Franchise Owner must have a written statement of procedures.Operations Manual
CC19The Franchise Owner must ensure that each complaint is fully investigated.Operations Manual
CC20The Franchise Owner must keep a written record, for a period of three years, of these complaints including the outcome of the investigation and the action the provider took in response.Operations Manual
CC21The Franchise Owner must inform the parent who made the complaint (in writing or by email if the parent requests this) of the outcome of the complaint, within 28 days of the date the complaint was made.Operations Manual
CC22The Franchise Owner must make available to Creation Station Head Office, a summary of complaints made in relation to the requirements during the past 1 month and the action that was taken as a consequence.Operations Manual

 

Records to be kept

CC23The Franchise Owner must keep records of the following and retain them for a period of two years:

·         the name, home address and date of birth of each child who is looked after on the premises

·         the name, home address and telephone number of a parent/guardian/carer of each child who is looked after on the premises

·         a daily record of the names of the children looked after on the premises and their hours of attendance

·         accidents which involve the children being cared for occurring on the premises where tuition is provided

·         any medicine administered to any child who is cared for on the premises, including the date and circumstances and who administered it, including medicine which the child is permitted to self- administer, together with a record of a parent/guardian/carer’s consent

·         the name, home address and telephone number of every person living or working on the premises on which tuition is provided (or the part of the premises where the tuition is held, in the case of premises such as community/leisure centres, where only parts of the premises are used for tuition).

Record keeping

 

Providing information to parents

CC24The Franchise Owner must make the following information available to parents:

·         information about the activities the children will undertake

·         copies of the written statements of safeguarding procedures and complaints procedures.

Operations Manual

Website

 

Providing information to Create Club Head Office

CC25The Franchise Owner must inform Creation Station Head Office of changes of circumstance as soon as they can (no later than 14 days after the change occurs).Operations Manual

Changes to premises and provision

CR11The Franchise Owner must inform Head Office of the following:

·         a change to the address of the premises where they are providing tuition

·         a change in the type of tuition they provide, for example a change to the days and hours that the clubs run.

Record keeping

Changes to people

CR12.1The Franchise Owner must inform Head Office of the following:

·         any change to their name, address or telephone number

·         any significant event which is likely to affect their suitability or any person caring for children on the premises, such as any offences or orders that may disqualify them

·         the name, date of birth, address and telephone number of any person aged 16 or over working or living on the premises where tuition on domestic premises takes place

·         the name, date of birth, address and telephone number of any person working with children where tuition on domestic premises takes place.

Record keeping
CR12.2The Franchise Owner must inform Head Office of the following:

·         a change of staff of tuition on domestic or non-domestic premises

·         changes to the staff of a tuition provision.

Record keeping
CR12.3The Franchise Manager, where the main purpose is tuition, must inform Head Office of the following:

·         the name, date of birth, address and telephone number of any partner, director, senior officer or other member of the governing body.

Record keeping

 

Matters affecting the welfare of children
CR13The Franchise Owner must inform Head Office of the following:

·         any incident of food poisoning affecting two or more children in the provider’s care

·         any serious accident or injury to, or the death of, any child while receiving tuition

·         any serious accident or injury to, or the death of, any other person on the premises on which tuition is provided

·         any allegation of serious harm to, or abuse of, a child committed by any person looking after children on the premises (whether that allegation relates to harm or abuse committed on the premises or elsewhere), or by any person, where the allegation relates to harm or abuse occurring on those premises.

Record keeping
Insurance
CR14.2The Franchise Owner must be covered by insurance in respect of liability which may be incurred for death, injury, public liability, damage or other loss.Record keeping
Partnership with the School & Safeguarding
We deliver the club on school premises at the schools official representative invitation. To ensure a safe, calm and positively nurturing environment, our staff will follow reasonable directions from the schools offical representative (or their delegate) about space, timings, safety, and behaviour.
Unacceptable Behaviour (After-School Clubs)

Purpose

To keep every child and adult safe, respected, and able to enjoy the club. Expectations match school rules, with reasonable adjustments for age, SEND, and individual needs.

What counts as unacceptable behaviour

Unacceptable behaviour includes (but isn’t limited to):

·         Physical harm or risk: hitting, kicking, spitting, pushing, throwing objects, unsafe use of equipment.

·         Bullying & harassment: repeated unkind behaviour, intimidation, name-calling, peer exclusion.

·         Discriminatory language/behaviour: racist, sexist, homophobic, transphobic, ableist, or other prejudicial remarks or actions.

·         Abusive language/threats: swearing at others, threats of violence.

·         Damage or theft: deliberate damage to property or taking items without permission.

·         Unsafe conduct: leaving the group/area without permission (absconding), climbing in unsafe places, ignoring safety instructions, bringing prohibited items.

·         Online misuse (where relevant): taking or sharing images without consent, accessing inappropriate content, cyber-bullying.

Persistent disruption/defiance: repeated refusal to follow reasonable adult instructions after support is offered.

Note: Staff will consider context, age, and SEND needs when deciding if behaviour is unacceptable and how to respond.

How staff will respond (graduated approach)

We use de-escalation and restorative practice first wherever safe to do so.

1.       Reminder & redirect
Calm, private reminder of expectations and what to do instead.

2.       Choice & consequence
Clear options (e.g., “Join the session safely or take 5 minutes reflection table.”)

3.       Time-out/Reflection
Short, supervised time away to reset; adult check-in before rejoining.

4.       Repair & restore
Brief restorative chat: what happened, who was affected, what needs to happen next; reasonable “repair” (e.g., help tidy, apologise).

5.       Parent/carer contact
Inform at pick-up for moderate incidents; phone call for serious ones. Unless the school has already informed them.

6.       Support plan
If behaviour persists, agree simple strategies with parent/carer and (if applicable) school/SEND staff.

7.       Suspension/withdrawal (for serious or repeated incidents)
Temporary suspension or permanent withdrawal may be used where safety is at risk or behaviour does not improve.

 

Immediate actions for serious incidents

If there is violence, discriminatory abuse, serious damage, absconding risk, or any safeguarding concern:

·         Prioritise safety; remove bystanders and call for support.

·         First aid if needed; inform Designated Safeguarding Lead (DSL) or club safeguarding lead.

·         Record the incident the same day; inform parent/carer ASAP.

·         Consider notifying the school/venue and following their reporting routes.

·         Follow the club’s safeguarding and whistleblowing policies.

Prohibited responses

·         No corporal punishment, humiliating treatment, threats of unlawful punishment, or collective sanctions for an individual’s actions.

·         Searches/confiscation only in line with club/school policy and by authorised staff; store safely and return to parent/carer.

Reasonable adjustments & inclusion

·         Anticipate triggers; use visual cues, calm areas, movement breaks, and clear, step-by-step instructions.

·         Agree individual strategies for children with SEND/medical/trauma needs; follow any existing school plans where appropriate.

Recording & communication

·         Log moderate/serious incidents on the same day (who, what, where, impact, actions taken).

·         Inform parents/carers at pick-up or by phone for serious issues.  Unless the school has already informed them.

·         Review patterns termly to adjust staffing, environment, or routines.

·         Moderate: pushing, swearing not directed at a person, minor damage → choice/consequence, repair, parent informed.

·         Serious: deliberate injury, threats, discriminatory abuse, absconding, significant damage → immediate actions, DSL informed, possible suspension.