Active Schools terms and conditions
Coaches and Organisations
Lead coaches (including volunteers but excluding teachers)
We have a number of coaches who are employed on the tertiary payroll of City of Edinburgh Council, or are registered volunteers with City of Edinburgh Council. Coaches/volunteers who lead our sessions must abide by the following:
- They must complete a check sheet to include agreement to produce lesson plans for each session
- They will have an up to date first aid qualification within 3 months of their start date
- They will have an up to date Safeguarding and Protecting Children Course certificate within 3 months of their start date
- They must have a recent PVG Certificate
- They must commit to attending a Positive Coaching Scotland course within 6 months of their start date
Assistant coaches who assist with the sessions will meet the following criteria:
- Hold a recent PVG certificate
They will work towards or already hold:
- A first aid qualification
- A Safeguarding and Protecting Children course certificate
- A positive Coaching Scotland course certificate
Active Schools use a range of commercial providers to lead on some of the activities. Active School Coordinators meet with these companies twice a year to ensure that all their coaches meet the same criteria as listed above in the Lead Coaches section.
Sports Club Coaches
Where possible, we link with local sports clubs and organisations in the local area to create pathways from school to community for lifelong participation. We meet with these clubs twice a year to ensure that all their coaches meet the same criteria as listed above in the Lead Coaches section.
Allocation of Spaces
Spaces to our sessions are allocated on a first come first served basis, with bookings taken through our online booking system and paper copies via the school.
However, where we reach capacity on an activity we will endeavour to include additional pupils using an alternative strategy. The nature of the strategy will depend on local conditions, but will likely come under one of the following examples:
- On sessions that we know in advance will be oversubscribed, the term of coaching for that activity will be split into blocks to allow everyone the chance to participate. Where this takes place, parents/carers will be asked to book onto one of the blocks of that activity for their child – it is only possible to book one block in any one term. If spaces remain in any of the blocks after the closing date then it will be possible to apply for any remaining spaces.
- Where conditions allow, we may allocate an additional coach to the activity to allow us to make more spaces available.
- Where facility and coach availability allows, we will look to provide an additional session at a different time to allow us to make more spaces available.
- Where we have had to put a pupil on a waiting list, they will receive priority for that activity in the following term.
Start and End Dates for session blocks
Active Schools aim to run after school sport and activity sessions across the year as follows:
Term 1 – August- December
Active Schools aim to have all sessions up and running by the September Holiday weekend. The sessions will run throughout the term finishing in the first week of December. The exact finish date is agreed with each individual school, as we will lose our access to some school facilities due to Christmas events.
Term 2 – January – Easter
Active Schools aim to have all sessions up and running by the third week of term. The sessions will run throughout the term finishing as close to the Easter holidays as possible in consultation with each individual school and facility availability.
Term 3 – Easter – June
Active Schools aim to have all sessions up and running by the second week of term. The sessions will run throughout the term finishing as close to the summer holidays as possible in consultation with each individual school and facility availability.
Occasionally, an activity may start midway through a term where the situation dictates.
Each Active Schools Co-ordinator works across a school cluster and their associated neighbourhood, and they are tasked with putting on a range of activities across the area, encompassing all school aged children.
Active Schools aim to provide activity sessions free of charge, however, there may be a minimal fee depending on factors such as facility hire cost, coaching costs and equipment hire.
For the first two weeks of any of the Active School activities, a refund will only be considered should there be a reasonable reason for absence. In general, Active Schools will refund the remaining weeks of a block on a pro rata basis.
If more than two weeks of the activity block has passed then refunds will only be considered in exceptional circumstances. You must contact your local Active Schools Co-ordinator for guidance, but some examples of exceptional circumstances includes:
- Pupil is leaving school/moving away
- Serious injury/illness that will stop the pupil from taking part for the remainder of the block
We reserve the right to cancel any of the classes and should this happen there will be a pro rata refund for the remaining weeks of the block.
First aid policy
All coaches who lead on the Active School sessions will have access to a first aid kit. They will administer basic first aid as required, and escalate any incidents where necessary.
If a coach has administered first aid to a participant, the parent/carer will be notified and given details of what happened during the session. An accident report form will be completed and sent to the Active Schools Coordinator and the Head Teacher of the school.
In case of an emergency medical incident, the coach will contact parent/carers using the emergency number that has been provided by the parent/carer.
Procedure when a pupil on the register does not turn up
Active Schools deem that the duty of care for a coach starts when a child arrives at the planned venue for the class.
If a pupil who is on the register does not show up after a prolonged period of time, the ASC will contact the parent/carer to ascertain the reasons for their absence.
Parents/Carers are asked to notify the Active Schools Coordinator if their child will not be able to attend the session.
Procedure if a pupil who is not on the register arrives for a class
When a pupil who is not on the register arrives at an after school session which starts straight after school, the coach should take the pupil to the school office or back to their classroom to report to their class teacher. It will be up to school staff to contact home.
If the session is at an external venue or if in school but starting later, the coach should keep the pupil at the class and try to contact a parent/carer where possible before the class starts. If unable to contact a parent/carer, the pupil should remain at the class but cannot participate, as no consent has been given by a parent/carer for the pupil to do so. At the end of the session, the coach must try to contact the parent/carer again. If no parent/carer contact has been possible, the coach must contact the Active Schools Coordinator for further support.
If the coach is successful in contacting the parent/carer, verbal consent may be given for the pupil to participate for one week only.
If the session is a lunchtime club in the school, the pupil will politely be told that they are not on the register and so cannot take part.
Procedure if a parent/carer does not show up to collect their child at the end of the class
If a parent/carer does not show up to collect their child at the end of the class, the coach must wait with the child.
The coach will attempt to contact the parent/carer using the contact numbers provided.
The coach cannot leave a child unattended, even if they have another session to go to.
If parent/carer cannot be contacted, the coach should contact the Active Schools Coordinator for further guidance.
If a child is not collected on time for a number of weeks, the Active Schools Coordinator reserves the right to remove the child from the session.
If parent has not shown up within 30 minutes, the Active Schools Coordinator should contact City of Edinburgh Council child support.
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The Data Protection Act and other legislation regulate how we use personal information you provide. Personal information includes details such as your name, your child’s name, email address and child’s medical information. This information is for the purpose of extra curricular club registers and will be kept within the Active Schools registers folder at the school/venue of the club.
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