Outside Provider Guidance Booklet for CCAs

Page 1


Outside Provider Guidance Booklet

PARTNERSHIP DOCUMENT

THIS DOCUMENT IS NOT A STAND-ALONE DOCUMENT AND SHOULD BE READ IN CONJUNCTION WITH YOUR CONTRACT AND RELEVANT DOHA COLLEGE (DC) POLICIES AND PROCEDURES. THIRD PARTIES AND DC PARTNERS WILL BE REFERRED TO AS THIRD PARTNERS THROUGHOUT THIS DOCUMENT.

SCHEDULE A: THIRD PARTY/PARTNERSHIP REQUIREMENTS

SCHEDULE B: TERMS & CONDITIONS

SCHEDULE C: CO CURRICULAR ACTIVITIES PROCEDURES DOCUMENT

SCHEDULE D: EVACUATION PLAN

SCHEDULE E: EMERGENCY CONTACTS

SCHEDULE F: FIRST AID

SCHEDULE G: INCIDENT REPORTING FORM

SCHEDULE A

THIRD PARTY/PARTNERSHIP REQUIREMENT

The third party agrees to provide the following company documents to Doha College before any activity commences:

1. Copy of Commercial Registration

2. Owners QID

3. Public Liability Policy with Doha College listed as a venue

The third party agrees to provide the following documents for any coaches/staff (that will be directly involved with the delivery of sessions) to Doha College before any activity commences:

1. QID

2. Passport Copy

3. Birth Certificate

4. Police Checks for any country they have lived or worked.

5. ICPC for anyone who has lived or worked in UK.

6. Must attend DC safeguarding training.

The third party agree to provide their staff and, where relevant, their participants with the Doha College evacuation plans, emergency contacts, AED locations, and Doha College Rules and Regulations. The third party agrees that their coaches must be first aid trained and bring their own First Aid bag.

SCHEDULE B

GENERAL TERMS & CONDITIONS

• Doha College operates a No Smoking Policy throughout the whole of its premises. The third party is advised to inform all participants and ensure that it is complied with.

• The third party agrees to comply with all Health, Safety and Fire Policies and Procedures at Doha College.

• If Doha College incurs additional costs beyond reasonable expectations, for example if there is damage, or the need for the cleaners to work longer than expected after the letting, the Hirer will pay any subsequent account sent by the Doha College.

• The Third Party must not bring on to the Premises anything which may endanger the School premises, its users or which may adversely affect any insurance policies. The Third Party will comply with any regulations of the School’s insurers, notified to the Third Party by the School.

• It is the duty and responsibility of the Third Party, or his/her representative, to be aware of the evacuation procedures of the premises in the event of an emergency. Those procedures will be enclosed with these Terms and Conditions and/or are prominently displayed in the School. It is also the duty of the Third Party to ensure that these emergency procedures are brought to the attention of all people, both participants and spectators, as part of the Third Parties general responsibility for the Health and Safety of everyone present on the site arising as a result of the hiring of the Premises.

• The Third Party must not use the facilities for any unlawful or immoral purpose.

• The Third Party is strongly advised to appoint fire marshals to assist in the evacuation of the premises and the checking of attendance registers to ensure everyone is accounted for. The Third Party is responsible for keeping passages and fire exits clear. During the use period it is the responsibility of the Third Party to ensure safe evacuation of the premises via the nearest fire exit. In the event of fire, the Third Party shall call the emergency services.

• The Third Party is responsible for providing supervision during the course of the sessions and is responsible for all the persons they bring on site. Suitable organised supervision must be maintained of all people engaged in or associated with the activity e.g. young children require continuous supervision in the changing areas and corridors to avoid possible unruly behaviour. The Third Party must ensure that a qualified person or persons are available on site, commensurate with the risks of the activity pursued, to administer first aid if necessary. The School takes no responsibility for the provision of first aid during the period of use.

• The Third Party must ensure that risks associated with activities are properly controlled during the period of use. Doha College is not responsible for undertaking risk assessments for the third party activities. Doha College reserves the right to terminate this agreement if the third party fails to ensure suitable arrangements are in place for safeguarding children and/or vulnerable adults.

• Entrance to the premises will be through the agreed entrance which will only be opened to Third Party participants at an agreed time. It will be the responsibility of the Third Party to ensure that the area of use is secure during the period of use.

• The Third Party is not permitted to hold or cut additional keys to any part of the school site, both within the building or its perimeter.

• The Third Party must immediately inform Doha College Security and the Doha College Director of CCAs should any matter arise which impinges upon the security or health and safety of people present on Doha College premises. The third party must comply with all relevant Health and Safety legislation in force from time to time and any regulations imposed by the School from time to time for the safety and security of the Premises and all those using the Premises.

• The Third Party must ensure that any noise or music played does not interfere with other activities within the School and cannot be heard from any neighbouring houses. Any request to turn the music down any member of the School or any other authorised person must be adhered to. The third party should ask its guests to leave the School Premises quietly at nighttime to avoid disturbing its neighbours. All emergency exits and vehicular exits are to be kept clear at all times.

• No nails, tacks, screws etc. shall be driven into or adhesives fixed to any of the walls, floors, ceilings, furniture or fittings.

• The Third Party is responsible for clearing away any rubbish from the hired facilities and leaving the premises clean and tidy.

• Doha College furniture/equipment shall not be moved except by prior arrangement with school staff.

• The wearing of footwear which might cause damage to floors is not permitted.

• No animals other than guide dogs are permitted on the premises without the prior approval of the School.

• When using the sports hall: a. Non-marking trainers must be worn at all times; b. No markings can be applied to the floor; and c. All equipment must be put away. The Third Party is to provide at the time of booking, evidence that if they are using any specialist equipment that they are fully trained in the use of that equipment.

• The Third Party may only use the space agreed to within their contract, shall not sub-let, share or assign any part of the premises and shall not use it for any other purpose than that for which it has been hired.

• The Third Party agrees to comply with all laws, statutes, regulations and notices and consents pertaining to its event or the use of the School Premises.

• If any equipment is brought on to the premises the Third Party is responsible for safe keeping.

• Arrangements for parking on the school premises to be notified to the third party when the contract is signed. Cars shall not be parked so as to cause an obstruction at the entrance to, or exits from, the school. In particular, the hirer must ensure that access to the school by emergency vehicles is not obstructed or delayed. Where parking accommodation is available, this must be used, and users of the school should avoid undue noise on arrival and departure.

• The third party agrees to provide Doha College with unrestricted access to their booking system for the duration of the term for classes at Doha College. The data should include participant details, contact details and payment details.

• The third party agrees that they have permission from their participants to share client details and other relevant information with Doha College.

• Doha College reserves the right to request access to the third party booking platforms in relation to the classes held at Doha College for finance and marketing purposes.

• No advertisements, emblems or slogans shall be displayed outside the school premises without the prior written permission of the governors. The Third Party shall remove from inside the premises any advertisements, emblem or slogan if, in the opinion of the governors, is unlawful, unseemly or not in line with Qatari culture, likely to lead to a disturbance or expose the premises to undue risk of fire.

• Third Party partners using the Doha College logos, must comply with the branding guidelines and receive approval from the Doha College Marketing Department before using the logos.

• Doha College reserves the right to prevent any individual from entering the School site.

• The Third Party shall not infringe any subsisting copyright or performing right, and hereby indemnifies Doha College against all sums of money which Doha College may have to pay by reason of an infringement of copyright or performing right occurring during the period of hire.

• The Third Party is responsible for any damage caused by any act or neglect of the Third Party or anyone who they allow onto the premises.

• The School reserves the right to ask the Third Party to obtain public liability insurance with a minimum indemnity of one million Qar (or any other amount agreed with the School) to cover legal liability for incidents resulting in injuries to persons and/or damage or loss of property arising out of the use of the School premises and to produce evidence of the insurance to the Lettings Officer before the contract commences.

• If the Third Party commits a breach during the hiring of any of the conditions attaching to any such licence, or of any other conditions, including the Contract or Terms and Conditions then, without prejudice to the right of the School, acting by itself or through any other appropriate body on its behalf, to enforce any

• liabilities already incurred by the Third Party under these conditions, the School reserves the right themselves or acting as aforesaid to immediately terminate the contract, if still continuing and to retain all sums paid by the Third Party and to refuse to grant any further contracts for use of School premises.

• The Third Party will be responsible for the proper use of fixtures and fittings and must take reasonable steps to ensure that there is no damage to the fixtures, fittings, school equipment or premises including the grounds.

• The third party will keep Doha College and its officers, servants and agents fully indemnified from and against all losses or damages incurred by the School or any claims made against the School (including legal fees) as a consequence of the third parties activities on the Premises.

• The Third Party shall ensure that no act is done on the premises, during his/her use of the premises, which contravenes the Equality Act 2010 and shall not discriminate against any individual or group in any activity taking place at the School.

• Doha College reserves the right to cancel/or move class bookings if the agreed space is required for another purpose. In these circumstances, the third party will normally be given as much advance notice as possible. In the event a class has to be cancelled, Doha College will look to provide a space at a later date.

• Doha College or any of its authorised officers shall for the purpose of inspection have right of access at all times to areas which are the subject of a letting. Authorised officers may take such steps as necessary, including the immediate termination of the third party classes/sessions to safeguard the property or reputation of Doha College and the safety of persons thereon.

• Neither the Doha College nor their representatives shall be liable for any injury (including injury resulting in death) or damage to or loss of property whatsoever which shall or may occur to or be sustained by the third party, his/her assistants, servants or agents or others entering on the property in the exercise or purported exercise of the hiring (except such injury or damage as may occur by reason of the neglect of the School or their representatives, servants or agents acting within the scope of their authority). The third party will indemnify and keep indemnified the School and/or its representatives and servants and agents from and against all claims and liability in respect of such injury or damage and all actions, proceedings, costs, damages and expenses in regard thereto and also from and against all other liability claims, demands, proceedings, costs, damages and expenses in respect of injury to persons whomsoever (including injury resulting in death) and damage to or loss of property whatsoever which may arise out of or in consequence of the exercise or purported exercise of the hiring (except as aforesaid).

• Doha College shall not be responsible for: a) any indirect or consequential damage arising from any breach of this agreement by the School; b) any loss or damage to any article of any kind brought to or left on the School’s premises; or c) any loss due to acts or omissions of third parties or for any loss due to equipment breakdown, failure of the electricity supply, leakage of water, flooding, terrorism, fire, government restriction, act of God or any event which is beyond the School’s control which may cause the premises to be temporarily closed or the hiring to be interrupted or cancelled.

• Doha College will not be held responsible for the loss, damage or theft of any cars or other vehicles parked on its premises.

• The land (including any building or structure therein) is made available in its existing state and condition and neither the School nor their representatives warrant or represent that it is safe and suitable for the holding of the function or for the admission of the public. The Third Party shall not publish or say anything tending to lead any person to believe otherwise.

• References to Doha College in these Terms and Conditions shall include references to its representatives (including employees) where appropriate.

• Doha College reserves the right to amend these Terms and Conditions at any time on reasonable notice to the Third Party.

• Doha College may terminate any agreement with immediate effect should it be satisfied that there has been a failure to comply with any of these conditions or any other action against the best interest of Doha College.

SCHEDULE C

CO CURRICULAR ACTIVITIES PROCEDURES

Rationale

The purpose of this document is to establish guidelines and procedures for co-curricular activities at Doha College ensuring a diverse and engaging experience for all students.

Aims and objectives

Through the CCA programme, we aim to produce students who are enthusiastic, collaborative, reflective, excellent communicators, creative thinkers, active global citizens, independent enquirers, self-managers, problem solvers, and innovative and enterprising learners. Doha College encourages students to participate in a wide variety of experiences to further enhance their soft skills through community and charity work, public speaking, school committees, as well as leadership roles.

This document aims to provide a comprehensive framework for implementing co-curricular activities at Doha College. By fostering a diverse and engaging co-curricular experience, Doha College helps students develop a well-rounded education and prepare them for success in their future endeavours.

WHO DELIVERS OUR CCAs?

Most CCAs are delivered by members of staff who have a passion for, and expertise in, specific subjects.

Other CCAs are delivered by outside providers and by expert and specialist third parties. Staff are contracted to lead and support at least one CCA per term.

CCAs OFFERED

The CCAs fall into 3 different categoriesSports Skill Service Students can take as many as 5 CCAs per week.

PROCEDURES

The Director of CCAs for CCAs is responsible for managing the CCA provision and works closely with the Primary and Secondary leads along with the CCA Coordinator . This allows Doha College to run an efficient, sustainable, relevant, fun and high quality CCA provision.

Organisation of Clubs

CCAs activities run from 2.05pm to 3.05pm.

Each CCA runs for one term.

A new programme of clubs is offered in the Autumn, Spring and Summer terms of each school year.

Booking

In the last few weeks of each term, the booking of clubs for the next term will be available through School’s Buddy.

Registration

A register must be taken by the staff member in charge of a CCA at the start of each session before 2.20pm. If a child is absent, this will be reflected on the register in School’s Buddy. If a member of staff fails to register the children before 2.20, the registration procedure will then be referred to.

CCA Register Procedure

In Primary, press the notify staff button if you have any absences. In secondary, notify the parents button if you have any absences.

Absences

Parents and or students in secondary school are requested to inform the CCA administrator and or the classroom teacher if their child cannot attend one of the sessions. The CCA administrator will update the register which will be reflected on Schools Buddy.

Attendance

It is expected that a child will commit to a term’s membership of a chosen CCA (eg Autumn, Spring, Summer)

Some CCAs require attendance all year round e.g. choir.

Students will automatically be cancelled from the CCA if they are absent 3 times.

Supervision, Safety and Collection Primary

The CCA leader will ensure all children leave school with an appropriate adult in Primary. Primary pupils must only be collected by an older sibling in secondary or with an adult with the appropriate lanyard.

• Foundation Stage children must be collected by an adult.

• Year 1 children must be collected by an adult or a sixth form sibling.

• Year 2-6 children can be collected by an older sibling in secondary.

Activities are planned for the full duration of the hour; sessions will often end with some ‘tidy-up’ time; therefore, parents are asked not to collect their child early unless by pre-arrangement or in exceptional circumstances.

Parents should ensure they collect their children promptly at the end of the CCA from the assigned entrance given to parents at the start of the term. The CCA Programme is available on the CCA page of the school website.

Children not collected on time will be taken to the late area. If children are routinely collected late from a CCA, parents will be contacted by the Director of CCAs to discuss the situation.

Students will be asked to leave the CCA if they are picked up late (3 times) in Primary

Supervision,

Safety and Collection Secondary

After 2.05pm all secondary students should be exiting school grounds, going to a CCA or waiting to be picked up. 6th form students can remain on site until 3.05pm, without direct supervision in the mentioned areas.

If students need to be on site after 2.05pm for example, to wait for their younger sibling in a CCA, students should be in the secondary library. Students need to sign in and sign out of the library area, via the handbook. This area will be supervised by the Head of Secondary, the Deputy Head Pastoral and the Deputy Head Academic. At 2.05pm, a Secondary Leadership staff member or the Secondary Lead of CCAs (whoever is on duty), are responsible for ensuring that students are in the library, if they are on site and not at a CCA.

Safeguarding of students is the responsibility of all staff on site, therefore staff who walk past students who are not in the library, or in a CCA, should actively challenge secondary students and ensure they are going to the correct area.

A First-Aider will always be on school premises for the duration of CCAs.

Numbers for Emergencies

In case of an emergency, please call-

Ondrea McSwiggan -33192992

Vanessa Burns- 55402804

Nurses-Extension number 763 and 743

SLT Emergency numbers- JSC 33187930

Safeguarding - 55061246

Behaviour

Must be in line with the school behaviour policy.

Health and Safety Considerations

Before starting a CCA, all outside providers are given an Induction Pack which includes policies relating to after school CCAs, health and safety, first aid procedures in school, and safeguarding. This is explained and talked through by the Director of CCAs. All providers must have safeguarding and health and safety training. All CCA leaders are asked to ensure that every half-term, there is a reminder about procedures in case of a fire.

Expectations of behaviour

All External Providers of clubs will ensure that:

They have all medical details and contact numbers for children attending the club. These can be found on Schools Buddy.

They are familiar with the school’s Policies for Safeguarding, and Health and Safety.

W15 Safeguarding & Child Protection Policy

HS00 Health and Safety Policy

A full register of all children attending a CCA is maintained for each session on Schools Buddy. Appropriate clothing is worn for all CCAs plus any other kit that is required. All resources and any necessary preparations have been organised ready for the CCA to start promptly at the specified time.

Important Reminders for Outside Providers

1. Please arrive at 1.50 in preparation for your CCA.

2. Registers are to be taken on Schools Buddy on an ipad which you can pick up from Evo.

3. Make sure you are aware of your meeting point.

4. Collect the children from your meeting point and take them to the CCA location.

5. Start packing up at 2.55 and be ready for children to leave at 3.05 from your pick up point.

6. DO NOT let any child go home without an adult. The CCA leader will ensure all children leave school with an appropriate adult in Primary. Primary pupils must only be collected by an older sibling in secondary or with an adult with the appropriate lanyard. Foundation Stage children must be collected by an adult. Year 1 children must be collected by an adult or a sixth form sibling. Year 2-6 children can be collected by an older sibling in secondary.

7. If a child is picked up late, please contact the member of School staff who will be on duty.

Inclusion

Doha College is committed to actively tackling bias, prejudice, and discrimination, promoting equal opportunities and good relations between all DC students, staff, parents, and the community. DohaCollege recognises the benefits of having a diverse school community where pupils and staff are equally respected and valued. We seek to eliminate discrimination, advance equality of opportunity and foster good relations between everyone within our community. Doha College is an anti-racist, anti-discriminatory school with zero tolerance for bullying, harassment or victimisation within the college and its community.

Our CCA’s are fully inclusive and all children are encouraged to participate. If a child has special or medical needs, information will be shared with the CCA Leader, by the Director of CCAs. All this information is available for them to see on Schools Buddy. Any child with an epi-pen, training will be provided prior to the club commencing.

Complaints

If parents are concerned about any aspect of a CCA, they should follow the complaints policy. W13 Complaints Policy

SCHEDULE D

EVACUATION PLAN

FIRE EMERGENCY PROCEDURES

On discovering a fire

• Operate the nearest fire alarm call point (break glass)

On hearing the fire alarm

• Evacuate the building using the nearest fire exit route and proceed to the assembly point (3G Pitch)

Do not take personal risks

Do not stop to collect personal belongings

Do not use lifts

Do not re-enter the building until authorised to do so

Third Party Providers must take responsibility for the safe evacuation of students under their control.

HS03 Fire and Safety Policy

LOCKDOWN PROCEDURES

On receiving the command of: “Lockdown” “Lockdown” “Lockdown”

• Lock all windows and doors immediately. If a door can’t be locked, attempt to block the door with heavy items.

• Never open the doors or windows unless ordered to do so by a safety or school official, whose identity you have confirmed by official documentation.

• Turn off all lights and close the blinds where possible.

• Instruct all students to stay low and away from windows and doors.

• Keep students inside the room.

• Silence all electronic devices

• Account for all students under your care

• Remain indoors until you receive an “all clear” from authorised personnel.

SCHEDULE E

EMERGENCY CONTACT NUMBERS

Security Gate 1 4407 6845

Security Gate 2 4407 6846

Security Gate 3

In case of an emergency, please contact security on this number who can help liaise with emergency services.

For any other issues that can not be resolved by the onsite security supervisor please call Ondrea McSwiggan (Director of CCAs): Ondrea 33192992

SCHEDULE F

FIRST AID

• Do not move the sick or injured unless the scene is unsafe

• Comfort and reassure the victim

• Call 999 if necessary and stay on the line until help arrives

• Notify the security team and state whether 999 has been called.

• Do not leave the person unattended

• If the victim is not breathing, request and retrieve the nearest AED.

All security guards are first aid trained.

If any first aid is given onsite an incident report must be completed and submitted to Ondrea McSwiggan (Director of CCAs).

AED LOCATIONS

Please note the locations of the AED’s we have onsite. Your staff should know the nearest location to their sessions and be comfortable to use the device. 1 3 4 2

Ondrea McSwiggan -33192992

Numbers for Emergencies In case of an emergency, please call

Vanessa Burns- 55402804

Nurses-Extension number 763 and 743

SLT Emergency numbers- JSC 33187930

Safeguarding number - 55061246

SCHEDULE G

INCIDENT

REPORT FORM

ACCIDENT INVESTIGATION FORM

PART A – THE INJURED PERSON

Ref: HSA001 - Accident/Incident Reporting and Investigation

Name: DOB:

Parents Contact Details:

PART B – INVESTIGATING COACH/PERSON

Name: Company:

Email:

Mobile Number:

PART C – INFORMATION GATHERING

1. Where did the accident happen?

Job Title:

2. Who was injured?

4. How did the accident/incident happen? (Note working environment issues, layout, equipment and/or substances involved did these influence the accident?)

5. What activities/tasks were being carried out at the time of the accident?

6. In relation to the working environment and/or equipment involved, was maintenance and cleaning up to date?

7. Were any other individuals involved in the accident? If so, who/how?

8. What were the immediate, underlying and root causes of the accident?

a) Immediate Causes:

b) Underlying Causes:

c) Root Causes: 10. What additional risk control measures are required to prevent recurrence?

Please send completed form to: omcswiggan@dohacollege.com

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