Health and Safety

The purpose of this policy is to ensure that Beyond Words CIC provides a safe, healthy and secure environment for all children, employees and any other individuals involved in the delivery of our Summer Club.

Beyond Words is committed to protecting the health, safety and wellbeing of everyone attending or working within our provision. We recognise that many children attending our Summer Club are autistic or have Special Educational Needs and Disabilities (SEND), and may require additional support, reasonable adjustments and individualised approaches to ensure they can participate safely in all activities.

We believe that effective health and safety practice is everyone's responsibility and forms an integral part of providing high-quality care and support. Through careful planning, risk assessment, appropriate supervision and continuous monitoring, Beyond Words aims to minimise foreseeable risks while promoting children's independence, confidence and enjoyment.

This policy has been developed in accordance with current UK legislation, statutory guidance and recognised good practice relevant to the delivery of children's services, including but not limited to:

• ✦Workplace (Health, Safety and Welfare) Regulations 1992
• ✦Control of Substances Hazardous to Health (COSHH) Regulations 2002
• ✦Health and Safety at Work etc. Act 1974
• ✦Management of Health and Safety at Work Regulations 1999
• ✦Children Act 1989
• ✦Children Act 2004
• ✦Equality Act 2010
• ✦Regulatory Reform (Fire Safety) Order 2005
• ✦Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013
• ✦Food Safety Act 1990 (where applicable)
• ✦Working Together to Safeguard Children (2025)
• ✦SEND Code of Practice (2015)

Beyond Words will review this policy regularly to ensure it remains consistent with current legislation, guidance and best practice.

This policy applies to all employees, volunteers, students, contractors and any other adults working on behalf of Beyond Words CIC.

It applies to all activities organised by Beyond Words, including indoor activities, outdoor play, community visits, sensory activities, cooking activities and any other experiences provided as part of the Summer Club.

This policy should be read alongside the organisation's:

• ✦Safeguarding & Child Protection Policy
• ✦Positive Relationships, Behaviour, Regulation & Support Policy
• ✦Risk Assessment Policy
• ✦Medication & First Aid Policy
• ✦Personal Care & Intimate Care Policy
• ✦Missing Child Policy
• ✦Fire Safety & Emergency Evacuation Policy

Beyond Words is committed to creating an environment where children can learn, play and develop safely whilst feeling valued, respected and supported.

we:

• ✦providing a safe, welcoming and inclusive environment
• ✦promoting the health, safety and wellbeing of all children and employees
• ✦identifying and reducing foreseeable risks wherever reasonably practicable
• ✦making reasonable adjustments to meet the individual needs of children with SEND
• ✦ensuring appropriate supervision during all activities
• ✦maintaining equipment, resources and facilities in a safe condition
• ✦promoting high standards of hygiene and infection prevention
• ✦promoting positive emotional wellbeing by providing calm, predictable and supportive environments
• ✦responding appropriately to accidents, incidents and emergencies
• ✦continually reviewing and improving our health and safety practices.4
• ✦eliminating risks where reasonably practicable and reducing foreseeable risks through effective planning, supervision and risk management

Health and safety is embedded within all aspects of our provision and is considered during the planning, delivery and review of all activities.

• ✦Founder & Director The Founder & Director has overall responsibility for health and safety within Beyond Words CIC and will ensure that:

• ✦appropriate health and safety arrangements are implemented and monitored
• ✦suitable risk assessments are completed, reviewed and updated
• ✦employees receive appropriate induction, information, training and supervision
• ✦safe staffing arrangements are maintained
• ✦equipment, resources and facilities are maintained in a safe condition
• ✦accidents, incidents and near misses are appropriately reviewed
• ✦emergency procedures are established and regularly practised
• ✦appropriate first aid provision is available
• ✦health and safety concerns are addressed promptly
• ✦appropriate insurance and statutory requirements are maintained

The Founder & Director will promote a positive health and safety culture in which everyone understands their responsibilities and contributes to maintaining a safe environment.

• ✦Employees All employees share responsibility for maintaining a safe and healthy environment for children, colleagues and others attending Beyond Words

Employees are expected to:

• ✦take reasonable care of their own health and safety and that of others
• ✦follow all Beyond Words policies, procedures and risk assessments
• ✦maintain appropriate supervision of children at all times
• ✦carry out dynamic risk assessments throughout the day and respond appropriately to changing circumstances
• ✦report hazards, unsafe practices, accidents, incidents and near misses immediately
• ✦use equipment and resources safely and only for their intended purpose
• ✦support children in a manner that promotes their safety, wellbeing and independence
• ✦cooperate with health and safety arrangements and emergency procedures
• ✦participate in relevant training and follow guidance provided by the Founder & Director

Employees must raise any health and safety concerns without delay and must never knowingly place themselves, children or others at unnecessary risk.

• ✦Volunteers, Students and Visitors Volunteers, students and visitors are expected to:

• ✦follow Beyond Words policies and procedures
• ✦work within the guidance of the Founder & Director or designated employee
• ✦report hazards, accidents or concerns immediately
• ✦maintain professional conduct at all times
• ✦never be left responsible for children unless authorised and appropriately supervised

• ✦Our Approach to Risk Assessment Beyond Words recognises that effective risk assessment is essential in creating a safe environment while enabling children to take part in enjoyable, meaningful and appropriately challenging activities

Risk assessments are used to identify potential hazards, evaluate the level of risk and implement suitable control measures to reduce the likelihood of harm. They support safe decision-making whilst promoting children's independence, confidence and participation.

As many children attending Beyond Words have autism and other Special Educational Needs and Disabilities (SEND), risk assessments will take into account each child's individual needs, communication, sensory preferences, medical needs, behaviour, mobility and level of understanding.

Risk assessment is an ongoing process and forms part of everyday practice. Employees are encouraged to adopt a balanced approach that supports children to take appropriate, managed risks as part of their learning, development and growing independence.

• ✦Written Risk Assessments Written risk assessments will be completed, reviewed and updated where appropriate for:

• ✦the Summer Club venue
• ✦indoor learning and play environments
• ✦outdoor play areas
• ✦community visits and local walks
• ✦cooking and food preparation activities
• ✦sensory and messy play activities
• ✦physical activities and games
• ✦specialist equipment

• ✦new activities or events
• ✦individual children where additional support or specific control measures are required

Risk assessments will identify:

• ✦potential hazards
• ✦who may be affected
• ✦the level of risk
• ✦existing control measures
• ✦any additional actions required
• ✦the person responsible for implementing actions
• ✦the review date

Risk assessments will be reviewed regularly and whenever there is a significant change to the activity, environment, equipment or needs of a child.

• ✦Dynamic Risk Assessment Employees are expected to carry out dynamic risk assessments throughout the day by continuously observing children, activities and the environment

Where new or changing risks are identified, employees must take appropriate action immediately to maintain the safety of everyone involved.

Examples may include:

• ✦changes in weather conditions
• ✦damaged equipment
• ✦spillages or trip hazards
• ✦overcrowding
• ✦changes in a child's behaviour or wellbeing
• ✦unexpected hazards during community visits
• ✦equipment becoming unsafe during an activity

Where a risk cannot be managed safely, the activity will be adapted, postponed or stopped.

• ✦Individual Risk Assessments Some children may require an individual risk assessment to ensure they can participate safely within the Summer Club

Individual risk assessments may be required for children who have:

• ✦significant medical needs
• ✦allergies or dietary requirements
• ✦epilepsy or other health conditions
• ✦behaviours that may present a risk to themselves or others
• ✦a history of absconding or leaving supervised areas
• ✦sensory needs that require additional environmental adjustments
• ✦mobility or physical support needs

These assessments will be developed using information provided by parents or carers, relevant professionals and previous support plans where available. They will be shared with employees responsible for supporting the child and reviewed regularly.

• ✦Daily Safety Checks Before children arrive each day, employees will carry out a visual inspection of all areas used by Beyond Words to ensure they are safe, clean and ready for use

Daily checks may include:

• ✦entrances and exits are clear and secure
• ✦fire exits remain unobstructed
• ✦walkways are free from trip hazards
• ✦furniture is safe and in good condition
• ✦lighting, heating and ventilation are suitable for the activities taking place
• ✦toilets and handwashing facilities are clean, accessible and fully stocked
• ✦first aid equipment is available and fully stocked
• ✦emergency contact information is accessible
• ✦sensory equipment and resources are safe and suitable for use
• ✦cleaning products and hazardous substances are stored securely out of children's reach
• ✦any identified hazards are addressed before activities begin

Where a hazard cannot be made safe immediately, the area or equipment will be taken out of use until appropriate action has been taken.

• ✦Equipment Safety All equipment and resources used within Beyond Words must be suitable for the children's ages, abilities and individual needs

Employees will:

• ✦visually inspect equipment before use
• ✦remove damaged or unsafe equipment immediately
• ✦ensure unsafe equipment is clearly labelled or stored out of children's reach until it has been repaired or safely disposed of
• ✦ensure equipment is used only for its intended purpose
• ✦supervise children when using specialist or potentially hazardous equipment
• ✦report any faults or damage to the Founder & Director without delay

Any equipment that presents a risk to health or safety will be withdrawn from use until it has been repaired or replaced.

• ✦Housekeeping Maintaining a clean, organised and clutter-free environment helps to reduce the risk of accidents and promotes children's wellbeing

Employees will ensure that:

• ✦walkways remain clear throughout the day
• ✦spillages are cleaned promptly
• ✦resources are stored safely after use
• ✦waste is disposed of appropriately
• ✦tables and activity areas are cleaned regularly
• ✦food preparation areas are cleaned before and after use
• ✦children are encouraged to help keep the environment tidy where appropriate and with suitable support

• ✦Hazard Reporting All employees have a responsibility to report health and safety concerns immediately

This includes:

• ✦damaged equipment
• ✦unsafe environments
• ✦defects within the venue
• ✦accidents or near misses
• ✦potential hazards identified during activities

Where appropriate, immediate action will be taken to reduce the risk until a permanent solution can be implemented.

• ✦Opening and Closing Procedures Employees will follow agreed opening and closing procedures to ensure the venue remains safe throughout the day

This includes:

Before the Summer Club opens:

• ✦completing daily safety checks
• ✦preparing activity areas safely
• ✦checking equipment and resources
• ✦ensuring emergency exits remain clear
• ✦preparing first aid equipment and emergency contact information

At the end of each day:

• ✦ensuring children have been safely collected
• ✦checking all rooms, toilets and activity areas
• ✦cleaning and storing equipment safely
• ✦reporting any accidents, incidents or maintenance concerns
• ✦securing the venue before leaving

Practices

• ✦Supervision Beyond Words is committed to providing appropriate supervision at all times to ensure the safety, wellbeing and inclusion of every child

The level of supervision provided will be determined by the children's individual needs, ages, abilities, medical needs, level of independence, behaviour, the nature of the activity and the environment.

Children will remain under the supervision of employees throughout the Summer Club unless they have been collected by an authorised adult.

• ✦Staff Deployment Employees will be deployed to ensure children are supervised effectively throughout the day

Consideration will be given to:

• ✦individual support needs
• ✦medical requirements
• ✦communication needs
• ✦sensory regulation
• ✦behaviour and safety
• ✦transitions between activities
• ✦indoor and outdoor environments

Where appropriate, specific employees may be allocated to individual children or small groups to provide consistency and promote positive relationships.

• ✦Head Counts and Transitions Employees will carry out regular head counts throughout the day, particularly:

• ✦on arrival
• ✦before leaving an activity area
• ✦during transitions
• ✦before and after outdoor activities
• ✦before returning indoors
• ✦before children leave with their parent or carer

Extra vigilance will be exercised during transitions, as these can present increased risks for some children, particularly those who may become anxious, distracted or attempt to leave the group.

• ✦Safe Working Practices Employees are expected to work in a manner that promotes the safety and wellbeing of both children and colleagues

Employees will:

• ✦remain attentive and actively supervise children at all times
• ✦position themselves to observe all children within their allocated area
• ✦avoid unnecessary distractions, including personal mobile phone use
• ✦maintain clear communication with colleagues
• ✦anticipate potential risks and respond proactively
• ✦encourage children's independence whilst providing appropriate support
• ✦follow individual risk assessments, care plans and behaviour support strategies where applicable

• ✦Lone Working Beyond Words aims to minimise situations where employees are required to work alone with a child

Where lone working is unavoidable, appropriate safeguarding and health and safety measures will be implemented to protect both the child and the employee.

Employees must always follow Beyond Words' safeguarding procedures and professional boundaries.

Lone working will only occur where a suitable risk assessment has identified that it is safe and appropriate to do so.

• ✦Visitors Visitors must not be left unsupervised with children unless appropriate safeguarding checks have been completed and authorisation has been given by the Founder & Director

Employees remain responsible for maintaining children's safety while visitors are present.

All visitors are expected to sign in and out where appropriate and follow Beyond Words safeguarding and health and safety procedures whilst on site.

• ✦Indoor Environment Beyond Words will maintain indoor environments that are safe, clean, welcoming and suitable for the needs of the children attending the Summer Club

Activity areas will be organised to:

• ✦promote safe movement throughout the venue
• ✦minimise hazards and unnecessary clutter
• ✦provide sufficient space for activities
• ✦support children's communication, learning and independence
• ✦allow employees to supervise children effectively
• ✦accommodate children's individual sensory and accessibility needs where reasonably practicable

Furniture, equipment and resources will be arranged to reduce foreseeable risks whilst creating an engaging and inclusive environment.

• ✦Outdoor Play Beyond Words recognises the importance of outdoor play in promoting children's physical health, emotional wellbeing, sensory regulation and social development

Outdoor activities will be appropriately planned and supervised, taking into account:

• ✦the age and abilities of the children
• ✦individual needs and risk assessments
• ✦weather conditions
• ✦the suitability of equipment
• ✦staffing levels and supervision requirements

Children will be encouraged to participate safely whilst developing confidence, independence and physical skills.

• ✦Community Visits From time to time, Beyond Words may organise community visits or activities away from the main Summer Club venue

Before any visit:

• ✦appropriate risk assessments will be completed
• ✦staffing arrangements will be reviewed
• ✦emergency procedures will be considered
• ✦parents or carers will be informed where appropriate
• ✦relevant medical information and emergency contact details will be available

Employees will maintain appropriate supervision throughout the visit and carry out regular head counts during transitions and before returning to the venue.

• ✦Weather Conditions Weather conditions will be considered when planning and delivering outdoor activities

Appropriate adjustments may include:

• ✦providing shade during hot weather
• ✦encouraging regular hydration
• ✦applying sunscreen where provided by parents or carers and appropriate consent has been obtained

• ✦ensuring children wear suitable clothing
• ✦modifying or postponing activities during extreme weather conditions, including heavy rain, strong winds or excessive heat, thunderstorms and poor air quality

Children's health, comfort and wellbeing will remain the priority at all times.

• ✦Security of the Premises Beyond Words is committed to maintaining a secure environment to protect children, employees and visitors

Reasonable measures will be taken to ensure that:

• ✦entrances and exits are monitored appropriately
• ✦children cannot leave the premises unsupervised
• ✦unauthorised individuals do not gain access to areas used by children
• ✦employees remain vigilant throughout the day
• ✦any security concerns are reported immediately to the Founder & Director

Where a child attempts to leave a supervised area unexpectedly, employees will respond promptly in accordance with the Missing Child Policy and the child's individual risk assessment where applicable.

• ✦Environmental Adjustments Beyond Words recognises that some children attending the Summer Club may require adjustments to the environment to enable them to participate safely and comfortably

Where reasonably practicable, adjustments may include:

• ✦reducing unnecessary noise and distractions
• ✦providing access to quieter spaces when needed
• ✦adapting activities to meet individual needs
• ✦using visual supports to promote understanding and predictability
• ✦considering sensory preferences when organising activities and the environment

These adjustments aim to promote children's wellbeing, reduce anxiety and support meaningful participation throughout the Summer Club.

Resources

• ✦Sensory Provision Beyond Words recognises that sensory experiences play an important role in supporting children's communication, emotional regulation, engagement, learning and wellbeing

Sensory activities are carefully planned to provide enjoyable, meaningful and inclusive experiences that meet the individual needs of the children attending the Summer Club.

All sensory activities will be appropriately supervised and adapted where necessary to promote safe participation.

• ✦Planning Sensory Activities Sensory activities will be planned with consideration for:

• ✦children's individual sensory preferences and needs
• ✦allergies or medical conditions
• ✦age and developmental stage
• ✦communication needs
• ✦the suitability of materials and equipment
• ✦the level of supervision required

Activities will be adapted where appropriate to ensure children can participate safely and successfully.

• ✦Safe Use of Sensory Resources Employees will ensure that all sensory resources are safe, clean and suitable for use before each activity

Employees will:

• ✦check resources for damage before use
• ✦supervise children appropriately
• ✦use non-toxic and age-appropriate materials
• ✦remove unsafe or damaged resources immediately
• ✦follow manufacturers' guidance where applicable
• ✦ensure resources are cleaned or disposed of appropriately after use

Children who are known to mouth or ingest non-food items will receive additional supervision and activities will be adapted where necessary to reduce risk. Staff will remain vigilant for choking hazards and adapt resources accordingly.

• ✦Food-Based and Messy Play Activities Beyond Words may use food-based materials and messy play experiences to promote exploration, creativity and sensory development

When delivering these activities, employees will:

• ✦consider allergies, dietary requirements and medical needs
• ✦maintain appropriate hygiene standards
• ✦prepare activities using safe materials
• ✦supervise children throughout the activity
• ✦clean equipment and activity areas after use

Food used for sensory activities will be handled hygienically and consideration will be given to avoiding unnecessary food waste wherever reasonably practicable.

• ✦Water Play Water play provides valuable opportunities for sensory exploration, communication and learning

Employees will ensure that:

• ✦water play is supervised at all times
• ✦water containers are appropriate for the age and needs of the children
• ✦spillages are cleaned promptly to prevent slips
• ✦equipment is cleaned after use
• ✦activities are adapted to meet individual needs

• ✦Specialist Equipment and Resources Where specialist equipment or sensory resources are used, employees will ensure they are:

• ✦suitable for the intended activity
• ✦maintained in a safe condition
• ✦used according to any relevant instructions
• ✦appropriate for the individual child's needs
• ✦regularly inspected for signs of wear or damage

Children will only use specialist equipment under appropriate supervision.

• ✦Supporting Individual Sensory Needs Beyond Words recognises that every child experiences and responds to sensory input differently

Employees will support children by:

• ✦recognising signs of sensory overload or sensory seeking behaviours
• ✦adapting activities where appropriate
• ✦providing movement or regulation breaks when required
• ✦offering alternative resources where necessary
• ✦respecting each child's individual sensory profile
• ✦following individual support plans and risk assessments where applicable

The aim is to create an environment in which children feel safe, regulated and able to participate as fully as possible.

Food Safety

• ✦Infection Prevention Beyond Words is committed to maintaining high standards of hygiene to reduce the risk of infection and promote the health and wellbeing of children and employees

Appropriate infection prevention measures will be implemented throughout the Summer Club in accordance with current public health guidance and good practice including UK Health Security Agency (UKHSA) guidance where applicable.

Employees will encourage children to develop good hygiene routines whilst providing additional support where required.

• ✦Hand Hygiene Handwashing is one of the most effective ways to prevent the spread of infection

Employees and children will be encouraged to wash their hands:

• ✦on arrival
• ✦before eating or handling food
• ✦after using the toilet or supporting personal care

• ✦after outdoor play
• ✦after messy or sensory activities
• ✦after coughing, sneezing or blowing their nose
• ✦whenever hands are visibly dirty

Employees will support children who require assistance to wash their hands safely and effectively.

• ✦Cleaning and Hygiene The Summer Club environment will be cleaned regularly to maintain appropriate hygiene standards

Employees will ensure that:

• ✦tables and work surfaces are cleaned before and after activities where appropriate
• ✦toilets and handwashing areas are kept clean
• ✦frequently touched surfaces are cleaned regularly
• ✦sensory equipment and shared resources are cleaned after use where necessary
• ✦waste is disposed of safely and appropriately
• ✦spillages are cleaned promptly

Cleaning products will be stored securely and kept out of children's reach.

• ✦Managing Illness Children who become unwell during the Summer Club will be cared for appropriately until they can be collected by their parent or carer, where necessary

Where appropriate, employees will:

• ✦monitor the child's condition
• ✦provide reassurance and comfort
• ✦contact parents or carers promptly
• ✦seek emergency medical assistance where required
• ✦record the illness or incident in accordance with Beyond Words procedures

Employees who are unwell with an infectious illness should not attend work until they are fit to return and any recommended exclusion periods have been followed.

• ✦Cooking and Baking Activities Beyond Words recognises that cooking and baking activities provide valuable opportunities for children to develop communication, independence, fine motor skills, social interaction and life skills

All cooking and baking activities will be planned, risk assessed and supervised to ensure they are safe, enjoyable and inclusive.

Employees will:

• ✦employees leading cooking activities should hold, or be working towards, an appropriate Food Hygiene qualification and follow Beyond Words Food Safety procedures
• ✦maintain high standards of food hygiene and cleanliness
• ✦wash hands before handling food
• ✦ensure work surfaces, utensils and equipment are clean before and after use
• ✦consider children's allergies, dietary requirements, medical needs and cultural or religious requirements when planning activities
• ✦provide appropriate supervision throughout the activity
• ✦use age-appropriate equipment and adapt activities to meet individual needs
• ✦encourage children to participate as independently as possible whilst providing appropriate support where required
• ✦safely store, prepare and dispose of food

Cooking and baking activities will be appropriately risk assessed, and children will only use equipment suitable for their age, ability and level of supervision.

• ✦Food Safety Food provided or prepared during the Summer Club will be handled safely to reduce the risk of food-related illness

Employees will:

• ✦maintain good personal hygiene
• ✦prepare food in a clean environment
• ✦store food appropriately
• ✦check expiry dates where applicable
• ✦prevent cross-contamination where reasonably practicable
• ✦follow safe food handling practices
• ✦consider children's allergies, dietary requirements and medical needs at all times

Food brought from home remains the responsibility of the parent or carer, although employees will take reasonable steps to support children safely during mealtimes.

• ✦Personal Protective Equipment (PPE) Where appropriate, employees will use suitable Personal Protective Equipment (PPE) to reduce the risk of infection or contamination

PPE may include disposable gloves and disposable aprons when undertaking personal care, dealing with bodily fluids, cleaning contaminated areas or administering first aid.

PPE will be used appropriately, disposed of safely after use and replaced as required.

Emergencies

• ✦First Aid Provision Beyond Words is committed to providing appropriate first aid arrangements to respond promptly and effectively to accidents, injuries and medical emergencies

A suitably stocked first aid kit will be available at all times during the Summer Club and will accompany employees on community visits where appropriate.

An appropriately trained first aider will be available whenever children are attending the Summer Club.

• ✦Medication Where children require medication during the Summer Club, this will be managed in accordance with the Beyond Words Medication & First Aid Policy

Medication will only be administered:

• ✦with written parental consent, where required
• ✦in accordance with the manufacturer's instructions or healthcare professional's guidance
• ✦by employees who have received appropriate training where necessary
• ✦following the child's individual healthcare plan, where applicable, and any reasonable adjustments identified through discussion with parents or relevant professionals

Accurate records will be maintained whenever medication is administered.

• ✦Individual Medical Needs Beyond Words recognises that some children attending the Summer Club may have medical conditions requiring additional support

Where appropriate, individual healthcare plans and risk assessments will be used to ensure employees understand:

• ✦the child's medical condition
• ✦signs and symptoms that may require intervention
• ✦medication requirements
• ✦emergency procedures
• ✦any adjustments needed to support the child's safe participation

Relevant information will be shared with employees responsible for supporting the child.

• ✦Medical Emergencies In the event of a medical emergency, employees will:

• ✦remain calm and act promptly
• ✦assess the situation and ensure the immediate safety of the child and others
• ✦administer appropriate first aid within the limits of their training
• ✦contact the emergency services where necessary
• ✦inform the child's parent or carer as soon as reasonably practicable
• ✦follow any individual healthcare plan or emergency protocol where applicable
• ✦record the incident in accordance with Beyond Words procedures

The child's welfare will remain the priority throughout the incident.

• ✦Accidents and Injuries All accidents and injuries occurring during the Summer Club will be responded to promptly and appropriately

Employees will:

• ✦provide appropriate first aid where required
• ✦monitor the child's wellbeing
• ✦inform parents or carers of significant accidents or injuries
• ✦complete an accident record as soon as reasonably practicable

• ✦review incidents where appropriate to identify any actions that may reduce the likelihood of recurrence

Where an accident or incident meets the reporting requirements under relevant legislation, appropriate action will be taken.

Reporting

• ✦Recording Accidents and Incidents Beyond Words is committed to recording and reviewing accidents, incidents and near misses to promote a safe environment and support continuous improvement

All accidents and significant incidents involving children, employees or visitors will be recorded as soon as reasonably practicable using the appropriate Beyond Words documentation.

Records should include:

• ✦the date and time
• ✦the location
• ✦the people involved
• ✦a factual description of what happened
• ✦witnesses (where applicable)
• ✦any injuries sustained
• ✦action taken
• ✦first aid or medical treatment provided
• ✦whether parents or carers were informed
• ✦the names of employees involved

Records must be completed accurately, objectively and signed by the employee completing the record.

• ✦Near Miss Reporting A near miss is an event that could have resulted in injury, illness or damage but did not

Employees are encouraged to report near misses as these provide valuable opportunities to identify hazards and improve safety before an accident occurs.

Near misses will be reviewed by the Founder & Director and, where appropriate, action will be taken to reduce future risks.

• ✦Learning from Incidents Beyond Words is committed to learning from accidents, incidents and near misses

Following significant events, the Founder & Director will consider whether:

• ✦additional control measures are required
• ✦risk assessments should be reviewed
• ✦employees require further guidance or training
• ✦procedures need updating
• ✦additional resources or environmental adjustments are necessary

The aim is to continually improve the safety and quality of the Summer Club.

• ✦Reporting to Parents and Carers Parents or carers will be informed of significant accidents, injuries or incidents involving their child as soon as reasonably practicable

Beyond Words values open and honest communication with families and will ensure that appropriate information is shared while maintaining confidentiality where required.

• ✦Statutory Reporting Where required by law, Beyond Words will comply with statutory reporting requirements, including the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)

Beyond Words is committed to maintaining high standards of health and safety through regular monitoring, evaluation and continuous improvement.

The Founder & Director will monitor the effectiveness of this policy by:

• ✦reviewing accidents, incidents and near misses
• ✦monitoring the effectiveness of risk assessments
• ✦carrying out regular checks of the environment and equipment

• ✦reviewing health and safety procedures
• ✦considering feedback from employees and families where appropriate
• ✦monitoring changes in legislation and recognised good practice
• ✦identifying opportunities to improve practice

This policy will be reviewed annually, or sooner if there are significant changes to legislation, guidance, organisational practice or following a serious incident.

This policy should be read alongside the following Beyond Words policies:

• ✦BW-SAFE-001 , Safeguarding & Child Protection Policy
• ✦BW-BEH-001 , Positive Relationships, Behaviour, Regulation & Support Policy
• ✦BW-RA-001 , Risk Assessment Policy
• ✦BW-MED-001 , Medication & First Aid Policy
• ✦BW-CARE-001 , Personal Care & Intimate Care Policy
• ✦BW-MISS-001 , Missing Child Policy
• ✦BW-FIRE-001 , Fire Safety & Emergency Evacuation Policy
• ✦BW-EQ-001 , Equality, Diversity & Inclusion Policy