1. Policy Statement
At Smash Sports, the safety, wellbeing, and positive experience of every child in our care is our top priority. This Supervision Policy outlines how we ensure appropriate levels of supervision during all holiday club activities for children aged 5 to 13 years old. Our supervision strategy complies with statutory safeguarding guidance and health and safety standards to ensure a fun, inclusive, and safe environment for all.
2. Objectives
- To maintain safe supervision ratios at all times
- To ensure children are always within sight or hearing of a responsible adult
- To provide age-appropriate support and monitoring
- To implement dynamic supervision during high-risk or physically demanding activities
- To train staff on supervision responsibilities and escalation procedures
3. Supervision Ratios
Smash Sports follows best practice adult-to-child ratios in line with Ofsted and recommendations from the Department for Education:
| Age Group | Minimum Ratio |
|---|---|
| 5–7 years | 1:10 |
| 8–13 years | 1:15 |
Note: Ratios may be adjusted (increased) based on the activity’s risk level, the needs of the group, or environmental factors (e.g. weather, off-site visits).
4. Staff Responsibilities
All staff are trained in safeguarding, behaviour management, and health and safety protocols. They must:
- Maintain visual and/or auditory supervision of children at all times
- Conduct regular headcounts (minimum every 30–45 minutes, or before/after transitions)
- Stay actively engaged during sessions (no sitting or disengaged supervision)
- Intervene promptly if behaviour or play becomes unsafe
- Ensure clear communication with colleagues to coordinate transitions and coverage
5. Zones and Boundaries
- All activity zones (e.g., courts, fields, halls) are clearly marked with cones or signage.
- Children are regularly reminded of boundaries and must never leave assigned areas without permission.
- Staff are strategically positioned across zones for full coverage, especially during multi-sport activities.
6. Drop-off and Collection Supervision
- All children must be signed in and out by a parent/guardian.
- Children will not be released to unauthorised individuals unless consent has been received.
- Late collections are managed in accordance with the Smash Sports Late Collection Policy.
7. Toilet and Changing Supervision
- Children are shown the toilet and changing area.
- Staff do not enter cubicles and respect children’s privacy at all times.
- Younger children (5–7) may receive additional support as needed, in line with our intimate care guidance and parental agreements.
8. Transition Supervision
- Movement between activities is always led or overseen by a staff member.
- Staff are briefed on daily timetables and transition times to avoid delays or confusion.
- Headcounts are completed before and after each transition.
10. Managing Mixed-Age Groups
- Activities are grouped by age or ability where appropriate to ensure safe and enjoyable participation.
- Staff are trained to adapt supervision techniques based on the age, maturity, and needs of the children involved.
- Extra vigilance is maintained when younger children are in close proximity to older groups during shared use of equipment or pitches.
11. Staff Conduct and Training
- All staff undergo enhanced DBS checks and safeguarding training before working with children.
- Regular refresher training is provided on supervision best practices, child protection, and incident reporting.
- Supervisions (1:1 meetings with managers) are held termly to review performance, concerns, and training needs.
12. Incident Management
- Any incident involving a lapse in supervision, child injury, or near-miss must be reported to the DSL (Designated Safeguarding Lead) and recorded using the appropriate forms.
- Parents will be informed of any incidents in line with the Smash Sports Accident & Incident Policy.
Review and Monitoring
This policy is reviewed annually or immediately following a significant incident, change in legislation, or operational expansion. Feedback from staff and parents is used to continually improve our supervision practices.