Engage Community: Key Information & Parental Agreement


  • Introduction
  • Admissions
  • Cancellations and Changes
  • Children with Additional Needs
  • Behaviour
  • Collecting Children/ Uncollected Children
  • Data Protection
  • First Aid/Accidents
  • Becoming ill during WAC hours
  • Child Protection and Safeguarding Children
  • Emergency Closure
  • Equal Opportunities
  • Complaint Procedure.



Engage Community is dedicated to enhancing the enrichment, well-being, and health of communities through a comprehensive array of exceptional opportunities. Our expertise lies in delivering tailored community provisions within grassroots Rugby and Sport clubs, ensuring the highest standards of quality.

At Engage Community, we prioritize the creation of safe and nurturing environments where children can thrive. Each club is meticulously crafted to offer a diverse range of stimulating, active, and restorative activities, guaranteeing an enriching experience for every child in our care.

This document serves to outline vital information regarding the provisions offered by Engage Community, emphasizing our commitment to excellence and the well-being of the communities we serve.


  • Places are provided on a strict first-come-first-service basis.
  • Where a provision is oversubscribed, a waiting list will be maintained by the provisions Lead.
  • All places are subject to availability.
  • The registration process must be completed prior to the child’s commencement at the club.
  • Children’s attendance is recorded in a register.

Cancellations & Changes

  • If your child will not be attending a session, please inform the provision lead. You will still be charged for sessions that they are registered for.
  • If you would like to change the day or number of days your child attends, you must contact the Lead coach to see if they can accommodate this.
  • All payments are non-refundable (unless closure is due to the Engage Community).
  • We reserve the right to withdraw a place should payments not be made for sessions.

Children with Additional Needs

We recognise that some children have additional needs or physical disabilities that require support and assistance. We will assess the individual needs of each child, in consultation with their parents, prior to their attending the Club and will make reasonable adjustments to ensure that children can access our services and are made to feel welcome.

Whilst we will make every practical effort and endeavour to welcome children with additional needs, there may be some instances where we cannot. We will work in partnership with parents and liaise with the school to look at the child’s individual needs.


We expect all children to have good conduct and standards of behaviour in the club as they do in school.

We reserve the right to withdraw an offer of a place in the following circumstances:

  • Persistent unacceptable behaviour resulting in distress or disruption to adults or children at the provision.

For the purposes of this agreement, the term ‘persistent’ constitutes as three or more incidents of this nature. Engage Community staff will then make a formal assessment of the matter to determine whether a child’s place is withdrawn. Parents will be informed immediately by phone and written outcome sent within 10 days of the assessment taking place.


Collecting Children/ Uncollected Children

  • If you have a problem picking up your child, you must contact the Lead Coach to advise of the reason for the delay and make alternative arrangements for the collection of the children. If someone else is picking up your child, ensure the Engage Community lead coach has details of the person and ensure the person is given the correct password for collection.
  • If a parent arrives late, a late charge of £5.00 per child will be incurred per quarter of an hour to cover the costs of the staff who are legally required to supervise the child.
  • If a parent is persistently late (3 times), your place may be terminated.
  • If children have a mobile phone, it should be turned off and secured in their belongings. Parents must contact the Engage Community lead coach to pass on information to their child.
  • The security, health and well-being of our children are our priority.

Data Protection

Personal information given to the Engage Community will be securely stored.

Under data protection law, individuals have a right to be informed about how we use any personal data that we hold about you and/or your child/ren. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

First Aid/Accidents

It is important to remember that at times when children are playing “accidents” can happen. For this reason, we have staff that are qualified in administering first aid.

  • Any minor accidents will be dealt with and recorded. The parent will be informed when collecting children from the provision. In case of a more serious accident, the appropriate action will be taken, and parents informed immediately.
  • Medication can be administered Parents will need to provide consent to administer first aid or any medical issues.
  • It is the parent’s responsibility to ensure that all medication provided to staff for administering does not exceed its expiry date and is clearly marked with your child’s name.

Becoming ill during provisions

If children are ill during a session, the parent will be contacted. If children suffer from an infection, or infectious illness the Engage Community coach will ask the parents to collect the child immediately, with the understanding that children will only be accepted back when they are fit. Please note that 48hrs is the requested time for sickness/stomach bug. This action is necessary for the protection of other children from infections and illness. The provision needs to be informed if children are not attending due to illness.

Child Protection and Safeguarding Children

We take our responsibility for child protection and safeguarding seriously. All staff undertake child protection training and can recognise signs of abuse and concerns. Our provisions follow Engage Community Ltd Child Protection and Safeguarding policies and adheres to policy procedures for referring concerns to Designated Senior Leads.

Emergency Closure

If the provision must close at short notice, due to very exceptional circumstances. a full refund will be given for the day(s) the club is closed. We are unable to give refunds if the club is open and the parents make the decision not to send their children. In the rare situation of an emergency closure, the staff will contact the parents, therefore please ensure that contact numbers are up to date on the registration forms.

Equal Opportunities

We will challenge inappropriate attitudes and practices by engaging children and adults in discussion, by displaying positive images of race and disability, and through our staff always modelling anti-discriminatory behaviour.

  • The provision is committed to equality of opportunity for all and will provide appropriate support to ensure integration.
  • We recognise all children as individuals with different needs.

Complaint Procedure

  • If you have an issue or problem with any aspect of the provision, please raise concerns in the first instance with staff on duty who will do their best to resolve the issue to your satisfaction.
  • If this course of action does not resolve the issue or you feel it is not an appropriate course of action, Engage Community Complaints Policy will be followed.

Parental Agreement

We collect data and use pupil personal data when the law allows us under the Education Act 1996 and subject to Article 6 &9 of the General Data Protection Regulation to comply in the main with a legal obligation. Where data is not mandatory, we will always seek your consent. Any data sharing will only be in accordance with our policies and processes – further information can be found on our Privacy Notice.


  • I agree to my child attending the provision.
  • I agree that I will email the Engage Community Manager with any queries or amendments. I understand that failure to do so will result in being charged for pre-booked places.
  • I agree that if my child is absent from provisions, I will the lead coach of the provision. I understand that failure to do so will result in being charged for pre-booked places.
  • If for any reason I find I am unable to collect my child I will make contact as soon as possible to make alternative arrangements.


  • I agree that my child will be expected to play safely and within boundaries advised by staff and the Behaviour policy. Should my child repeatedly behave in an inappropriate manner I accept that I may be asked to collect my child from the club.
  • Should any issues arise I agree to meet and discuss them with Engage Community Staff at a mutually convenient time.


  • I agree to my child receiving medication as instructed and any emergency dental, medical or surgical treatments, including anaesthetic or blood transfusion, as considered necessary by the medical authorities present.


  • I will collect my child from the provision at the stated time. I understand that failure to do so will result in being charged a £5.00 penalty. Exceptional circumstances will be at the discretion of the Engage Community provision manager.