Out of School Alliance - Help and Support for Out of School Clubs

Setting up an activity club

Childcare or activity club?

Boys working with maths modelsClubs which provide childcare before and after the school day, and during school holidays, usually have to be registered with Ofsted and therefore need to meet the requirements of the appropriate register (ie Early Years Register, and/or Childcare Register) depending on the ages of the children. If you are planning to set up an out of school club for the purpose of providing childcare, please see our section on Setting up your club for full details.

However, clubs which provide tuition or coaching in a particular activity (eg football club, drama club, nature club, French club, etc) do not usually need to be registered with Ofsted. This article covers the areas that you need to cover in order to open an activity club.

Exemption from Ofsted registration

The exemptions from Ofsted registration are set out in Annex A: Registration not required of the Early Years and Childcare Registration Handbook. There are three exemptions which are usually relevant to activity clubs:

  • exemption 11: Providing no more than two activities out of the following list:
    • school study support or homework support
    • sport
    • performing arts
    • arts and crafts
    • religious, cultural or language study
  • exemption 2: Providing care where no child attends for more than two hours per day, even if the childcare is open for longer than two hours
  • exemption 1: Providing childcare for children over the age of eight

Most activity clubs come under exemption 11, but exemptions 2 and 1 may also apply depending on the nature of your club.

Note that in order to qualify for exemption 11 you must deliver coached, or adult-led activities in one (or two) of the listed areas; just providing a room full of paper and paints and letting the children get on with it would not count as an eligible arts and crafts activity. Also, if you are claiming exemption 11, you can't take any children under three, and no children under the age of five can attend for more than four hours per day.

If your activity club falls under one of the above exemptions you do not need to notify Ofsted that you are running the club, and do not need to register.

Staffing ratios

Because your activity club does not need to register with Ofsted, there are no statutory requirements that you need to meet regarding staffing ratios.

As the manager of the club it is therefore up to you to decide on safe staffing levels, however you should also check with your insurance policy to see whether the cover is conditional upon having a certain number of staff present. Typical staffing levels for activity clubs range from around 1:10 up to 1:15, but you should consider the age-range and maturity of the children attending, the nature of the activity you will be providing, and the layout of your premises, when deciding on numbers of staff.

Qualifications

No specific childcare, teaching or sport qualifications are required to run your activity club because it is not Ofsted-registered. However for many activities, especially for sports, there are often national membership organisations or governing bodies which may well have guidance on desirable qualifications or training for practitioners in their field.

First aid training

There is no statutory requirement to have a qualified first aider present at your club, but it is clearly a Very Good Idea. It may also be a condition of your insurance cover.

Safeguarding training

There is no statutory requirement for you or your staff to have safeguarding training, but again it is a good practice to be prepared so that you can respond appropriately should any issues arise. Basic safeguarding training can be completed cheaply and quite quickly online. See our Training providers page for some suggestions.

Food handling

If you provide any kind of food at your club, the staff preparing or serving the food should have received suitable food handling training. For more information, see our article Providing food at your club. Our Training providers page lists some suitable online courses.

Insurance

It is essential that you have appropriate insurance cover. You need at least public liability insurance, as well as employer's insurance if you have staff. If your activity has a national governing body or membership association you may be able to obtain tailored insurance through them. Alternatively, Morton Michel provides high quality insurance cover for a wide range of childcare settings and children's clubs.

DBS checks

If you, or any member of your staff, will ever be unsupervised with a child, then you need to obtain a DBS check for that person. Volunteer helpers also require DBS checks if they help out at your club frequently (ie four times per month or more). See our article on DBS checks for more information.

You can request DBS checks on your staff, but you can't obtain a DBS check on yourself. In order to resolve this problem you have a couple of (less than ideal) options:

  • If your activity has a membership association or governing body, see whether you can get a DBS check through them
  • If you have had a recent DBS check for a similar role in a different setting, you could just use that (but it must be recent and it must be the same level of check, ie an enhanced DBS disclosure)
  • Apply for a 'basic' disclosure from Disclosure Scotland. Unlike the DBS Service, Disclosure Scotland does allow people to obtain basic disclosures on themselves, and they are valid throughout the UK. The downside is that it is only a basic level disclosure, not an enhanced one, however it is better than not having any kind of check at all.

Policies and paperwork

Ofsted's list of required policies does not apply because your activity club is not Ofsted-registered, however it would still be a good idea to have a minimum set of policies so that you are prepared for certain issues if they arise. We recommend that you have at least:

  • Safeguarding policy
  • Uncollected child policy
  • Missing child policy
  • Administering medication policy
  • Health and safety policy

If you will be supervising the children entirely on your own, you might find a Lone Working risk assessment useful. If you employ staff or use regular volunteer helpers, ensure that you have full contact and employment records for them.

It is essential that you capture full details for each child on your Registration form. You need to know the parent/guardian's contact details as well as emergency contact details if you can't reach the parents, together with medical information for the child. Don't forget to also keep a clear record of what dates each child has attended your club.

You can create your own policies, procedures and forms, or you may find the template documents in our Activity Club pack helpful.

Tax, National Insurance etc

Tax, National Insurance, employment legislation etc, all apply to activity clubs just as to any other business, but are outside the remit of this article. The .GOV.UK website has some basic information to get you started.

More information

Early Years and Childcare Registration Handbook
Setting up a business (.GOV.UK)

Related template packs

Activity Club Pack

Related articles

Providing food at your club
Training providers
Setting up your childcare club
DBS checks