1. Policy Statement

WellEd Ireland recognises the importance of celebrating children's participation and achievements

while protecting their privacy, dignity and safety. This policy outlines how photographs, videos and

media content may be collected, stored and used.

2. Scope

This policy applies to all WellEd programmes, camps, events, staff, volunteers, contractors, parents

and guardians.

3. Purpose of Photography and Media

Photographs and videos may be used to celebrate participation, communicate with families,

promote WellEd programmes, support marketing activities and document camp activities.

4. Parental Consent

Photographs or videos of children will only be taken where parental or guardian consent has been

obtained through the appropriate registration or consent process. Parents may withdraw consent at

any time.

5. Appropriate Images

Images should reflect positive participation and should be appropriate, respectful and relevant to

WellEd activities. Children should be suitably dressed and presented at all times.

6. Use of Images

Images may be used in WellEd promotional materials, social media channels, websites, printed

materials and presentations where consent has been provided.

7. Personal Information

Children's personal information will not be published alongside photographs. Full names,

addresses, schools or other identifying information will not be shared without specific permission.

8. Staff Responsibilities

Only authorised staff members may take photographs or videos for WellEd purposes. Staff must

follow this policy and ensure all images are used appropriately.

9. Personal Devices

Staff must not use personal mobile phones or personal devices to photograph or record children

participating in WellEd activities.

10. Storage and Security

Photographs and videos will be stored securely and access will be limited to authorised personnel.

Media files will be managed in accordance with GDPR requirements.

11. Social Media

WellEd will use social media responsibly. Images shared online will be appropriate, respectful and

consistent with parental consent arrangements.

12. Concerns or Complaints

Any concerns regarding the use of photographs, videos or media content should be reported to

WellEd management and will be addressed promptly.

13. Review

This policy will be reviewed annually or sooner if required.

1. Policy Statement

WellEd Ireland is committed to providing a safe, supportive and positive environment where

children can participate free from abuse, neglect, bullying, discrimination or harm. The welfare of

the child is the paramount consideration in all WellEd activities.

2. Scope

This policy applies to all WellEd employees, camp leaders, instructors, volunteers, contractors and

anyone acting on behalf of WellEd during camps, programmes and events.

3. Guiding Principles

Every child has the right to be safe, respected and listened to. Safeguarding is everyone's

responsibility and concerns should always be taken seriously.

4. Definitions of Abuse

Staff should be aware of the four main categories of abuse outlined in Children First: Neglect,

Emotional Abuse, Physical Abuse and Sexual Abuse.

5. Recognising Child Protection Concerns

Staff should remain alert to unexplained injuries, behavioural changes, fearfulness, signs of neglect,

age-inappropriate sexual behaviour and disclosures made by children.

6. Responding to a Disclosure

Remain calm, listen carefully, reassure the child, record information accurately and report

immediately to the DLP. Do not promise secrecy, investigate or ask leading questions.

7. Reporting Procedures

Any concern regarding a child's welfare must be reported immediately to the Designated Liaison

Person (DLP). Where a child is at immediate risk of harm, An Garda Síochána should be contacted

without delay.

8. Confidentiality

Information relating to child protection concerns will only be shared on a need-to-know basis.

Records will be stored securely in accordance with GDPR requirements.

9. Staff Responsibilities

All personnel must follow safeguarding procedures, complete training, maintain professional

boundaries and promote a safe environment.

10. Professional Boundaries

Staff must treat children fairly, use respectful language and work in open environments. Staff must

not engage in inappropriate relationships, private messaging or unnecessary one-to-one situations.

11. Photography and Online Safety

Photographs may only be taken where parental consent has been obtained and used in

accordance with the WellEd Photography and Media Policy.

12. Allegations Against Staff

Any allegation against a member of staff will be taken seriously and managed in accordance with

Children First guidance.

13. Record Keeping

WellEd Ireland will maintain secure records of safeguarding concerns, reports, incidents and

relevant correspondence.

14. Review

This policy will be reviewed annually or sooner if legislation, guidance or operational requirements

change.

1. Policy Statement

WellEd Ireland is committed to ensuring the safe supervision, arrival, collection and departure of all

children attending WellEd programmes. The safety and welfare of children remains the highest

priority throughout all camp activities and during all arrival and collection procedures. This policy

outlines the procedures for supervision, sign-in, sign-out, collection and situations where a child

cannot be located.

2. Scope

This policy applies to all WellEd Summer Camps, school-based programmes, community

programmes, staff, volunteers, contractors, parents and guardians.

3. Supervision Standards

WellEd Ireland will maintain appropriate staff-to-child ratios at all times, ensure children are

supervised throughout activities, ensure staff know the location of children in their care, conduct

regular head counts and supervise transitions between activity areas. Children must never be

knowingly left unsupervised.

4. Staff-to-Child Ratios

WellEd aims to maintain a minimum ratio of 1 Adult : 12 Children. Lower ratios may be used

depending on the age of children, activities, additional support needs and environmental factors.

The Camp Director may increase staffing levels where necessary.

5. Arrival Procedures

Parents and guardians must bring children to the designated drop-off area, ensure a staff member

is present before leaving and inform staff of relevant information for the day. Staff will record

attendance, confirm arrival and ensure children are supervised immediately. Children may not be

dropped off before the designated start time.

6. Sign-In Procedures

A daily register will be maintained including the child's name, date, arrival time, collection time and

attendance status. Registers will be retained securely.

7. Collection Procedures

Children will only be released to a parent, guardian or authorised person identified on the

registration form. Staff may request identification where necessary. Children will not be released to

unauthorised individuals.

8. Changes to Collection Arrangements

Parents must notify WellEd of changes to collection arrangements. Staff may request confirmation

or identification. Children will not be released until arrangements have been verified.

9. Sign-Out Procedures

Staff will confirm the identity of the collecting adult, record collection times and note unusual

circumstances. A child remains under WellEd supervision until formally signed out.

10. Late Collection

Where a child is not collected on time, staff will attempt to contact parents, then emergency

contacts and continue supervising the child. Where concerns arise regarding the child's welfare,

appropriate authorities may be contacted. All incidents will be recorded.

11. Missing Child Procedure

If a child cannot be located, staff will remain calm, alert all staff, conduct a search, carry out a head

count and check all activity areas. If the child is not located quickly, the Camp Director, parents and

where necessary An Garda Síochána will be contacted. All incidents will be documented.

12. Supervision During Activities

Staff will position themselves appropriately, maintain visibility of participants, monitor behaviour,

carry out head counts and ensure safe use of equipment.

13. Toileting and Changing Areas

Staff will respect children's privacy, avoid unnecessary one-to-one situations, provide assistance

only where necessary and follow safeguarding procedures at all times.

14. Excursions and Off-Site Activities

Additional supervision measures may include increased staffing ratios, additional head counts,

emergency contact procedures and enhanced risk assessments.

15. Staff Responsibilities

All staff must follow this policy, maintain active supervision, follow sign-in and sign-out procedures,

report concerns immediately and record incidents appropriately.

16. Review

This policy will be reviewed annually or sooner if required.

1. Policy Statement

WellEd Ireland is committed to providing a safe environment for all children attending its

programmes. This policy outlines the procedures for managing first aid, medical information,

medical conditions, accidents and emergencies during WellEd activities.

2. Scope

This policy applies to all WellEd summer camps, school programmes, community programmes,

staff, volunteers, contractors, children and parents/guardians.

3. Medical Information Collection

Parents and guardians must provide accurate and up-to-date medical information before a child

attends a WellEd programme. Information collected may include allergies, medical conditions,

medications, emergency contacts and relevant healthcare information.

4. Confidentiality of Medical Information

Medical information will be treated confidentially and shared only with staff who require the

information to support the child's safety and wellbeing. Information will be stored securely in

accordance with GDPR requirements.

5. First Aid Provision

WellEd will ensure that appropriate first aid equipment is available during all programmes. At least

one designated first aider should be available during camp activities wherever possible.

6. Administration of First Aid

Where a child is injured or becomes unwell, staff will provide appropriate first aid within the limits of

their training and competence. Parents will be informed where appropriate.

7. Medication

Parents remain responsible for providing medication and clear instructions regarding its use.

Medication must be clearly labelled and handed directly to a designated staff member. Staff will

only assist with medication in accordance with parental instructions and camp procedures.

8. Allergies and Medical Conditions

Staff will take reasonable steps to be aware of allergies, asthma, diabetes and other medical

conditions disclosed by parents. Relevant information will be communicated to appropriate staff

members.

9. Emergency Medical Situations

In the event of a serious illness, injury or medical emergency, staff will contact emergency services

where necessary and inform parents or guardians as soon as possible.

10. Accident and Injury Reporting

All significant accidents, injuries and medical incidents will be recorded. Records should include

details of the incident, actions taken, first aid provided and any follow-up required.

11. Head Injuries

Any head injury will be taken seriously. Parents or guardians will be informed of any significant

knock to the head, even where symptoms are not immediately apparent.

12. Infectious Illness

Children who are unwell or who may pose a risk of infection to others should not attend camp.

Parents should inform WellEd of any relevant illnesses.

13. Staff Responsibilities

Staff must familiarise themselves with relevant medical information, follow this policy, respond

appropriately to incidents, report concerns and maintain accurate records.

14. Review

This policy will be reviewed annually or sooner if required.

1. Nature of Service

WellEd Ireland provides wellbeing-based programmes, summer camps and activity sessions for

primary school-aged children. Activities may include cooperative games and challenges, teamwork

activities, physical activity sessions, sports and games, wellbeing activities, and school or

community-based programmes.

2. Commitment to Safeguarding

WellEd Ireland is committed to safeguarding children and promoting their welfare at all times. The

welfare of every child participating in WellEd activities is paramount. Safeguarding is everyone's

responsibility.

3. Risk Assessment

Potential risks include inappropriate behaviour by staff, inadequate supervision, bullying, physical

injury during activities, unauthorised collection of children, online/media misuse, and failure to

report concerns. Appropriate policies and procedures are in place to mitigate these risks.

4. Procedures to Manage Risks

WellEd Ireland maintains a Child Protection and Safeguarding Policy, Staff Code of Conduct,

Behaviour Management Policy, Health and Safety Policy, First Aid Procedures, Collection

Procedures, Photography Policy and Incident Reporting Procedures.

5. Staff Recruitment and Training

Measures include verification of Teaching Council registration where applicable, Garda vetting

requirements, safeguarding training, staff induction and ongoing safeguarding awareness.

6. Reporting Child Protection Concerns

Any child protection concern must be reported immediately to the Designated Liaison Person

(DLP). Concerns will be managed in accordance with Children First Guidance and referred to Tusla

and/or An Garda Síochána where required.

1. Policy Statement

WellEd Ireland is committed to providing a safe, positive and inclusive environment where all

children feel respected, supported and able to participate fully.

We believe positive behaviour is best encouraged through strong relationships, clear expectations,

positive reinforcement and engaging activities.

The purpose of this policy is to promote positive behaviour while providing clear procedures for

managing challenging or unsafe behaviour.

2. Scope

This policy applies to all children attending WellEd programmes, summer camps, school

programmes, community programmes and to all staff, volunteers and contractors.

3. Behaviour Expectations

Children attending WellEd activities are expected to:

✓ Treat others with kindness and respect

✓ Follow staff instructions

✓ Participate safely

✓ Respect equipment and facilities

✓ Include others in activities

✓ Use appropriate language

✓ Keep themselves and others safe

4. Positive Behaviour Support

WellEd promotes positive behaviour by creating a welcoming environment, establishing clear

expectations, using praise and encouragement, providing engaging activities, building positive

relationships, recognising effort and achievement, and encouraging teamwork and cooperation.

Staff should aim to acknowledge positive behaviour more frequently than negative behaviour.

5. Managing Challenging Behaviour

Where inappropriate behaviour occurs, staff will respond calmly and proportionately.

Stage 1 – Reminder

Explain the expected behaviour. Give a verbal reminder. Redirect the child to the activity.

Stage 2 – Warning

Explain why the behaviour is inappropriate. Provide a clear warning. Outline expected behaviour

moving forward.

Stage 3 – Time Away From Activity

Short period away from the activity. Supervised by staff at all times. Opportunity to discuss

behaviour calmly.

Stage 4 – Parent Notification

Where behaviour continues or is serious, parents will be informed, incidents recorded and

appropriate action agreed.

6. Unsafe Behaviour

The following behaviours may require immediate intervention: Physical aggression, deliberate injury

to another person, throwing equipment dangerously, running away from supervision, damage to

property, bullying, discriminatory behaviour and serious disruption affecting safety.

Staff may remove a child from an activity immediately where safety is at risk.

7. Bullying

WellEd Ireland has a zero-tolerance approach to bullying.

Bullying may include physical bullying, verbal bullying, social exclusion, intimidation and online

bullying. All reports will be taken seriously and investigated appropriately.

8. Positive Physical Intervention

Physical intervention should only be used to prevent injury, prevent harm to others or prevent

significant damage to property.

Any intervention must be reasonable, proportionate, necessary and recorded appropriately.

9. Behaviour Support for Additional Needs

WellEd recognises that some children may require additional support. Where possible, staff will

work collaboratively with parents, make reasonable adjustments, use supportive behaviour

strategies and promote successful participation.

10. Communication with Parents

Parents will be informed where behaviour presents a safety concern, significant incidents occur or

ongoing support is required. Communication will remain respectful and focused on supporting the

child.

11. Suspension or Removal

In rare circumstances, WellEd may remove a child from an activity where behaviour presents a

serious risk to safety, repeatedly disrupts the programme or cannot be safely managed. Any such

decision will be made by the Camp Director and communicated to parents.

12. Recording Incidents

Staff will record significant behavioural incidents including the date and time, individuals involved,

description of the incident, actions taken and outcome. Records will be stored securely.

13. Staff Responsibilities

Staff must apply this policy fairly and consistently, remain calm and professional, model positive

behaviour, promote inclusion and respect, record significant incidents and inform senior staff where

required.

14. Review

This policy will be reviewed annually or sooner if required.

1. Purpose

The purpose of this Emergency Action Plan is to provide clear procedures for responding to

emergencies during WellEd Summer Camps. The safety and welfare of all children, staff and

visitors is the priority during any emergency situation.

2. Emergency Contact Information

Emergency Services: Ambulance 112/999, Gardaí 112/999, Fire Service 112/999. Camp Director

and Deputy Camp Lead contact details should be recorded and available at all times.

3. Assembly Point

A designated primary and secondary assembly point should be identified before camp begins. All

children and staff should proceed immediately to the assembly point when instructed.

4. Medical Emergency

Stop the activity, ensure the area is safe, assess the casualty, provide first aid, contact emergency

services if required, contact parents and maintain supervision of the remaining group.

5. Serious Injury

For suspected fractures, head injuries, loss of consciousness, seizures or severe allergic reactions,

do not move the casualty unless necessary, call emergency services, provide first aid, contact

parents and complete an incident report.

6. Missing Child Procedure

Remain calm, alert all staff, search the sports complex, pitch area, toilets, changing rooms and

nearby areas, conduct a head count, notify the Camp Director, contact parents and contact Gardaí

if the child is not located promptly.

7. Fire or Building Evacuation

Stop activities immediately, direct all children to the assembly point, bring attendance records,

conduct a head count and do not re-enter the building until authorised.

8. Severe Weather

During thunderstorms, lightning, high winds or extreme weather, stop outdoor activities, move

children into the sports complex, conduct a head count and continue indoors where safe.

9. Child Protection Concern

Ensure the child is safe, record factual information, report immediately to the Designated Liaison

Person and follow the WellEd Child Protection & Safeguarding Policy.

10. Unauthorised Adult on Site

Approach calmly where appropriate, determine the purpose of the visit, remove the individual from

activity areas if necessary and contact venue management or Gardaí where concerns exist.

11. Staff Responsibilities

All staff must know emergency procedures, know assembly points, conduct head counts, maintain

supervision, follow safeguarding procedures and report incidents immediately.

12. Post-Incident Review

Following any significant incident, complete documentation, inform relevant parties, review

procedures and identify improvements.

1. Policy Statement

WellEd Ireland is committed to providing a safe and healthy environment for all children, staff,

volunteers and visitors participating in WellEd programmes. The safety and wellbeing of all

participants is a core priority and all reasonable steps will be taken to minimise risk.

2. Scope

This policy applies to all WellEd summer camps, school programmes, community programmes,

staff, volunteers, contractors, children, parents and visitors.

3. Health & Safety Responsibilities

The Camp Director is responsible for overseeing health and safety procedures. All staff are

responsible for following this policy, reporting hazards, promoting safe practices and taking

reasonable care of themselves and others.

4. Risk Assessments

Risk assessments will be carried out for activities, venues, equipment and any off-site activities.

Identified risks will be managed through appropriate control measures and supervision.

5. Safe Environment

WellEd will take reasonable steps to ensure activity areas are safe, clean and suitable for children.

Hazards identified during programmes should be addressed immediately where possible.

6. Equipment Safety

All equipment will be checked regularly for damage or defects. Unsafe equipment will be removed

from use immediately and repaired or replaced where necessary.

7. Supervision

Children will be supervised at all times in accordance with WellEd supervision procedures and

staff-to-child ratios. Staff must remain aware of the location and wellbeing of children in their care.

8. Emergency Procedures

Staff will be familiar with emergency procedures including fire evacuation, medical emergencies,

missing child procedures and serious incident response procedures.

9. Fire Safety

Emergency exits and assembly points will be identified at each venue. Staff will be informed of

venue-specific evacuation procedures and children will be directed appropriately during

emergencies.

10. Accidents and Incidents

All significant accidents, injuries, near misses and incidents will be recorded and reported in

accordance with WellEd procedures.

11. First Aid

Appropriate first aid supplies will be available during activities. Designated first aiders should be

identified wherever possible and first aid procedures followed in line with WellEd policy.

12. Hygiene and Infection Control

Reasonable hygiene practices will be promoted, including hand hygiene and appropriate cleaning

procedures. Children who are unwell should not attend camp activities.

13. Off-Site Activities

Additional risk assessments and supervision measures will be implemented for excursions, walks

and off-site activities where applicable.

14. Weather Conditions

Activities may be modified, postponed or cancelled where weather conditions create unacceptable

risks to participants. Staff will monitor weather conditions and act accordingly.

15. Reporting Hazards

All staff are expected to report hazards, unsafe practices and safety concerns immediately so that

appropriate action can be taken.

16. Review

This policy will be reviewed annually or sooner if required due to changes in legislation, operational

requirements or identified risks.