We have listed a lot of the questions below which we are often asked which should help with your query, but if you can’t find what you need, please get in touch.

About PE Partner & Simon Grayson Football Academy

PE Partner / SGFA provide safe, active and enjoyable sessions for children across Yorkshire. We have worked with schools and community groups for more than 21 years and operate as an activities provider at a range of venues. Click here to see SGFA venue information

OUR COACHES

Our coaches are qualified, experienced and recruited in line with Keeping Children Safe in Education guidance. All coaches hold enhanced DBS checks through PE Partner.

BOOKINGS

To book, visit the PE Partner – Click this link: Booking Area and type the first three letters of the school or venue into the event search box. To visit the Simon Grayson Football Academy Website Click Here. To book sessions Click Here

BOOKING ISSUES

If you have trouble booking, email kidsclubs@pepartner.co.uk. We aim to respond within 1 working day. If a club is full, no further bookings can be made online, but there may be a waiting list in place you can add to.  If in doubt, please get in touch. 

AFTER SCHOOL CLUBS

After school clubs usually run from 5 minutes after the school day unless stated otherwise on the booking page. Reception and KS1 children are collected from class by the coach or brought to the club session by a school staff member; KS2 children should go directly to the club meeting point. Coaches hold an electronic register and the medical and contact details provided at booking. If your child attends our clubs and is not on the register, the coach will keep the child at the club, send the child home with a booking reminder card and let the office team know, who will be in touch with you to help with your bookings and payments. 

Children walking to or from any of our clubs must also have written permission emailed to kidsclubs@pepartner.co.uk.

HOLIDAY CLUBS

Children should bring a packed lunch, no fizzy drinks, a refillable water bottle and suitable clothing.

PE Partner clubs are nut free, therefore we ask children do not bring any food which contain or may contain (traces of) nuts .

Children walking to or from any of our clubs must also have written permission emailed to kidsclubs@pepartner.co.uk.

PLEASE BE AWARE: BOOKING CONFIRMATION MUST BE SHOWN when arriving at the club. A responsible adult MUST drop off all children, unless you have stated IN WRITING to kidsclubs@pepartner.co.uk that your child will walk to/from the club themselves. Children who walk to/from holiday clubs must still be sent with a booking confirmation. Please be available to answer calls should we need to contact you regarding your child(ren). If you cannot show a booking confirmation, and we do not have your child on our register, you will need to make a booking before your child can enter the club. If you believe you have already made this booking, then you can contact our parent support team, who will help with your booking.

HOLIDAY CLUB TIMES

Most holiday clubs run from 9:00am to 3:30pm. Please check the booking page for venue-specific times and wraparound options.

WHAT CHILDREN NEED TO BRING

• Suitable footwear and clothing for sport, play and the weather.

• No Denim for activity settings.

• A packed lunch for Holiday Clubs, with no fizzy drinks.

• A refillable water bottle

• Sun cream and a sun hat in warm weather; warm layers in cold weather.

• Clearly labelled personal items

WHAT A HOLIDAY CLUB DAY LOOKS LIKE

A typical day includes registration, warm-up games, sports activities, fun games, water breaks, lunch, free play, craft time and quiet activities such as drawing, colouring or Lego. 

Mobile phones, tablets and electronic devices are not permitted. If your child brings a phone or device, they must hand these to the coach for safekeeping until the end of the day. This is for safeguarding and security reasons. If a child refuses to hand over a device when asked, parents or carers may be contacted to collect the item or child if the coach feels this is necessary. 

COLLECTING AND WALKING HOME

Children are signed out from a central registration point. They may only leave with a responsible adult unless written walking-home permission has been emailed to kidsclubs@pepartner.co.uk before the club. If you will be early or late, call 0113 322 6115. 

LOST PROPERTY

Lost property is displayed at the end of each day and must be collected promptly. We cannot store items left on site.

SAFTEY, ACCIDENTS & MEDICATIO

If your child has a toileting accident, the Lead Coach will contact you and ask you to attend with a change of clothes and may ask you to assist your child if needed with any changes required. 

For accidents, head bumps or incidents, coaches complete an accident form and will give this to the collecting parent, sending a digital copy to the PE Partner office. We contact parents or carers immediately in an emergency. 

If your child needs medication during a session, please tell us in advance and complete a medicine administration form on arrival. 

LOW NUMBERS, CHANGES & CANCELLATIONS

We aim to keep clubs running. If numbers are low, we may combine groups, adapt activities or cancel a session. If we cancel, we will contact parents or carers and offer an alternative club/session where we can, or a refund or credit if an alternative club is not suitable.

WEATHER

We aim to keep children active outdoors where possible, but sessions may move indoors if the weather is unsuitable, if we have been allocated an indoor space on these occasions. This will not apply for SGFA, it will always be outside. 

Children should bring clothing suitable for the weather, including warm layers, a hat and gloves in winter, and sun cream or a sun hat during warmer months and a refillable water bottle at all times.

CHILDCARE VOUCHERS & GOVERNMENT GATEWAY PAYMENTS

Some school-partner holiday clubs are OFSTED-registered childcare and may accept childcare vouchers or government gateway payments. This will be stated in the club description. Please email kidsclubs@pepartner.co.uk so the team can support you with the process.

Most holiday clubs are activity clubs, so these payment methods are not usually available.

SEND & INCLUSION

Send Support - Please Read Carefully

We are proud of our record of supporting children with special educational needs and disabilities to engage in positive physical activities. Over many years, we have helped hundreds of children with SEND to access our sessions in a safe, supportive and enjoyable way.

Policy on inclusion

We are committed to making sure that, where possible, everyone who wants to attend our activities can.

We believe that time spent in our setting should always be a positive experience for every participant. Wherever possible, we will make reasonable adjustments to support inclusion. However, there may be circumstances or SEND-related needs where our sessions are not the appropriate setting for a child or young person.

For over 21 years, we have worked with hundreds of children and young people with SEND. We have made a positive difference by carefully considering each person’s individual needs and circumstances, and by being open and honest about what we can safely and appropriately provide.

There is no catch-all approach to inclusion, and we do not discuss children or participants with SEND as a single group. Each case will be considered individually. We are always willing to have conversations, explore the challenges and look for possible solutions.

On some occasions, where we cannot identify a safe and appropriate solution, we reserve the right to protect the child or young person by refusing sessional bookings for them.

Our starting point in each case is to ask the participant the same question: would you like to be here? If the answer is no, then regardless of personal circumstances or requests from parents or guardians, we will not accept a booking for that participant. 

We stand firmly by the principle that our customers are the participants, and that their enjoyment and safety are paramount in everything we do. If a child or young person does not want to attend our sessions, our priority is always the child's safety, wellbeing and enjoyment. We will take their wishes into account and will not expect them to attend or participate if they clearly do not want to be there.

We recognise that some children may feel anxious or uncertain about a new environment, so we will consider their individual communication needs and circumstances. Where appropriate, we will work with parents, carers, SENCOs and other professionals to understand what support may help them feel comfortable and able to take part.

If, after these conversations, and attending would not be a positive experience for the child, we would confirm that the booking does not go ahead. Every decision will be made individually, with the child’s best interests at the centre.

 Our sessions are not childcare; they are classed as activity clubs for children and young people to enjoy sports activities and fun, sports-based games.

If the participant says they would like to attend, we will discuss what would be required to make the session a positive experience. This conversation may include parents, guardians, SENCOs and other relevant professionals. It will involve a frank and honest discussion about the participant’s additional needs and whether we are able to meet them safely and appropriately.

We will explore whether additional, appropriately qualified support staff can be arranged. However, in practice, this is not always possible.

In line with the Equality Act 2010, where we do not believe reasonable adjustments can be made, for example because we cannot find suitably trained staff, suitable equipment or provision to provide the support needed, we may on occasion be unable to accept bookings.

The following passage is taken from the Government’s published guidance for after-school clubs. We include it to show that our policy is aligned with current guidance. If you would like to talk to us about a potential participant who would like to attend, please get in touch and we will do what we can. 

After School Club Guidance for Private Providers in England. This document provides general guidance for a privately run after school club in England

LEAGAL POSITION

Reasonable Adjustments:

Private after school clubs are usually classed as service providers under the Equality Act 2010. 

They must not unlawfully discriminate against disabled children and should consider reasonable adjustments.

Reasonable Adjustments

A provider is not normally required to make adjustments that are unreasonable. 

Factors can include:

• Safety of children and staff

• Existing staffing ratios

• Availability of trained staf

• Practicality within a short session

• Cost and financial viability for a small provide

• Impact on other children attending

• Whether the adjustment would remove the disadvantage

Good practice before refusing or limiting a place

• Meet with parents or carers 

• Gather clear information about needs 

• Consider possible adjustments 

• Review staffing and supervision levels 

• Carry out a written risk assessment 

• Consider trial sessions or phased attendance 

• Keep written records of decisions 

We are committed to being inclusive and to considering reasonable adjustments for all children. However, after carefully considering the support needs identified, our current staffing structure for the sessions, and any possible adjustments, if we do not believe we can safely meet your child’s needs within our existing provision at this time, we would unfortunately be unable to accept a booking where additional support beyond our available staffing would be required. 

For further information visit this link: https://www.gov.uk/government/publications/keeping-children-safe-in-out-of-school-settings-code-of-practice 

Every child is different, but the conversation will always start in the same way. We will ask the child whether they want to attend. If they do not want to be there, we will not require them to attend. We will never lose sight of the fact that the child is the customer. If they do want to attend, we will have an honest conversation about what would be needed to make that possible and what we can reasonably provide. 

REFUNDS & CANCELLATIONS

Bookings cancelled within 14 days of the club cannot be refunded. For SGFA we require one months notice in writing to info@pepartner.co.uk.

Date changes within the same booking period may be considered where possible. Please email kidsclubs@pepartner.co.uk and the team will do their best to help. If you move to an Ofsted-registered venue, you may need to pay any price difference via a payment link.

Refunds are not issued for missed sessions, illness, holidays or partial attendance. Management discretion may apply in exceptional circumstances.

If PE Partner cancels or changes a session, we will offer a refund, credit or alternative session where appropriate. For support, please email kidsclubs@pepartner.co.uk.

Privacy Policy and Data protection

We do not store credit card details or share customer details with third parties. To request our privacy policy or GDPR statement, email info@pepartner.co.uk

Contact, Feedback & Policies