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.

Who are PE Partner?

We are a company dedicated to providing more positive opportunities for children to take part in physical activities. We've been working with schools and community groups for 18+ years all across Yorkshire and we are committed to increasing and improving the experiences children have of physical activity. We have some childcare provisions at some venues, and we are classed as an activities provider. We have had our policies vetted and approved by a number of local authorities, partners in education and the community to ensure kids are safe and having a good experience.

Who are your coaches

All our coaches are qualified in their field and have been recruited in line with Keeping Children Safe in Education Legislation. All hold enhanced DBS checks (formerly CRB's) with us - we do not accept portability of DBS. We have a close group of great coaches who are conscientious, friendly, flexible and great with kids.

How to book a Holiday or After School Club

Please visit the BOOKING AREA -  BY CLICKING HERE and type the first 3 letters of the school you would like to book in the Event Search box, or using the search menu at the top of the page.

Booking Issues

Having trouble with your booking - If you are having any issues making a booking please send an email to kidsclubs@pepartner.co.uk and we will try to sort it out for you within 24 hours. Please note:- If any of the clubs are full, the website will not accept any new bookings on that particular club.

How do the After School Clubs work?

Once you have booked, simply send your children with the things they need - see below (What do the children need to bring to the Clubs?) and let them know that if they are in KS1 they will be picked up from the class by the coach and KS2 children should go straight to the club to meet the coach. Our coach will be there with a register (and all the medical and contact information for the children who have been booked on). After the session has ended, please collect them from the designated area. The coaches will sign the children out on collection. Someone needs to collect your child, we will not let them leave unless we can see you, unless you have told us that your child can walk home. WE NEED THIS IN WRITING BY EMAIL TO: kidsclubs@pepartner.co.uk - this is extremely important. The clubs usually run 3:15 until 4:15pm, unless otherwise stated when booking. Please check website for details.

How do the Holiday Clubs work?

Children should also bring a packed lunch, no fizzy drinks please, and a refillable water bottle for each day they attend. (please make sure their names are on their personal items) IMPORTANT:- OUR PE Partner CLUBS ARE NOW ALL NUT FREE, as well as free from phones, tablets or any other electronic devices. If refusal to hand over the Mobile Phone when asked, this unfortunately will result in the coach requesting your child be collected to return home. Any questions please contact 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.

What times do the Holiday clubs run?

Unless otherwise stated, most of our Holiday clubs are 9am to 3.30pm, but please check the booking confirmation and the Website as the times can vary depending on the venue and at some venues we do have wraparound options.

What do the children need to bring to the Clubs?

We ask that the children come to our clubs with sensible footwear and clothing for the activity they are doing. This can be something like a PE kit and trainers, comfortable clothing, or clothes suitable for sports and play activities.  We do ask parents not to send children in denims. Please send them appropriate clothing for the ever changing weather. On collecting your child they will be in their sportswear if it is an after school club, understandably they don't want to get changed back into their school uniforms The clubs can often be outdoors, weather permitting.

Lost Property

PLEASE NOTE - All lost property must be collected at the end of each day. Unfortunately we are unable to store any left on sites. The coaches will display any items at the end of each day and then also at the end of the week for you to check. Lost items will need to be collected.

What do Holiday Club days look like

The focus of our clubs is for everyone to have fun and to take part, so we encourage everyone to join in and play lots of different sports, games and activities to get the kids moving and smiling. A typical day at a holiday club would see us all together for a big group warm up after registration, then the day would be filled 1 hour long slots, each focussing on a different sport or game. We have lots of quick water breaks and then we are back to it! We play games like Football, Cricket, Tennis and Basketball, but we are also having treasure hunts, capturing flags and raiding the wizards castle. After lunch we tend to have a some free play, and then we are right back to our itinerary again, with fun games of Scatterball, Dodgeball and Hockey. Don’t worry, if your children are flagging, we always have the Lego and some pens, paper and drawing items on hand too to keep our breaks interesting.

PLEASE NOTE - MOBILE PHONES are not allowed during any of our Holiday Clubs or Afterschool Clubs due to safeguarding and safety  reasons.  Mobile phones will need to be handed to the coach at the beginning of the session and collected again at the end of the session.  If refusal to hand over the Mobile Phone when asked, this unfortunately will result in the coach requesting your child be collected to return home. Your child will need a Packed lunch each day, a refillable water bottle and no fizzy drinks please.

Collecting your children

At the end of each session the children will collect their things and will be taken to a central registration point by the coaches. Unless you have indicated that your child can walk home on their own at the end of the sessions, we need this in writing by email to: kidsclubs@pepartner.co.uk You will need to go to the registration point and tell the coaches you have arrived before we can let the children go. We do this to ensure the safety of the children.  If you are going to be late or early to collect your children for any reason please do let us know by calling 0113 322 6115. If you are late and we have not had a call from you we will try to call you, then we will call the second emergency contact, please ensure you have an emergency contact number added to your account.  In the case of an Afterschool Club session and we cannot contact anyone, we may take your children to the school’s after care club (if they have one) and they may charge you for this. Rest assured we would never leave until all the children have been collected or handed over to a responsible adult or with the school staff team. If you are late collecting from a Holiday Club, we will try to contact you, then we will call your emergency contact number, there must be one on your account. If we still cannot contact anyone, the management team will make a decision regarding the next step. Please note, your child will not be allowed to walk home and they will never be left on their own. It is important you collect your child on time, but we do understand on occasions you may run slightly late, you just need to let us know by calling 0113 322 6115.

Accidents & Incidents

If your child has a toileting accident at one of our clubs, the Lead Coach will call you and ask you to come to the club to bring a change of clothes and to change your child.

If your child has a trip or all that requires first aid, or bumps their head, our coaches will complete an accident form and will give you a copy of this at the end of the session. We will of course inform you immediately in case of an emergency or we may call and inform you of any incident if we feel it necessary.

What if the numbers are low

Whilst most of our clubs are hugely popular, unfortunately, from time to time, we get a low take up at a particular after school club (for whatever reason). When this happens, we do everything we can to make sure the club still goes ahead and as part of that we reserve the right to change the activity to suit the group we have. For example if we have three children on a football club and four on a sports club booked onto an Afterschool club, we may feel it makes sense to put the groups together to try and make it an enjoyable experience for everyone. It's incredibly rare that we ever cancel clubs, but if the numbers are just too low we may have to. If we ever have just 1 or 2 children attend an Afterschool club, that activity will not take place and the children will be taken to school reception and you will be contacted to let you know. They may then go into the after school provision if you cannot collect them. This is best practice from a safeguarding perspective and the session wouldn’t be much fun with such low numbers. If this happens you will of course be refunded.

This can on rare occasions affect the Holiday Clubs too. If this happens we will try to offer parents places at an alternative venue, but if that doesn't work for them, we can offer a credit or refund.

If it is one of our Holiday Clubs, we try to give you at least 48 hours notice of the cancellation and offer an alternative venue as close as possible, or offer you a credit or refund if any of our other venues are not suitable.

What about the weather

As you are aware we are at the mercy of the weather. We do try to keep them outside in the fresh air as much as possible, but we will take them inside if the weather is too bad.

During the winter months, children should bring/wear a tracksuit along with a hoodie or sweatshirt to keep warm. In the summer months, children may need to apply sun cream before the session (and bring some with them) and provide a sun hat.

Can I pay with Childcare Vouchers? / Do you have an OFSTED number

We are now working with some of our venues at a few holiday clubs in which we run in partnership with schools as OFSTED registered childcare and as such, you can use childcare vouchers and government gateway accounts to book. This will be clear in the description of the club.

The majority of our holiday clubs are activity clubs and are not childcare, so we cannot take these methods of payment. Rest assured that we have had our policies checked with OFSTED and we are part of the Breeze Culture Network - a Leeds City Council vetting procedure for partners, but we are not offering OFSTED registered schemes because our activities fall under the OFSTED exemption categories - and identifies our schemes as an Activities Provider - as outlined in our full statement – this is available on request by email to info@pepartner.co.uk

Administering Medicine to my Child

In the event that your child needs medication during their time with our coaches we must be informed first. You will be asked to complete a medicine administration form giving clear instructions and the coach who administers the medicine will complete this form as a record.

What is your policy on behaviour

We do everything we can to make sure that everyone has fun at our sessions, but occasionally children can fall out. We operate a zero tolerance policy and when any instance is witnessed or reported to us, our coaches will speak to the children involved and to the parents of those children. If we are made aware of any issues that have taken place we reserve the right to ask parents to collect their children from our clubs and to ask them not to attend our clubs until we have spoken to the parents and the Management Team to decide the next steps.  On rare occasions, a child can be asked not to attend our clubs in the future. This is always at the discretion of the Management Team and is a last resort.

If you’d like to know how we deal with different levels of behaviour management please email us at kidsclubs@pepartner.co.uk and request our policy.

SEND Support - PLEASE READ CAREFULLY

We are very proud of our record of supporting children with special education needs and disabilities to engage in positive physical activities and we have helped hundreds of SEND children to access our sessions.

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 and wherever possible we will make reasonable adjustments to facilitate a positive experience for all. There are some circumstances and some SEND challenges which mean that our sessions are not the appropriate setting for everyone.

For over 20 years we have worked with hundreds of children and young people who have been classed as having SEND needs and we have made a real difference in their lives by helping them have a positive experience of physical activity sessions. We have done this through careful curation of each persons individual needs and circumstances and through conscientious honesty.

There is not a catch all approach to inclusion and we make a rule of not discussing SEND children or participants as a group. Instead, each case will be discussed individually and we are always willing to hold conversations to explore the challenges and to search for possible solutions. 

On some occasions, where we cannot find a solution, we reserve the right to protect the child of young person by refusing sessional bookings for them.

Our starting point for each case is to ask the same question of the person who will be participating in the activity: Would you like to be here? If the answer is no, then irrespective of personal circumstance or parental or guardian requests, we will not accept bookings for that participant. 

We stand firmly behind the fact that our customers are the participants and that their enjoyment and safety is paramount in everything we do. If they do not want to come to our sessions, that is the end of the conversation. Our sessions are not a service to parents, they are an experience for children and young people.

If the participant says that they would like to attend the sessions, we will then discuss what would be required to make that a positive experience with parents, guardians, SENco’s and other people with a relevant opinion. This will include a frank and honest discussion about what additional needs the participant might have and whether we are capable of meeting these. 

We will explore getting additional appropriately qualified support staff but in reality this is not always possible. 

In line with the Disability and Discrimination Act, where we do not believe reasonable adjustments can be made, for example if we simply cannot find suitably trained staff to provide the support needed, we will, on occasion be unable to accept bookings. 

The following passage is taken from the Governments published guidance for after school clubs. We include this to show that our policy is in line 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.

Legal Position:

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 staff

• Practicality within a short session

• Cost and financial viability for a small provider

• 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

Suggested Professional Wording: (provided by Gov.co.uk)

We are committed to being inclusive and considering reasonable adjustments for all children.

However, following review of the support needs identified and our current staffing structure for a one-hour session, we do not believe we can safely meet your child’s needs within our existing provision at this time.

We have carefully considered possible adjustments, but additional support beyond our available staffing would be required.

Important Evidence to Keep:

• Staffing numbers and ratios

• Risk assessments

• Session duration

• Previous incidents or concerns

• Impact on wider group supervision

• Costs of additional staffing

• Alternatives explored

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 the same way. We’ll ask the child if they want to attend. If they don’t want to be there , we won’t make them. We’ll never lose sight of the fact that the child is the customster. If they do want to be there, let’s have an honest conversation about what would be required to make that happen and we’ll see what we can reasonably do.

Refund/Cancellation policy

Cancellations requested within 14 days of booking will receive a full refund, provided this is not within the 14 day period prior to the club or session taking place.

After the 14 day cancellation period, all bookings become non-refundable, however we may be happy to change the date of the session within the same booking period.

No refunds will be issued for: Missed sessions, Illness, Holidays, Partial attendance. Management discretion will be used in the instance of changes to personal circumstance and behaviour-related exclusions in line with our policies.

Requests to transfer sessions will only be considered in exceptional circumstances and are entirely at management discretion.

We reserve the right to cancel or amend sessions where necessary due to unforeseen circumstances. Where this occurs, a refund, creditor alternative session will be offered. Please email kidsclubs@pepartner.co.uk

Privacy Policy and Data protection

We do not store credit card details nor do we share customer details with any third parties. We may from time to time send you special offers and information about our clubs, but you can opt out of this by hitting unsubscribe on the email, this will remove your name from the mailing list. Occasionally, this method fails, so please do just send us an email if that is the case, and we will manually remove you from our mailing lists. If you would like to see the full privacy policy and GDPR statement please email your request to info@pepartner.co.uk

Contact The Team