Dalry Out Of School Care Day Care of Children Dalry Community Centre St. Margaret's Avenue Dalry KA24 4BA Telephone:

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1 Dalry Out Of School Care Day Care of Children Dalry Community Centre St. Margaret's Avenue Dalry KA24 4BA Telephone: Inspected by: Catherine Bain Type of inspection: Unannounced Inspection completed on: 30 May 2013

2 Contents Page No Summary 3 1 About the service we inspected 5 2 How we inspected this service 7 3 The inspection 12 4 Other information 23 5 Summary of grades 24 6 Inspection and grading history 24 Service provided by: The Committee of Dalry Out Of School Care Service provider number: SP Care service number: CS Contact details for the inspector who inspected this service: Catherine Bain Telephone Dalry Out Of School Care, page 2 of 26

3 Summary This report and grades represent our assessment of the quality of the areas of performance which were examined during this inspection. Grades for this care service may change after this inspection following other regulatory activity. For example, if we have to take enforcement action to make the service improve, or if we investigate and agree with a complaint someone makes about the service. We gave the service these grades Quality of Care and Support 4 Good Quality of Environment 4 Good Quality of Staffing 4 Good Quality of Management and Leadership 4 Good What the service does well Children are happy and relaxed attending the service. Children are encouraged to make their own choices. Staff work effectively as a team and support children well. Staff, along with other centre users, are making good progress in developing the outdoor play area. The management committee provide good support for the staff team. What the service could do better The service should consider the recommendations and areas for development listed in this report including: Continue to support parental and children's involvement. Further develop risk assessments. Further develop processes to evaluate and plan service improvements. Further augment recruitment processes. Dalry Out Of School Care, page 3 of 26

4 What the service has done since the last inspection The service has: Inspection report continued Met the requirement and most of the recommendations contained in the previous report. Produced user friendly and nicely laid out personal plans. Begun to develop the outdoor play area. Improved service paperwork and records. Introduced a "Talking Table" for children. Added some new resources. Increased management committee involvement. Conclusion Dalry Out of School Care provides a flexible and reliable service. The manager and staff work well together and are committed to providing children with a varied and enjoyable range of after school experiences. Children are happy and relaxed in the environment. Parents are confident that their children are well cared for. Who did this inspection Catherine Bain Dalry Out Of School Care, page 4 of 26

5 1 About the service we inspected The Care Inspectorate regulates care services in Scotland. Information about all care services is available on our website at This service was previously registered with the Care Commission and transferred its registration to the Care Inspectorate on 01 April Requirements and recommendations If we are concerned about some aspect of a service, or think it could do more to improve, we may make a recommendation or requirement. -A recommendation is a statement that sets out the actions the care service provider should take to improve or develop the quality of the service but where failure to do so will not directly result in enforcement. Recommendations are based on the National Care Standards, relevant codes of practice and recognised good practice. -A requirement is a statement which sets out what is required of a care service to comply with the Public Services Reforms (Scotland) Act 2010 and Regulations or Orders made under the Act, or a condition of registration. Where there are breaches of the Regulations, Orders or conditions a requirement must be made. Requirements are legally enforceable at the discretion of the Care Inspectorate. Dalry Out of School Care is a voluntary parent committee run, daycare of children service, based within a community centre in the town of Dalry. The service is within walking distance of local schools, shops and bus routes. The service operates during school term time and is registered to provide for up to a maximum of 32 primary school age children after school hours and a maximum number of 16 primary school age children, at the before school breakfast club. Nineteen children were attending the service during our first visit to the after school club on the 28th May 2013, and eight children were attending the breakfast club during our second on 30th May The service aims to provide a service in a safe, happy and comfortable environment with an emphasis on the social and educational welfare of each child. Based on the findings of this inspection this service has been awarded the following grades: Dalry Out Of School Care, page 5 of 26

6 Quality of Care and Support - Grade 4 - Good Quality of Environment - Grade 4 - Good Quality of Staffing - Grade 4 - Good Quality of Management and Leadership - Grade 4 - Good Inspection report continued This report and grades represent our assessment of the quality of the areas of performance which were examined during this inspection. Grades for this care service may change following other regulatory activity. You can find the most up-to-date grades for this service by visiting our website or by calling us on or visiting one of our offices. Dalry Out Of School Care, page 6 of 26

7 2 How we inspected this service The level of inspection we carried out In this service we carried out a low intensity inspection. We carry out these inspections when we are satisfied that services are working hard to provide consistently high standards of care. What we did during the inspection We wrote this report following an unannounced inspection to the after school service, that took place between the times of 14:30 and 18:15 on 28 May 2013, and an announced inspection to the breakfast club between the times of 07:50 and 08:50 on 30 May This inspection was carried out by Care Inspectorate Inspector Catherine Bain. We gave feedback to the manager at the end of the second inspection day. As part of the inspection we took account of the completed annual return and self assessment forms that we asked the provider to complete and submit to us. We sent twelve care standards questionnaires to the manager to distribute to parents/carers. Seven questionnaires were completed and returned to us before the inspection took place. During the inspection process, we gathered evidence from various sources, including the following: We spoke with: several children as they were having their snack 3 parents (two of whom were committee members) staff the manager the committee secretary We looked at: recently produced children's questionnaires newsletters service leaflets service event notices for parents children's talking table rules Dalry Out Of School Care, page 7 of 26

8 children's personal profiles children's enrolment forms children's charter for behaviour accident records policy folder children's garden drawing plans risk assessment daily check list service rules minutes of management meetings recruitment form insurance certificate observing children at play. Grading the service against quality themes and statements We inspect and grade elements of care that we call 'quality themes'. For example, one of the quality themes we might look at is 'Quality of care and support'. Under each quality theme are 'quality statements' which describe what a service should be doing well for that theme. We grade how the service performs against the quality themes and statements. Details of what we found are in Section 3: The inspection Inspection Focus Areas (IFAs) In any year we may decide on specific aspects of care to focus on during our inspections. These are extra checks we make on top of all the normal ones we make during inspection. We do this to gather information about the quality of these aspects of care on a national basis. Where we have examined an inspection focus area we will clearly identify it under the relevant quality statement. Fire safety issues We do not regulate fire safety. Local fire and rescue services are responsible for checking services. However, where significant fire safety issues become apparent, we will alert the relevant fire and rescue services so they may consider what action to take. You can find out more about care services' responsibilities for fire safety at Dalry Out Of School Care, page 8 of 26

9 What the service has done to meet any requirements we made at our last inspection The requirement It is a requirement that a provider give notice of change in writing to SCSWIS as soon as it is practicable to do so if any of the following events takes place or is proposed to take place:- Changes to Provider address. Changes of membership of committees or associations This is to comply with SSI 2002/114 Regulation 23 (e) and SCSWIS Guidance on notification reporting Timescale for compliance with 28 day from the date of this report. What the service did to meet the requirement The provider had notified us of the change of address and the registration details had been amended. The requirement is: Met What the service has done to meet any recommendations we made at our last inspection The previous report contained six recommendations: 1. The service should explore other methods to support and encourage parents and children to express their ideas and to become more involved in developing the service. National Care Standards for Early Education and Childcare up to age 16. Standard 13: Improving the service. Some progress had been made on meeting this recommendation. See quality statement 1.1 of this report. 2. Staff need to be more vigilant with regard to measures to control the spread of infection. National Care Standards for Early Education and Childcare up to age 16. Standard 2: A safe environment. This recommendation had been met. See quality statement 1.3 of this report 3. The service should, in cooperation with parents and children, gather and consolidate information on individual children's development into a personal plan. National Care Standards for Early Education and Childcare up to age 16. Standard 6: Dalry Out Of School Care, page 9 of 26

10 Support and development. This recommendation had been met. See quality statement 1.3 of this report 4. A more robust system of risk assessment should be developed. National Care Standards 'Early Education and Childcare up to the age of 16', Standard 2: A safe environment. Some progress had been made on meeting this recommendation. See quality statement 2.2 of this report. 5. The Service Provider should ensure that recruitment processes are rigorous and thorough. National Care Standards for Early Education and Childcare up to age 16. Standard 12: Confidence in staff and SSSC Code of Practice - Employer. Some progress had been made on meeting this recommendation. See quality statement 3.3 of this report. 6. The manager and staff should further develop processes for evaluating and improving the service. National Care Standards, Early Education and Childcare up to the age of 16: Standard 13: Improving the service. Some progress had been made on meeting this recommendation. See quality statement 4.4 of this report. The annual return Every year all care services must complete an 'annual return' form to make sure the information we hold is up to date. We also use annual returns to decide how we will inspect the service. Annual Return Received: Yes - Electronic Comments on Self Assessment Every year all care services must complete a 'self assessment' form telling us how their service is performing. We check to make sure this assessment is accurate. The Care Inspectorate received a fully completed self - assessment document from the provider. We were satisfied with the way the provider had completed this and with the relevant information included for each heading that we grade services under. The provider identified what it thought the service did well, some areas for development and any changes it had planned. The provider told us how the people who used the care service had taken part in the self - assessment process. Dalry Out Of School Care, page 10 of 26

11 Taking the views of people using the care service into account We spoke with children during both visits to the service. After school children told us that they enjoyed coming to the service and spending time with their friends. They also told us that they chose the activities they want to engage in; for example; exploring outdoors, indoor soft ball, table top activities, electronic games and homework. We observed a relaxed, comfortable and busily engaged group of children who were quite at home in both the environment and in their interactions with staff. Breakfast club was a quieter time with most children arriving around 08:30. Taking carers' views into account Twelve care standards questionnaires were sent to the manager to distribute to parents. Seven were completed and returned to us. Of these, five respondents had recorded further comments. In addition, we spoke with 3 parents and a committee member at the service. All respondents were happy with the quality of service provided. Respondent comments included: "I am very happy with all aspects of this club." "I am extremely happy with the service provided at Dalry OSC." "This is a much needed resource. Our lives would be much more difficult without it." However one respondent indicated that they did not know if children experienced or could choose from a balanced range of activities. Further comments recorded in our questionnaires are included within this report. Dalry Out Of School Care, page 11 of 26

12 3 The inspection We looked at how the service performs against the following quality themes and statements. Here are the details of what we found. Quality Theme 1: Quality of Care and Support Grade awarded for this theme: 4 - Good Statement 1 We ensure that service users and carers participate in assessing and improving the quality of the care and support provided by the service. Service strengths We found the service's performance for this quality statement to be 4 - Good. We reached this decision after we spoke with the service manager, staff, parents, the committee secretary and children and after we looked at service leaflets, information sheets, newsletters and management committee meetings. For example: We observed that children were relaxed and comfortable in both the environment and in their interactions with staff. We spoke with approximately 6/7 children during our visit. It was clear from both our observations and discussions that the children were very much in charge of how they chose to spend their time at the service. For example; most children selected their preferred resources from the resource cupboard. Some girls were happy sitting chatting with their friends, or playing table top games, while other, boys and girls, preferred to engage in more active sporting and energetic activities. Children told us that staff had asked them for new resource suggestions and as a result the service had purchased an Xbox. A supportive parent committee meet regularly as a group to discuss service development with the staff team. Meetings are well attended and minutes are posted on the service notice board for parents to read. We observed that staff spent time chatting informally with parents and their children at the end of the day. This provided parents, children and staff with opportunities to discuss any particular issues. The service mobile phone was also frequently used by parents to update on arrangements. Dalry Out Of School Care, page 12 of 26

13 A service leaflet had been produced to both publicise the service and to provide parents with service information. Furthermore, informative quarterly newsletters kept parents up to date on staffing, parent committee members, involvement opportunities, for example; suggestion box and fund raising. Parents we spoke with told us that they had been consulted on the garden development and that some had participated in both service events and fund raising activities. Respondents who returned our questionnaires recorded the following comments: "The service was recently awarded some funding. They fully involved the kids in the purchase of new resources. The service has developed a number of new initiatives in this school year such as the children's committee." "Communication between staff & parents is of a high standard and a mutual respect is evident. My children love attending & I would not put them anywhere else." Areas for improvement The service had produced a questionnaire for children which they plan to distribute by the end of term. They are also planning to re-establish the "children's committee" to further encourage children to influence service development. We discussed some methods the service could consider to help parents to express their views and become more involved in developing the service. (See recommendation 1 for quality statement 1.1) In their self-assessment return the service had identified the following areas for improvement: Involving the children's committee in agreeing how awarded grant funding will be spent. Encouraging a more proactive approach from the committee. To develop and distribute feedback evaluation forms to both parents and children. To update the service handbook. Grade awarded for this statement: 4 - Good Number of requirements: 0 Number of recommendations: 1 Dalry Out Of School Care, page 13 of 26

14 Recommendations 1. The service should continue to explore methods to support and encourage parents and children to express their ideas and to become more involved in developing the service. National Care Standards for Early Education and Childcare up to age 16. Standard 13: Improving the service. Statement 3 We ensure that service users' health and wellbeing needs are met. Service strengths We found the service performance for this quality statement to be 4 - Good. We reached this decision by looking at written records and discussing how the service worked with parents/carers to gather information on the children and their needs. Staff had made significant improvements to the quality of the information they had gathered and the processes they had put in place to involve parents in meeting the health and wellbeing needs of children attending the service. This included; annually reviewed registration forms that asked about contact and emergency details as well as health and dietary needs. They had also produced very attractively set out and user friendly personal profiles that asked about children's likes and dislikes and included a section for both the child and parent to complete on what was important to them regarding their out of school care experiences. Staff had further provided parents with a letter advising them of the purpose of the personal profile and of how the information supplied would be used to support children in the service. To help and support children to consider the views of others, staff had introduced a "Talking Table" where they could sit independently or invite staff to join with them to discuss differences and reach a consensus. Opportunities were provided for regular physical play indoors and outdoors, daily snacks were nutritious and healthy and infection control practices were satisfactory. Areas for improvement Staff had produced weekly snack menu forms which will be used by children to plan menus. Administration of medication recording is in place however it should be amended in line with current guidance. We provided a copy of this guidance. Dalry Out Of School Care, page 14 of 26

15 In their self-assessment return the service has identified the following areas for improvement: More input from children into snack choices. To reinstate a daily risk assessment check list. This was in place at inspection. Regular fire drill practice. Grade awarded for this statement: 4 - Good Number of requirements: 0 Number of recommendations: 0 Dalry Out Of School Care, page 15 of 26

16 Quality Theme 2: Quality of Environment Grade awarded for this theme: 4 - Good Statement 1 We ensure that service users and carers participate in assessing and improving the quality of the environment within the service. Service strengths Please see information contained in quality statement 1.1. Areas for improvement Please see information contained in quality statement 1.1. Grade awarded for this statement: 4 - Good Number of requirements: 0 Number of recommendations: 0 Statement 2 We make sure that the environment is safe and service users are protected. Service strengths We found the service's performance for this quality statement to be 4 - Good. We reached this decision through observations, discussions with staff and parents and after we looked at the indoor and outdoor areas used by the children, premises risk assessment and daily check list. For example: A community centre caretaker is on duty while the service is operational. A bolt, fitted on the main hall door, can be secured to prevent other users from entering areas used by the children. Parents are required to sign their children out of the service at the end of the day. The main hall is bright, clean and spacious. Children also have use of a comfortable lounge area for quieter activities. Toilets are located off the lounge, thereby alleviating the need for children to access other centre areas. Resources, stored in a large walk in cupboard at the end of the hall, are readily accessible to the children The Out of School Care service has been working with other community centre childcare service users and parents in developing their outdoor play area. Work had Dalry Out Of School Care, page 16 of 26

17 already started on the landscaping of and positioning of outdoor equipment, including; fencing, sand pit, tunnel, tyres, children's play den and planters. Outdoor play was well embedded in practice. Children had been consulted on the development of this area and had come up with some very ambitious plans, for example; a tree house, water pool, chute, picnic tables and chairs, etc. A premises risk assessment, identifying hazards and control measures had been completed, along with a further daily check list. Parents who spoke with us felt that the accommodation was safe and suitable for their children. A care standards questionnaire respondent recorded the following: "The work they're (staff) doing to develop the outside area in partnership with other users of the community centre will only benefit the kids further." Areas for improvement Staff needed to augment their risk assessment to include access arrangements for parents and also to take account of other centre users. Furthermore, staff had not yet completed the risk assessment section on the severity/likelihood of risk. (See recommendation 1 for quality statement 2.2) In their self- assessment return the service had identified reviewing risk assessment processes as an area for improvement. Grade awarded for this statement: 4 - Good Number of requirements: 0 Number of recommendations: 1 Recommendations Inspection report continued 1. The completed premises risk assessment was not sufficiently robust and needed to be further developed. National Care Standards 'Early Education and Childcare up to the age of 16', Standard 2: A safe environment. Dalry Out Of School Care, page 17 of 26

18 Quality Theme 3: Quality of Staffing Grade awarded for this theme: 4 - Good Statement 1 We ensure that service users and carers participate in assessing and improving the quality of staffing in the service. Service strengths Please see information contained in quality statement 1.1. Areas for improvement Please see information contained in quality statement 1.1. Grade awarded for this statement: 4 - Good Number of requirements: 0 Number of recommendations: 0 Statement 3 We have a professional, trained and motivated workforce which operates to National Care Standards, legislation and best practice. Service strengths We found the service's performance for this quality statement to be 4 - Good. We concluded this through observations, discussions with staff and parents after we looked at the recruitment application form. For example: The service has a well established staff team who work effectively together and who promote equality and fairness within their work. All are committed to providing fun and enjoyable experiences for the children. All had registered with the Scottish Social Services Council (SSSC). We observed friendly, approachable and caring staff responding to and assisting children with their choices. All children were comfortable in their interactions with staff. Children were also confident in expressing their views and in selecting their preferred resources and activities. Staff members had attended some recent training, for example; Infection control, Risk Dalry Out Of School Care, page 18 of 26

19 assessment and First Aid. The service manager is currently undertaking Scottish Vocational Qualification (SVQ) training at level 4. Following last year's inspection the service had made improvements to their recruitment forms. Respondent comments on staffing from our questionnaires included: "Staff are very helpful and flexible, they take into account the needs of busy working parents + are very understanding if we happen to be running late on the odd occasion." "The staff go out of their way to be helpful and are always dependable. I would not hesitate to recommend the service to other parents." "The girls (staff) provide an excellent service and do very well for the children attending." " My son has developed very positive relationships with Gillian/Diane (staff) since he began using the service... They are really receptive to his individual needs & characteristics. He also enjoys it when relief member of staff Jacqueline collects him from school." Areas for improvement Although new recruitment forms did ask for information on the applicant's immediate past employer, it did not make it clear that one of the applicant's character references should be from this person. Also the form did not ask for any information relating to the applicant's medical fitness to work in the service. The service manager agreed to take account of these omissions. Although staff told us that they informally evaluated their work at the end of the day, there was no written information available to help them to use their evaluations to make improvements. We also felt that children could input into activity evaluation. Staff should consider developing more formal systems to evaluate the effectiveness of their work. (See recommendation 1 for quality statement 3.3) In their self-assessment return the service has identified further staff training both through on-line and external courses as an area for improvement. Grade awarded for this statement: 4 - Good Number of requirements: 0 Number of recommendations: 1 Inspection report continued Dalry Out Of School Care, page 19 of 26

20 Recommendations Inspection report continued 1. Staff should develop systems to evaluate their work, to evidence good practice and identify areas for improvement. National Care Standards 'Early Education and Childcare up to the age of 16', Standard 13: Improving the service. Dalry Out Of School Care, page 20 of 26

21 Quality Theme 4: Quality of Management and Leadership Grade awarded for this theme: 4 - Good Statement 1 We ensure that service users and carers participate in assessing and improving the quality of the management and leadership of the service. Service strengths Please see information contained in quality statement 1.1. Areas for improvement Please see information contained in quality statement 1.1. Grade awarded for this statement: 4 - Good Number of requirements: 0 Number of recommendations: 0 Statement 4 We use quality assurance systems and processes which involve service users, carers, staff and stakeholders to assess the quality of service we provide Service strengths We found the service's performance for this quality statement to be 4 - Good. We reached this decision through observation and following discussion with the service manager, parents and children and after we looked at the service records, including; the children's charter, management committee meetings, annual reports and the policy folder. For example: The service manager works alongside staff and children on a daily basis and is therefore well up to date on service developments and well placed to provide advice and support whenever required. Staff, in consultation with children, had agreed, recorded and laminated a "children's charter" on what was considered appropriate behaviour for attendees. The service currently benefits from having a supportive management committee, who meet regular to discuss; service and inspection issues, fundraising initiatives, produce newsletters and provide ongoing support for the staff team. Staff members attend Dalry Out Of School Care, page 21 of 26

22 committee meetings and provide members with updates on future service plans. Minutes of meetings are recorded and available for all parents to access. Committee members who spoke with us regarded the staff team highly. The committee secretary and service manager produce annual reports on; the operational aspects of the service, funding and staff training, for presentation at annual general meetings. A management committee meeting had been arranged for early June 2013, to review all service policies. Areas for improvement In their self-assessment return the service has identified further input from parents and children as an area for development. Grade awarded for this statement: 4 - Good Number of requirements: 0 Number of recommendations: 0 Inspection report continued Dalry Out Of School Care, page 22 of 26

23 4 Other information Complaints No complaints have been upheld, or partially upheld, since the last inspection. Enforcements We have taken no enforcement action against this care service since the last inspection. Additional Information The service are considering operating during holiday periods. We provided advice on applying for a variation to change a condition of registration. Action Plan Failure to submit an appropriate action plan within the required timescale, including any agreed extension, where requirements and recommendations have been made, will result in the Care Inspectorate re-grading a Quality Statement within the Quality of Management and Leadership Theme (or for childminders, Quality of Staffing Theme) as unsatisfactory (1). This will result in the Quality Theme being re-graded as unsatisfactory (1). Dalry Out Of School Care, page 23 of 26

24 5 Summary of grades Quality of Care and Support Good Statement 1 Statement Good 4 - Good Quality of Environment Good Statement 1 Statement Good 4 - Good Quality of Staffing Good Statement 1 Statement Good 4 - Good Quality of Management and Leadership Good Statement 1 Statement Good 4 - Good 6 Inspection and grading history Date Type Gradings 13 Sep 2012 Re-grade Care and support Not Assessed Environment Not Assessed Staffing Not Assessed Management and Leadership 3 - Adequate 16 Aug 2012 Re-grade Care and support Not Assessed Environment Not Assessed Staffing Not Assessed Management and Leadership 1 - Unsatisfactory 19 Jun 2012 Unannounced Care and support 3 - Adequate Environment 3 - Adequate Staffing 3 - Adequate Management and Leadership 3 - Adequate Dalry Out Of School Care, page 24 of 26

25 1 Aug 2011 Re-grade Care and support Not Assessed Environment Not Assessed Staffing Not Assessed Management and Leadership 1 - Unsatisfactory 17 Jun 2011 Unannounced Care and support 3 - Adequate Environment Not Assessed Staffing Not Assessed Management and Leadership 3 - Adequate 13 Jun 2011 Re-grade Care and support Not Assessed Environment Not Assessed Staffing Not Assessed Management and Leadership 1 - Unsatisfactory 7 Sep 2010 Unannounced Care and support 3 - Adequate Environment Not Assessed Staffing 4 - Good Management and Leadership 3 - Adequate 14 Sep 2010 Re-grade Care and support Not Assessed Environment Not Assessed Staffing Not Assessed Management and Leadership 1 - Unsatisfactory 5 Feb 2010 Unannounced Care and support 3 - Adequate Environment 4 - Good Staffing 3 - Adequate Management and Leadership 3 - Adequate All inspections and grades before 1 April 2011 are those reported by the former regulator of care services, the Care Commission. Dalry Out Of School Care, page 25 of 26

26 To find out more about our inspections and inspection reports Read our leaflet 'How we inspect'. You can download it from our website or ask us to send you a copy by telephoning us on This inspection report is published by the Care Inspectorate. You can get more copies of this report and others by downloading it from our website: or by telephoning Translations and alternative formats This inspection report is available in other languages and formats on request. Telephone: Web: Dalry Out Of School Care, page 26 of 26

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