How do I book an after-school club?

• Bookings are made through MCAS. Club places are limited and your child’s place is only confirmed once the booking and payment have been completed.

How are club places allocated?

• Places are allocated on a first-come, first-served basis.

• For particularly popular clubs, each child may attend only once per academic year. Children who remain on the waiting list will be given priority if the same club is offered in the following term, subject to availability and year-group eligibility.

Why can’t every child be guaranteed a club place?

• Our clubs have limited capacity because the number of places available depends on suitable rooms, specialist tutors, the nature of the activity and the adult-to-child ratios needed to run each club safely. Although we aim to offer a varied programme serving as many children as possible, we cannot guarantee every child a place or guarantee a place in their preferred club.

Isn’t the school required to have a place for every child?

• The school is committed to supporting every child’s educational and wellbeing needs during the school day. After-school clubs are optional extracurricular activities with limited places, so the school cannot guarantee every child a place in a particular club.

What happens if my child’s preferred club is full?

• You can add your child to the waiting list and we will contact you if a place becomes available. You may also book another available club or consider Our Space if you require after-school childcare. Joining a waiting list does not guarantee that a place will become available.

Can my child attend more than one club?

• Your child may attend more than one club, provided places are available and the clubs take place on different days. Each club must be booked and paid for separately.

• As our clubs are very popular and places are limited, we kindly ask families to consider booking a maximum of two clubs per child. This helps more children across the school have an opportunity to participate.

How much do clubs cost?

• After-school clubs currently cost £4.50 per session, and the full term fee must be paid in advance through MCAS. Some clubs may require an additional charge for specialist materials or resources. Any additional cost will be clearly stated before booking.

• If you use childcare vouchers or another supported payment scheme, please ensure that sufficient funds are available before the booking deadline.

Why do we have to pay for the whole term in advance?

• Club leaders, rooms, equipment and materials are arranged according to the number of confirmed bookings. Advance payment allows the school to plan the programme properly and ensures that the club has the resources required from its first session.

• It also reduces the need to chase payments during the term and helps clubs run consistently.

My child tried the club and does not like it. Why can’t I receive a refund?

• We encourage families to read the club description and discuss the choice with their child before booking.

• Once a place has been confirmed, the school commits money to staffing, resources and materials for the whole term. The place may also have prevented another child from booking. For these reasons, refunds are not normally provided when a child changes their mind or chooses to stop attending.

Can my child change to another club?

• Transfers are not normally available after bookings have closed because clubs have limited places and staffing and materials have already been arranged.

• If another club has a vacancy, you may contact us to ask whether a transfer is possible, but we cannot guarantee one.

What happens if the school cancels a session?

• If the school or club provider cancels a session and cannot offer a replacement, the school will explain whether a credit or refund applies or a free place in Our Space session offered as a token (usually £12 a session)

• Refunds are not normally provided when a child is absent.

What time do clubs finish?

• Clubs run from 3:45 pm to 4:45 pm. Please arrive promptly at the designated collection point.

What happens if I am late collecting my child?

• Children must be collected promptly when their club finishes. Club staff cannot provide ongoing childcare after the collection time.

• If you expect to need care beyond the end of the club, please book Our Space separately in advance, subject to availability. Repeated late collection may result in the school reviewing whether the club arrangement remains suitable.

Can someone else collect my child?

• Children will only be released to a parent, carer or person listed on the school’s authorised collection list. If someone new will be collecting your child, you must inform the school in advance and provide their full name. The person must bring a photo ID the first time they collect.

• For safeguarding reasons, we cannot release a child to an unauthorised person or accept collection arrangements communicated only by the person arriving.

• Families may also ask the school to add a trusted person to their child’s authorised collection list permanently.

Can my child go home independently after the club?

• Children may only leave according to the school’s collection policy and the permissions recorded for them. Please contact the school before the club begins if you wish to discuss independent travel arrangements for an eligible older child.

Do I need to tell you if my child will miss a session?

• Yes. Please notify the school using the normal absence procedure. 

What behaviour is expected at an after-school club?

After-school clubs are structured, one-hour sessions designed to help children develop a particular skill or interest. Unlike Our Space, they are not a free-play or wraparound childcare provision.

Children attending a club are expected to:

• Be interested and willing to take part in the chosen activity.

• Listen to the club leader and follow reasonable instructions.

• Treat other children, staff, equipment and the club space with respect.

• Allow others to participate and learn without repeated disruption.

• Follow safety rules and remain within the supervised club area.

• Ask for help or a break when they need one.

Families should share relevant needs, triggers and helpful strategies before the club begins. Extracurricular clubs are group activities and cannot provide one-to-one or specialist therapeutic support.

If behaviour repeatedly affects safety, the wellbeing of others or the club’s ability to operate, we will speak with the family and review what support may help. If concerns continue despite appropriate support and adjustments, the child’s place may be withdrawn. This would be a last resort, except where a serious incident requires immediate action.

Which option is right for my child?

• Choose a Club if your child is interested in learning or developing a particular activity or skill within a structured session.

• Choose Our Space if your child needs a more relaxed, child-led environment, flexible collection, a snack or care until later in the afternoon.

Why does Our Space cost £12 when an after-school club costs £4.50?

• Our Space is a wraparound childcare service running from the end of the school day until 6:00 pm. It provides longer supervision, flexible collection, Grazebrook playworkers, a range of child-led activities and snacks. The higher fee reflects the longer session and the additional staffing, food and childcare provision.

• Clubs are a structured, one-hour, skill-based session led by a specialist tutor who follows a planned programme. Snacks are not provided. A club is not a lower-cost alternative to wraparound childcare. Children are expected to follow instructions, engage with the planned activities and behave in a way that allows everyone to learn and take part safely.

Who runs the clubs?

• Clubs may be led by school staff or appropriately checked specialist providers. Leaders are selected according to the skills and experience required for the activity and must follow the school’s safeguarding procedures.

What happens if a club leader is absent?

• Where possible, the school will arrange suitable cover or reschedule the session. If this is not possible, families will be informed about collection arrangements and whether a replacement session, credit or refund will be offered.

Can a club be cancelled because too few children book?

• Yes. A minimum number of bookings may be required to cover staffing and resources. If a club cannot go ahead for the term, affected families will be contacted and any fees paid will be refunded.

Who should I contact if I have a question or concern?

• Please contact Nina, Extended Schools Leader at ncorrea@newwavefederation.co.uk or call the school office 0208 802 4051