Questions and answers - Provision requirements
What are the provision requirements for activities and programmes funded through the grants scheme?
We are committed to developing a high-quality inclusive HAF Programme which embraces the conditions set out by the Department of Education. The Department for Education have developed a framework of standards to provide a benchmark of what they expect from organisations delivering the HAF Programme.
- Full HAF = Provide at least four hours for four days a week over School Holidays with a meal.
- HAF Light = Provide at least one two-hour sessions a week over School Holidays with a meal.
Organisations receiving Grants must adhere to the Standards Framework. Organisations unable to adhere to the Framework will be unsuccessful in their application.
Failure to comply with the Standards Framework, following a successful Grant, will lead to us withdrawing the Grant.
Does delivery have to be face to face?
Yes, delivery has to be face to face.
Is the stated delivery period a maximum? For example, if we think we can deliver further days during holidays and can do this within the funding, are we allowed to do so?
Applications proposing provision above the minimum requirement will be considered however additional funding for additional HAF places will only be granted by separate arrangement.
Do the same children have to attend for all out stated provision dates? Or can different children attend on different days?
Families and Children can choose how they wish to use their allocated places. Some will participate every day; some may use their allocation to attend at different clubs on other days. Considering this, a flexible approach is required by Providers.
What are the exceptions around the provision of food?
We expect that the food will meet the school food standards, ensuring all children receive a healthy, balanced meal. Providers are required to provide a minimum of one meal a day – this could be breakfast/lunch or tea/diner. The food served through the Programme should, where possible, be hot. There may be exceptional circumstances where a hot meal is not possible, and a cold alternative may be appropriate. This should be included in your application and need to be discussed and confirmed with the HAF team.
What are the nutritional education requirements?
Activities must include an element of nutritional education each day aimed at improving the knowledge and awareness of healthy eating for children. These do not need to be formal learning activities and could, for example, include activities such as including children in food preparation and cooking, growing fruit and vegetables, and taste tests. Activities must also include at least weekly training and advice sessions for parents, carers, or other family members, which provides advice on how to source, prepare and cook nutritious and low-cost food.
Will the funding allow children to access the food aspects of the programme without the activities should they choose to do so?
No. Children should access both food provision and have access to enriching activities.
What are the expectations for providing support for lunch if the child is unable to attend the holiday activity provision following their booking?
This provision is in place for children to access enriching activities and to have a healthy meal when they are in attendance. There is no expectation to provide food provision to those children who have booked but not attended.
Will there be any specific requirements on the types of activities provided or will this be flexible for each programme to decide what works best for their children and families?
No. We require the provision to offer varied opportunities to families and children.
All provision should be inclusive and accessible, and consider age, location and accessibility and what support is available to children with SEND.
What are the requirements for the venue and location of the provision?
It will be for individual Providers to ensure they select venues which are in accessible community locations and venues and ensure they are safe, clean and have appropriate risk assessments in place daily.
Is there a scope within the programme to focus on areas other than just physical activity and food e.g. mental health and wellbeing?
Yes, Providers will have the flexibility to adapt the programme to suit the needs of their children providing they are not compromising the support available to children and families via professional services.
What monitoring and evaluation is required from providers?
- Attendance records must be completed in full with accurate information on a daily basis.
- A case study of the impact the provision has had on children and families.
- Evaluation and feedback from children and families
- Photographs with permission.
Who is responsible for ensuring maximum places are booked and attended?
Marketing and promoting the programme is a partnership between Staffordshire County Council and providers.
Staffordshire county Council will promote with all stakeholders corporately and providers are required to advertise, market, and promote their own HAF club/s to ensure that each funded place is taken.
How will payment be made?
Providers will receive 50% funding in advance on the agreed number of places to be provided.
The final 50% grant payment will be made following the timely return of attendance records, case studies, evaluation & feedback, and photographs.
Poor attendance, below 60%, may reduce the final payment made.
What compliance documents are providers required to include with an application?
As part of your submission you are required to include or attach the following documents with your submission.
- Safeguarding / Children Policy
- Complaints Policy
- Recruitment and Selection Policy
- Health and Safety / Wellbeing Policy
- Food Safety Policy (if not included in Health and Safety Policy)
- Public and Employers Liability Insurance
- Name of Designated Safeguarding Lead (DSL)
- Designated Safeguarding Level 3 Certificate
- Name and address of Food Provider, or your food business registration number if you are providing / making your own food provision
- Food Hygiene Certificates
- Lockdown Policy
