1. New Club members must have a registration form completed in full by a parent or legal guardian prior to joining.

2. Farm staff communicate with parents/carers by email so it is important that inbox filters receive these messages. Emails will notify parents/carers about important Club schedules, awards, trips, events, workshops and much more. Please be aware that much time and planning goes into the delivery of this free Club and acknowledging receipt of these emails is important and necessary for your child to get the most out of their time at the Farm

3. The Club timings are as follows: morning group: 10.00 - 12.30 afternoon group: 14.00 - 16.30. Prompt arrival and collection is essential and we record late arrival and collection. In instances where a child has been dropped off late or collected late an email warning will be issued. If lateness exceeds three occasions, the child’s place will be lost and reallocated to somebody on the waiting list.

4. If your child is to travel independently to and from the Club, written consent must be provided via the registration form by a parent or legal guardian at the point of registration or as soon as the arrangement is decided upon

5. The Clubs run for 50 weeks of the year, with a 2 week break each December. We understand that absences may occur due to family holidays and sickness. Therefore a minimum 75% attendance is required. This is equivalent to having 12 approved weeks of absence out of the 50 weeks that the Club runs. It is the responsibility of parents to ensure that absences do not exceed these stipulated 12 weeks as this will result in notification that your child’s place has been lost and reallocated to somebody on our waiting list. We encourage parents to take time to consider these criteria prior to accepting an offer for a place in the Club as it can be upsetting for children to lose their spaces. Attendance registers are closely monitored by Farm staff throughout the 50 weeks the Club runs, and cannot be paused, unless prior arrangement has been reached with the Youth Manager in exceptional circumstances.  All absences should be reported to the Youth Manager via email with as much notice as possible.

6. We enforce these processes in order to reassure children who are waiting for a space that active spaces are used to their full extent. The Farm has many more children waiting for spaces as there are spaces available and this is how we ensure we are fair. Children who lose their spaces are encouraged to enrol on one of our Holiday Club sessions, to attend Farm fairs and festivals, to volunteer or join Greenagers once they reach the appropriate age and to enjoy the Farm as a visitor for free.

7. Club members are provided with a snack and drinks during the session, free of charge. If your child has any dietary requirements or allergies, please inform us via the registration form, or as soon as issues become apparent. We respectfully ask that you do not give your children food or drink (other than water) to the Farm.

8. Please ensure your child is equipped with sensible, weather appropriate clothing as sessions take place exclusively outdoors year-round. During the winter, Club members should wear thermal under layers, extra pairs of warm socks, long sleeved tops, a warm coat, waterproof layers and thick soled shoes or boots. In the summer months please ensure members bring with them adequate sun and heat protection. In extreme cases, where weather warnings are issued the Club may be cancelled. Parents/carers will be asked to come and collect their children if they arrive without weather appropriate clothing.

9. Our Young Farmers have devised and written the following rules which are to be adhered to by all members. New members will sign to show their agreement to the rules in their first session 1) We listen carefully to staff & follow their instructions 2)We follow health & safety processes at the Farm in order to keep ourselves & others safe e.g. wash our hands/carry tools properly 3) We treat others respectfully & politely following our Equality Statement e.g. we use our words carefully 4) We believe that every person is equally important & that our differences make us special 5) We show appreciation of others by noticing their qualities, contributions & progress 6) We treat the Farm property, buildings & environment respectfully, carefully & properly e.g not littering 7) We are kind to all animals e.g. we won't handle them if they don't want to be 8) We try to be thankful & grateful for our Farm resources & experiences 9) We are respectful of Farm plants e.g. only handle them if instructed to do so

10. Parents/carers are requested to be courteous and respectful to all Farm staff and volunteers at all times. Please be aware that we are a very small team, working under a lot of pressure. Our staff and volunteers work very hard to make the Farm experiences enjoyable and meaningful and have the right to work in a safe place. Abuse will not be tolerated in any form.

11. Most equipment, resources and tools your child will need to fully participate in and enjoy the Club are provided, maintained and serviced by the Farm. This includes soap and hand towels, heating, water, buildings, insurance, refreshments, accreditation fees, gardening gloves, staff training, first aid supplies and much more. The Youth Clubs are free for your child to attend thanks to support from British Land and The National Lottery, however this funding does not cover resources. If you would like to contribute to the running of our Youth Clubs please either purchase something from our wish list https://www.surreydocksfarm.org.uk/amazon-wish-list/ or donate to us online https://www.surreydocksfarm.org.uk/donate/ Support from families is very much appreciated and valued, and helps us to continue the work we do with children.

12. In the event of external trips and visits, Farm staff will email parents/carers a contact number for the day. This is only monitored during the day of the event so cannot be used to contact the Farm staff at other times. Please contact the Youth Manager on lucy@surreydocksfarm.org.uk as a first point of contact.

13. The Club registration form contains important information about GDPR and how the Farm shares, records and stores information. Please read through this and ask if you have any questions.

14. If you or your child wishes to make a complaint please contact the Farm manager in the first instance at manager@surreydocksfarm.org.uk who will follow up accordingly with you. The Farm’s Complaints Procedure can be found here: https://www.surreydocksfarm.org.uk/wp-content/uploads/2020/11/SDF-Complaints-Policy-11-11-2020.pdf