At times when a Pandemic threatens our lives and health, The Pavilion Project understand that keeping staff, service users and families safe is our highest priority. Outlined below are the procedures to be followed in the day service setting and are for the protection of everyone involved. These procedures will remain in place whilst the Coronavirus or other Pandemic remains a threat to our health and society, and until the UK government advises on any relaxation of protective measures.

Please support me in implementing these measures in the interests of safety for all concerned.

Drop off and Collection

• To reduce the likelihood of service users and families arriving or leaving the setting at the same time, the building will not open until 9.30 and it is asked that you remain in your car until a member of staff assists each service user to get on site. This will help minimise contact between households.
• The building will close at 3.30 and parents/carers are asked to remain in their cars whilst staff escort people to the vehicle. It is asked that you arrive promptly and service users will be ready for departure from 3.15 p.m.
• Where possible only one parent/carer to drop off and collect each service user.
• Service users must only bring their coat and one bag which may contain, spare clothing or shoes, medication, personal hygiene toiletries, communication book and lunch items. All belongings must be clearly labelled with the individual’s name. Medication must be in its original box and marked clearly with the person’s name and instructions for use. Staff will NOT be allowed to supervise administration of the first dose of any new medication in case it causes an allergic reaction. Staff will NOT be allowed to supervise administration of any medication that is not clearly labelled.
• Each service user will have a coat peg and chair with their name and photograph attached. This will help them to find their own belongings and decrease the risk of them sharing other people’s items or chairs.

Parents, carers or other family members will be asked not to enter the setting. If you need to discuss any concerns or issues please telephone or email me so these can be discussed.

Transport

• In exceptional cases where a person has no access to transport, arrangements can be made for collection and drop off in the service minibus. This will be for a limited number of people and only where absolutely necessary.
• Due to social distancing measures and being a confined place it will be necessary for gloves and masks to be worn whilst travelling on the service minibus. Please purchase these before requesting to use our transport and ensure that they are worn before entering the bus. The driver will also be required to wear PPE.
• If anyone has anxiety which is brought on by the wearing of PPE, please notify the service manager Lorna Robinson or Team Leaders Lucy & Rosie Robinson immediately.

Hygiene

• All staff and service users will wash their hands on arrival, and before leaving the setting to go home. Hand sanitiser to be used as required. Hand sanitiser and other necessary hygiene resources will be available at cleaning stations around the setting.
• Where necessary service users will be helped to wash and dry their hands regularly throughout the day including after using the toilet, working outside or touching equipment/resources, and before eating any meals or snacks. Staff will regularly talk to them about why washing hands is important to prevent the spread of germs and infection. Hand washing posters are displayed in washrooms, kitchen and main room.

Hygiene

• All staff and service users will wash their hands on arrival, and before leaving the setting to go home. Hand sanitiser to be used as required. Hand sanitiser and other necessary hygiene resources will be available at cleaning stations around the setting.
• Where necessary service users will be helped to wash and dry their hands regularly throughout the day including after using the toilet, working outside or touching equipment/resources, and before eating any meals or snacks. Staff will regularly talk to them about why washing hands is important to prevent the spread of germs and infection. Hand washing posters are displayed in washrooms, kitchen and main room.
• Liquid soap and disposable paper towels will be provided in the washroom and replenished regularly. The waste bins will be emptied twice daily. Fabric towels will only be available for those who cannot cope with or are sensitive to the use of paper towels, but these will be removed on use and taken away and put on a 60 degree wash.
• Tissues will be available throughout the setting and staff will encourage people to use them to catch coughs and sneezes. Everyone is taught about the importance of putting dirty tissues in the bin to prevent the spread of germs. Foot pedal bins have been installed in washrooms and kitchen to reduce the risk of infection.
• The Hygiene Policy will be strictly adhered to with the introduction of additional measures to clean surfaces that are touched frequently such as sensory toys, books, tables, chairs, doors, sinks, toilets, light switches.
• When supporting an individual with personal care, staff will wear PPE and adhere to the hygiene policy with hands being washed and all surfaces being cleaned down and sanitised after completion. Individual service users will be allocated a member of staff who will support them for the whole day and where possible for every day they attend.
• In the case of incontinence and emergencies a spare change of clothes should be carried in individual’s bag. Any soiled clothing will be double bagged and given to parents/carers to be washed at home. Spare clothing CANNOT be provided by The Pavilion Project. If no spare clothing is sent in and an accident occurs then the individual may have to be collected and return home.
• It is requested that no additional belongings are brought into the setting from home, e.g. laptops, mobile phones or other devices. If a person relies on any type of comforter or communicator then please notify me before it is brought into the building.
• Each service user will be provided with a set of pencils, pens, crayons and craft items. Jars will be labelled with a person’s name and these will be cleaned and sanitised at the end of every session.
• All unnecessary soft furnishings and cushions will be removed during service hours but where one service user requires the use of a cushion, this will be removed, replaced and the cover washed at the end of every session.
• All sensory items with small intricate parts which are more difficult to clean will be removed and stored away.
• Activities that involve the sharing of malleable or messy play materials such as sand, foam or play dough will be avoided, unless each service users is provided with their own tools and individual amount of material that can be disposed of after use.
• Staff will ensure good ventilation within the setting by keeping windows open where possible and not closing doors for small rooms. Outdoor activities will be provided and the green space will be used frequently or as weather permits. A large marquee type tent and gazebo will be used to provide shelter and increase time spent in the outdoors.
• Drinks will be provided at break times and cups will be cleaned at a high temperature in the glass washer immediately after use.
• All service users will provide their own cold pack lunch and drink. This MUST be stored in a clear plastic box which is large enough to hold any necessary cutlery and food items. All packaging will be returned in the box for disposal at home. Boxes must be clearly labelled and wipeable. NO FABRIC OR THEMED LUNCH BOXES WILL ALLOWED ON SITE. Staff will be unable to accompany service users to the shops to purchase lunch. Food must be prepared at home and brought to the setting, stored in the required container.

Social Distancing

• To enable us to maintain the 2 metre distancing rule, staff and service users will be working together in bubbles. They will still be able to see and communicate with their friends but they will be supported in smaller groups of 5 or less. This will help to control cross contamination and limit the chance of widespread infection.
• Staff will try, as much as is reasonably practical to do so, to keep service users at a distance from one another by discouraging activities that involve touching, close contact or the sharing of equipment or resources, e.g. holding hands, close contact games, face painting or sharing fancy dress costumes.
• Families and carers will be encouraged to follow social
• Where parents or families have jobs in health, social care or education and where close or physical contact with others is unavoidable, it is expected that they act responsibly in following health and safety guidance at work minimising any risks involved.
• To avoid coming into contact with other individuals, service users will not be taken on outings to leisure centres, shops or community venues. Fitness and exercise routines will be carried out on site and we will continue to work with EMPOWER YOU to delivered coached sessions via ZOOM. Walks in quiet local areas may take place if 2 metre distancing is achievable.
• Any trips out of the setting will be carefully planned in order to minimise the possibility of coming into contact with other individuals and taking account of the most up to date physical distancing guidelines. Visits to nearby green spaces will allow service users further opportunities for activities outdoors

Illness and Infection

• While management cannot take responsibility for anyone catching the virus, every possible effort will be made to put precautions in place and minimise risk to protect staff, service users and families.
• All families and carers will be asked to follow the COVID-19: guidance for households with possible coronavirus infection guidance (or other Pandemic guidance) should an individual, parent or any other member of their household display symptoms or discover that they have been in close contact with a confirmed case of coronavirus or other contagious virus. Please do not attend the Pavilion Project setting. Individuals will not be able to attend the day service setting for the duration of the recommended isolation period. As per my fees policy, a retainer will still apply during this absence.
• In addition to adhering strictly to this guidance along with my Illness Policy I will also request that for individuals to be kept at home for 10 days, even if they are displaying only minor symptoms that would normally be associated with a cough and cold. Again, as per my fees policy, a retainer fee will still apply during this absence.
• If any staff or anyone in their household display symptoms or come into contact with a confirmed case of coronavirus or other contagious virus, government advice will be followed. Families and carers will be notified immediately, and provision will be closed for the duration of the isolation period. During enforced closure periods the retainer fee will remain in place.
• In the event of any confirmed or suspected case of coronavirus or other contagious virus the service manager must fulfil obligations to follow current Government, Public Health England or local authority procedures by supporting the governments test and trace system. This may require passing your details onto relevant organisations.
• With the introduction of bubbles, it may be possible to isolate a small group of people, avoiding closure of the whole service.

Emotional Support

The service manager and team leaders will work with families in whatever way possible to support and reassure them through this difficult period.

• Parents and carers are encouraged to share any concerns by calling to discuss matters in confidence if required. It is understandable that parents and carers may feel worried about the safety of an individual and their family and that they may be dealing with these anxieties on top of work and financial pressures.
• Activities will be carried out to help reassure service users and help them to feel at ease. It is understandable that they may be a little unsettled if they have been at home with their parents or carers for a number of weeks and some may need extra support to settle back into routine. Social stories will be used to help support service users to understand these difficult times. A return to The Pavilion Project Booklet will be provided to help service users understand the rules of social distancing and around sharing equipment or belongings. It explains that they will not be able to take part in certain activities but that they will have other activities to choose from.
• Staff will take time to listen to service users and talk to them about any worries they might have. Simple, plain language will be used to help them understand and alleviate worries. Communication methods will be appropriate to each person’s individual requirements with a wide range of aids used.

Communication

• With social distancing measures in place, it may not be possible to chat with parents or carers about the day’s activities during set drop off and collection times. The use of digital methods for communication will be used as much as possible to keep parents/carers informed. Text Messages / Emails / WhatsApp will be used to provide daily reports to parents regarding activities, development progress and their individual’s general wellbeing. Zoom sessions can be arranged for face to face communication. Communication books can be used as long as the covers are wipeable. Facebook will continue to be used to display photographs of activities.
• These digital methods to keep parents informed of any other important information or any changes to the setting procedures.
• Apart from wipeable communication books only essential paper documents that require a signature such as accident / incident or consent forms will be given and sent home at collection time to be returned to the setting on the next day of attendance. Please take extra care with documents containing personal details or confidential information.

Hours, Fees and Attendance

Hours of provision will resume as per the conditions agreed in our contract from week commencing Monday 20th July and service users will be charged full price for the day (s) they attend. In order to reserve a place and to ensure the sustainability of my business, the retainer fee will remain in place for non-attended days. The building will be open from 9.30 a.m. until 3.30 p.m. and these hours will remain in place until restrictions are lifted. This will allow staff time to ensure that all areas have been cleaned down and fit for purpose.

Please be aware that an individual’s place is at risk if payments are not kept up to date. If you have any concerns regarding payment or the terms of our contract, please do not hesitate to discuss them with me or with the local authority Direct Payment or Social Care Teams.

Failure to follow government advice, official health guidelines, or refusing to support me with implementing the protective measures outlined in this policy will be taken very seriously and may result in the immediate termination of our contract.

Parents/carers will be required to sign the disclaimer and agreement laid out in accompanying letter. If no agreement is reached at this time then the service user will not be able to return to the Pavilion Project until this is done.

The service manager will continue to keep up to date with the latest government and health advice and where necessary update procedures and notify families / carers of any changes.

If you have any questions regarding coronavirus management procedures within The Pavilion Project setting, please do not hesitate to call discuss them further.