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Home Parents Information

Pre-arrival info

Please ensure you have completed your health and safety information for each child attending. This can be done by logging in to your account. Our camps WILL NOT be able to accept children without this information due to OFSTED requirements.

What to bring

For Active Camps

  • Packed lunch (including 2 snacks and NO NUTS)
  • Water bottle
  • Swimming kit and towel (please check your camp page for pool information)
  • We recommend that all children in our ‘Youngers’ groups (typically 4-5 years) bring spare clothes, including underwear. Please note that all children who attend camp MUST be toilet trained.

When hot and sunny:

  • Sun cream
  • Sun hat

When cold and wet:

  • Warm clothes
  • Waterproof coat
  • Wellies/outdoor shoes

For Active Adventure Camp

  • Packed lunch (including 2 snacks and NO NUTS)
  • Water bottle
  • Swimming kit and towel (please check your camp page for pool/water information)
  • Waterproof/messy clothing (no matter the weather, we like to make activities as messy, wet, and fun as possible!)
  • Suitable footwear e.g. walking boots or well fitted wellies (please avoid open toed shoes such as crocs or flip flops)

When hot and sunny:

  • Sun cream
  • Sun hat

When cold and wet:

  • Warm clothes
  • Hat and gloves

Do not bring

Please do not allow your child/ren to bring, mobile phones, handheld computer games, iPods/MP3 players, These items will be confiscated and remain in the camp office until the end of the camp day. Please do not send children in expensive/sentimental clothing as we do tend to get messy at camp and children occasionally misplace belongings.

Medication

If your child requires any prescription medication whilst attending camp, then we will need you to complete an administration of medication form. You can find the administration of medication form here, please complete this and hand it to our staff upon your arrival. This includes epi pens and inhalers.

If you are unable to complete and print a form to bring with you, we will ask you to do this on your child’s first day when arriving at sign in.

Sign in/out

Sign in:     08:15 – 09:15

Sign out:  17:00 – 18:00

Our arrival times for drop off and collection is 08:15 – 09:15 for sign in and 17:00 – 18:00 for sign out.

Though you are welcome to drop off or collect between the hours of 09:15 and 17:00, please arrange this directly with your camp manager in advance so we can accommodate your requests (contact details below).

Please be advised that pick up and collection times are our busiest times of day, so this can cause a build-up of traffic outside the school. We ask that you are patient with staff and try to avoid queuing outside the school grounds.

Activities

We offer a varied programme of engaging activities which varies from day to day to suit the ages, abilities, and interests of the children on site.

All activities are run in relation to their suitability to the time of year and the environment, some activities will be weather dependent.

Each morning during sign in, you will be able to see the plan for the children’s day on their group activity board. For examples of the activity boards, please visit your camp page.

Swimming

Swimming is dependent on each site’s facilities, please check your camp page for pool facilities. If your site offers swimming, it is recommended that you bring a swimming kit for your child/ren on the first day in case swimming is available.

Unfortunately, we can not guarantee that every child will swim every day, due to the unpredictability of pool maintenance.

Please ensure to bring flotation devices for your child if they are not a strong or confident swimmer. Any child who attends camp without flotation devices may not be allowed to swim.

Before each swim session children are guided through a swim test, conducted by our camp lifeguard. This is ensure the safety of all children in the pool. If you have any questions about your swimming pool procedures please speak to the camp manager on site.

No Nuts

All of our sites are nut-free, which means we are unable to allow ANY nuts or food products containing nuts on-site. Please refrain from sending any such products in your children’s lunch or snack as they will be removed.

Directions

Directions to your site are available on your camp page.

Additional support

Unfortunately, we are unable to provide any form of one-to-one support for individuals as a standard practice. However, we aim to be as inclusive as possible, so if your child does require 1-1 support, please get in touch with head office to discuss this further.

In the interest of other children and our camp staff, we ask that you disclose any type of behavioural support for your child in advance of attending camp so we can cater for their needs.

If your child requires one-to-one support or is deemed to require constant support that detracts from the care of other children by the on-site manager and this information wasn’t disclosed in advance, you may be contacted and asked to collect your child.

Frequently asked questions

Do you accept children who are not toilet trained?

What ages do you cater for?

Will my child be with children of the same age?

It’s my child’s first day, what can we expect?

What if my child requires medication during camp?

What if my child doesn’t know anyone else at camp?

Can I see my child’s activity programme?

What happens if it rains?

Do you accept Childcare Vouchers?

Can I make changes or cancel my booking?

What is your policy on swimming?

My child needs extra support, can they still attend camp?

Can my child be grouped in the same group as a particular friend?

What happens if my child has an accident or becomes ill whilst at camp?

Camp Contacts

Camp phone numbers and email addresses are for site communication only, bookings cannot be made or changed through these contacts. Camp contacts are only operational when our camps are open.

If you would like to get in touch outside of these times, contact us.

ACTIVE CAMPS Contact
Beechwood Park School (Camp) Phone: 01865800288
Email: beechwood@oxfordactive.co.uk
Bilton Grange Prep (Camp) Phone: 01865594965
Email: biltongrange@oxfordactive.co.uk
Bishopsgate School (Camp) Phone: 01865594964
Email: bishopsgate@oxfordactive.co.uk
Blackheath Prep (Camp) Phone: 01865594963
Email: blackheath@oxfordactive.co.uk
Holme Grange School (Camp) Phone: 01865594967
Email: holmegrange@oxfordactive.co.uk
Holmwood House  School (Camp) Phone: 01865800995
Email: holmwood@oxfordactive.co.uk
Junior King’s School (Camp) Phone: 01865800279
Email: juniorkings@oxfordactive.co.uk
Kingham Hill School (Adventure) Phone: 01865800289
Email: kinghamhilladventure@oxfordactive.co.uk
Sibford School (Adventure/Active Camp) Phone: 01865800287
Email: sibford@oxfordactive.co.uk
Spring Grove School (Camp) Phone: 01865800274
Email: info@oxfordactive.co.uk
St Francis School (Camp) Phone: 01865800282
Email: info@oxfordactive.co.uk
St Swithuns School (Camp) Phone: 07565840375
Email: Sts@oxfordactive.co.uk
Summer Fields School (Adventure) Phone: 01865800284
Email: oxfordadventure@oxfordactive.co.uk
Summer Fields School (Camp) Phone: 01865800285
Email: oxford@oxfordactive.co.uk
Sunninghill Prep School (Camp) Phone: 01865 965312
Email: oxford@oxfordactive.co.uk
The Leys School (Camp) Phone: 01865800291
Email: leys@oxfordactive.co.uk
Walhampton School (Adventure/Active Camps) Phone: 01865800280
Email: walhamptonadventure@oxfordactive.co.uk
West Oxford School (Camp) Phone: 07724578952
Email: wo@oxfordactive.co.uk
West Witney Primary School (Camp) Phone: 01865570719
Email: westwitney@oxfordactive.co.uk

Terms and conditions

Our aim when you book with ACTIVE CAMPS or ACTIVE ADVENTURE is that as a parent/carer, you are satisfied and happy with everything we offer you and your child. It is our mission to provide all children with a safe, fun, and stimulating environment.

Below are details of the terms and conditions when booking with ACTIVE CAMPS and ACTIVE ADVENTURE, we hope this helps you make an informed decision when booking with us.

If at any time you have any questions, please do not hesitate to contact our team via email at info@oxfordactive.co.uk or phone head office at 01865 594325.

Bookings will always be confirmed via email. If for some reason you do not receive an email, please check your junk mail, or contact us.

When you have received your booking confirmation, please check the following:

  • The dates you have booked
  • The camp you have selected

Payment

If you have a future booking to be paid by voucher within 21 days, you will not be able to make another booking until that’s paid.

You can make a payment via our online booking system using a debit or credit card and may have the option to pay with childcare vouchers, depending on the timeframe.

Payment reminders

When paying by childcare vouchers or the Government Tax-Free childcare scheme, we use an automated email system for our payment reminders to ensure you are aware of the timeframes around payments. We require all payments to be received 14 days before the first session of a booking.

  • You will receive your Final Reminder email 21 days before the first session of a booking
  • If payment is not received 14 days before the first session of your booking, your booking will be cancelled and you will receive an email confirming this

At the point of automatic cancellation, any partial payments will be credited to your Oxford Active account for future booking use.   A refund is not an option at this stage.

MAKING YOUR BOOKING

Making a booking 21 days or more in advance

If you are booking dates 21 days or more in advance, you will have the option to pay with debit card,  credit card or with childcare vouchers. Childcare vouchers MUST be transferred and in our bank account 14 days before the first session of your booking and will be cancelled if this has not been done.  Please remember to allow time for the vouchers to reach the Oxford Active account which can take up to 10 days.

Making a booking 21 days or less in advance

Any bookings being made 21 days or less in advance will require payment in full via debit or credit card at the time of booking. You will not be able to use childcare vouchers for bookings being made 21 days or less before your first booked day.

AMENDING/CANCELLING YOUR BOOKING

Amending /Cancelling your booking 15 days or more in advance

Changes are possible at no additional cost to you up to 15 days before the day you wish to change. You can easily do this yourself by logging into your account where you can do the following:

  • Remove the day/s you do not need – receiving a full refund or credit (valid for 12 months)
  • Book any alternative/additional days during the same process.

Amending/Cancelling your booking 14 days or less in advance

Changes are possible 14 days or less before the day you wish to change but will incur a £10 admin fee per child per day. You can login to your account and do the following.

  • Remove the day/s you do not need – receiving a credit only which is valid for 12 months (less any weekly discount if applicable and less the admin charge)
  • Book any alternative/additional days during the same process.

Changes/Cancellations to bookings MUST be made at least 24 hours before the booking date, we cannot facilitate any requests within 24 hours. This includes changes/cancellations due to sickness or injury.

Late Collection

All children must be collected and signed out by 6pm.  Only people listed on the registration and who are 16 years of age or older can collect.

We understand that at times parents/guardians may be running behind schedule, and we will always ensure that we do our utmost to support our families where possible. If a child is collected late, this has a  knock on effect on our staff members and therefore a late fee of £15.00 per 15 minutes will be applied. If you are running behind schedule and your child will be collected late, please ring head office so we can notify our team at the site in advance.

In the event of a child not being collected on time, we will attempt to call the parents/guardians. If we are unable to make contact, we will follow our safeguarding policy/uncollected child policy.

We always strive to offer parents/guardians the support needed, however, if late collections become a reoccurring event, we reserve the right to withdraw our service.

Toileting

Although we welcome children from the age of three, we kindly request that any child attending camp be fully toilet trained and independent with toileting.

Health & Safety

It is your responsibility to provide accurate and up-to-date information so please ensure Health & Safety forms are updated before the arrival of your child attending camp.

It is vital that your contact information, including any other emergency contacts, is valid and up to date so please pay close attention when updating this information on our system.

Swimming

Access to pools is not guaranteed due to many factors including the unpredictability of pool maintenance which may be carried out during the school holidays and is, unfortunately, out of our control.

Lost property

Lost property will be returned to Head Office at the end of each camp and if not claimed within 2 weeks, it will be donated to charity. To claim any lost property please email info@oxfordactive.co.uk with details of the camp your child attended, along with a clear description of the item. If found you will be contacted and this can then be collected from our Head Office in Kidlington, Oxford.

Oxford Active takes no responsibility for lost or damaged personal belongings, including clothing.

Complaints

Oxford Active believes that children and parents are entitled to expect courtesy and prompt, careful attention to their needs and wishes. We anticipate that most concerns will be resolved quickly by an informal approach to the appropriate member of staff. If this does not achieve the desired result, we have a set of procedures for dealing with concerns which are available on request by contacting info@oxfordactive.co.uk.

Childcare Vouchers

The Childcare Voucher scheme allows working parents the opportunity to sacrifice part of their pre-tax salary to pay for registered childcare to save money on tax and National Insurance Contributions.

Please Note: All payments should be made to Oxford Active / Oxford Camps to ensure your booking properly registered.

3rd Party Voucher Providers

Voucher Provider Details To Use
Bravo Benefits Search by the relevant Camp postcode
Care4 Use the account number: 20160084
Co-operative Use the account number: 85000087
Computershare Use the account number: 0019536921
Edenred Use the account number: P532246
Enjoy Benefits Search for postcode OX5 1JE
Faircare Use the account number: OXAC1108
Fideliti Use the account number: Oxf003c (003 is zero zero 3)
Gemelli Search for postcode OX5 1JE
Reward Gateway Search for postcode OX5 1JE
Sodexho Search for account number 841205 or postcode OX% 1JE
Wider Plan (formally Kiddivoucher) Search by the Camp Ofsted number. (Please ensure you choose “Active Camps

HMRC Voucher Provision

If you are using the new HMRC Childcare Voucher Scheme the required details can be found by searching for Active Camps and relevant post code or Ofsted Number listed below.

Location Details To Use
Ashford Postcode: HP18 9NG
Ofsted No: 2674788
Beechwood Park Postcode: AL3 8AW
Ofsted No: 2660680
Bilton Grange Postcode: CV22 6QU
Ofsted No: EY48 7212
Blackheath Postcode: SE3 0NJ
Ofsted No: 2689712
Bishopgate Postcode: TW20 0YJ
Ofsted No:2661631
Kings, Canterbury Postcode: CT2 0AY
Ofsted No:2674392
Kingham Postcode: OX7 6TH
Ofsted No: 2527030
Leys, Cambridge Postcode: CB2 7AD
Ofsted No: 2579597
Rye St Antony Postcode: OX3 0BY
Ofsted No: 2600746
Redwoods (Sherfield) Postcode: RG27 0HU
Ofsted No: 2660643
Sibford Postcode: OX15 5QL
Ofsted No: 2656501
Summer Fields (Oxford) Postcode: OX2 7EN
Ofsted No: 2579606
Wokingham (Holme Grange) Postcode: RG40 3AL
Ofsted No: EY422112
Walhampton Postcode: SO41 5ZG
Ofsted No: 2696496

Policies and Procedures

Safeguarding

Oxford Active recognises its duty of care to safeguard children as detailed under the Children Acts’ 1989
and 2004 and Working Together to Safeguard Children (Update 22).
Oxford Active is fully committed to safeguarding and protecting the welfare of all children, taking all
reasonable steps to promote safe practice and protect children from harm, abuse, and neglect.
Oxford Active acknowledges its duty to act appropriately with regards to any allegations towards anyone
working on its behalf, or towards any disclosures or suspicion of abuse.

To view our safeguarding policy please visit: Safeguarding Policy.pdf

If you or anyone you know has a safeguarding concern relating to a child or adult in relation to Oxford Active, please contact our head office directly on 01865 594 325.

Safeguarding is everyone’s responsibility.

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