AVARA OUTDOOR CLASSROOM

POLICIES & PROCEDURES 

1. Ethos and Approach

Avara Outdoor Classroom is a small, teacher-led outdoor learning provision for home-educated children aged 4–7. It is designed to offer a calm, thoughtful alternative learning environment where children can develop confidence, relationships, and early academic understanding through meaningful, real-world experiences.

Learning at Avara is carefully guided but not heavily formalised. Early literacy and mathematics are woven naturally into the environment through storytelling, conversation, practical exploration, and seasonal experiences. Children are given time to revisit and apply their learning in ways that feel purposeful, allowing understanding to deepen over time.

The outdoor environment plays a central role in the Avara approach. Children are supported to build resilience, independence, and curiosity through being outside in changing conditions. They are encouraged to explore, problem-solve, and take appropriate risks within a safe and well-managed environment.

Avara maintains a calm and respectful atmosphere. Relationships are prioritised, and adults model thoughtful, consistent behaviour. Expectations are clear but gentle, allowing children to feel secure while developing independence.

Safeguarding, safety, and emotional wellbeing underpin all aspects of the provision. Decisions are always made with the best interests of the children in mind.

2. Inclusion, Equality and Respect

Avara Outdoor Classroom is committed to creating an environment where all children feel welcomed, valued, and respected as individuals.

Children attending Avara may come from a range of backgrounds and experiences, including those who have not previously attended structured settings. Care is taken to ensure that each child is supported in a way that recognises their individual needs, interests, and stage of development.

Differences in background, family life, beliefs, and abilities are respected. Inclusive language and behaviour are modelled consistently, and children are supported to develop empathy, kindness, and understanding of others.

Avara aims to support children with additional needs wherever possible. This may include adapting activities, offering additional reassurance, or adjusting expectations. Close communication with parents/carers is an important part of this process to ensure that children are supported effectively.

However, as a small, outdoor provision with a limited adult-to-child ratio, there may be occasions where a child’s needs require careful consideration. The safety and wellbeing of the individual child, the group, and staff will always be taken into account when determining whether Avara is the appropriate environment.

Behaviour is understood as a form of communication. Children are supported with patience and consistency, rather than judgement or labelling.

3. Safeguarding and Child Protection

Avara Outdoor Classroom is fully committed to safeguarding and promoting the welfare of all children.

All adults working within Avara hold an enhanced DBS check and have completed safeguarding training. Safeguarding knowledge is kept up to date and informs all aspects of practice.

Avara follows recognised safeguarding principles, including:

• Listening to children 
• Taking concerns seriously 
• Acting promptly and appropriately 
• Recording concerns clearly 

If a child makes a disclosure, they will be listened to calmly and without interruption. No promises of confidentiality will be made. The adult will record what has been said as accurately as possible and take appropriate next steps.

Any concerns regarding a child’s welfare will be documented and, where necessary, shared with relevant external agencies to ensure the child’s safety.

Avara operates within an open, outdoor environment. Particular care is taken to maintain strong supervision, clear boundaries, and awareness of surroundings at all times. Safeguarding responsibility remains solely with Avara staff, and children are never left in the care of members of the public, volunteers, or visitors. Photographs that do not show children’s faces may be taken in line with parental/carer consent and used appropriately.

4. Toileting and Personal Care

Children are supported to manage toileting as independently as possible.

The site uses a compost toilet. Children are supported as needed, with care taken to maintain dignity and privacy.

Where physical support is required, this will be minimal and appropriate, and parents/carers will be informed where necessary.

Handwashing is required after use. Soap or sanitiser is available. 

Parent/Carer-Attended Sessions (ages 0-2 and 3-4)

For parent/carer-attended sessions, all toileting and nappy changing remains the responsibility of the parent or carer.

There are no dedicated changing facilities on site. Parents/carers may use the compost toilet area, barn, or other suitable sheltered space, ensuring the dignity, safety, and hygiene of their child at all times.

Parents/carers are responsible for:

• bringing all necessary changing supplies 
• disposing of nappies and wipes appropriately (taking them home unless agreed otherwise) 
• maintaining hygiene following toileting or changing 

Avara staff do not provide intimate care during parent/carer-attended sessions.

The compost toilet is maintained by garden volunteers. Any hygiene concerns are reported promptly.

5. Health, Safety, Risk, and Responsibility 

Use of Venue & Responsibility

Avara Outdoor Classroom operates from Dunton Community Garden under a private hire agreement. Dunton Community Garden Group is responsible for the general upkeep of the site; however, Avara Outdoor Classroom is responsible for assessing and ensuring the safety of the environment for the purposes of each session. During Avara sessions, full responsibility for the supervision of children, the safe running of activities, and the management of risks lies with Avara Outdoor Classroom. Dunton Community Garden Group, its trustees, and volunteers are not responsible for the supervision of children or for any aspect of Avara sessions.

Avara Outdoor Classroom operates in accordance with site rules and the terms of the hire agreement in place with Dunton Community Garden Group.

Access & Site Rules (Safety Requirement)

All families must follow site access rules to ensure safety and to respect the agreement in place. Arrival and departure must be via the bridleway entrance only. Access via Church Farm on Church Street is not permitted. Failure to follow these requirements may result in refusal of entry to the session.

Avara Outdoor Classroom provides a carefully managed outdoor learning environment where safety, supervision, and thoughtful risk-taking are balanced. Reasonable steps are taken to ensure the environment is safe for use. This includes ongoing checks of the space and adapting activities where necessary. However, as a natural outdoor setting, elements of managed risk remain.

Parents/carers must remain contactable for the duration of the session and available to collect their child if required. 

Safety is maintained through:

• ongoing supervision 
• clear, consistently reinforced boundaries 
• daily dynamic risk assessment 
• structured routines and expectations 

At the beginning of each session, children are reminded of key safety expectations in an age-appropriate way. These are revisited regularly throughout the session as needed.

Children are supported to develop awareness of risk. Rather than removing all risk, adults guide children to recognise hazards, make safe choices, and move confidently within the environment.

Daily Site Safety Check

Before each session, the session leader completes a visual and practical check of the site, including:

• Temporary barn boundary fencing is in place 
• Bridleway entrance is clear and safe 
• Paths are clear of hazards 
• No significant trip hazards in the barn 
• No sharp objects or broken tools present 
• Water butts are secure and canes capped 
• No animal waste in activity areas 
• Nettles or brambles are not obstructing use 
• Barn area is safe and kitchen unit closed 
• Compost toilet is safe and stocked with handwashing supplies 
• Weather conditions are suitable for the session 

Any concerns are addressed before children access the space.

Supervision and Environment

• Children remain within clearly defined areas 
• Adults position themselves to maintain visibility of all children 
• Regular headcounts are carried out, particularly during transitions 
• Occasionally, simple tools (such as trowels) may be used as part of activities. These are introduced and supervised carefully, with clear guidance given to children.

Parent/Carer-Attended Sessions (Ages 0-2 and 3-4)

Avara also offers sessions for younger children (ages 0-2 and 3-4) where a parent or carer attends alongside the child.

For these sessions:

• The parent or carer remains fully responsible for the supervision, behaviour, and safety of their child at all times 
• Avara provides a prepared environment and guided experiences, but does not take over direct supervision 
• Children must remain within sight and reach of their parent or carer throughout the session 

Parents/carers are expected to:

• actively supervise their child 
• follow all safety guidance given 
• support their child to respect boundaries and the environment 

The same site rules apply, including:

• use of the bridleway entrance only 
• no access via Church Farm 
• respecting the shared nature of the garden 

Rules and expectations are explained clearly and reinforced consistently to ensure a calm and safe environment.

6. Behaviour and Support

Avara maintains a calm, respectful, and supportive environment.

Children are supported through:

• clear expectations 
• consistent routines 
• positive modelling 
• gentle guidance 

Behaviour is approached with understanding. Adults seek to identify underlying needs or emotions and respond appropriately.

Children are encouraged to:

• express feelings 
• resolve conflicts 
• develop social awareness 

If difficulties arise, adults will:

• intervene calmly 
• support problem-solving 
• provide reassurance 
• Children are supported with calm, consistent guidance and clear expectations.
• Safety is prioritised at all times.
• Activities such as climbing are carefully managed. Climbing trees or structures is not part of Avara provision.
• If a child’s behaviour presents a safety risk:
• the activity will be paused 
• the child will be supported to return to safe participation 
• If unsafe behaviour continues, further action may be taken. In some cases, it may be necessary to review whether Avara is a suitable environment for the child.

Physical intervention would only be used in situations where there is an immediate risk of harm to a child or others. The group leader is trained in positive physical intervention techniques. Any such intervention would be minimal, proportionate, and recorded.

Children and families are expected to respect the garden environment, including plants, structures, and the work of gardeners and volunteers. Parents/carers will be informed of any ongoing concerns so that a consistent approach can be maintained. Avara reserves the right to request collection if a child is unable to participate safely or comfortably in the session.

7. Collection and Authorised Adults

The safe collection of children is a key safeguarding responsibility.

Children will only be released to:

• a parent or carer known to Avara, or 
• an adult who has been agreed in advance 

Where an alternative adult is collecting, this must be communicated prior to collection. A password system may be used where the adult is not known to Avara.

If there is any uncertainty regarding the identity or permission of a collecting adult, the child will not be released until clarification has been obtained.

Records of authorised adults and passwords are kept securely.

8. Late Collection and Non-Collection

Children must be collected promptly at the end of each session. Timely collection is essential to ensure the safe supervision of all children and the smooth running of the provision.

If a parent or carer anticipates being late, they must contact Avara as soon as possible. Children will be cared for, supervised, and reassured until collection.

However, Avara is not able to remain open beyond a reasonable timeframe. Sessions operate within fixed hours, and the session leader has family responsibilities immediately following sessions. Late collection places pressure on supervision arrangements and impacts the safe operation of the provision.

A late collection fee may be applied after a short grace period.

Persistent lateness is considered a safeguarding concern, as it affects a child’s sense of security and the safe management of the setting. Where lateness continues, this may result in further action, including a review of the child’s place.

In the event that a child is not collected and no contact can be made:

• all reasonable attempts will be made to contact parents/carers and emergency contacts 
• the child will remain supervised at all times 
• if necessary, external agencies may be contacted to ensure the child’s safety  

9. Shared Space, Public Interaction and Dogs

Avara Outdoor Classroom operates within Dunton Community Garden, a shared space used by gardeners, volunteers, and occasional visitors.

Children remain under the supervision of Avara staff at all times. Members of the public are not involved in the supervision or care of children.

Site Use and Boundaries

The Avara area includes:

• the open barn (main teaching and gathering space) 
• surrounding garden beds and allotment areas 
• orchard and seasonal planting areas 
• small woodland area (used when appropriate) 
• polytunnel (used in poor weather) 

To ensure safety:

• a temporary boundary is placed at the barn entrance 
• the farm yard area is out of bounds at all times 
• entry and exit is via the bridleway entrance only 

Children are not permitted to enter or approach the yard where vehicles may be operating.

Parents/carers must follow parking and access guidance:

• parking takes place within the village 
• access to the site is via the bridleway 
• the Church Farm driveway is not used 

Respect for the Garden Environment

Children are supported to respect the garden and its use by others.

This includes:

• not picking flowers, plants, फल, or vegetables unless invited by an adult 
• not damaging plants, beds, or structures 
• respecting the work of gardeners and volunteers 
• maintaining the calm and tranquil nature of the space 

No Picking, Eating or Licking Rule

Children are taught:

• not to pick or eat anything from the environment unless explicitly invited 
• not to lick or taste natural materials 

Food is only eaten when:

• it has been provided as part of the session (e.g. fruit or vegetables prepared together), or 
• brought from home as part of lunch/snack 

Minibeasts and Wildlife

Children are encouraged to observe wildlife respectfully.

• Minibeasts are not handled 
• Creatures are left in their natural habitat 
• Observation is encouraged rather than interference 

Animals and Surrounding Fields

Children are not permitted to:

• approach animals in surrounding fields 
• touch or interact with animals beyond the garden boundary 

Dogs

Dogs may be present within the garden.

Children are taught:

• to remain calm around dogs 
• not to approach or touch dogs 
• to wait for adult instruction 

No direct interaction with dogs is planned.

If a dog enters the learning space:

• staff assess the situation 
• children may be moved calmly away 
• activities may pause if needed 

Unknown Persons

If an unknown person causes concern:

• children are calmly gathered together 
• staff position themselves between children and the concern 
• the group moves to a safe location if needed 

Emergency services will be contacted if required.

Safeguarding responsibility remains with Avara staff at all times.

10. Health, Illness and Attendance

Children should attend only when they are well enough to participate fully in an outdoor session.

If a child becomes unwell:

• they will be cared for and monitored 
• parents/carers will be contacted and may be asked to collect 

To reduce the spread of infection:

• children should not attend when unwell 
• recommended exclusion periods should be followed 

Children who are overly tired, unwell, or unable to regulate comfortably in an outdoor environment may find the session challenging and unsafe.

Sessions are booked in advance by block. Regular attendance supports children in settling and building relationships.

11. Medical Needs, Allergies and Medication

Parents/carers must provide accurate and up-to-date information regarding any medical conditions, allergies, or additional needs. This information is essential to ensure children can be supported safely.

Medication will only be administered with prior written parental/carer consent.

Staff at Avara are trained in supporting children who require inhalers and EpiPens. Where necessary, individual care information should be provided by parents/carers.

Medication will be stored safely and accessed only by adults. Administration will be recorded, including time, dosage, and the adult responsible. 

Avara will take all reasonable steps to support children’s medical needs and reduce risks. However, as an outdoor, shared environment, Avara cannot guarantee an allergen-free space.

For children with known allergies or medical conditions:

• parents/carers must provide all required medication (e.g. inhalers, EpiPens) 
• medication must be in date, clearly labelled, and accessible during sessions 
• clear written instructions must be provided where necessary 

Children requiring medication due to illness may not be well enough to attend. Parents/carers will be advised accordingly.

For parent/carer-attended sessions (ages 0-2 and 3-4), responsibility for managing medical needs remains with the parent or carer at all times.

12. Food and Drink

Children bring their own food and drink.

To support safety:

• food must be nut-free 
• children do not share food 

Children are supported to eat safely and hygienically.

Milk may be provided. Any allergies or dietary requirements must be clearly communicated.

13. Clothing and Weather

Avara Outdoor Classroom takes place predominantly outdoors throughout the year. Being appropriately dressed is essential for children to remain comfortable, safe, and able to fully participate in all aspects of the session.

Outdoor expectation

Children should be prepared to spend extended periods outside in a range of weather conditions, including:

• rain  
• cold temperatures 
• warm and sunny conditions 

Sessions are designed to embrace the outdoor environment, and children are supported to develop resilience, enjoyment, and confidence in all seasons.

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Required clothing

Parents/carers are responsible for ensuring that children arrive dressed appropriately for the weather. This includes:

In colder or wet conditions:

• waterproof coat and waterproof trousers 
• warm layers (e.g. jumper, fleece) 
• hat, gloves, and scarf where appropriate 
• warm socks 
• sturdy, closed-toe footwear (e.g. boots) 

In warmer conditions:

• lightweight, breathable clothing 
• sun hat 
• appropriate footwear (no open-toe sandals) 
• sun cream applied before arrival 

Footwear

Children must wear suitable footwear that:

• protects feet 
• allows safe movement across uneven ground 
• provides grip 

Open-toe shoes, crocs, or unsuitable footwear are not appropriate for the Avara environment.

Spare clothing

Parents/carers are strongly encouraged to provide:

• a full spare change of clothes 
• spare socks 

Outdoor play can involve mud, water, and natural materials, and children may become wet or dirty during the session.

Wet and muddy play

Engagement with the natural environment is a valued part of Avara. This may include:

• mud play 
• water play 
• sitting or working on the ground 

While care is taken, children should arrive in clothing that parents/carers are comfortable becoming dirty.

Sun safety

In warmer weather:

• parents/carers should apply sun cream before arrival 
• additional sun cream may be provided for reapplication (with consent) 
• shaded areas will be used where possible 
• activities may be adapted to reduce prolonged sun exposure 

Cold weather considerations

In colder conditions:

• children should wear multiple layers to allow adjustment 
• extremities (hands, head, feet) should be kept warm 
• sessions may include movement to maintain warmth 

Adverse weather

Sessions will continue in most weather conditions, including rain and cold temperatures.

However, in cases of severe or unsafe weather, such as:

• high winds 
• storms  
• extreme heat 
• official weather warnings 

sessions may be:

• adapted (e.g. increased use of shelter) 
• shortened  
• cancelled  

In poor but safe weather conditions:

• activities may move to the barn or polytunnel 

Sessions will not run where weather conditions present a genuine safety risk, including:

• Met Office yellow weather warning or above 
• high winds affecting structures 
• icy or unsafe ground 
• flooding or severe conditions

Decisions are made with safety as the priority and will be communicated to parents/carers as early as possible.

Unsuitable clothing

If a child arrives without appropriate clothing:

• their ability to participate safely may be limited 
• alternative arrangements within the session may be made where possible 
• parents/carers may be contacted if necessary 

Avara reserves the right to refuse participation in certain activities if clothing is not suitable and safety cannot be assured.

Responsibility and expectations

It is the responsibility of parents/carers to ensure children are prepared for the outdoor nature of the provision.

Appropriate clothing is essential not only for individual comfort and safety, but also for the smooth running of the session and the wellbeing of the group.

14. Accidents and First Aid

Staff at Avara hold appropriate paediatric first aid training.

• A first aid kit is available at all times 
• Staff are trained in paediatric first aid 
• Minor injuries are treated promptly 

Children are also supported to develop awareness of natural hazards, including:

• recognising nettles 
• avoiding harmful plants 
• moving safely within the environment 

Accident Recording

In the event of an accident:

• first aid is administered 
• the incident is recorded in the Avara Outdoor Classroom accident log 
• the incident is also recorded in the Dunton Community Garden accident book 
• parents/carers are informed

In the event of a medical emergency, emergency services will be contacted and all reasonable steps taken to contact parents/carers.

15. Missing Child

Avara maintains strong preventative measures:

• clearly defined boundaries explained at the start of each session 
• regular headcounts 
• close supervision 

If a child is unaccounted for:

1. Remaining children are gathered in a safe location 
2. One adult checks the immediate area and last known location 
3. Garden volunteers are informed if present 
4. If the child is not found within 5 minutes, emergency services are contacted 
5. Parents/carers are informed 
6. The incident is recorded in both the Avara accident log and garden accident book 

When the child is found:

• they are reassured 
• their wellbeing is checked 
• procedures are reviewed

16. Emergencies and Closure

In the event of severe weather or unforeseen circumstances:

• sessions may be cancelled or adapted 
• parents/carers will be contacted informed as early as possible 

17. Confidentiality and Data Protection

All personal data is:

• stored securely 
• used only for necessary purposes 
• handled in line with data protection principles 

Information may be shared where required for safeguarding purposes.

18. Complaints

Avara Outdoor Classroom aims to provide a high-quality experience. Feedback is welcomed, and any concerns will be taken seriously and handled promptly and respectfully.

Informal Concerns
Most concerns can be resolved quickly through an informal conversation. Parents/carers are encouraged to raise any concerns as soon as possible so they can be addressed promptly.

Formal Complaints
If a concern cannot be resolved informally, it should be made in writing (email is acceptable).

• Acknowledgement will be provided within 3 working days 
• A full written response will normally be provided within 10 working days

A meeting may be offered to discuss the concern and agree a resolution.

Further Investigation
If the matter is not resolved, further investigation may take place. This may include a follow-up meeting and, where appropriate, involvement of an external professional or agency with parental/carer consent (unless the matter relates to safeguarding, where consent is not required). 

A written record of all meetings, decisions, and agreed actions will be kept and shared.

Outcome
A final written outcome will be provided following any further investigation.

19. Insurance
Avara Outdoor Classroom holds appropriate public liability insurance.

The provision operates in line with its policies and risk assessments to ensure a safe and well-managed environment.

20. Policy Review

This document is reviewed regularly and updated as needed to reflect best practice.

These policies are designed to support a safe, calm, and thoughtful environment where children can learn and grow with confidence.