Bookings and Registers

If you are running a Fit for All Summer Club, then you must record the following programme monitoring information and provide it to Children’s Quarter, so that it can be passed on to the bodies who are running Bring It On Brum:

  • bookings of children and young people onto your club sessions
  • registers of children and young people who attend your club sessions.

In practice, booking information needs to be provided once, at the start of the Summer programme in July and you should provide registers each week after you have completed the sessions for the week. Send bookings and registers to Hazel at Children’s Quarter.

You must send bookings and registers using the standard Bring It On Brum spreadsheet. You can use the same spreadsheet for both. Download the bookings/register template spreadsheet file here:

Bring-it-on-Brum-Coordinate-Sport-Upload-TemplateDownload

It is really important to fill in the spreadsheet using the drop-down lists and formats that are embedded into it. If you overwrite these lists and formats, then the data cannot be uploaded into the system that Bring It On Brum use. If you are stuck – for example the school you want to input is not on the drop-down list of schools, then please get in touch with Hazel who will help you.

Here’s a bit more information about registers and data management that you might find useful.

Basic Data Set

Here is the data providers must collect and record in the spreadsheet above for each child who takes part in the scheme:

  • First name
  • Surname
  • Free School Meal eligibility (Yes / No)
  • School name (From a list of Birmingham City Council schools including ‘out of Birmingham’ option)
  • Whether the young person has a disability or not (Yes / No)
  • Whether the young person has a special education need (Yes / No)
  • Home postcode
  • Ethnicity (From standard UK ethnicity list including ‘Prefer not to say’
  • Gender (including ‘Other’ and ‘Prefer not to say’ options)
  • Date of birth (DD/MM/YYYY format)
  • Bring it on Brum! code (sent to parent/carer by child’s school school)

We need the set of data above for every child that is either booked onto, or attends, a session that is part of a HAF funded Club.

What Happens to the Data?

Children’s Quarter receives the data from groups and inputs it to the BIOB system.  The purpose of collecting this data is to measure and demonstrate what is achieved collectively with the funding.  The data is aggregated and – after it has been input in the form of bookings or registers – anonymised.  This is done by:

  • Children’s Quarter – in respect of the Fit for All programme
  • Street Games – in respect of the Bring it On Brum programme.

The data is not used for any other purpose and is not stored (except as a set of totals) beyond a reasonable period after each holiday delivery is concluded.

Additional Data

There is a lot of other information that we know you will need to collect about each child but which doesn’t need to be submitted to the funder.  For example:

  • Emergency contact details for parent/guardian
  • Known medical conditions that could impact participation
  • Allergies and dietary requirements, essential when providing food
  • Photography and media consent status from parent/guardian
  • Medical consent in case of emergency situations
  • Detailed information about children’s interests, preferences, abilities and needs that you need in order to provide a customised service to them and to involve them as ‘members of a club’ rather than simply ‘participants in a session’.

You might collect this data at the same time as you collect the basic data set above or you might collect it at a different time and using a different form etc.  You should in any case, make it clear that any additional information like that above is NOT shared with StreetGames, Children’s Quarter or Birmingham City Council, but is used solely by your group in order to run safe and inclusive sessions.

Data Capture Statement

Parents and young people have a right to know why you are collecting data about them.  Below is a standard data capture statement which you can use, or adapt to answer any enquiries:

This registration form has been designed to collect information on young people taking part in the Birmingham Holiday Activity programme, branded as ‘Bring it on Brum!’ and, in particular, a part of that programme which serves vulnerable and disabled children, called ‘Fit for All’. The information is important as it will help StreetGames, the programme managers for Bring it On Brum, and Children’s Quarter, which is the organisation which coordinates Fit for All, to evaluate the success of the programmes.  The data is entered on to an evaluation system specifically for these purposes. Your data will be shared with Birmingham City Council for the sole purpose of checking free schoolmeal eligibility.

If you decide to share your email address or other contact information, it may only be used to send an evaluation survey but will not be used to send unsolicited mail.

Your information will be kept and used in line with organisational Privacy Policies that comply with all Data Protection Act 2018 requirements.

If you collect additional information then you will need to write a further section of the data capture statement to describe why you need that data and how you will use and store it etc.  If you want help and advice around writing data capture statements or designing information management relating to Fit for All, then:

  • contact Paul at Children’s Quarter at campaigns@childrensquarter.org
  • or send your query via WhatsApp directly to Paul or using the Fit For All chat group
  • and ask to be kept informed of upcoming training on Data Protection and Data Management.

Any Problems with Bookings, Registers and Attendance?

If you have any issues with the booking and registration processes and collecting the data outlined above to describe attendance at sessions, eg if you cannot find a school in the drop-down listing on the spreadsheet; or you need to record an ethnicity that is not included in the standard list etc, then please contact Children’s Quarter either by: