WISE OWLS CLUB
IPAD POLICY
The Clubs iPads are for the sole use of Club staff for the purpose of work relating to Wise Owls Clubs. They must not be used by any other persons, by children or for personal reasons by staff. The iPads should be used for the sole purpose of taking the registers, taking photos and posting to social media, checking allergies, medical information, contact information and photo permissions.
Staff are not encouraged to spend unnecessary amounts of time on the iPads. They are a resource that should be used as and when required.
Security
Each iPad should be protected by a unique four or six-digit passcode.
If passcode security has been breached, the code can be updated and Club Manager’s should inform Head Office of the new passcode.
Storage
During the club session, iPads should be kept where agreed with the Club Manager / Deputy Manager and must not be left lying around on tables, the floor or benchtops in reach of children. They should not be left unattended by doorways.
The iPads must not leave the club, with the exception of taking iPads to schools for collection and on trips for Holiday Club, without the express permission of Head Office. Staff must ensure that all programmes have been logged out before returning the iPads to the designated safe space. IPads should be charged ready for the next day.
Usage
The iPads have been purchased for the sole use of Wise Owls Childcare and to enable staff to take photographs and videos of the children for use within the Clubs.
The iPads can be used for the following:
- Registers
- Take photos and videos at the clubs
- Facebook app (linked to the club’s account only) NOT personal access to these platforms
- Instagram app (linked to the club’s account only) NOT personal access to these platforms
- Outlook account (Clubs Managers only)
- Sharepoint / One Drive
- Wise Owls Childcare website
Under no circumstances should staff log in to their personal social media including but not limited to Facebook and Instagram, or their personal email accounts.
One Ipad should be available on site at all times.
The iPads are not for use by the children under any circumstance. Staff should refrain from sharing photos with the children. Children must not sign themselves in and out of Club. The iPads must never be used for the purpose of games or videos.
No apps should be downloaded to the iPad without prior consent from Head Office, except for the permissible apps listed above.
Photographs and Videos
The iPads can be used to take photographs and videos of children for the use of displays, Facebook, Instagram etc. Photographs and Videos must not be sent to personal emails under any circumstances. All photographs should be saved to Sharepoint and deleted off the iPad once a month to ensure space is not used up on the iPads.
Staff must ensure they check photographic permissions prior to taking photographs of any children.
Home use
Under no circumstance should staff take the iPad home to continue club work, unless permission has been given to do so by Head Office.
Damage
Any damage to the iPads must be reported to Head Office immediately.
End of day
It is the responsibility of the Club Managers to ensure that all photos and videos have been deleted from the iPad each month after saving photos to Sharepoint.
How to save photos
- Visit One Drive >
- Shared Folders>
- Select Club Staff >
- Select Club Photos >
- Create a new folder (Name by Month/Year i.e. September 2025)
- Select upload >
- This will take you to your photo album >
- Select the photos to upload and select Upload
When not in use at the end of each day, the iPads must be locked in the cupboard or in a lockable cabinet as agreed with Head Office. Club Management should check that all iPads have been returned each evening and that they are securely stored and have not been damaged.
Liability
Any breach of this policy could result in disciplinary action.
This policy runs in conjunction with the Wise Owls Safeguarding, Data Protection and Mobile Phone Policies.
STAFF DECLARATION
Click below to confirm you have read and understood the iPad policy.
https://www.wiseowlschildcare.co.uk/ipad-policy-confirmation
Internal use only (Latest version: 01 September 2025)