Our Policies

1)      Aims
2)      Absence - students
3)      Alcohol and drugs
4)      Anti-Bullying   
5)      Appointed First-Aiders
6)      Child Protection/Safeguarding
7)      Disability
8)      Disciplinary rules
9)      Disciplinary rules under 16 at LMH
10     Disciplinary rules under 16 at CIE
11)    Health and Safety
12)    Smoking
13)    Complaints Procedure

1       Aims

Our aim is to provide an environment in which students from a wide range of cultural, ethnic and religious backgrounds,

1.         Realise fully their academic and social potential

2.         Understand and appreciate the rich diversity of their various cultural traditions.

We shall endeavour to achieve this by the provision of,

1.         Courses that will widen the educational opportunities for students

2.         Teaching that is of a high standard and appropriate to the abilities and needs of each student

3.         Pastoral care that will enable the student to feel secure in a caring and supportive environment

4.         Social activities that widen the understanding of the students of their environment and which create more opportunities for social interaction

5.         An immediate environment which is safe and secure.

6          A school environment in which students and teachers feel empowered to
develop their skills and also feel valued and respected.

2       Absence - students

CIE regards unnecessary absence from lessons as a serious issue because it:

•           prevents students from benefiting fully from their chosen course.

•           creates extra work for the teachers.

•           affects the atmosphere of the group.

•           raises issues of whether the student is a bona fide student.

All teachers must keep an attendance record of their students and inform the Director of Studies when unexplained absence becomes regular. ie attendance less than 90%.

One of the co-principals will then speak to the student.

If after two weeks there is no improvement, or if at a later date the absenteeism occurs again, one of the co-principals will speak to the student again and inform the agent.
If after two weeks there is no improvement, or if the absenteeism occurs again, one of the co-principals will arrange a meeting with the student and his agent and the student will be informed that if there is no improvement, the Home Office will be informed and the student will be asked to leave.

If the problem continues, and the student shows no indication of trying to conform to what the school requires, the student will be asked to leave and the Home Office informed. (more detail in section 8)

3       Alcohol & Drugs Policy

Being under the influence of alcohol and the use of illegal drugs is just one Health and Safety risk in the work place, not only to yourself but to that of your colleagues. With this in mind, CIE’s policy on alcohol and illegal drugs is clearly set out below to ensure the safety of all concerned. The policy also applies during lunch and break times.

Students found to be in breach of this policy may be subject to disciplinary action being taken against them.

• Students suspected of being under the influence of alcohol or illegal drugs will be suspended from their classes immediately. Such suspension may result in being invited to attend a disciplinary meeting, which ultimately may lead to expulsion.

4       Anti-Bullying Policy

Bullying is understood to be behaviour which makes others feel uncomfortable or threatened, whether intended or not.

There are different forms of bullying:

• PHYSICAL BULLYING      -           e.g. hitting, kicking.
• DAMAGING PROPERTY    -         
• NON PHYSICAL BULLYING        e.g. teasing, insulting gestures
• EMOTIONAL BULLYING -           e.g. taunting, spreading rumours

All staff and pupils at CIE are encouraged to establish and maintain happy and harmonious relationships to ensure that students can thrive without fear.

Students are encouraged to seek help whenever it is needed, whether it be for themselves or for others, and they are reminded that help can be sought from many different people. 

Concerns about bullying should be raised in the first instance with a person who may be able to help, for example a teacher, the Accommodation Officer or activities assistant. After discussion the matter will be investigated with the other person(s) concerned, and appropriate action taken.

A full factual record will be taken and the member of staff will monitor the situation.

One of the co-principals will be informed immediately, and the parents will be contacted if appropriate.

Students should be aware that although the matter will be discussed in confidence, information may sometimes need to be forwarded and further help sought.

5       Appointed Persons/First Aiders

In order to protect the wellbeing of our employees and to promote a safe working environment, CIE have appointed persons/first aiders in place to deal with any emergencies. Such personnel are trained to the required standard and identified around the building.

6       Child Protection/Safeguarding

• Although the definition of child abuse detailed below is considered unlikely to apply to the children in our care/ care of host families, we should remember that language schools have occasionally been targeted by paedophiles posing as EFL teachers (and, in some cases holding genuine qualifications). Such individuals are able to gain the confidence of vulnerable children (i.e. children away from home in a foreign country), with a view to abusing them.

• At CIE, we regard this primarily as a recruitment matter, and all new teachers are required to sign a declaration regarding their suitability to work with children and to agree to a CRB check if they cannot provide a current CRB disclosure. All of our host families are required to provide CRB disclosures, if hosting children under 18. Fostering arrangements with the Social Services department must be provided for children saying with a host family for more than twenty-eight days.

3.         Child abuse is defined as:

• Sexual abuse
• Physical neglect
• Physical injury
• Emotional abuse (e.g. bullying)
• Non-organic failure to thrive. (e.g. apparent malnourishment)

4.         The risks are greater where a child is with an adult in an isolated situation, away from peers and family, and when  there is  regular contact. The more regular the contact, the stronger the relationship that may be formed and could be exploited. If overnight care is involved, the risks are clearly greater.

5.         Procedure

5.1       At CIE , teachers and staff are asked to be vigilant  at all times and to keep in the forefront of their minds their duty of care to students.

5.2       If an allegation of child abuse is made or if knowledge of possible abuse comes to a staff member’s attention it is their responsibility to record what they have seen or/and heard and inform John Hudson immediately. John is the designated Child Protection Officer. It is important to keep any questioning to the minimum necessary for clarification, avoiding leading questions. As soon as the allegation has been made, no further questions should be asked. John will then refer the matter to the Local Authority Designated Officer.

5.3       If the allegation concerns John, the matter should be reported to Luke Murgatroyd, who will then refer the matter to the Local Authority Designated Officer.
5.4       If it is established that the allegation is not well founded, then the person against whom the complaint has been made will be informed that the matter is closed.

5.5       Should the Police decide to take further action then the member of staff will be suspended immediately.

Child Protection: Student Complaints

1.         The Children Act 1989 is a detailed and important piece of legislation concerned with (i) children and (ii) the people who have care of children and responsibility for them, including parents, guardians activities leaders, teachers, doctors, nurses, police officers, social workers and others. 

2.         Central to the Children Act is the intention to make the care of every child in the country as sound and secure as possible.  As a result of the Act, people who work professionally with children must aim to work effectively with colleagues in their own organisations and with colleagues from other organisations; and all adults who have responsibility for children, professionally or otherwise, must ensure that they carry out their responsibilities wisely, sensitively, honestly and fairly.

3.         At CIE we support students in the following ways:

3.1       Provision of a caring and friendly environment where students feel free to discuss their problems

3.2       Regular meetings between student and tutor.

3.3       Notes in the Students Handbook which outlines the complaints procedure.

3.4       Immediate response to problems raised by agents, teachers and others.

4. Teachers to whom students are allocated for pastoral support should discuss  the issue of problem resolution. Teachers should make reference to the people from whom help may be sought, such as:

• a parent
• a brother or sister
• a member of the family outside the immediate family
• a family friend
• a school friend or other personal friend
• a hostmother
• a teacher
• Max, the Accommodation Officer.
• Hisashi, the Finance Officer, 
• Luke, Co-Principal.
• John, Co-Principal.
• Irma, the Assistant Director of Studies.
• Oxfordshire Children and Families' Assessment Team (telephone Oxford 323048)
• CIE Counseller, Jenny Joynson (telephone Oxford 862597)
• It is hoped that most issues can be resolved after a short discussion, but students need to be reminded that there is an official complaints procedure.

Criminal Records Bureau (CRB)

A teacher’s appointment is subject to the receipt of a Disclosure Certificate from the Criminal Records Bureau (CRB) which does not disclose any matter not voluntarily disclosed to CIE before or at interview or prior or during your appointment. In the event of the Disclosure Certificate revealing any such matter you shall be liable to a review of the Disclosure in the context of the school’s Policy on the recruitment of ex-offenders, and subject to an unsatisfactory review, you will be liable to summary dismissal.

As an organisation using the Criminal Records Bureau (CRB) Disclosure service to help assess the suitability of applicants for positions of trust, CIE complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. It also complies fully with its obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information.

The full policy is available in the Employment Law folder kept in the staff room.

Guidance for Safe Working Practice of Children and Staff in Education Settings

Contact with students

• The majority of adults who work with children seek to provide a safe and supportive environment, which secures the well-being and very best outcomes for children and young people in their care. It is recognised that achieving these aims is not always straightforward. Much relies on pupil and staff interaction where tensions and misunderstandings can occur. It is here that staff behaviours can give rise to allegations being made against them. Allegations may be genuine, malicious or misplaced. They may arise from differing perceptions of the same event, but when they occur, they are inevitably distressing and difficult for all concerned.
• Staff should avoid any conduct which would lead any reasonable person to question their motivation and intentions.
• A relationship between a member of staff and a child or young person cannot be a relationship between equals. All staff have a responsibility to ensure that an unequal balance of power is not used for personal advantage or gratification.
• All staff are expected to treat information they receive about children and young people in a discreet and confidential manner.
• Staff should not make sexual remarks to a student or engage in sexual activities with a student.
• Staff should not discuss their own sexual relationships, with, or in the presence of, students.
• Staff should not discuss a student’s sexual relationships in inappropriate settings or contexts.
• Staff should report any behaviour by colleagues that raises concern.
• Staff should not establish or seek to establish social contact with young students for the purpose of securing a friendship or to pursue or strengthen a relationship.
• Staff should be aware that even well intentioned physical contact may be misconstrued by the child, an observer or by anyone to whom this action is described. Where possible, a gap or barrier should be maintained between teacher and child at all times.
• Staff should never indulge in horseplay, tickling or fun fights.
• Staff should consider the way they offer comfort to a distressed child.
• Staff may legitimately intervene to prevent a student from committing a criminal offence, injuring themselves or others or causing damage to property. In these cases any physical contact should be the minimum required for restraint. All incidents of the use of physical restraint should be recorded in writing and reported immediately to Luke or John. See “Classroom expectations and behaviour”.
• Under no circumstances should physical force be used as a form of punishment.
• Staff should ensure that there is visual access and/or an open door to one to one situations.
• Staff should inform Luke or John if they intend to transport children in their own car.
• The curriculum can sometimes lead to unplanned discussion about subject matter of a sexually explicit or otherwise sensitive nature. Staff must ensure that such discussion is neither inappropriate nor offensive.

If a child reports abuse

Children who have a problem may speak to someone whom they trust.  It is important that the member of staff sets the boundaries firmly at the outset of such a conversation, making it clear that no one can offer absolute confidentiality.  A young student who is insistent upon confidentiality should be referred to an external source, such as ChildLine. If the student is only prepared to speak if absolute confidentiality is guaranteed, the member of staff should terminate the conversation at that point.   The adult should provide either Luke or John with a written account of what has transpired as a matter of urgency.
If a student decides to speak to a member of staff about the fact that either he/she, or a student known to them, is being bullied, harassed and abused, the member of staff should:

• React professionally, and remember that they are not carrying out an investigation, (which is a task for specialists),
• Take what the child says seriously, and calmly, without becoming emotionally involved,
• Make it clear why unconditional confidentiality cannot be offered. Explain that any adult member of staff is obliged to inform Luke or John, if child protection or safeguarding issues are involved, in order that specialist help can be arranged.
• Encourage the student to speak directly to either John or Luke,
• Explain that only those who have a professional “need to know” will be told, and, if appropriate, measures will be set up to protect the student from retaliation and further abuse,
• Reassure the student that he or she was right to tell, and that he/she is not to blame for having being bullied or abused,
• Allow the child to tell his or her own story, without asking detailed or leading questions
• Record what has been said,
• Inform John or Luke as soon as possible - at least by the end of the morning/afternoon session of that day.
• Inform Luke or John immediately in cases where abuse from a member of staff is alleged, or if the incident happened inside the school, or on a school trip. 

Action to protect the student
Information about possible abuse may come to a member of staff in several ways - direct allegation from a child that has been abused, through a friend, relative or other child, through a child's behaviour or through observation of an injury to the child.
In the case of an allegation being made by the child concerned or by a third party it is important to remember that:

• Defendants have been acquitted where leading questioning or inappropriate investigation has been proven.
• It is vital that subsequent enquiries should not be prejudiced by detailed questioning in school.

A referral, either in writing, or in written confirmation of a telephone call, will always be made to the local Social Services Department to carry out an investigation within 24 hours of an allegation or suspicion of abuse have arisen .  John or Luke will consider how best to support and monitor the pupil concerned through the process of investigation, liaising closely with parents, the Local Safeguarding Children Board (LSCB), or other agencies involved to identify the support strategies that will be appropriate. 

Whistle-Blowing
If a teacher or member of staff has concerns about the behaviour of another member of staff towards a pupil, he or she should report it at once to either Luke or John. Any concern will be thoroughly investigated under the school’s whistle-blowing procedures. If there is evidence of criminal activity, the Police will always be informed.  Wherever possible, and subject to the rights of the pupil, the member of staff will be informed of the outcome of the investigation.  No one who reports a genuine concern in good faith needs to fear retribution.

Confidentiality

A member of staff who uses the whistle-blowing procedure is entitled to have his/her name protected from being disclosed by John or Luke to the alleged perpetrator, without his/her prior approval.  However, it has to be recognised that his/her evidence may be required by the Police to be used in any criminal proceedings.

Where a member of staff has concerns about a student
If a teacher or other member of staff has concerns about any pupil or incident that touches upon child protection issues, he or she should report them as soon as possible to John or Luke.
Definition of abuse
Four categories of abuse are recognised in legislation:

• physical abuse
• neglect
• emotional abuse
• sexual abuse

The NSPCC defines child abuse as:

“Child abuse is the term used when an adult harms a child or a young person under the age of 18……………….Child abuse can take four forms, all of which can cause long term damage to a child: physical abuse, emotional abuse, neglect and child sexual abuse.  Bullying and
domestic violence are also forms of child abuse.
Symptoms
The NSPCC lists some of the signs and behaviours which may indicate that a child is being abused:

• repeated minor injuries
• children who are dirty, smelly, poorly clothed or who appear underfed
• children who have lingering illnesses which are not attended to, deterioration in school work, or significant changes in behaviour, aggressive behaviour, severe tantrums
• an air of 'detachment' or 'don't care' attitude
• overly compliant behaviour
• a 'watchful attitude'
• sexually explicit behaviour (e.g. playing games and showing awareness which is inappropriate for the child's age), continual open masturbation, aggressive and inappropriate sex play
• a child who is reluctant to go home, or is kept away from school for no apparent reason
• does not trust adults, particularly those who are close
• 'tummy pains' with no medical reason
• eating problems, including over-eating, loss of appetite
• disturbed sleep, nightmares, bed wetting
• running away from home, suicide attempts
• self inflicted wounds
• reverting to younger behaviour
• depression, withdrawal
• relationships between child and adults which are secretive and exclude others
• pregnancy

These signs are not evidence themselves; but may be a warning, particularly if a child exhibits several of them or a pattern emerges. It is important to remember that there may be other explanations for a child showing such signs. Abuse is not easy to diagnose, even for experts. 

The Recruitment of Ex-Offenders

 As an organisation using the Criminal Records Bureau (CRB) Disclosure service to assess an applicant’s suitability for positions of trust, CIE complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed.

CIE is committed to a fair treatment of its staff, potential staff, or users of its services, regardless of gender, race, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.

We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience.

A Disclosure will be requested for every employee at CIE.

As the position for which applicants will be applying is exempt from the terms of the 1974 Rehabilitation of Offenders Act, CIE is allowed to ask questions about candidates’ entire criminal record for the purpose of assessing the applicant’s suitability for the position.

We encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information be sent under separate, confidential cover, to a designated person within CIE and we guarantee that this information will only be seen by those who need to see it as part of the recruitment process.

At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. In the event that employment has commenced then the person may be dismissed if it becomes clear that they have withheld information.

We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment or before taking a decision to dismiss.

7       Disability

CIE is committed to advancing an environment in which all applicants, students, and staff are given the opportunity to demonstrate and realise their full potential. With its Disability Policy, CIE aims to embed a culture of support and equal opportunities for students with disabilities or learning difficulties.

CIE will ensure that :

•  applicants and students are given the opportunity to disclose a disability or learning difficulty.
•  the requirements of applicants or students who disclose a disability or learning difficulty are assessed on an individual basis.
•  reasonable adjustments are provided, within the resources available, for applicants or students who disclose a disability or learning difficulty. In excess of our available resources, adjustments may be offered and made for an additional fee, if possible.
•  all discussions and information regarding a disability or learning difficulty are treated in a confidential manner.
• To ensure that we provide fair and equal treatment of all students please familiarise yourself with the full policy which is available in the Employment Law folder kept in the staff room.

8       Disciplinary rules (absenteeism and lateness)

If a student does not follow the school guidelines the student will receive a verbal warning, this will be followed by a written warning and if the student still does not change they will be asked to leave. With specific reference to “absenteeism and lateness” students will, when they fall below 80% – and after CIE has phoned the student, family or agent – receive a verbal warning. If, after a further two weeks, they haven’t raised their            attendance to above 80%, this will result in a written warning which, after a further week of the same, will result in a final written warning. No satisfactory response within a further week will result in expulsion. CIE reserves the right, in the case of gross misconduct, such as bullying and violence, to expel the student immediately.

9       Disciplinary rules for under 16 (Juniors) at LMH

All 15 year-old students not doing an afternoon programme (ie intensive English or activities) must/will have written permission from their parents to be unattended after 12:30. All 15 year-old students who are participating in an afternoon programme will be monitored during their lunch hour and will be given a ‘pass’ which is simply a reminder of the following rules:
.

• 15 year old students will have to meet at 12:30 at the entrance to Eleanor Lodge, where they will be met by a member of CIE staff and given their lunch.
• 15 year old students will eat their lunch within Lady Margaret Hall grounds.
• 15 year old students will then all meet again at the entrance to Eleanor Lodge at 13:30 to either, be escorted to the centre of Oxford to begin their activities or, be shown to their afternoon classes.

Any 15 year old student who does not follow this procedure will:

• get a warning (after the first offence)
• have their leader/agent/guardian or parents informed (after the second offence). Once the student has committed their second offence, the student will be expected to sign in at 8:50, 12:30 and 13:30 and out at 15:45 at the administration office at LMH*.

If a student then fails to sign in and out correctly, they will:

• get one final warning - accompanied by a written letter which will be sent to their leader/agent/guardian or parents (after their third offence)
• the next time they do not sign in or out on time they will be asked to return home.

*after one week of signing in and out correctly the student can return to ‘normal rules’.

10     Disciplinary rules for under 16 (Juniors) at CIE

All 10 - 14 year-old students not doing an afternoon programme (ie intensive English or activities) must/will have written permission from their parents to be free from CIE care after 12:30. All 10-14 year-old students who are participating in an afternoon programme will be monitored during their lunch hour and must abide by the following rules:
.

• 10-14 year old students will have to meet at 12:30 in the CIE common room, where they will be met by a member of CIE staff and given their lunch.
• 10-14 year old students will eat their lunch under the care of a member of CIE staff.
• 10-14 year old students will then all meet again in the CIE common room at 13:30 to begin their activities.

Any 10-14 year old student who does not follow this procedure will:

• get a warning (after the first offence)
• have their leader/agent/guardian or parents informed (after the second offence). Once the student has committed their second offence, the student will be expected to sign in at 8:50, 12:30 and 13:30 and out at 15:45 at the administration office at CIE*.

If a student then fails to sign in and out correctly, they will:

• get one final warning - accompanied by a written letter which will be sent to their leader/agent/guardian or parents (after their third offence)
• the next time they do not sign in or out on time they will be asked to return home.

*after one week of signing in and out correctly the student can return to ‘normal rules’.

11   Health and Safety

Introduction

CIE takes all reasonable precautions to provide and maintain safe and healthy working conditions which comply with duties under the Health and Safety at Work Act 1974 and the Management of Health & Safety at Work Regulations 1999. Such compliance, and how CIE manages this important area, is contained within the Health and Safety manual located in the staff room / office. Also contained within this manual is CIE’s Health and Safety Statement and Policy which you are entitled to view upon request.

Upon commencement of employment, all employees will be trained on all Health and Safety aspects of CIE’s activities, and you are asked to place Health and Safety high on the agenda. With this in mind, the following points are designed to serve as a reminder of your duties under the Health and Safety at Work Act 1974.

Duty of Employees

1. All employees have a duty to take reasonable care of themselves and others, including visitors; this also applies when visiting other sites.
2. In the event you have an accident at work, whether you receive an injury or not, you must report it to either Luke or John.
3. All accidents and ‘near misses’ must be entered into the accident book which is situated at reception.
4. All employees shall inform either Luke or John of any hazard or danger that may be a risk to the Health and Safety of themselves or others.
5. All employees shall inform either Luke or John of any actions displayed or acts or omissions committed by other employees which may cause a risk to health and safety.

Failure to abide by CIE’s Health and Safety policy and procedures may result in disciplinary action being taken against you. Such action, dependent on the seriousness of the breach, or repeated breaches of the policy, may result in dismissal.

12   Smoking

To comply with legislation, smoking is not permitted inside any of CIE buildings.  If you do smoke, this will only be allowed during authorised breaks and only in outside areas as explained to you during your induction.

Employees found to be in breach of this policy, which will be regarded as gross misconduct, will be subject to the disciplinary procedures as laid out in this Handbook.

13 Complaints Procedure  

We hope you will be happy at CIE. However if you have a problem or a complaint, we hope you will find the information below helpful.

How do I make a complaint?

By talking about it or by writing it down, whichever you find the easier.  You can make a complaint by yourself or as part of a group or through your parents. Complaint forms may be found in an envelope behind the computer in room 6

To whom?

• A parent
• A brother or sister
• A member of the family outside the immediate family
• A family friend
• A school friend or other personal friend
• A housemother
• A teacher
• The Accommodation Officer, Max.
• The Finance Officer,  Hisashi Chida
• The Assistant Academic Manager, Irma Banyte Kelly
• Either of the Co-Principals, John Hudson & Luke Murgatroyd
• Oxfordshire Children and Families' Assessment Team (telephone Oxford 815489)
• CIE Counsellor Jenny Joynson ( telephone Oxford 862597)

Does it matter what the issue is?

No, it can be a big problem or a small one. By discussing it, you may come up with some positive ideas.

Do others have to know?

If you are worried about confidentiality, tell the staff: they will understand.  Even if you find the issue hurtful or embarrassing, do not worry: the matter will only be discussed by staff who can help you, and you will be consulted and kept informed about any action to be taken.

What will happen next?

If possible, the member of staff will deal with the problem in person.  If not, the member of staff will seek the help of a colleague (for example, Luke the Academic Manager or John the Principal).

If a matter remains unresolved, it should be referred to the Principal.  If there is a serious problem with which you need help or about which you wish to make a formal complaint, you should report the matter to the Principal.  If the complaint is about the Principal, the matter could be referred to the Academic Manager.

A formal complaint may be made either verbally or in writing.  The Principal or Academic Manager will see you in order to clarify and, where appropriate, discuss the complaint, and you may be accompanied, if you wish, by a member of staff of your choice, a parent or a fellow pupil.  You will receive a response to the complaint within 28 days.

You should bear in mind that there are people at CIE who are ready to listen: there are also outside independent sources of help available. If you wish, you could talk to Jenny Joynson the CIE counsellor. 

If, after you have followed the steps outlined above, the matter still remains unresolved, then it should be referred to the Directors.