Policy

Code of Conduct & Rules for Students

We want everyone on the course, both students and staff to have a great time. We have a few rules to ensure everyone has a great time, and it is important to follow them. If there are any rules you don’t understand, please ask any member of staff.

Things you should ALWAYS do:

• Be on time for classes and activities every day. We don’t want you to miss any part of your lessons or activities. If you are late for them it will disrupt your classmates.
• Take an active part in lessons and all activities. The course will be at its most enjoyable if you try your best in all your lessons and activities.
• Be kind and friendly to other students and staff. Treat people as you want them to treat you.
• Take care not to endanger yourself or others. Your safety is our most important priority. Sometimes something might not appear to be dangerous but our staff are trained to know what can cause you or other students harm, so please listen to our staff members.
• Look after your belongings and the school. Please don’t leave your valuable belongings lying around. Don’t do anything that might damage or break anything belonging to the school.
• Speak English. We want you to speak English as much as possible, because this will help you to improve your communication skills in English. Speaking English in class and during the activities is especially important.
• Wear your lanyard with a name badge at all times. Your name badge has important information about what to do in an emergency and the emergency phone number. It also helps all staff get to know you.

Things you should NEVER do:

• Smoke, obtain or drink alcohol, or take drugs. Drugs are illegal and you can be in serious trouble with the police! Smoking and drinking alcohol is illegal if you are under 18. If you are found with cigarettes or alcohol it will be taken from you and destroyed. We may have to send you home early.
• Steal or shoplift. As well as being morally wrong, you can get into serious trouble with the police. We will send you home early if you are caught doing this.
• Bring or buy knives, weapons or toy guns. British police can stop and search you to check if you have any knives or weapons. If they catch you with any weapons you could be in serious trouble. Certain types of toy guns that fire pellets might not be legal in the UK.
• Use bad language or fight with anyone. Bad language (including in your first language) and fighting just spoils the fun for everyone. If you have a disagreement with another student, try and work it out calmly or ask a staff member to help you.
• Use your mobile phone or any handheld equipment during lessons, meetings or activities, or after lights out (bed time). You will have plenty of time to stay in contact with friends and family. However, please give lessons, meetings and activities your full attention.
• Break any British law. Please ask any member of staff if you are unsure if anything is allowed.
• Behave in an anti-social way. For example: shouting in areas where you should be quiet, running in crowded areas, standing in large groups in the street. Don’t spoil other people’s fun.

The safety and wellbeing of our students is the most important thing for us. Rules and laws are there for everyone’s safety. Students who break the law, do not obey the course rules, who repeatedly misbehave, do not follow the instructions of course staff or otherwise disrupt or adversely affect the smooth running of the course will be asked to leave the course immediately at their own expense.

Safety

Please think about your actions and how they affect your safety and the people around you. If a staff member asks you to stop doing something because it isn’t safe, please stop doing it.

If you see a fire, please sound the alarm. If you hear the fire alarm, please go directly to the fire meeting point which you will be shown on your first day with the member of staff you are with at the time. Do not leave the fire meeting point until told to do so.

Do not open fire doors, as this will set off an alarm.

It is against the law to set off the fire alarm for no reason or to play with fire safety equipment. You could be fined for this under the law and may be sent home early.

Living in Britain and Staying Safe

If there is an emergency that a member of staff is unable to deal with, the telephone number for the police, fire brigade or ambulance service is 999. The common European emergency number 112 is also used in the UK, so you can use either.

Please note that our habits and rules in Britain may be different to those in your own country. Always remember:

• Be polite and join queues.
• Use bins. Do not leave litter anywhere. In some places you may be fined for dropping litter.
• Do not block paths or walkways. Think of other people who are around you.
• Do not cross roads until you see the green man. Remember that cars drive on the left so when you cross the road, look right first then left.
• Do not be loud and shout when you are in public places unless there is an emergency.
• Always say “hello”, “goodbye”, “please” and “thank you”.
• Everyone is equal in the UK, don’t treat people differently because of gender, race, nationality, religion, etc.

Pastoral Care Policy Aim:

To promote positive relations between staff and students at Yorkshire College in which all can work in an atmosphere of mutual respect and support.

Pastoral Care is an all-embracing term which describes the whole atmosphere, ethos and tone of Yorkshire College in its mission to promote the moral, intellectual, personal and social development of its students.

Procedures:

Yorkshire College follows Safeguarding Guidelines fully both in the Safeguarding U18s and Safer Recruitment Policies.

The school supports students in making healthy choices through the provision of a healthy environment.

Yorkshire College promotes positive relationships between all its staff and students. Staff understand their responsibility for the pastoral care of their students.

The end of week one feedback form is checked carefully to ensure all is well and if there are any problems these are dealt with immediately or passed to the relevant person for advice and help.

The school recognises and draws on the individual strengths of both staff and students. Feedback sessions and surveys allow the school to put into practice ideas and suggestions received from both staff and students.

New staff are made aware of the importance of Safeguarding and Pastoral Care and sign at Induction to say they have read and will adhere to the guidelines.

⁠Attendance and Absence Policy

Aims:

• To ensure all our students take their studies seriously and do not miss any classes without a good reason.
• To provide individual care to any student who feels unwell and to ensure they return to class and activities as soon as they are well enough to do so.
• To ensure that students are able to catch up on any missed work owing to an absence from class.
• To ensure the safety of our students at all times.

Yorkshire College takes attendance at the school very seriously and expects students to attend every lesson. It is important that students understand what the procedure will be if they do not attend lessons. Our policy is that all students must attend all lessons and activities unless they are not well enough to participate.

This policy outlines the guidelines and procedures regarding student absences from classes and other academic commitments at Yorkshire College. The primary objective is to encourage regular attendance while providing a framework for addressing legitimate reasons for absences. The school keeps a record of each student’s attendance at every lesson and calculates total attendance each week.

• Students always have to arrive on time at the College.
• Students must tell us if they cannot come to school before their lessons start.
• If a student’s attendance is poor the school will try to help the student improve. If this does not lead to improvement it may result in the student being asked to leave the school.
• Students must be present for at least 80% of their classes to receive a certificate. Any unauthorised absences may result in a certificate not being issued. Any absence for students Under 18 due to illness must be substantiated by a group leader or homestay host.
• Arriving on time for a lesson is also very important and teachers may not allow a student who arrives more than 10 minutes late to join the class as this is very disruptive. In this case the student will be marked absent and this will be an absence. The student can go to our common room on the first floor and wait for the next lesson.

1. General Attendance Expectations:

Students are expected to attend all scheduled classes. Regular attendance is crucial for academic success and active participation in the learning process.

2. Reporting Absences:

In the case of an absence or lateness, students have to inform the Admin Team via our email info@theyorkshirecollege.com or Yorkshire College phone number +44 7774 960660. Teachers must inform the Admin Team immediately if a student is absent without notice. This is done by phoning through the absence rather than leaving the class or activity. Students must provide a valid reason for their absence. Acceptable reasons for absences may include:

• Illness or medical emergencies
• Family emergencies
• Religious observances

Unauthorised absence:

In cases where you do not inform the school of your absence, or where the reason is not considered sufficient, you will be marked as U (Unauthorised). In these cases, your absence from school will affect your overall attendance percentage.

3. Holiday Request Form:

• Holidays and time off during your study
• Holidays must always be booked in advance, and at least 2 weeks’ notice is given.
• Unauthorised holidays will be marked as absence, which will affect attendance, and if a student is sponsored, then their sponsor (e.g. Embassy) will be informed if holidays are taken without permission.
• Students understand that they may have to repeat the level if they have missed too much of the course.
• The College will be closed on public holidays and over the Christmas period. No price reductions will be given for reduced classes due to public holidays.

4. Excessive Absences:

Students with excessive absences, as determined by the teacher or department, may face academic consequences, including grade reduction, or withdrawal from the course.

5. Exceptional Circumstances:

In cases of exceptional circumstances, such as extended illnesses or other significant life events, students are encouraged to work with the admin team to explore available options. The procedure for expulsion if the Attendance Policy is not adhered to is set out in the Policy Statement and Procedure for Student Discipline.

If a student is studying on a visa it is important to know how poor attendance can affect a student’s right to stay in the UK.

This policy is subject to periodic review and may be revised as needed to address changing circumstances and improve its effectiveness.

Policy Statement and Procedure for Student Discipline

We expect all students to deal with members of staff and other students politely and with respect. Students’ behaviour should not cause offence or distress to others in the school based on racial, sexual or religious differences. It is also unacceptable to use abusive or disruptive behaviour in and around school. This can include, but is not limited to, harassment, bullying, actual or threatened violence, or damage to personal property.

All students, staff and visitors should feel they are in a safe, comfortable and welcoming environment. Whenever a staff member deals with a case of poor student behaviour, Yorkshire College holds towards that student should be borne in mind at all times. The root causes of misbehaviour can be manifold, and the student’s welfare must override all other considerations. That said, all instances of minor misbehaviour must be challenged. For example, if a student is late for morning registration then the staff member on duty should:

• ask open questions to ensure the student’s welfare needs are being catered for;
• ask the reason for the misbehaviour;
• remind the student of the rules, and, if necessary, the reason for the rules;
• record the incident on an incident form;
• pass the incident form to their line manager.

We ask staff to record all instances of minor misbehaviour so that managers can determine if there is a pattern emerging. Homestay hosts, for example, may witness the occasional instance of misbehaviour from the student but may not be aware of similar instances in class or during activities.

Recording Actions

It is vital that all stages of the disciplinary procedure are documented in order to provide a written record of actions or steps taken in relation to any misbehaviour.

Before a staff member decides to sanction a student, they must always be given the opportunity to explain their behaviour and whether or not they understand that their behaviour was inappropriate.

Sanctions

The CEO or Director of Studies may decide to sanction a student at any stage in the disciplinary procedure if they feel it is warranted. Sanctions will be limited to a one-off instance of a student missing afternoon activities, the evening activity, or free time on excursion. It will be clearly explained that any sanction is a consequence of a student’s poor behaviour and is a one-off. Before this sanction is imposed, the student in question must be given the opportunity to explain their behaviour.

Verbal Warning

If minor misbehaviour becomes persistent, or if the misbehaviour is more serious, then the student may receive a verbal warning from a member of Yorkshire College Team. Yorkshire College Team will agree upon whether or not the incident warrants a verbal warning, and the appropriate member of Yorkshire College Team will deliver it. Other members of Yorkshire College Team may, in certain circumstances, be asked to sit in on this meeting and possibly write minutes of proceedings, although it will be up to Yorkshire College Team to run the meeting and it will be up to them to decide on any appropriate sanctions.

First Written Warning

If a student’s behaviour does not improve then a written warning may be warranted. Written warnings will only be issued by the Senior Administrator/Director of Studies and only after a thorough investigation of the alleged incident. The Senior Administrator/Director of Studies will meet with the student, using the same procedure as for verbal warnings, and if it is deemed necessary a written warning will be produced as soon as possible afterwards. At this stage, the Director of Studies/CEO will be informed that the student has been issued with a written warning, as will the student’s agent, ETO, and/or parents.

Final Written Warning

If there has been no improvement in behaviour after the first written warning, then a final written warning will be issued, following the same procedure as for the first written warning. At this stage, the student must be warned that any further lack of discipline will result in expulsion from the course, and the student’s agent and/or parents will be informed.

Expulsion

Expulsion from the course is extreme and is used only in the unlikely event of a student’s behaviour not improving after a final written warning or in the case of Gross Misconduct (see below).

Expulsion procedure

No member of Yorkshire College Team has the authority to expel a student without the prior written approval of the CEO. The CEO will then contact the student’s/agent/parents to inform them of the situation and to make appropriate arrangements.

Safeguarding and Child Protection in Relation to Disciplinary Proceedings

In accordance with Yorkshire College Policy on Safeguarding Young People and Child Protection, if you have to correct an instance of misbehaviour or are involved in any part of the disciplinary procedure below, the child in question must always be treated with respect and must never feel threatened or intimidated in any way. It is never acceptable to raise your voice to a child.

Gross Misconduct

A student may be expelled without going through the earlier stages of the disciplinary process if it is felt that their presence in the school would be a danger to themselves or to other people, or would pose an unacceptable risk to the harmony of the school. The following provides examples of offences that can be considered to be gross misconduct:

• Any act or attempted act of violence or abusive behaviour towards people or property;
• Antisocial behaviour including, but not limited to incitement to, or the committing of, acts of discrimination, harassment or bullying of any student or member of Yorkshire College staff, management, suppliers or customers, or any visitor to the site including making malicious and unfounded accusations against another individual;
• Action likely to cause injury or impair safety while under the care of Yorkshire College, including violent, indecent, disorderly, threatening, intimidating or offensive behaviour or language;
• Theft, fraud, deceit, deception or dishonesty in relation to Yorkshire College or its staff, learners or visitors;
• Possession (or being under the influence of) drugs, alcohol or solvents;
• Offences in relation to computers, such as hacking or accessing pornography or inappropriate games, or sending abusive emails;
• Purporting to act on behalf of Yorkshire College without proper authorisation;
• Illegal actions that interfere with the school’s commercial activities;
• Deliberate breaches of safety regulations, endangering the safety of other people or malicious damage to equipment or property;
• Bringing the institution into disrepute, e.g. by being found guilty of committing a criminal offence or damaging property outside the institution.

The above examples do not constitute an exhaustive list; in certain circumstances, the school may also take action in accordance with its rights and duties under criminal law. In addition, regulatory bodies may need to be informed and may undertake their own investigation and action.

Personal Harassment and Bullying Policy

At Yorkshire College, we believe that students, staff members, homestay hosts, accommodation providers, visitors and members of the outside community all have the right to study, work and live in an environment that is safe and free from bullying and harassment.

This document’s ultimate aim is to achieve a safe, healthy, fair and stress-free learning environment where each and every student is able to make the most of his or her experience at Yorkshire College. This is to be pursued by:

• Fostering an environment where it is clear that bullying and harassment are unacceptable, thereby reducing the chance that bullying and harassment will occur in the first instance.
• Deterring bullying or harassing behaviour, detecting it when it occurs, and dealing with it on a case-by-case basis by counselling and/or disciplinary sanctions and, if necessary, by expulsion.
• Encouraging the reporting of bullying or harassing behaviour at all levels.
• Setting out strategies and mechanisms to respond to allegations of bullying and harassment and to resolve complaints where bullying or harassment has occurred.
• Complying with the duties under the Equality Act 2010.

Scope of the policy

The provisions of this document will apply to any person enrolled on a course at Yorkshire College, regardless of age, gender, nationality or other personal circumstances.

Definitions

For the purpose of this policy, the following definitions will apply:

• Student: Any individual who is enrolled on a course of study at Yorkshire College.
• Victim/Complainant: Any individual who believes they have been subject to or witnessed instances of harassment or bullying.
• Perpetrator/Offender: Any individual who is accused of having conducted themselves in a manner that may be deemed to constitute bullying or harassment as defined in this policy.
• Bullying: As defined in the Department for Education (DfE) guidance Preventing and Tackling Bullying, October 2014: “Bullying is behaviour by an individual or group, repeated over time, that intentionally hurts another individual or group either physically or emotionally. Bullying can take many forms (for instance, cyberbullying via text messages or the internet) and is often motivated by prejudice against particular groups, for example, on grounds of race, religion, gender, sexual orientation, or because a [student] is adopted or has caring responsibilities. It might be motivated by actual differences between [students] or perceived differences”.

Bullying may be:

• Physical: hitting, kicking, pushing people around, spitting, or taking, damaging or hiding possessions.
• Verbal: name-calling, taunting, teasing, mimicking, insulting or demanding money.
• Exclusionary Behaviour: intimidating, isolating or excluding a person from a group.
• General Unkindness: spreading rumours, any kind of initiation ceremony or exploitation of another pupil, or writing unkind notes, mobile phone texts or emails;
• Cyberbullying: using the internet, mobile phones or other electronic devices, social networking sites, etc. to deliberately upset someone else (see section below).
• Sexual: talking to or touching someone in a sexually inappropriate way.
• Sexist: related to a person’s gender or gender reassignment.
• Racist: or regarding someone’s religion, belief or culture.
• Related to a person’s sexual orientation (homophobic).
• Related to pregnancy and maternity.
• Related to a person’s home or economic circumstances.
• Related to a person’s disability, special educational needs, learning difficulty, health or appearance.

Harassment:

As defined in the Equality Act 2010: “Unwanted conduct related to a relevant protected characteristic, which has the purpose or effect of violating an individual’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that individual”.

Harassment may be:

• Sexist: Examples include displaying power over a man or a woman because of gender through disparaging gender-related remarks and threatening behaviour.
• Sexual: Examples include unnecessary physical contact, jokes of a sexual nature, displaying sexually explicit material, indecent demands or requests for sexual contact.
• Harassment on grounds of sexual orientation: Examples include homophobic remarks or unwelcome jokes, threats to disclose sexuality and intimate questions about sexual activity.
• Racial harassment: Examples include inappropriate questioning and/or jokes about racial or ethnic origin, offensive graffiti and intimidating behaviour, including threatening gestures.
• Personal harassment: Examples include making fun of personal circumstances or appearance.
• Age harassment: Examples include derogatory age-related remarks and unjustifiable dismissal of suggestions on the grounds of the age of the person.
• Stalking: This can be physical or psychological. Examples include leaving repeated or alarming messages on voice mail or e-mail, following people home, or approaching others to ask for personal information.

If you require support and/or further guidance, please speak, in confidence, with:

• The Administrative Team
• The CEO/Director
• The Director of Studies

General Principles for the prevention of bullying and harassment

• Yorkshire College will strive to promote an anti-bullying and anti-harassment culture among its students at all times.
• Yorkshire College will never condone or tolerate any form of bullying or harassment under any circumstances. This includes bullying and harassment perpetrated by visitors or other members of the general public.
• Yorkshire College will always encourage and support the disclosure and reporting of any bullying or harassment episode by those who believe they have been subject to or witnessed harassment or bullying.
• Any reported incident will be treated seriously, however trivial it may seem at first glance. Yorkshire College guarantees absolute confidentiality to any complainant.

Responsibility of Students

All Yorkshire College students, with no exceptions, are expected to:

• Help Yorkshire College to promote and achieve an anti-bullying and anti-harassment culture by fully adhering to the principles set out in this policy and refraining from acting or conducting themselves in a bullying or harassing manner towards fellow students or any other individual.
• Prevent bullying and harassment by being sensitive to the reactions and needs of others and ensuring that their conduct does not cause offence.
• Discourage bullying and harassment by others through making it clear that such conduct is unacceptable and supporting any individual who is taking steps to stop bullying or harassment.
• Speak up and report to a member of staff they trust if they believe they have been subject to or witnessed harassment or bullying.

Reporting Bullying or Harassment

Any student who believes they have been subject to, or witnessed, harassment or bullying shall follow the procedure(s) outlined below:

Informal resolution:

1. Individuals may not realise that their behaviour is unwelcome or misunderstood and therefore an informal discussion can lead to greater understanding and to an agreement that a particular behaviour or conduct will cease.
2. Complainants are encouraged to ask the offender to stop or make it clear that their behaviour is unwelcome. This may be done verbally or in writing, in which case the complainant should keep a copy of the documentation and, where possible, the times and dates of incidents should be recorded.
3. If the complainant feels unable to approach the alleged perpetrator, a fellow student or a friend could be asked to speak to the alleged perpetrator on the complainant’s behalf.
4. An individual who is made aware that their behaviour is unacceptable should:
   • Listen to the complaints and the concerns raised;
   • Respect the other person’s point of view;
   • Understand and acknowledge that it is the other person’s reaction/perception to another’s behaviour that is important;
   • Agree on the aspects of behaviour that will change;
   • Review their general conduct/behaviour.

Formal resolution:

1. If the above informal request is ignored, or if the student is unable to take an informal approach, the student can report the bullying or harassment to any member of staff they trust or they feel comfortable talking to. This member of staff will make written notes and report the complaint to the Director of Studies or the CEO, who will treat it as a formal complaint.

Responding to Bullying or HarassmentWhen formal allegations of bullying or harassment are raised, Yorkshire College will endeavour to:

• Take all bullying or harassment issues seriously and investigate all incidents thoroughly.
• Deal with each incident individually and assess the needs of each student separately.
• Ensure that bullies and victims are interviewed separately.
• Obtain witness information.
• Keep a written record of the incident, investigation and outcomes.
• Ensure that action is taken to prevent further incidents.

Such action may include:

• Imposition of sanctions, up to expulsion with no refund of tuition and accommodation fees (following the Disciplinary Procedure).
• Obtaining an apology.
• Provide advice and support for both victims and bullies.

Abusive and Extremist Behaviour & Bullying Policy

Yorkshire College is committed to providing a safe, welcoming environment for all students and staff and will not tolerate any form of harassment and abusive or extremist behaviour. Students are expected to respect the core British values of mutual respect, tolerance of differences, individual liberty, the rule of law, and democracy.

It is the policy of Yorkshire College to protect its students, staff members, homestay hosts, accommodation providers, visitors and members of the outside community against any unacceptable behaviour that may compromise their safety, health and welfare.

Any form of violence, harassment, bullying and abuse, including verbal abuse, against or coming from the above-named individuals is unacceptable and will not be tolerated. Violence, harassment, bullying and abuse are crimes, and Yorkshire College will work with the Police to prevent it.

The purpose of this policy is to provide the framework for protecting anybody who is directly or indirectly involved with Yorkshire College against unacceptable behaviour displayed by the individuals covered in the scope of this policy. It also outlines the procedure for dealing with unacceptable behaviour.

Managers have the responsibility to ensure that this policy and the related procedures are available to, and understood by staff for which they have a direct responsibility. All employees shall comply with this policy and report any acts of violence, aggression and harassment to their line manager whether committed by staff, students or visitors. Staff are responsible for implementing the bullying/harassment policy and bringing them to the attention of all students. Responsibilities include treating complaints of bullying/harassment seriously, being sensitive to personal feelings and perceptions and ensuring complainants are not victimised as a result of making a complaint.

Students, staff members, homestay hosts, accommodation providers, visitors and members of the outside community should comply with this policy; and shall immediately report any acts of violence, aggression and harassment to Yorkshire College whether committed by students, staff members, homestay hosts, accommodation providers, visitors and members of the outside community.

Unacceptable behaviour includes the following:

• Violence & Aggression – Any incident, in which a person is verbally abused, threatened or assaulted;
• Harassment & Bullying of any kind (physical or verbal), please refer to the Bullying & Harassment Policy);
• Racism (in reference to other nationalities, cultures or religions) and/or other forms of intolerance including but not limited to sexism and homophobia;
• Activities which contradict core British values, in accordance with the government’s Prevent policy;
• Sexual harassment of any kind;
• Disruptive Behaviour – Any action by one or more persons that, whilst not constituting violence, aggression or harassment has a significant adverse impact on the immediate wellbeing of students, staff members, homestay hosts, accommodation providers, visitors and members of the outside community;
• Physical – The definition of physical assault is “The intentional application of force against the person of another without lawful justification, resulting in physical injury or personal discomfort”;
• Non-physical – The definition of non-physical assault is “The use of inappropriate words or behaviour causing distress and/or constituting harassment”.

The following are examples of unacceptable behaviour:

• Wilful damage to property.
• Threatening or abusive language involving excessive swearing or offensive remarks.
• Unwanted remarks of a racial, sexist or other discriminatory nature considered offensive by the recipient or by a colleague.
• Malicious allegations relating to staff, students, visitors and agents, homestay hosts and any other occupants in the homestay.
• Refusal to be served or taught by an individual member of staff through personal prejudices.
• Bullying.
• Repeated lateness.

It is important to remember that such behaviour can be either in person, by telephone, letter or e-mail or other form of communication such as graffiti.

The appropriate and proportionate response to incidents will depend on the individual circumstances of each incident. Unacceptable behaviour of any kind will not be tolerated and disciplinary procedures will be implemented. Any staff or students subjected to abuse or bullying will be fully supported and in cases of a serious nature instant dismissal will take place.

Teachers and other staff are aware of the signs of bullying and abusive or extremist behaviour and if they experience or witness any such behaviour, they will contact the Senior Administrator who will, if necessary, involve the Director of Studies. When the Senior Administrator and, if necessary, the Director of Studies has been notified, an appropriate course of action will be decided.

Cases of abusive behaviour may result in disciplinary action in the case of staff or, in the case of students, termination of their course with no refund.

Important: It is the school’s decision if a student’s behaviour is unacceptable or not. Please refer to the Disciplinary Procedure for Students.

Please note that the school may expel the student with no refund of fees and no written warning if the behaviour is very serious in the school’s opinion.

Risk Assessment Policy

• To carry out risk assessments for all events and activities that might pose a risk for staff and/or students. These include:
  • Classroom activities such as mingling; role playing; running dictations
  • Afternoon and evening activities on site, including sports events
  • Full-day and part-day excursions
• To carry out risk assessments for classrooms and all other rooms in the school frequently in use by students and staff.
• To carry out risk assessments on accommodation in use by Yorkshire College students and staff.
• To review risk assessments annually or more frequently where there are any changes.
• To report any items arising from risk assessments to the Senior Administrator/the Designated Safeguarding Lead and the host organisation contact as they arise for items needing immediate attention.
• To consider the particular needs of our under 18 students in all risk assessments.

Risk Assessment Procedures

Risk Assessments are carried out by the Senior Administrator prior to the start of the course. Any risk assessments associated with the organisation of social activities are undertaken in collaboration with the Administrative Team and the Designated Safeguarding Lead.

Findings of the risk assessments are reported to the Senior Administrator and action required to remove/control risks will be approved by the Designated Safeguarding Lead. Copies of all other Risk Assessments are stored in Yorkshire College office on-site.

All staff are required to read the related risk assessment for any activity they do, such as a sports activity or excursion and sign that they have read and understood the risk assessment. Sign sheets are kept in Yorkshire College office with the risk assessments. The Senior Administrator has overall responsibility to ensure that this is done.

Risk Assessment and Emergency Response 1. Emergency Response Procedures:

In the event of a major incident, such as a terrorist attack or stranger attack, the safety and well-being of students, staff, and visitors are the top priorities. Staff members are expected to follow the established emergency response procedures outlined in the school’s policy. This includes clear guidelines on evacuation routes, assembly points, and actions to take to safeguard individuals.

2. Ultimate Responsibility:

Ultimate responsibility for managing the situation rests with the Designated Safeguarding Lead and the Senior Administrator. These individuals are responsible for coordinating the emergency response, liaising with emergency services, and making critical decisions to ensure the safety of all individuals on the premises.

3. Communication Flow:

a. Upward Communication:

• Staff members are responsible for reporting incidents promptly to the Designated Safeguarding Lead or Senior Administrator.
• The Senior Administrator escalates information to the Designated Safeguarding Lead.

b. Downward Communication:

• The Designated Safeguarding Lead disseminates information and advice to all staff through established communication channels, such as public address systems, internal messaging systems, or emergency response teams.
• Regular updates and instructions are provided to keep staff informed about the evolving situation and any necessary actions.

4. Information Requests from Parents/Guardians: a. Handling Requests:

• Requests for information from parents/guardians are directed to the Designated Safeguarding Lead and Senior Administrator.
• All requests are treated with sensitivity, and information is shared in accordance with legal and safety considerations.

b. Communication Process:

• Accurate and timely information regarding the incident, safety measures, and ongoing response efforts will be communicated to parents/guardians through established communication channels, such as official school websites, text messages, or email communications.
• Clear and transparent communication is maintained, balancing the need for information with the importance of not compromising security or causing unnecessary panic.

5. Information to Parents/Guardians: a. Communication Channels:

• Information is relayed to parents/guardians through multiple channels, emergency alerts, and direct communication from teachers and staff.

b. Timely Updates:

• Timely updates are provided to keep parents/guardians informed about the situation, the safety of their children, and any actions they need to take.

The details of this policy are regularly reviewed and communicated to all staff members. Emergency response drills and training sessions are conducted periodically to ensure that staff are familiar with the procedures outlined in the policy.

⁠Fire Safety Policy & PEEP Policy and Procedures

If you have any concerns regarding any health and safety issues on the premises, you have a legal obligation to report these concerns to the CEO/Director.

1. Fire Risk AssessmentThe Senior Administrator is responsible for ensuring that the fire risk assessment is undertaken and implemented. A fire risk assessment is conducted prior to the first students arriving and is reviewed in the event of a material change to the premises or location of staff or students.

2. Checking of Escape RoutesThe Fire Marshall checks all escape routes in the building for blockages on a daily basis.

3. Fire PreventionFires are caused when heat, oxygen and fuel react. Remove at least one of these ingredients and the fire goes out.

• Arson – this is the most common source of fires. Ensure that debris is not left outside the building especially in the side passages.
• Combustible materials – make sure that any combustible materials such as paper, are kept well away from any sources of heat.
• Extension leads – do not overload extension leads and ensure that the lead is surge protected.
• Fire escapes – teachers who use classrooms that lead onto fire escapes have an obligation to ensure that the route is kept free from blockage from any chairs, tables or other obstacles.
• Fire Doors – must always be kept closed and must not be wedged open.
• Corridors – leading on to fire routes must be kept free of clutter or obstructions and any ignitable materials should be removed.
• Fire suppression equipment – never block access to fire extinguishers or use extinguishers for any purposes for which they were not designed (e.g. door stops).

4. Fire Exits and Fire Assembly PointDuring Induction, students must be shown the main Fire Exits and the Fire Assembly Point.

5. Visitors and ContractorsVisitors and Contractors must be made aware of Fire Safety information.

6. Fire Action NoticesAll classrooms and public areas have clear notices describing the correct action to take in the event of fire. It is the Fire Marshall’s responsibility to ensure that these notices are in place and that employees; and students’ attention is drawn to them. Fire Notices to include the following information:

• Instructions to sound the nearest alarm
• Instructions to leave the building by the nearest escape route
• No one should stop to collect personal belongings
• No one should return to the building
• Everyone should assemble at the named assembly point away from the building

7. Registration Check in the event of a fire

We have a register of the students, teachers and staff always available in reception. In the event of fire, this form will be taken out by Fire Marshal and she/he will call out the names of everyone to make sure everyone is outside and check that all students are present at the fire assembly point.

8. Fire Escape Routes

Fire Escape Routes must be kept clear, unlocked and easily accessible at all times.

9. Fire Drills

Fire Drills must be carried out on a regular basis, that is, every quarter and a note of the drill kept in a logbook. The premises have to be vacated promptly and the situation treated as a real fire. The Fire Marshall is in charge of ensuring that this is done.

11. Procedure in the event of a fire

In the event of fire, the fire alarm must be sounded and the fire brigade called. The premises must be evacuated as quickly as possible. Staff members in charge of students are responsible for escorting the students off the premises. Once safely outside the staff member in charge of each group is responsible for checking the register to ensure that all students are safe. The staff members must report their findings to the Fire Marshall or person in charge. The Fire Marshall or person in charge is responsible for checking that all the other staff, visitors and contractors are safe.

12. Fire Extinguishers

Yorkshire College is responsible for ensuring that the fire extinguishers are checked and maintained annually. A record of all service dates should be kept on each extinguisher.

13. Fire Alarms

Trained Fire Marshals are in charge of checking that the fire alarms are kept in working order at all times. The fire alarm is tested on a weekly basis by one of our Fire Marshals on a Tuesday.

14. Emergency Evacuation Drills

Drills are conducted regularly (on a quarter basis). The target evacuation time is between 12 and 1pm; 2.5 minutes for the building to be clear. Details and observations of the drills are recorded in a fire logbook.

15. Fire Signage

Fire Action Notices can be found in each of the classrooms advising students what to do in the event of a fire. In addition, outside of classrooms, Fire Exit routes and Fire Exits are signed with green notices and fire doors carry red “Fire Door – Keep Closed” signs.

Personal Emergency Evacuation Plan (PEEP) Policy & Procedures

It is Yorkshire College’s intention to provide a Personal Emergency Evacuation Plan (PEEP) for all those who need it. This includes staff as well as students and whether required on a permanent or temporary basis.

A PEEP may be needed by people with:

• Mobility issues
• Visual impairment
• Hearing difficulties
• Any other disability or state (for example pregnancy) affecting the ability of the individual to leave host school buildings unaided in the event of an emergency.

The objective of Yorkshire College PEEP is to ensure that people who may require help to leave a building have a plan in place to enable them to leave the building safely in the event of an emergency.

In order to identify anyone needing a PEEP, this question should form part of the registration process that all students complete on arrival at the school. The data will be captured and actioned by Administrative Team.

The following procedures should be followed in providing a PEEP:

• Identify persons who need a PEEP (through registration, requests at Reception etc.)
• Inform the Administrative Team/Director of Studies who will record the details of anyone who needs a PEEP.
• The Administrative Team/Director of Studies will hold a meeting with the person concerned to draw up a PEEP.
• Copies of the PEEP will be given to everyone involved with the person’s safe evacuation.
• Details of the PEEP will be recorded by the Administrative Team.
• When the PEEP is no longer required the date the PEEP becomes inactive will be noted.

Policy for the Safe Use of Photographs & Video

Introduction

Schools need and welcome publicity, and photographs of our students add colour, life and interest to social media sites and articles promoting school activities and initiatives. Making use of photographs for publicity materials and to promote the school on social media. However, photographs must be used in a responsible way. We need to respect students’, and for under 18s, parents’ rights of privacy, and be aware of potential child protection issues. At Yorkshire College, every reasonable effort is made to minimise risk by following the guidelines detailed in this document and by securing the students’ consent (and for under-18s, parental consent) for the use of photographs and film.

This policy applies to the use of photographs in school publicity materials, on its website, on the school’s pages and on social media sites. The implementation of this policy is the responsibility of all staff.

Child Protection

• There may be a risk when individual students can be identified in photographs. For that reason Yorkshire College has developed this policy to make every effort to minimise risk.
• In the event of the inappropriate use of photographs of any under 18s the Director of Studies/the DSL will inform the relevant authorities.

Data Protection Act 2018

• Photographs and video images of students and staff are classed as personal data under the terms of the Data Protection Act 2018. Therefore, using such images for school publicity purposes requires the consent of either the individual concerned or in the case of under-18s, their legal guardians.
• Yorkshire College will not display images of pupils or staff on websites, social media, in publications or in a public place without such consent. The definition of a public place includes areas where visitors to the school have access.
• Where photographs are taken at an event attended by large crowds, this is regarded as a public area so it is not necessary to get permission of everyone in a crowd shot. The Data Protection Act does not apply to photographs or films taken for personal use by family and friends.

Appropriate Use of Images in School Publicity Materials

Yorkshire College will:

• Ensure that images are stored securely and used only by those authorised to do so;
• Secure parental consent for the use of photographs of under 18s;
• Secure the consent of staff;
• Not use photographs of children or staff who have left the school without their consent.

Feedback Policy and Procedures

Aim

It is our aim to get feedback on all aspects of the student’s experience during their time at Yorkshire College. This includes not only their learning experience but also their accommodation, the facilities available, the activities programme, the airport transfer service. It is also our aim to deal with issues arising out of feedback promptly and to the satisfaction of all concerned.

Procedures

• During the student induction, students are advised on who to talk to if they have a problem i.e. their teacher or the Director of Studies about their classes; the Administrative Team about their accommodation, the social programme or if they have any personal problems of any kind; and any member of staff for any other general queries who will direct their query or problem to the relevant staff member. During the induction tour on their first day in the school they are introduced to some of these staff and shown where to find the others.
• At the end of their first week at the school students attend a short “Arrivals” meeting where they are asked about their stay, and asked to complete an end of week one Feedback Form. The intention here is to find out early if the student is dissatisfied in any way with their stay here.
• In their final week, students are asked to complete an End-of-course questionnaire about their stay at Yorkshire College. The students are invited to rate and comment on classes and teaching, administration, the social programme, their accommodation, the school in general and any other information or suggestions on how we can improve that they would like to feedback to us. We have varied the mechanism used to collect this information. At times we have used a google form; other times we have used hard copies.
• Each week a selection of those who are leaving from each class are asked to attend a “Leavers” Meeting with the Director of Studies. During this meeting students are encouraged to feedback on things they liked and things they didn’t like about the school and their stay here. This includes suggestions for improvement. Leavers’ Feedback Questionnaires are normally completed by the Thursday before the student’s departure. They are checked by the Director of Studies and any issues such as an unhappy student are dealt with immediately.

3. Data from the Leavers’ Feedback as well as from the End of Week One and End of Course questionnaires are compiled and analysed by the management team at Yorkshire College. Trends are noted and necessary action is planned for future Courses.

4. This feedback is stored in a feedback folder.

5. Staff Feedback mechanisms: We use google forms to collect feedback from staff. This is collected at the end of each course.

Complaints and Suggestions Policy and Procedure

Aims

• To listen to all complaints and suggestions.
• To enable staff and students to be able to make complaints and suggestions.
• To resolve problems in the best way possible.
• To use complaints as an opportunity to review and improve the service we offer.
• To consider and, if practicable, act on suggestions.
• To provide an opportunity at Staff Meetings for staff to bring up any issues under Any Other Business.
• To tell students verbally during their induction about Yorkshire College Complaints Procedure.
• To provide all students with an opportunity to give feedback (including complaints and suggestions) on Week One Questionnaire, Leavers’ Questionnaire and in tutorials.
• To ask a selection of students for suggestions on improvements to the service provided by Yorkshire College at the weekly “Leavers’ Meeting”.
• To feedback information gathered at the Leavers’ Meeting to staff and act on any complaints, and where possible, suggestions.
• Where possible, to see any students making a negative comment on the Leavers’ Questionnaires before they leave.
• For the Management Team, homestay hosts and other staff to review all student comments in the Leavers’ Questionnaires and act on suggestions where possible.

Yorkshire College welcomes feedback from students. Informal and formal complaints are taken seriously and staff will follow standard school procedures (see below) when dealing with them. We will respond to your feedback and any complaints you may have promptly and courteously, and communicate our response to your suggestions.

If you are unhappy with any aspect of your education you should address your concerns directly to your teacher first. If you feel that you cannot speak to your teacher, you can speak to the Director of Studies and/or administrative team. If the issue remains unresolved or requires further attention, the complaint can be escalated to the school CEO/Director. In the event that the concern persists or requires external intervention, complaints can be escalated to Education Skills and Funding Agency (ESFA) below and complete this enquiry form:

Complaints Team
Education and Skills Funding Agency
Cheylesmore House
Quinton Road
Coventry
CV1 2WT

For complaints that are not related to your education you can speak to the administrative team, who are always based in the reception area. This can be done in person or by email (info@theyorkshirecollege.com) or you could fill in the complaint form. Complaint forms are available from the reception.

Acknowledging your complaint:

The Administrative Team will respond to your complaints within 24 hours of receiving it.

How do we deal with student’s complaints?

Teacher, Timetable or Class

Where possible, we ask students to see their teacher if they are unhappy with their class or level. However, if they are embarrassed, or the problem is with their teacher, they can speak to the Director of Studies, who will inform them of the proposed action (see below).

The Director of Studies will discuss the problem with the teacher concerned and identify possible solutions. If necessary, the Director of Studies will observe the class, and if deemed necessary undertake a second observation. The Director of Studies, where appropriate, will also give support to both the teacher and student/s.

If the students are still unhappy, the Director of Studies may move the teacher to a more suitable class. If the problem is due to a personality clash, it may be possible to move the student to another class at the same level.

All the above stages will be recorded and added to the student’s profile.

The school makes every effort possible to resolve any complaints received from students within 24 hours. Where possible, action will be taken to resolve the complaint and, where necessary, procedures will be amended to satisfy the complaint. Where no action is taken the student will be advised of the reason for this. A full record of the complaint and any action taken will be kept in the complaints file. In the event of a matter being unresolved an external independent adjudicating panel would be set up with a legal representative.

The Academy Premises or Student Services

Complaints about the school’s premises, student services including social activities, airport transfers, bookings, support staff will be made to the Administrative Team. They will listen to the students and then take any appropriate action required.

Accommodation

Complaints about accommodation will be made to the Administrator who deals with Accommodation Providers and Homestay.

For homestays, the Administrator will try to resolve any concerns by talking with the homestay host. For the residence, the Residence Accommodation Coordinator will talk with the residence provider to resolve any concerns. If the problem is serious with the homestay provider, the Administrator will visit the provider. In extreme cases, the homestay provider will no longer be used. All complaints are filed with the homestay provider’s details. For serious complaints, the student is asked to fill in the School’s complaints form. Any complaints in this area need to be dealt with confidentially and sensitively.

Please note that there can also be occasions where the homestay provider has reason to complain about a student. In this case a similar procedure to the above will be followed. For the residence accommodation, any maintenance issues are reported by Yorkshire College to the residence provider, so that their maintenance team can resolve the issues. Depending on the type of maintenance issue, the provider should resolve these within 24, 48 hours or within 1 week. The timeframe to resolve the issue will be given to Yorkshire College’s staff who will then communicate this to the students.

How we keep all stakeholders informed (parents/guardians):

The school directly communicates with parents or guardians via email, keeping them informed about the progression of the complaint and the steps being taken to address it.

Recording of Complaints

Complaints of all categories will be added to the student’s profile.

What is the timeframe for dealing with students’ complaints?

• Respond to the complaint/feedback within 24 hours.
• Follow-up with relevant stakeholders and resolve within 24 hours, if resolvable.
• If escalated to Senior Management, carry out investigation within a few days and report back to the students on the outcome (resolution/or future consideration).

Staff Recruitment Policy & Equal Opportunities Policy

Staff Recruitment Policy

At Yorkshire College, we incorporate Safer Recruitment procedures into all aspects of our recruitment procedure. We have a well-planned, structured and transparent process with consistent application. Our aim is to deter the wrong people from applying and prevent the wrong people from being appointed.

Job Descriptions and Person Specification Documents:

• Safeguarding responsibilities of the role are clearly defined.

Advertising:

• All job advertisements state the school’s commitment to safeguarding and the promotion of student welfare for under 18s. All stakeholders are expected to share this commitment.
• It is made clear that a DBS check, or local police check for candidates based overseas, will be carried out, there should be no gaps in CVs and that references will be checked.

Shortlisting Candidates:

• Shortlisting is done with the person specification in mind.
• When possible, shortlisting is done by two people working independently who then compare to compile a fair and transparent shortlist of candidates.

Interviews:

• After selection from application forms or CVs received in response to advertisements, applicants are invited to face-to-face interviews, or Skype when overseas. Interviewees are sent the job description and safeguarding policy in advance.
• All applicants are informed before their interview that we will follow up references, we require a DBS disclosure or overseas police check, all gaps in CVs must be accounted for, and proof of identity and qualifications will be required.
• Interviews are conducted by the appropriate manager.
• For each position a set of interview questions is created and includes safer recruitment questions. All staff members involved in recruitment have access to examples of safer recruitment questions along with examples of responses which would cause concern.
• The interviewers complete an interview form during the interview to assess the applicant’s suitability. The completed form is filed in the successful applicant’s personnel file. Copies of their passport and original certificates are checked.
• Notes and details of unsuccessful applicants are not kept on file for more than 6 months after the interview.

References:

• Yorkshire College recognises the importance of references in providing an indicator of future performance.
• References are collected from the most recent employer and/or places that are similar to the work for which the applicant has applied.
• If they are not on the CV, the applicant is asked for referee contact details at the interview and the interviewer contacts the referees by telephone or email shortly after the interview.
• Any causes for concern that arise from a reference are followed up with the applicant.
• When the position involves working with under 18-year-olds at least one reference question asks directly about suitability to work with under-18s.
• Members of staff are welcome to consult their online files at any time.
• A position offered to a successful applicant is always subject to references and an enhanced DBS check or police check.

Pre-Appointment Checks:

• All applicants undergo an enhanced DBS check or an overseas police check before they commence their employment.
• A record of all checks is kept on a single central record of all staff.
• Staff members for all positions may be able to work but cannot supervise students under 18 years old without the presence of a DBS-checked staff member until such time that the DBS is available.
• In some cases, it may not be possible to obtain an overseas criminal record check, for example, if a country does not offer this service to non-citizens or if they have insufficient infrastructure to be able to do this. In such cases, a third reference is sought with all three referees asked to comment on the candidate’s suitability for working with under-18s.
• When a previously employed member of staff returns to work for Yorkshire College; further checks are carried out. If the staff member has been living/working abroad, a police check is requested; if still resident in the UK a DBS check is carried out. Further references will also be taken.

Selection:

• Applicants are informed of the results of the interview within a week. Confirmation of fixed term and pay is given in writing with a contract and full terms and conditions to follow before the date of employment. All unsuccessful interviewees are informed by email.

Post Selection:

• A date is arranged for the recruit to have an informal meeting with the line manager. The purpose of this is for the manager and recruit to get to know each other and for the manager to plan the deployment of the recruit based on their strengths. The recruit is also told about child safeguarding and fire awareness training to be completed online before commencement of employment.
• Teachers are timetabled in to classes based on experience and range of levels. They are also matched with suitable teachers based on experience in the school.
• Full induction takes place at Yorkshire College prior to the commencement of the course. Staff are asked to complete a form giving details of next of kin and bank details, and the Children’s Act 1989 Self-declaration form. A copy of their passport and any certificates is taken and originals are checked. Their line manager goes through the induction checklist and procedures with them.

Equal Opportunities Policy

We are committed to creating a harmonious environment in which our employees and students are treated with equality and respect. We recognise that discrimination and bullying are unacceptable and we ensure that nobody is treated less favourably due to their age, race, religion or belief, disability, gender/gender reassignment, sexual orientation or maternity.

If you, as a course participant, feel that you, or anyone else, have been bullied or discriminated against in any way please inform a member of staff immediately.

The success of Yorkshire College as an organisation depends upon the effective use of the abilities of each of our employees. With this in mind, the school is committed to providing equality and fairness for all recruitment applicants and employees and not to discriminate against anyone because of their gender (including sex, marital status and gender reassignment), race (including ethnic origin, colour, nationality and national origin), disability, sexual orientation, religion, belief or age. In addition, Yorkshire College will not discriminate against anyone who is associated with another individual who is protected under equality legislation. We oppose all forms of unlawful and unfair discrimination.

All employees will be treated fairly and with respect. Selection for employment, promotion, training or any other benefit will be on the basis of aptitude and ability. The school is also committed to preventing discrimination of any type against its employees by third parties such as, suppliers, customers and the general public.

The responsibility for upholding this commitment is shared by, and is intended to benefit, every employee.

Wherever it is practical, Yorkshire College will make any reasonable changes to the work environment or work practices that prove necessary to ensure that employees with special needs, including those with a disability, are given the same opportunity as able-bodied individuals in fulfilling their roles effectively.

Breaches of our Equal Opportunities Policy by an employee will be regarded as misconduct and could lead to disciplinary proceedings. If an employee has any concern, personal or otherwise, about discrimination, they should speak to the Director of Studies for confidential advice. Allegations of discrimination by an employee will be handled promptly, seriously and in confidence through Yorkshire College Disciplinary Policy and Procedure.

Privacy Policy & Data Protection

By submitting an application to Yorkshire College, the Student agrees to the storage of their personal details, including sensitive personal data, in Yorkshire College’s administrative systems, whether on paper, computer or any other medium and to the usage of that information for Yorkshire College’s purposes only.

We process personal information to enable us to provide education and training, welfare, safety and educational support services, to administer school property, to maintain our own accounts and records, for administration and the organisation of events. Our processing also includes the use of CCTV to maintain the security of the premises and to prevent and investigate crime.

Personal information about Students processed by Yorkshire College will include their full name, contact details and, where appropriate, those of their parents, guardian, agent or sponsor. We will also keep data about their education, health, welfare, accommodation, travel, passport/national ID, visa, finances and fees. We will keep this information secure at all times as necessary to run our business, deliver their education and ensure their welfare and safety. We will sometimes need to share the personal information we process with other organisations in the UK or overseas. We will only share all or part of a Student’s personal information when:

• It is necessary for the provision of services involving external suppliers (e.g. accommodation, transfer, etc.).
• It is legally required or lawful to do so.
• In the event of a medical emergency if it is necessary to protect their health or the health of others.

The student consents to their personal data being stored, processed and shared by Yorkshire College in this way.

Students agree that copies of their regular reports on their academic progress and performance (including attendance and absence records) can be supplied to parents, sponsors or agents without prior notification.

On the first day of the student course, they must give us their passport (or ID card if they are residents of the EU/EEA). We will copy it and return the original to them.

We will ask the student to provide us with certain personal information. It is the student’s responsibility to advise Yorkshire College of any amendments to that information while they are enrolled with Yorkshire College.

Yorkshire College will process and share personal information provided by Students in accordance with the Data Protection Act 2018 and any other applicable data protection legislation.