Gap Year Handbook
Welcome
Caldicott is one of the country’s most prestigious Independent Boarding and Day Preparatory Schools for Boys. We are a flourishing school with around 250 boys from 7 to 13 years old. We deliver a first class education, sporting provision and a rich variety of music, drama, arts and extra-curricular opportunities in a friendly and supportive working environment. The School is only 20 miles from central London in a beautiful location and it is a great setting and learning environment for a Gap Student Placement Year. This Handbook is a starting point for the important things you need to know about Caldicott and the role of the Gap Placement Student. The full School policies and procedures can be found in the Employee Handbook which is provided to all staff upon joining the School.
You may be an ‘Old Caldicotian’ or an international student who has travelled from another continent when you join us at Caldicott. Whatever your starting point it is our aim to help you get a huge amount out of your time with us here, at the heart of our school community. We will help you develop your existing skillset and learn new skills as an individual along the way through your timetabled schedule, residential experience and extra-curricular support of our pupils. You will have a wide variety of opportunities including teaching in both the classroom and in Games, the opportunity to lead, think independently, contribute to the organisation and supervision of outdoor activities and at times work oneto-one or in small groups with pupils.
Safeguarding
Caldicott is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. Successful applicants will be subject to a Disclosure and Barring Service Enhanced check, and where appropriate, an overseas police check.
A copy of our Safeguarding and Child Protection Policy, Safer Recruitment Policy and Privacy Notices can be found on the Policies page of our website.
Settling in, getting involved:
First things first, our Core Values are: Perseverance
These are the values that guide us, run through all we do and what we are about. Keep these in mind throughout your time with us.
We want you to feel comfortable in entering into all the opportunities that the school experience has to offer, which will help you to settle in more quickly. We will aim to tailor duties to your interests as best we can with what we need doing at Caldicott. The School boasts a diverse staff body with members having a variety of skills, experiences and expertise so do engage, make connections and ask questions.
• Do your best to be proactive – once you understand the basics of the routine and way of life, don’t wait every time to be asked to do things.
• Do embrace what is going on. You will be glad you made the effort and that you have a wealth of experience to draw upon when you leave us.
Your timetable during term time will be very busy. Therefore, when you are off duty, do try to relax, explore the local area, and in holiday periods make the most of opportunities to travel, socialise and make new friends.
Your Role
We are immensely proud of the School and part of your role as a Gap Student is to help support us in our day-to-day provision of a first class educational, sporting and extra-curricular experience for our pupils. The work of Gap Students is essential, even if it is not always glamorous. Good Gap Students are hugely appreciated and the school relies on you to fulfil the role positively and to the best of your abilities. At all times you are expected to be a friendly and approachable presence for pupils, parents and visitors. Remember that you are a member of staff and your behaviour, attitude and professionalism should always reflect this.
Your duties will be wide ranging and include, but are not limited to:
1. Supervise boys who are in your care at break times, during lessons, meal or activity times throughout the day.
2. Assisting the teachers with the behaviour of the boys – being a responsible adult that they can rely on to be good role models. Your expectations of boys’ behaviour should be the same as teachers.
3. Ensuring that you assist with the general appearance of the school site. We have great teams of Grounds, Maintenance and Housekeeping staff, but if you spot an issue that needs reporting you need to do so; if you see some untidiness you encourage pupils to help sort things out and work with them to help ensure our surroundings are treated with respect and consideration. This might mean ensuring balls, bats, equipment and kit are put away properly for example.
4. Undertaking a team for Games sessions – depending upon your expertise and interest in the sports we play at Caldicott.
‘House Rules’
How to address colleagues:
Whenever in the presence of pupils we address each other as follows:
• for male members of staff we use the title ‘Mr’, or “Sir” for ease
• for female members of staff we use the title Ma’am, pronounced in British English (Pronunciation)
• Between colleagues, except on public occasions and not in the presence of pupils, the Headmaster and staff are usually addressed by their first names. However, it is diplomatic to address people formally until they give you the go-ahead to do otherwise.
Forms of address with pupils:
• The boys are expected to call you ’Mr + your surname’ or ‘Ma’am + your surname’ Do not allow boys to become familiar using your first name. Correct them if they try to.
• When speaking to a boy, use his first name. Do not use or encourage the use of surnames and nicknames. Some boys and parents do not like this.
• Likewise, when encouraging a team, do not use surnames or nicknames. It conveys a poor and inaccurate impression of The School to parents and visitors.
• Surnames may be used when reading out lists, although most staff tend to use both first and surname.
Caldicott is a small school and you should try and know every boy by name (particularly the boarders and those whom you coach or come across most frequently) as soon as you possibly can. Not only is this good manners, knowing a boy’s name helps you, a new member of staff, to quickly build rapport with pupils.
Even though the senior boys are not much younger than you, remember that you are a member of staff. Keep your distance and avoid over-familiarity. This is good Safeguarding practice; it will gain the boys’ respect and help you to maintain control and discipline.
Staff lists, with full names and job titles are available on the Staff Portal and in the Caldicott Pupil Planner.
Interactions with pupils:
• Physical contact of any sort with boys should always be avoided.
• If you have problems with boys, talk to the Deputy Head (Pastoral) [DHP].
• Avoid all discussions/chats regarding inappropriate issues with boys. Again, if you have difficulties here, tell the DHP.
• Don’t connect with pupils on Social Media or messaging platforms of any kind. It is not appropriate to show your social media accounts to the boys or anything else on a personal device. You are not to friend or follow boys on social media either when you are employed by the school or afterwards. This is explained in detail in our Social Media Policy.
• Do not use your phone when on duty except for work purposes.
• If you are covering a lesson, ensure that the boys get on with the work that has been set. If a boy continues to be a nuisance, issue a minus. You can send him to a senior member of staff as a last resort. It would also be helpful to feedback to the teacher who you are covering.
• If you are supervising a lesson in the Computer Room or the Library, you should do just that. Do not access your e-mails, or the internet. Remember that you are working.
• If you are supervising prep, then the room must be silent and boys may not ask you questions.
• When you are supervising boys you need to be alert and give them your full attention and enthusiasm.
• Treat all boys the same. Avoid any sort of favouritism.
Remember that in everything you do – games, cover, activities, duty, various jobs – there will always be a qualified member of staff overseeing you or within calling distance.
Do not hesitate to send for help or ask for assistance or advice.
Dress:
• Wear clothing that is appropriate to the job/activity in question. This includes when you are off duty, but boys are around. All staff are expected to be neatly and properly dressed at all times, especially around the boys.
• Personal appearance (length/style of hair/daily shaving for male staff - quality and cleanliness of clothing and ironing of shirts) is important and should set a good example.
• Male staff are expected to wear ties during the school day unless involved in outdoor activities. You are expected to wear a Caldicott Games uniform for Games teaching, which will be supplied by the school.
• Suits are worn to Chapel and other formal occasions.
Sports attire:
• You should always change for games. It sets a good example to the boys and is appreciated by them as they have to change too, whatever the weather.
• Games clothes should be clean.
• If most of your day is going to be spent outdoors, teaching Games or in the Sports Hall, then wear the appropriate clothing. There is nothing wrong with covering a lesson or eating lunch in a tracksuit. Don’t change three or four times a day.
• You will be given a set of Games kit (shorts, socks, tracksuit top and bottoms, shower-proof top and bottoms) to use for your duration at Caldicott.
Attendance:
• Be punctual. Every evening check that you understand where you are expected to be the next day and when.
• Let your line manager know if you are going to be late for any reason.
Routine
Unless it is your day off, you are expected to eat breakfast, lunch and supper in the Dining Room, as you may be needed to help. Sit at the staff table, keep an eye on other tables, help if a colleague is late or away. You will be given a detailed rota of your duties on your arrival. Below is a rough guide as to what to expect.
Time Duty
Details
07.35 Breakfast Gap Students are expected to be present each morning at breakfast.
08.10 Meeting Meet with Deputy Head (Management) for daily planning and notices.
08.10 Set Up for Assembly Gaps set up chairs for staff and prefects before the start of assembly
08.15 Tutor Time
• Takes place after breakfast.
• You may be asked to cover this and register the boys on iSAMS.
• Junior boys have a reading session.
• Older boys should read, revise or finish off work.
08.20 Assembly
10.30 - 10.55 (Whole school)
12.45 - 13.20 (5th & 6th Form)
13.25 - 13.55 (1st, 2nd & 3rd Form)
Break Times (Morning, afternoon and evening)
• All academic staff attend Assembly, on Tuesday’s and Thursday’s in the Performing Arts Centre.
• Gaps are not normally expected to attend Assembly.
When on duty ensure that the boys:
1. Change their shoes.
2. Get out of the Changing Room in good time.
Then as part of a daily rota, patrol outside and inside the school keeping an eye on things: all-weather pitch and playground; ICT room and Dining Room. Giving out low tea snacks/biscuits in Lower School corridor.
• Continually move around the school when on duty. Do not stay in one location.
• Remember that younger boys need to be supervised at all times.
• During the evening, boys should sign up to boarders’ activities, indicating where they are and what they are doing. You should be able to track down a boy easily.
• It is also important that boys are given a wide choice of activities so that they can learn to keep themselves occupied and develop new interests and hobbies. Encourage the easily bored to have a go at something different.
• Duty doesn’t end when the bell goes!
At the end of Break check that the boys are:
1. Changing quickly.
2. Getting to their lessons, afternoon games or PE on time.
If a member of staff is taking over from you, make sure that they are actually there and pass on any relevant information to them.
Engage with the boys, be proactive – don’t stand and chat with other staff.
Mon, Tues, Thurs, Fri
12.45-4.15
Weds 12.10-13.45
Sat
12.15 only
Lunch Routine
When you are covering a table, you should:
1. Be in the Dining Room in good time to serve out the food.
2. Leave only at the end of the meal.
If, for some reason, you are unable to take a table, let the Deputy Head (Management) know so that a replacement may be organised.
Monday, Tuesday, Thursday & Friday
1st & 2nd Form: 12.45-13.15. 3rd & 4th Form: 13.15-13.45. 5th & 6th Form: 13.45-14.15
Weds 5th & 6th Form: 12.10-12.40. 3rd & 4th Form: 12.45-13.15. 1st & 2nd Form: 13.20-13.45
16.15
(except Wednesday)
Low Tea
18.00 Supper
18.45 - 19.45 Computer Room Supervision
Low tea is a snack in the Dining Room for the boys. You will supervise this, ensuring:
• boys stay and eat their snack in the Dining Room - walking around with food is not permitted.
• that all the boys have had their snacks before you offer seconds.
• 6th Form boys on ‘clear up duty’ for younger boys and make sure they clear up after themselves as well.
Gaps should be the last to leave the Dining Room.
• Mark boys off as they go into supper.
• Ensure boys queue quietly and in an orderly fashion.
• Follow up with member of staff on duty if any boys missing.
• Supervise and be proactive, keeping track of what the boys are doing.
• Remember, you are working: do not access your own emails or social media etc on the computers or your mobile device.
Should you be asked to do whole or part duties for another member of the teaching staff, check with the Deputy Head (Management) first, before you agree – you may be needed elsewhere.
Dining Room Etiquette
Boys need to be taught good table manners. Set an example and insist upon this. Check that the members of your table are present and correct. Follow up if a boy is not there. A boy is officially late if he arrives 10 minutes after the start of the meal – unless he has been waiting in the salad queue.
The salad bar provides a choice at senior lunch only. The boys should be encouraged to try the hot food option first and should ask permission to go to the salad bar.
In all meals, a boy should eat something and be encouraged to have a little of something even if he does not like it. Boys should eat everything on their plate, particularly if the food is what has been requested. Should a boy wish to leave something, he must ask.
Be aware of boys with allergies or the occasional eating disorder. There is a list of these pupils in the Kitchen. If in doubt, consult the Health Centre, Kitchen staff or speak with the DHP.
For your information: we are a “nut free” school.
The Working Week
You will probably be busiest when the boys are not in lessons: break, Games, half-days, evenings and weekends. There will always be boys around and organising a game, playing table tennis, squash or simply being around and chatting are important and appreciated by them.
Weekends
Caldicott, as a boarding school, has a lot of things happening over the weekend and you will be expected to play an active role in this. There are duties, Saturday evening entertainment, Sunday activities and outings, games and matches. There is a rota for Sundays and this will be shared with you at the start of each term by the Head of Boarding.
Your enthusiastic contribution will be required and appreciated by staff and pupils alike.
School sports matches and related duties
If you are not teaching a game or activity, or have finished doing so, positive and vocal support is always appreciated on the touch line by home teams. Your first responsibility is to the game or activity you are taking. These boys need to enjoy their games and exercise and must have their full quota. Do not make them sit and watch a match unless they are having a half-time break or have finished their proper games session.
There will be other duties to be performed, especially in preparation for match days e.g. filing water bottles and pumping up balls. You will be expected to lend a hand with match teas and help in the Changing Room. These duties will be explained to you by the sports coaches.
Providing cover for staff
Part of your job may be to cover lessons for absent staff. You will usually be given good advanced warning, but we do have occasional emergencies, so you do need to be around in lesson time.
Work will be set and the member of staff will speak to you beforehand to explain what needs to be done. Even though your role is a supervisory one, you should take an interest in what the boys are doing and be involved. If you are supervising a lesson in the Computer Room or Library, the same requirements apply as explained in the duties table above.
Try and be in the classroom before the boys arrive. Boys should greet staff and be greeted by them. Insist that boys come in quietly and await instruction from you.
Boys should put up their hands and wait to be asked before they speak. Shouting out is to be discouraged. The boys need to know exactly where they stand as far as discipline and Form Room behaviour are concerned. Boys will sometimes test boundaries or ’try you out’ to see what behaviour you will tolerate. Be firm and consistent and demand the highest standards from the start. It’s here that knowing boys’ names is a considerable advantage. Use the plus and minus system in a fair, consistent and clear manner.
Books and work should be collected and neatly stored. Only let the Form go when the room is tidy and you should be the last to leave.
Discipline of the boys
Familiarise yourself with the School’s. Behaviour, Rewards, Sanctions, Discipline and Exclusions Policy. Remember that school discipline is very much a matter of teamwork – even more effective when staff follow the same approach. If you let the boys get away with unacceptable behaviour once they are likely to do it again. So we all endeavour to be fair and consistent.
Minor misdemeanours are dealt with by:
• A reprimand
• Removal from an activity or free time.
• Issuing a minus (which must be recorded on the staff portal) and tutor informed.
• Referral to the pupil’s tutor and Head of Year.
• Do not give lines or any punishment involving physical hardship
• Avoid making empty threats. Try not to send boys to other staff-members.
• Fit the punishment to the level of challenging behaviour. Poor behaviour in the Computer Room results in a temporary ban from computers.
• More serious offences must be recorded on the Staff Portal and reported to the boy’s tutor ASAP.
• A boy may be given detention for poor behaviour. Ask the DHP about this.
• If you find that you have a problem with a boy or group of boys, talk to the DHP about it.
• Serious offences (bullying, theft, dishonesty, rudeness) should be reported immediately to the DHP.
• Boys who are genuinely helpful or kind should be praised and given a Plus on the Staff Portal. However, boys must also learn that they have a responsibility to the community and are expected to help out regularly for no reward. Refrain from giving out sweets/plusses for work, menial tasks or community-based duties. Do not give in to boys who bargain for plusses or sweets.
• Take particular care to avoid any threatening behaviour or rough physical contact with boys. All individual one-to-one discussions with boys should be held on open ground (a classroom, common room, corridor, outside) with other boys and staff in the vicinity.
Staff Common Room
There are two staff rooms:
Comfy Staff Room - for relaxation and refreshments when you are not on duty. A variety of newspapers and school related literature is freely available for staff reference and use. Please do not remove them as they are for everyone’s use. The Library also has newspapers for the boys. You may read these if you wish, but boys have priority.
Working Staff Room – equipped with PCs and a copier for work, staff information and the collection of post - of which you will be allocated a pigeon hole. Please make sure you check it regularly for notes from staff and keep it tidy. Ensure you learn how to use the photocopier – you may be asked to do some copying for a member of staff. Do not ask pupils to photocopy on your behalf.
Neither Common Room is to be used as storage facility for your personal belongings, whatever the duration.
The Youth Hostel
Your room
Your accommodation is a single room with en-suite bathroom. A desk, chair and bedding are provided free of charge. You are expected to keep your room clean and tidy at all times. Housekeeping staff clean bathrooms and do bedding laundry once a week. A deposit is required from you when you join the school, which is refundable upon leaving if your accommodation is in a good state of cleanliness, or retained if not.
Communal facilities - Kitchen and Common Room
Shared facilities are provided for your use in the evenings after work and when you are off duty. There is a fridge, microwave, cooker and basic cutlery and crockery. If you ask the Kitchen staff, they will provide you with milk and bread free of charge in term time. The Kitchen and Common Room are cleaned for you by our Housekeeping staff, but you are expected to keep it tidy and wash your own dishes. You will need to collaborate and agree teamwork and/or a rota to ensure this is done. The communal facilities are checked on a regular basis to ensure everything is in good order and repair.
• The Youth Hostel is always out of bounds to pupils: never allow them into the building or your bedrooms.
• The Youth Hostel is a no smoking area.
• Upon leaving your accommodation at the end of your stay, you are required to ensure your room is in a good state of cleanliness.
Guests and visitors
While Caldicott is not a closed environment, having guests and visitors when you are working can cause distraction. Be diplomatic and thoughtful and consult the Deputy Head (Management) [DHM] beforehand. All approved guests and visitors must be signed in and off site, wear a Visitors Badge and be accompanied at all times. If you are hosting a visitor you are responsible for them whilst on site and ensuring our Safeguarding Policy is followed.
You may not have guests to stay in your accommodation when the boys are at school. In exceptional circumstances please check first with the DHM.
Salary and administration
Your salary will be paid every month, in equal instalments, into a UK bank account which you will need to open on arrival. If you are an international student who has joined us via Letzlive, then you will already have had support with setting up your banking and related documentation. However, if there are any outstanding issues the Bursary staff will be able to help you.
Additional Information
Medical matters and sickness absence
You will need to register with a local medical practice for the duration of your stay with us. We have an onsite Health Centre which is primarily for our pupils, but in cases of emergency, staff can consult with them. The School trains several staff to be First Aiders.
You are subject to standard sickness absence reporting rules for the duration of your contract. You can selfcertify sickness absence up to and including the 7th day of illness. From the 8th day onwards you need to ensure you have seen your GP and obtained a medical declaration, more commonly known as a ‘FIT’ note. If you feel too unwell to work you must let your line manager know as soon as is practicably possible. Do ask one of the other Gap students to find a member of the team so that they can visit and see how you are. Full details of our Sickness Absence policy are in the Employee Handbook.
Computer Room, internet and email
Pupils always have priority over the use of the computers in the Computer Room. Do not intrude on lessons or during break time. Be diplomatic and use your discretion. You will, in common with other teaching staff, be given login details for professional use. This will give you access to the internet and staff email - which you should check regularly. As regards to wi-fi access for personal devices, see the Director of ICT. Full policy details are in the Employee Handbook, including our Privacy Policies, and you should familiarise yourself with these.
Most important of all
• Cultivate a good sense of humour, teamwork, enthusiasm and a willingness to help in all those ‘beyond the call of duty’ situations which occur so often in prep schools.
• Ask for help and support whenever you need it – please don’t worry if you have any concerns, we all do and we all need to be confident in asking for help if we need it
• If things get tough do speak to your line manager, Deputy Head (Management) or our HR Manager. If you’d prefer to connect with an outside listener for guidance or support then do make use of our Employee Assistance Programme run by Heath Assured which is free for all our employees. Log-in = Caldicott, Password = Caldicott
• Work together and try your hardest to maintain a positive relationship with your fellow Gaps. They will help you out, look out for you and be with you during the most challenging year of your life. They may become life-long friends…
Contact Details
Website: www.caldicott.com
Address: Crown Lane, Farnham Royal, Buckinghamshire, SL2 3SL Front Office: office@caldicott.com 01753 649300
Health Centre: healthcentre@caldicott.com 01753 649309
Bursar: bursar@caldicott.com 01753 649305
HR Manager: n.wright@caldicott.com 01753 649313
Deputy Head (Pastoral): sjb@caldicott.com 01753 649 310/314
Deputy Head (Management): mjh@caldicott.com 01753 649334
Employee Assistance: Wisdom App (click here to access)
Matt Hutchings, Deputy Head (Management)
