Upper College
Joining Instructions
Your Joining Checklist
Action Deadlines/Further Information
Fill in Direct Debit Form (British Parents)
Return Health Centre form
Purchase iPad through portal
Order uniform from Schoolblazer
Please return by Saturday 30 May 2026
Please return by Friday 5 June 2026
Please purchase by Friday 19 June 2026
Log into Parent Portal and other school systems Details will be emailed to you in July 2026
Fill out Image Consent Form
Order Sport Kit from Surridge Sport
Book onto school bus (Day Pupils - If Required)
Organise transfer to school (International Pupils)
Set up Flywire (International Parents)
Please return by Monday 24 August 2026
If you have any issues with the above actions, please contact admissions@cheltenhamcollege.org
Done?
Key Dates
30 March to 19 June 2026 – Cheltenham College iPad purchasing portal opens July 2026 – Parents are emailed with login details for the Parent Portal
Saturday 29 August - Induction begins for International pupils
11:00 Arrive at Main Reception at the front of College for tea, coffee and pastries for pupils and parents.
12:20 Welcome from the Head in the Library
12:30 Buffet lunch provided for parents and families in the Library
13:15 Tour of College for parents on request
13:30 Pupils start International Induction Programme
Monday 31 August 2026 - Lower
Sixth Pupil Induction
11:30 Boarders arrive at House in uniform
12:15 Day Pupils arrive at House in uniform
12:30 Pupils depart for lunch with Tutors
13:00 Lunch for parents and guardians with Housemasters and Housemistresses in the Dining Room
13:30 Pupil induction programme begins, including:
• Meet the Prefects
Familiarisation with a History of College
• IT training
• Sport Induction
14:00 Welcome to all parents from the Head in Big Classical
14:30 Parents’ Induction:
• Health Pastoral
• Co‑Curricular Catering
• Academic
• Chapel
• Sport
16:10 Parents’ Tea in Dining Hall
18:30 Day Pupils to be collected from their Houses and brought back the following day at 08.00 for the continuation of their induction
Term Dates 2026-27
Autumn Term 2026
Saturday 29 August to Monday 31 August
Monday 31 August to Tuesday 1 September
Wednesday 2 September
International Induction
New Pupil Induction
Term begins
Friday 18 September (from 13:00) to Sunday 20 September (boarders to return by 20.00) Exeat
Friday 16 October (from 11:00) to Sunday 1 November (boarders to return by 20.00)
Friday 20 November (from 13:00) to Sunday 22 November (boarders to return by 20.00)
Friday 11 December (from 11:00)
Spring Term 2027
Tuesday 5 January
Wednesday 6 January
Friday 22 January (from 13.00) to Sunday 24 January (boarders to return by 20.00)
Friday 12 February (from 11.00) to Sunday 21 February (boarders to return by 20.00)
Friday 5 March (from 13.00) to Sunday 7 March (boarders to return by 20.00)
Wednesday 24 March (from 11.00)
Summer Term 2027
Sunday 18 April
Monday 19 April
Saturday 1 May (from 12.30) to Monday 3 May (boarders to return by 20.00)
Saturday 29 May (from 14.00) to Monday 7 June (boarders to return by 20.00)
Saturday 3 July
Half Term
Exeat
Term ends
Boarders to return by 20:00
Term begins
Exeat
Half Term
Exeat
Term ends
Boarders to return by 20:00
Term begins
Exeat
Half Term
Term ends
College Systems
Parent Portal
The iSAMS Parent Portal is an online resource that gives you access to important data including key induction information, online forms, school reports and exam results. It can be accessed via the URL below on your computer, tablet, laptop or mobile phone. College Office will email you in July before your child joins us with an invitation to join our Parent Portal and with instructions on how to access the site and your login details. Access to the portal can be found here: https://www.cheltenhamcollege.org/key-information-for-parents/college-parents/
I-GTM
For travel at the beginning and end of term, we work with I GTM, a digital platform designed to manage and record pupil transport. The process is simple and efficient: most journeys can be entered in just a few clicks, with automatic reminders sent before each holiday. Flight details and taxi bookings can also be managed in the same process. We run chaperoned coaches to Heathrow and Gatwick airports and College approved taxis can be arranged for other airports or UK destinations.
Evolve
EVOLVE (myEvolve) is our online system for managing the bookings, consent and payments for College trips. We will email you details of forthcoming educational visits to your registered email address with College. Each email will contain a secure link, enabling you to make a booking or register your interest for an activity, make a payment, and grant electronic consent.
A list of trips planned over the next 12 months can be found on the Cheltenham College Website in the ‘Parents’ Information’ section.
SOCS
SOCS (School Online Communication System) is the online version of the College calendar. This can be accessed by parents via the Parents’ Information pages on the website at any time or via this URL: https://www.cheltenhamcollege.org/key-information-for-parents/collegeparents/
Orah
Orah is used by College for the safety and security of our pupils. It is used mainly for the leave management of pupils by allowing parents and guardians to digitally use a ‘pass’ to request or notify their child’s House of an absence during term time. It is also used to track attendance, with day boarding pupils’ overnight stays recorded by the House and used for billing where necessary.
SchoolCloud (School Parent Meetings)
Parents’ evenings at College are online and appointments are managed through the SchoolCloud booking system. Details of this are sent out by the Deputy Head Academic’s Office prior to the event, so parents can book their appointments online.
Keeping Your Details Up to Date
Many of these systems rely on the same email address stored in iSAMS. If your details change, please inform the College so you do not lose access.
Before You Start Technology
iPad Purchasing Scheme
All pupils arriving at College are required to buy an iPad (13” Air), keyboard cover and an Apple Pencil. The Cheltenham College iPad purchasing portal is open from 30 March 2026 until the portal closes on 19 June 2026. However, the portal re opens in August for late joiners. Where a device has not yet been delivered, a temporary loan iPad may be issued to ensure there is no disruption to learning.
Purchasing
Full Instructions on how to purchase a device are provided on the portal which can be accessed using the following link: https://cheltenham.edutechstore.zone
Purchasing through the portal provides the following benefits:
• Ensures that the iPad is ready for the start of term with all the necessary software and apps, security and safeguarding protections in place
• Gives peace of mind with a three year warranty and insurance covering accidental damage
It is also recommended:
• Each pupil has a set of labels with their name and House to use on their equipment (iPad, keyboard cover, Apple Pencil)
• Any headphones brought to College should be iPad compatible
Technical Support for Pupils
Cheltenham College has a team of technicians to support pupils with their devices. Should their iPad develop a fault or suffer damage, it must be taken to IT support. If the device is sent away for repair or replacement, pupils will be issued with a loan device. If a pupil requires additional device(s) based on an identified academic or learning need it will need to be handed to our IT support team for software updates in order to use it on our Wi Fi network.
Wi-Fi Access
Access to Cheltenham College’s Wi Fi network and filtered internet connectivity requires the installation of our security and management software. This will be removed at the end of the pupil’s time at College. Pupils are permitted limited personal use of their iPads at appropriate times, with access to video call services at certain times of the day, allowing them to keep in contact with family and friends.
App Usage
A range of authorised apps are available to install on devices via the self service portal. Pupils must submit a request to IT support if they wish to request any additional apps for their device. Requests will be granted on the basis that apps comply with our conditions of use (and any additional costs will be met by the pupil).
Pupil Device Access and ICT Pupil Policy
Phones and smartwatches are not permitted on the College site during the school day, and iPads should be used for learning only. Pupils have access to their phones from 5pm until 10pm, with longer periods of time over the weekend. All phones are handed in overnight. International pupils may use their phones to call home at other times due to time zone differences and in an emergency pupils can request access to a phone through a member of staff. All pupils receive an induction to the ICT Pupil Policy and all iPads must be configured to the school system by our IT department.
This details our expectations of pupils’ use of ICT while they are at College and is available at: www.cheltenhamcollege.org/collegepolicies. If you have any queries, please contact the Director of Digital Learning and Strategy using the following email address: dodls@cheltenhamcollege.org
Stationery & Calculators
Pupils will need to bring in their own stationery, however the College Office does have a supply of basic items.
For those in Upper College taking Mathematics A Level, the demands of the course mean that we recommend the Casio FX CG50 costing around £85. These will be provided at the start of the year by the Mathematics department and the cost put on the fees bill. Calculators with manipulative algebraic capabilities, or stored data banks of information, are not yet generally permitted in timed examinations.
Uniform
Cheltenham College uniform can be purchased online only from Schoolblazer, our uniform supplier at www.schoolblazer.com. Please note that Schoolblazer offer a free name taping service, please see Appendix A.
We also have a Uniform Shop on campus which offers a sizing service of uniform, including games kit, before it is purchased online. There are some pieces of uniform available to purchase. Visits to the shop are by appointment only, please email uniformshop@cheltenhamcollege.org
Sixth Form (Year 12 & Year 13) Boys’ Uniform
Items marked with a * need to be purchased from Schoolblazer.
• Sixth Form Navy Blazer*
• Sleeveless v neck jumper or long sleeved v neck jumper
• Light coloured shirt (suitable to be worn with a tie)
• College tie*
• College jacket* or pupils may purchase the puffer or crested dual fleece lined jacket from the sport kit
• Long sleeved white collared shirt for Chapel and formal occasions
• Charcoal grey trousers
• Socks (plain and dark)
• Plain black shoes
• Rucksack for books and files (dark and plain)
Sixth Form (Year 12 & Year 13) Girls’ Uniform
Items marked with a * need to be purchased from Schoolblazer.
• Sixth Form Navy Blazer*
• Sixth Form Ankle Length Navy Skirt* or Navy Classic Trousers
• Sleeveless v neck jumper or long sleeved v neck jumper
• Light coloured shirt (suitable to be worn with a tie)*
• College tie
• College jacket* or pupils may purchase the puffer or crested dual fleece lined jacket from the sport kit
• Long sleeved white collared shirt for Chapel and formal occasions
• Black or flesh coloured tights or socks
• Plain black shoes
• Rucksack for books and files (dark and plain)
Name Tapes
All items of clothing need to be name taped. Name tapes should use the following format in capital letters:
INITIALS SURNAME HOUSE INITIAL, For example: A J HENDERSON XT
House initials are as follows: Ashmead (A)
Hazelwell (H) Leconfield (L)
Boyne House (BH)
Chandos (CH)
Newick House (NH) Queen’s House (Q)
Christowe (XT) College Lawn (CL)
Southwood (S) Westal (W)
We recommend the use of woven name tapes, which should be 8mm wide with black font on white background. They should be secured inside the centre back of the collar or waistband of the garment. For socks, the name tapes should be looped and the two ends should be sewn together, near the top of the sock. The name tape should be positioned so it is not visible when the garment is worn. Items not suitable for name taping should be identified in the same manner using a waterproof, permanent marker. A supply of spare name tapes should be provided to your House Matron at the start of the academic year.
Sport Kit
Cheltenham College sport kit can be purchased online only from www.surridgesport.com or call (+44) 01282 418418
Sixth Form Boys’ Sport Kit
Items marked with a * need to be purchased from Surridge Sport:
The following items are mandatory:
College Crested Tracksuit Pants or Crested Skinny Pant*
College Crested Performance 1/4 Zip*
College Crested Hoodie*
College Jacket (choice from Crested Puffer Jacket, Crested Ct Padded Jacket, or Crested Dual Fleece Lined Jacket can be used as a school coat)*
College Crested T Shirts (One White & One Navy)*
CHELT054 or CHELT035
CHELT025
CHELT024
WL003 NA or CHELT055 NA or CHELT022
CHELT027 NA & CHELT027 WH
Two pairs of College Crested Rugby Shorts* CHELT031
Two pairs of College Crested Game Socks* CHELT036
Two College Crested Reversible Rugby Shirts (used for Rugby/Hockey/Football)* CHELT030
College Crested Shorts* CHELT032
College Crested Kit Bag* CHELT044
Two pairs of white sport socks
Shin pads (suitable for Hockey)
Mouthguard (Please see Appendix C for more information)
Black swim shorts/trunks
Two pairs of sport trainers (1 pair with non marking sole for indoor use)
House Shirt*
Boyne House: CHELT063 BOYN
Christowe: CHELT063 CHRI
Hazelwell: CHELT063 HAZE
Hazelwell: CHELT063 HAZE
Newick House: CHELT063 NEW
Southwood: CHELT063 SOUT
The following items are optional:
Rugby boots
Astro boots
Hockey stick
College Crested Dual Long Sleeve Baselayer: Navy*
DU034 NA
College Crested Dual Baselayer Legging: Navy* DU040 NA
College Crested Dual Baselayer Short: Navy* DU035 NA
College Crested Luxury Bath Towel (Navy or pink)*
College Crested Rucksack*
College Crested Baseball Cap*
Crested College Bobble Hat*
TC004 NA OS or TC004 PI OS
CHELT049
CHELT053
CHELT054
Sixth Form Girls’ Sport Kit
Items marked with a * need to be purchased from Surridge Sport:
The following items are mandatory:
College Crested Tracksuit Pants*
College Crested Leggings*
College Crested Performance 1/4 Zip*
College Crested T Shirts (One White & One Navy)*
College Crested Hoodie*
College Jacket (choice from Crested Puffer Jacket, Crested Ct Padded Jacket, or Crested Dual Fleece Lined Jacket can be used as a school coat)*
College Crested Skort (used for Hockey/Netball/Tennis)*
College Crested Women’s Dual Active Shorts*
Two pairs of College Crested Game Socks*
Two College Crested Hockey Shirts (used for Hockey/ Netball/Cricket)*
College Crested Kit Bag*
Two pairs of white sport socks
Shin pads (suitable for Hockey)
Mouthguard
One piece black swimsuit
2 pairs of sport trainers (1 pair with non marking sole for indoor use)
House Shirt*
CHELT054
CHELT037
CHELT025
CHELT027 NA & CHELT027 WH
CHELT024
WL003 NA or CHELT055 NA or CHELT022
CHELT034
CHELT056
CHELT036
CHELT033
CHELT044
Ashmead: CHELT063 ASH W
Chandos: CHELT063 CHA W
College Lawn: CHELT063 COLL W
Queen’s House: CHELT063 QUE W
Westal: CHELT063 WEST W
The following items are optional:
Astro boots
Hockey stick
College Crested Dual Long Sleeve Baselayer: Navy* DU034 NA
College Crested Rucksack*
College Crested Baseball Cap*
Crested College Bobble Hat*
College Crested Luxury Bath Towel (Navy or pink)*
CHELT049
CHELT053
CHELT054
TC004 NA OS or TC004 PI OS
Information for Pupils
Information for All Pupils
Pupil ID Card for use with Printers
All College pupils will be issued with a photo ID card shortly after their arrival at College. This is used to facilitate access to College’s communal printers and copiers.
Health Information
You should have already received a welcome from our Health Centre team. For all pupils we require a fully completed Health Certificate and Allergy Declaration Form. In order to keep your child safe, it is essential we receive these prior to them starting at College. If you have not received anything from the Health Centre, please email: healthcentre.admin@cheltenhamcollege.org
Should we not receive your child’s health information prior to their start date, they may not be permitted to join College.
Boarders:
It is College policy that all Full Boarders register as NHS patients with College’s GPs. However, if your child is a Day Boarder and at College several nights a week you may find it more convenient for them to register with us. To complete registration with the College GPs please complete the GMS1 Form, which can be found in your Health Centre Joining Instructions.
Day Pupils/Day Boarders:
These pupils are expected to remain registered with their family GP.
Image Use, Consent and Digital Safeguarding
Cheltenham College regularly captures photographs and video to celebrate College life, communicate with families, and share news with our wider community. Images of children are personal data and can carry safeguarding risks, particularly in an age of social media, artificial intelligence, and image manipulation; the College operates a strict opt in consent policy for the use of pupil images.
Parental consent is required before a pupil’s image can be used in College publications, online platforms, promotional materials, or livestreamed events. Parents can change or withdraw consent at any time, but this may affect a pupil’s inclusion in photography, filming, and event coverage.
For your reference, the Image Consent Form, including important information about AI, deepfakes, digital safeguarding, and the practical implications of withdrawing consent, is included in Appendix D. Parents and guardians will also be emailed the Image Consent Form and Information, to be completed, prior to their child starting at College.
Library
All pupils are automatically members of the Library, which provides books for both study and pleasure reading.
They can use free services for eBooks and audiobooks (ePlatform) and digital magazines/newspapers (PressReader). The library also provides access to academic articles and many subject specific databases. We have facilities for printing, photocopying and charging devices. Library staff are always on hand to recommend books and help in any way they can.
The Library is open from 08:00 to 21:00 every weekday, and on Saturday morning from 08:15 to 13:00 and Sunday afternoon from 13:00 to 16:30.
Individual Music and LAMDA Lessons
Pupils taking individual music or LAMDA (London Academy of Music and Dramatic Arts) lessons receive 24 lessons across the academic year. They are arranged to allow flexibility around examination periods and other College commitments. Eight lessons are charged per term; however, the number scheduled each term will vary according to the length of the term. Additional lessons are available and charged individually.
Missed Lessons
Where it is not possible for a pupil to attend a lesson, owing to out of College commitments, the teacher must be notified in writing no later than 48 hours in advance of the lesson. Lessons will be rearranged where possible, however, if this is not possible, they may still be chargeable. If a pupil fails to attend a lesson without notice, the lesson will be charged.
Termination of Lessons
A minimum of four weeks’ written notice is required to discontinue lessons. For Music lessons please email music@cheltenhamcollege.org The Music Administrator will acknowledge receipt of notice and confirm whether the pupil will continue to attend lessons during the notice period. For LAMDA, please contact the Director of Drama at s.mcbride@cheltenhamcollege.org
Individual Music Lessons: Music Scholarships & Exhibitions
Pupils holding Music Awards receive a fixed allocation of tuition free of charge, as determined by the Director of Music in line with their award offer. Award Holders are expected to attend all scheduled lessons. It is the pupil’s responsibility (not the teacher’s) to rearrange lessons when other commitments arise.
Individual Music Lessons: Instrument Hire & Additional Costs
Instrument hire is available. Incidental costs (for example instrument repairs, examination entries, and sheet music) are charged as appropriate.
Current charges for individual lessons and instrument hire can be found on the Fees section of cheltenhamcollege.org
Individual LAMDA and Music Lessons: Enrolment
To enrol your child for individual music lessons, please email music@cheltenhamcollege.org
To enrol your child for individual LAMDA lessons, please email s.mcbride@cheltenhamcollege.org
Learning Support
If your child has a specific learning difficulty or any kind of special educational need, it is essential that you notify College SENCo and provide copies of relevant documentation so that support can be arranged if needed. Relevant documentation might include medical reports, educational psychologists’ reports or reports from other professionals. Eligibility for exam access arrangements is determined by College SENCo in accordance with the regulations set by the exam boards. Specialist assessments are conducted in College and arrangements may be made for further assessment if appropriate. Pupils attend weekly Learning Support lessons either individually or as part of a group and these lessons are charged on a termly basis. If you would like to discuss this further, please contact senco@cheltenhamcollege.org
Finance
Structure
The termly fee represents an annual fee divided into three equal amounts, regardless of the length of each individual term. No refund of fees, for whatever reason, is made for pupils who leave College earlier than the published term end date, or who have been expelled or suspended.
Other Charges (Extras)
The value of the extras incurred is dependent upon the extent to which pupils get involved in a range of activities and is therefore difficult to predict. For budgeting purposes, parents are advised to allocate approximately 10% of the gross basic fees.
Pupil Absence Scheme
To enable parents to protect themselves against financial loss in the event of absence through illness, accident or contact with infection, College operates a voluntary Pupil Absence Scheme under which, on payment of an additional charge, the fees relative to the period of absence will be reimbursed. For details, please contact fees@cheltenhamcollege.org
Payment
It is College policy for all families based in the UK, to pay for their termly tuition and boarding fees by Direct Debit. Please see Appendix D to find the College Direct Debit form, please complete and send to fees@cheltenhamcollege.org
Payment for International Families
For international families payment must be made through the Flywire facility which can be found on our website: https://www.cheltenhamcollege.org/admissions/international-payments/
Late Payment
Parents whose fee bills are not paid on, or by, the first day of term will, unless they are making payment by monthly direct debit or have a prior agreement with the Bursar to some other arrangement, be charged interest from the first day of term on the amounts outstanding on their accounts, currently at a rate of 8% per annum. Such interest will be added to the extras account for the term in which it is incurred. Other charges may be applied in the event of returned cheques or direct debit requests.
Protecting Yourself from Fraudulent Emails
We have recently seen an increase in fraudulent emails targeting schools, including messages sent from email domains designed to look like ours (for example, @cheltenshamcollege.org). These emails can appear convincing, particularly if the fraudster has gained access to your email account and accessed any previous emails.
To help protect yourself, please bear in mind:
• We will only email you from @cheltenhamcollege.org.
Our bank details do not change. If they ever did, we would communicate this independently of any fee payments or reminders. If you receive an email about payments that seems unusual in any way, please do not act on it. Instead, please contact the College using a known phone number and we will be happy to confirm.
We also strongly recommend that you secure your email account by:
• Using a strong, unique password.
• Enabling two step verification (2FA) where available.
These simple steps will help to significantly reduce the risk of your account being accessed by others.
Pupil Cars and Driving
Permission to bring a car to College is a privilege, not a right, and is only granted where there is a genuine need. Safety of all pupils is the College’s first priority.
Key points for parents and pupils:
• A pupil may not drive to or from College without prior written permission and a signed parental consent form.
• A Cheltenham College Pupil Parking Permit must be displayed at all times.
• Cars are normally only to be used for the journey to and from College, not during the College day or evenings/weekends.
• Parking is restricted to designated areas only.
• Car keys must be handed in to the Housemaster/Housemistress during the day. Pupils must only have access to one set of keys.
• Pupils may not carry another pupil as a passenger without written permission from both sets of parents.
• Boarding pupils are only permitted to have a car in exceptional circumstances, usually not before the Summer Term of Upper Sixth.
• Day pupils in Lower Sixth may drive to College but may not park on site until Upper Sixth (except by special permission).
• Pupils must drive with great care and courtesy around College and the local area: there is a 5mph speed limit on site.
• No pupil may drive after consuming alcohol at any event.
• Motorbikes and scooters are tightly restricted and may not carry passengers.
• Any breach of these rules will result in the driving privilege being withdrawn, temporarily or permanently.
Parents and pupils must read the full Car Regulations and complete the consent process via the Parent Portal before any permission will be granted. For further information please contact seniordeputyhead@cheltenhamcollege.org
Alcohol
The College takes a very clear and educational approach to alcohol. Pupils are taught about the health, legal and social risks through the FLOREAT programme, and expectations are carefully supervised by staff.
Key points for parents and pupils:
• Lower College pupils may not consume or purchase alcohol at any time.
• Spirits are not permitted for any pupil while in the care of the College.
• Any alcohol available at College events or social occasions is strictly limited, monitored by staff, and always served with food and with senior approval.
• A small number of very specific exceptions apply to Sixth Form pupils, under close supervision, for example:
• In an approved restaurant or pub on a Saturday evening with House staff permission via an Orah pass.
• In House on a Saturday evening with food.
• At certain formal College events.
• Strict limits apply to the type, strength (ABV), and quantity of alcohol permitted.
• Pupils must never buy alcohol for anyone under 18.
• The College may use breathalysers where there is concern.
College Joining Instructions
• Any misuse of alcohol leads to serious sanctions, which may include gating, internal suspension, external suspension, or in serious/repeated cases, permanent exclusion.
• If a pupil becomes unwell due to alcohol, parents will be contacted and may be required to collect their child. Costs of additional care may be charged.
• The College works closely with parents and may recommend support through the Health Centre or Student Support Services where appropriate.
Parents and pupils must read the full Alcohol Policy on the Parent Portal, which explains the permitted circumstances, limits and consequences in detail.
Information for Day Pupils
Home to school transport
Cheltenham College is part of Pulham’s Cheltenham Independent Schools group who run bus services for Cheltenham’s Independent schools from Monday to Saturday. This term time bus service covers many areas in Cheltenham and beyond.
For more information, routes and costs please see Appendix E.
Information for Boarding Pupils
Personal Belongings
Casual Clothes
Storage space is limited and so it is important that your child brings a sensible amount of clothes which are also suitable for washing and tumble drying. It is recommended that expensive items of clothing, or those with sentimental value, should not be brought to College. There should be at least one set of smart casual clothes.
Additional Items for Boarders
• Two pairs of plain, black, polishable, formal shoes and cleaning kit
• Sets of nightwear, a dressing gown and a pair of slippers
• Underwear
• Toiletries
• Bath towels (with hoops sewn on long end for hanging)
• Duvet and pillows (beds are a standard UK single (3’ x 6’3”))
• A minimum of two single bedding sets (duvet cover, pillowcases, fitted sheet)
• Delicates wash bag (suitable for holding small items in the washing machine)
• Clothes hangers
• Water bottle
• A supply of name tapes for non uniform items
Suggested Optional Items for Boarders
• Dark navy or black scarf and gloves (optional)
• Rug or additional bed cover (e.g. bedspread)
• Waterproofs
• Umbrella
• Decorative items (photos, blankets, posters etc.)
Electrical Equipment
Electrical equipment brought into College must be either UKCA or CE marked and be in good condition, including the cable and plug. College arranges for these items to be tested and certified by an electrician; part of the cost of the tests is added to the pupil fees. Electrical items, not marked with UKCA or CE safety markings, will be removed from pupil rooms and returned to parents at the next term break.
International pupils should bring with them adapters suitable for UK 3 pin plugs which are marked with UKCA or CE safety markings – if in doubt check with the House Team on your arrival.
Fairy Lights Pupils are increasingly finding fairy lights to be a popular addition to their rooms. We ask that any fairy lights brought to College are battery powered, not mains powered. LED lights with self adhesive backs tend to damage the walls and we prefer that these are not brought into College.
International Boarding Pupils
International Pupil Induction on Saturday 29 August
It is strongly recommended that overseas pupils whose first language is not English attend the International Induction, commencing at 11.00 on Saturday 29 August 2026. They should then join the standard College induction programme. Parents of international pupils will receive letters regarding the International Induction. Please contact Mr Nick Nelson by email, n.nelson@cheltenhamcollege.org, should you have any further questions.
Guardianship Policy
All parents residing abroad must appoint a guardian in the United Kingdom to act with their full authority. Pupils whose parents have failed to appoint a guardian will not be permitted to begin at College. The choice of guardian is the responsibility of the parent. The guardian must be at least 25 years of age, English speaking and be a British citizen or have permanent settled status (indefinite leave to remain). They should reside within two hours’ travel time to College. An AEGIS accredited guardianship organisation must be used. You can find out more at aegisuk.net
The guardian needs to be aware, and accept the requirements, of this policy. The policy is available on our website at cheltenhamcollege.org/ college-policies
Any change of guardian during the pupil’s time at College must be communicated to the pupil’s Housemaster or Housemistress by email, and copied to the Deputy Head (Pastoral) and Head of Compliance: headofcompliance@cheltenhamcollege.org
Guardians’
Role
• To act with delegated parental authority in the case of an emergency and in other matters agreed by the parents.
• To ensure safe transport to and from College at the beginning and at the end of each term and to communicate all such travel details in writing to Housemaster or Housemistress via iGTM.
• To ensure that the pupil in their charge is resident with the guardian or a suitable host family during Exeats and Half Term holidays, unless the pupil is going home.
Guardians’ Absence
Any guardian that is going to be away from their UK home, for however short a time, must notify the appropriate Housemaster or Housemistress, giving the name and contact details of a person in the UK nominated to act with their full authority.
Appendix A: School Blazer
Appendix B: Opro Mouthguards
Next term, your child could be participating in rugby or hockey. To ensure their safety during these activities, it is mandatory for all pupils to wear a mouthguard.
We are pleased to partner with OPRO, the world’s largest manufacturer of custom fit mouthguards, to provide a solution that guarantees both comfort and protection. OPRO’s revolutionary Instant Custom Fit Mouthguard offers the same high level protection as dentist fitted mouthguards, with the convenience of fitting it at home.
Benefits of the Instant Custom-Fit Mouthguard:
• Instant Fit: OPRO’s innovative fitting system allows your child to take a dentist level impression of their teeth while moulding the mouthguard at home
• Custom Protection: Choose from three protection levels to suit your sport, antimicrobial protection is now built into the mouthguard as standard for extra hygiene
• Professional Quality: Made in OPRO’s state of the art facility in Hertfordshire, this mouthguard offers the highest level of protection, as worn by professionals
• Affordable Pricing: Prices start from just £29.99, plus use the discount code CheltenhamCollege10 to receive 10% off the entire OPRO range
• Quick Delivery: The Instant Custom Fit mouthguard can be manufactured in as little as 2 days. Once fitted at home, it’s ready for use
• Complimentary Fitting Practice Guard: You will receive a free Self Fit Mouthguard to practice the fitting process, which can also serve as a spare for the season
• Peace of Mind: All OPRO mouthguards come with a 12 month Dental Warranty and Precision-Fit Guarantee
How to Order Your OPRO Instant Custom-Fit Mouthguard:
1. Visit: https://opro.info/CheltenhamCollege
2. Select the mouthguard you would like to purchase
3. Enter the discount code CheltenhamCollege10 at checkout to receive 10% off
4. Your OPRO Instant Custom Fit mouthguard will be shipped to the delivery address you provide
5. Follow the fitting instructions included with the mouthguard or use our Fitting Room
6. Your mouthguard is now ready to use!
If the Instant Custom Fit isn’t quite right for your child, don’t worry. We offer a variety of other options to suit your child’s needs with prices starting from just £4.99, there’s something for everyone. Plus, you can use the code CheltenhamCollege10 to save 10% on all products at www.opro.com
Should you have any questions or need assistance, feel free to contact OPRO’s customer care team at 01442 430690 or email info@oprogroup.com.
Appendix C: Image Consent Form for Parents and Guardians
Cheltenham College provides regular updates to our community about events and news. We capture photographs and videos to illustrate, communicate and celebrate life at College. These images are also used externally for marketing and advertising to prospective families.
In accordance with GDPR, safeguarding policy, and recent UK legislation addressing the misuse and manipulation of images, including AI generated content, we do not permit photographs, video, or images of young people to be taken or used without prior consent from a parent or guardian.
We therefore require your consent to opt in and allow your child(ren)’s image to be featured in the following locations:
1. Cheltenham College’s website cheltenhamcollege.org
2. Cheltenham College & Prep School’s social media channels
3. The Parent Portal
4. Display boards, video screens and banners around Cheltenham College
5. Newsletters and annual publications
6. Promotional materials e.g. prospectus, advertisement (print or video)
7. Third party educational directories, such as Tatler, Good Schools Guide and Cheltenham International Schools
8. Livestreamed events and recorded broadcasts, including Chapel services, concerts, drama productions and other public events
On some occasions your child’s image may be accompanied by their first name. Where there are several children with the same first name, the first letter of their surname may also be used.
Artificial Intelligence, Deepfakes and Digital Safeguarding
Cheltenham College recognises the rapid development of artificial intelligence technologies that can manipulate or synthetically generate images, video or audio (commonly referred to as “deepfakes”).
The College will:
• Not knowingly use pupil images in AI generated content without explicit additional consent.
• Not authorise third parties to create synthetic, altered, or AI generated versions of pupil images.
• Take reasonable technical and organisational measures to reduce the risk of misuse, unauthorised manipulation, or redistribution of published images.
• Review media platforms and third party partners to ensure appropriate data protection safeguards are in place.
However, once images are published online (including social media), the College cannot fully control how third parties may copy, download, manipulate or redistribute them. Parents should be aware of this residual risk when giving consent.
If the College becomes aware of image misuse, impersonation, or synthetic manipulation involving a pupil’s image, we will treat the matter as a safeguarding concern and respond in accordance with our safeguarding and data protection procedures.
Withdrawal of Consent and Retention of Images
Consent for use of your child’s image will remain valid throughout their time at Cheltenham College and will continue for a limited period after they leave.
Cheltenham College recognises that the digital landscape and online risks evolve rapidly. We will therefore review our image use and consent practices continually to ensure they remain up to date and reflect best practice in safeguarding and online safety for children and young people.
You may change or withdraw your consent at any time. Withdrawal of consent must be given in writing to:
Director of Marketing, Ms Tessa Gingell marketing@cheltenhamcollege.org
If consent is withdrawn or amended, the College will stop future use of your child’s image. However, we cannot guarantee the removal of every historical photograph or video in which your child may appear, particularly where images have been previously published in print materials, distributed publications, or archival records.
Images retained for historical archival purposes may be kept for an extended period within the Cheltenham College archive to illustrate the history of the College. Such use will be proportionate, respectful, and in accordance with data protection and legislation.
If you wish to discuss your child’s historical images or have specific concerns, please contact the Director of Marketing using the details above.
Important Practical Implications of Withdrawing Consent
If consent is withdrawn, the College will carefully manage future photography, filming, and livestreaming to ensure your child is not included in material shared internally or externally.
While we will always handle this sensitively and discreetly, this may occasionally mean:
• Asking your child to step out of certain group photographs or filmed moments
• Your child not featuring in team, house, performance, or celebration images shared by the College
• Adjustments during livestreamed events such as Chapel, concerts, or drama productions to avoid capturing your child on camera
• Your child not appearing in coverage when groups or teams receive external recognition
*Important: Action Required*
Consent Form, to be completed by parent or guardian.
Please complete this form, it will take less than a minute to confirm your consent: https://forms.cloud.microsoft/e/PzJP6Wqs8n
By giving your consent, you are opting in and your child’s image may be used as detailed above in points 1. to 8. If you do not give consent, then your child(ren)’s image not be use in any of the above 1. to 8.
Appendix D: Direct Debit Form
Please note, this form can also be found as a downloadable PDF on the Parent Portal.
Appendix E: Day Pupil Bus Service
Day Pupil Bus Service
Cheltenham College operates a shared daily bus service during term time with Cheltenham Ladies’ College, Dean Close and St Edward’s, Cheltenham. This service is provided for local pupils attending these four schools, the fares and information on how to find the most up to date route information can be found over the next few pages.
Please note that, to accommodate differing term dates across the schools, the service runs:
• Inward journeys: Monday to Saturday (Saturday mornings only)
• Outward journeys: Monday to Friday
Collection and Drop-off
• Buses will not depart early from any stop.
• On inward journeys, buses cannot wait for late passengers beyond a reasonable margin.
• Pupils are collected and set down only at designated stops.
Tickets, Passes and Billing (Pulham’s Coaches)
All ticketing, billing and QR codes are managed by Pulham’s Coaches.
Pupils must carry a valid QR code to travel. Passes are issued per full term only and are available as:
• Full pass (all mornings and evenings)
• Morning only pass
• Evening only pass
• Ad hoc morning/evening travel across the whole term
QR codes are issued once the full term fare has been paid via the Pulham’s Coaches app. QR codes are valid only for the route purchased.
Booking Procedure
Applications for school transport must be made at least 72 hours before the start of term. Applications received after 12:00pm on a Friday may not be processed until the following Monday. Parents apply directly with Pulham’s Coaches via their website and app. By applying, parents agree to Pulham’s Coaches’ Home to School Transport Terms and Conditions.
Bus Performance
If a bus is delayed by more than 15 minutes due to driver error, company action, or mechanical failure, Pulham’s Coaches will reimburse the fare for that journey.
Code of Conduct
Pupils must behave responsibly and courteously at all times and follow the driver’s instructions. Pupils who behave discourteously or disruptively may be refused further travel.
Pupils must:
• Wear seat belts at all times and sit properly with feet on the floor
• Be polite to the driver and other passengers
• Follow all bus company safety rules
• Keep noise to a minimum and avoid behaviour that may distract the driver
• Not eat, drink, smoke or litter
• Take responsibility for their own belongings
Rowdy behaviour, shouting, throwing objects, or interfering with others’ property is not acceptable. The driver will report any misconduct. Pupils who breach the Code of Conduct may be refused further travel for the remainder of the term, with no refund.
Enquiries
(Pulham’s Coaches - Office Hours: Monday - Friday, 09:00-17:00)
Pulham & Sons (Coaches) Ltd, Bourton Business Park, Bourton on the Water, Gloucestershire, GL54 2HQ
Tel: (+44) 01451 820369 or Email: accounts@pulhamscoaches.com
Bus Routes
To find the most recent information regarding bus routes please follow the link below to the Pulhams’ website. https://www.pulhams.co.uk/cis/
Bus Fares
Cheltenham College
Bath Road
Cheltenham
Gloucestershire
GL53 7LD
Tel: +44 (0)1242 265 600 admissions@cheltenhamcollege.org cheltenhamcollege.org