Ditcham Park School Staff Handbook September 2023
Staff Handbook September 2023
Welcome from the Headmaster to New Staff I am delighted to welcome you to Ditcham Park School and would like to wish you every success in your work with us. The School’s aim is to provide an exceptional all-round education for our pupils in a nurturing and supportive environment. Likewise, we aim to be a school where staff enjoy their work and feel supported and valued. Furthermore, we aim to provide staff with opportunities to develop to the benefit of themselves and the School. Ditcham Park School has a particular pride in our reputation for being a friendly, yet highly professional School and we recognise that this is built very much on the commitment and skills of our staff. The success of the School and the well-being of its staff depend very largely on co-operation, trust and respect between all employees, and to promote this, the Handbook contains information on the standards that must be maintained. I hope that you will find the Handbook useful and that it helps you to become part of our successful team.
Graham Spawforth Headmaster
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Staff Handbook September 2023
Contents SECTION 1 - GENERAL .......................................................................................................... 7 About the Staff Handbook Introduction ................................................................................. 7 Ethos and Aims of the School ........................................................................................... 8 History .............................................................................................................................. 8 Our Pupils ......................................................................................................................... 9 Our School ........................................................................................................................ 9 Our Staff ........................................................................................................................... 9 Our School Rules .............................................................................................................. 9 Simplicity........................................................................................................................... 9 Integrity ............................................................................................................................. 9 Administrative Structures .................................................................................................... 10 The Board of Governors.................................................................................................. 10 The Senior LeadershipTeam [SLT] ................................................................................. 10 The Teaching and Learning Team [T&L] ......................................................................... 10 The Junior Management Team [JMT] ............................................................................. 10 Staff Names and Roles ....................................................................................................... 11 Useful School Information................................................................................................... 14 Map of the School ........................................................................................................... 14 Postal Service ................................................................................................................. 15 Staff Access Control System ........................................................................................... 15 Telephones ..................................................................................................................... 15 Office Equipment and Supplies ....................................................................................... 15 Reception & Visitors ........................................................................................................ 15 School Facilities and Equipment ..................................................................................... 15 Security ........................................................................................................................... 16 School Minibuses ............................................................................................................ 16 School Critical Incident Plan............................................................................................ 16 The Bursary and Financial Matters ..................................................................................... 16 Expenditure Budgets ....................................................................................................... 16 Ordering of Goods .......................................................................................................... 17 Reimbursement of Staff Expenses .................................................................................. 17 Disbursements ................................................................................................................ 17 Staff Duties, School Discipline and Routines ...................................................................... 18 Staff Duty ........................................................................................................................ 18 School Routine and the School Timetable....................................................................... 18 The House System ......................................................................................................... 18 School Calendars............................................................................................................ 18 Calendar Conventions..................................................................................................... 19 2
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IT Department .................................................................................................................... 19 Lost Property ...................................................................................................................... 19 The School and Community ............................................................................................... 19 The Drives ...................................................................................................................... 20 School Facilities and Amenities .......................................................................................... 20 Catering Services............................................................................................................ 20 Staff Personal Property and Vehicles .............................................................................. 20 Pensions ............................................................................................................................ 21 Teaching Staff Pension – Aviva APTIS ........................................................................... 21 Pension Plan for Support Staff ........................................................................................ 21 General Information ............................................................................................................ 21 School Fees Remission .................................................................................................. 21 Outside Interests ............................................................................................................. 21 Right of Search ............................................................................................................... 22 Expenses ........................................................................................................................ 22 Travel.............................................................................................................................. 22 Accommodation, Subsistence and Telephone ................................................................ 22 Overtime ......................................................................................................................... 22 Change of Terms ............................................................................................................ 22 Safeguarding Team ............................................................................................................ 23 The Ditcham Park DSL Team ......................................................................................... 23 SECTION 2 – THE SCHOOL DAY ......................................................................................... 24 Communications and Contact with the School .................................................................... 24 General Matters .............................................................................................................. 24 Website ........................................................................................................................... 24 Social Media ................................................................................................................... 24 Friends of Ditcham Park School ...................................................................................... 24 School Day Timings ........................................................................................................ 24 Parking Arrangements for Parents .................................................................................. 25 Wrap Around Care .......................................................................................................... 25 Pupil Entrances and Exits ............................................................................................... 25 Boot Rooms, Bag Racks and Lockers ............................................................................. 26 Toilets ............................................................................................................................. 27 After School Clubs and Activities .................................................................................... 27 School Lunches .............................................................................................................. 27 Pupil Equipment Needs................................................................................................... 28 Uniform ........................................................................................................................... 29 School Grounds .............................................................................................................. 29 School Drives .................................................................................................................. 29 Your Feedback ............................................................................................................... 29 3
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Complaints Procedure..................................................................................................... 29 SECTION 3 – REGULATORY REQUIREMENTS AND OBLIGATIONS ................................. 30 Staff Code of Conduct for Teaching and Support Staff (2023-2024) ................................... 30 Keeping Children Safe in Education 2023 (KCSiE) (September 2023) ............................... 50 SECTION 4 – COMMUNICATIONS AND INFORMATION ..................................................... 52 Communications................................................................................................................. 52 Staff meetings ................................................................................................................. 52 Staff briefings .................................................................................................................. 52 SLT meetings .................................................................................................................. 52 JMT meetings ................................................................................................................. 52 Headmaster and Bursar meetings ................................................................................... 52 Headmaster, Head of Seniors and Deputy Head of Seniors meetings ............................ 52 Headmaster, Head of Juniors, Deputy Head of Juniors meetings ................................... 52 Headmaster, HR Manager .............................................................................................. 52 Headmaster and Head of IT ............................................................................................ 52 Marketing Committee meetings....................................................................................... 52 Health and Safety Committee meetings .......................................................................... 52 Calendar Committee meetings ........................................................................................ 53 Environmental Committee meetings................................................................................ 53 Schools’ Council ............................................................................................................. 53 Staff Training Meetings ................................................................................................... 53 Notice Boards ................................................................................................................. 53 Informal Communications ................................................................................................... 53 Confidentiality ................................................................................................................. 53 Whistleblowing ................................................................................................................ 54 Use of Telephone, Email Systems and Internet .................................................................. 57 Acceptable Computer Use Policy .................................................................................... 57 SECTION 5 – EMPLOYMENT POLICIES & PROCEDURES ................................................. 67 Principles ........................................................................................................................ 67 Employee Relations ........................................................................................................ 67 Equality Policy ................................................................................................................ 68 Recruitment and Selection .............................................................................................. 69 Disability ......................................................................................................................... 69 Anti-Harassment and Bullying Policy............................................................................... 70 Staff Performance Management and Procedures ............................................................... 73 SLT and Teaching Staff .................................................................................................. 73 Support Staff ................................................................................................................... 73 Disciplinary Procedure........................................................................................................ 74 Suspension ..................................................................................................................... 74 Formal Disciplinary Procedure ........................................................................................ 75 4
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Capability Procedure ....................................................................................................... 77 Suspension ..................................................................................................................... 78 Performance Warnings ................................................................................................... 79 Grievance Procedure ...................................................................................................... 80 Training and Development .............................................................................................. 82 Retirement Policy ............................................................................................................ 82 SECTION 6 – FAMILY FRIENDLY LEAVE ENTITLEMENTS................................................. 85 Maternity Leave and Pay .................................................................................................... 85 Paternity Leave and Pay .................................................................................................... 88 Shared Parental Leave ....................................................................................................... 89 Adoption Leave and Pay .................................................................................................... 94 Flexible Working Policy ...................................................................................................... 96 Menopause Policy .............................................................................................................. 99 SECTION 7 – HOLIDAYS AND SICKNESS ABSENCE ....................................................... 100 Holidays for Support Staff ................................................................................................. 100 Holidays for Teaching Staff............................................................................................... 101 Monitoring and Absence Management Procedure......................................................... 105 SECTION 8 – HEALTH AND SAFETY AT WORK ............................................................... 108 Policy Statement .............................................................................................................. 108 Responsibility for Health and Safety ................................................................................. 108 Management and Supervision .......................................................................................... 108 All Staff ............................................................................................................................. 109 Safety Representatives .................................................................................................... 109 Health and Safety Committee ........................................................................................... 109 FIRST AID AND ACCIDENT REPORTING ...................................................................... 110 First Aid ........................................................................................................................ 110 Accident Reporting........................................................................................................ 110 Emergency Procedures .................................................................................................... 111 Discovering a Fire or Other Emergency ........................................................................ 111 Evacuation Procedures ................................................................................................. 111 If You Are Cut Off by a Fire ........................................................................................... 111 Fire Wardens ................................................................................................................ 112 Fire Precautions ............................................................................................................ 112 Code of Safe Conduct ................................................................................................... 112 Display Screen Equipment ............................................................................................ 113 Information and Training ................................................................................................... 114 New Employees ............................................................................................................ 114 All Employees ............................................................................................................... 114 Risk Assessment .......................................................................................................... 114 Temporary Staff, Contractors and Visitors..................................................................... 114 5
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Occupational Health & Wellbeing .................................................................................. 114 Smoking / vaping .......................................................................................................... 115 SECTION 9 – ANTI-BRIBERY POLICY ............................................................................... 116 SECTION 10 – ANTI-FRAUD POLICY ................................................................................. 120
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SECTION 1 - GENERAL About the Staff Handbook Introduction This Staff Handbook is for all teaching and support employees and offers information on a wide range of subjects, related to the School and your employment. All employees should familiarise themselves with its content. It is designed to help you settle in to the School by telling you a little about our background, objectives, the facilities, amenities and benefits open to staff, the employment policy framework within which we operate and the codes of conduct and safety standards required. This document will develop and change and we will endeavour to keep it up to date. We reserve the right to vary the terms of the Handbook at any time, and will endeavour to give you one month’s notice of any variation. The contents of this Handbook do not form part of your contract of employment but you are required to comply with the provisions, rules and procedures set out within it. Where there is any difference between the terms and conditions set out in your contract of employment or offer letter, and the contents of this Handbook, the terms and conditions in the contract of employment will prevail. We hope that you will read the Handbook in its entirety, but the table of contents offers ready reference and will help you quickly locate those subjects in which you are particularly interested. Although it is designed to answer many of your questions, please feel free to ask your Line Manager, Headmaster or Bursar about anything which remains unclear. The Headmaster and Bursar will welcome any suggestions you may have to improve the Handbook. In addition to the policies and procedures contained within this Staff Handbook it is important that you also read and are aware of all other policies, rules and procedures applicable to your role at the School, in particular: -
Child Protection Policy / Safeguarding Policy Low-level Concerns Policy and Procedures Data Protection Policy and Code of Conduct for Handling Personal Data
Health and Safety
All policies and procedures are appended to this Handbook for reference and if you would like request a copy from the Bursar. All policies are reviewed and updated regularly by Senior Management Team (SLT). All staff are required to read and follow the provisions of the school policies. 7
Staff Handbook September 2023
About the School
Ethos and Aims of the School Ethos and Aims At Ditcham Park School our mission is to nurture and encourage each child to learn and progress within a supportive environment so that our pupils develop into confident young people who go out into the world with the skills and desire to improve it. Our ethos whereby ‘Every child is known and valued’ is founded on outstanding pastoral care, excellent teaching, and an all-round approach to education. Ditcham Park School’s Aims 1. Identify and develop each child’s interests and abilities All children are unique and have a distinct blend of abilities. We aim to find the best in every child through an ‘all round’ approach to education and by identifying and developing their abilities whether they are academic, sporting or in the creative arts. 2. Promote Academic Excellence We seek to inspire within our pupils a lifelong love of learning by creating a culture of innovative, dynamic and progressive teaching which ensures that, as our pupils learn, they are excited, curious and, like their teachers, passionate about their interests. 3. Provide an environment where pupils are happy and where they can flourish We believe that our relatively small size helps us provide outstanding pastoral care so each child is known and valued. Our physical environment, situated on a beautiful 16 acre site in an Area of Outstanding Natural Beauty, positively influences behaviour and encourages an appreciation of our natural environment and encourages a sense of well-being. 4. Prepare pupils for the future We aim to provide our pupils with the academic qualifications, knowledge and skills, including technological and creative skills, to equip them for Further and Higher Education and to take full advantage of the opportunities provided in our Digital Age. We aim to develop self-confident young people with Christian values, a growth mind set and the desire to shape the modern world for the better. 5. Connect with the Community We aim to develop strong links with our parents and the local community. We believe that an education at Ditcham Park School should be accessible to children from the local community.
History The Cowper-Coles family owned the Ditcham estate in its heyday for about 200+ years until the mid1860s. At that time the House was a hunting lodge and in the classical style of architecture. Laurence Trent Cave bought the Estate in 1887 and commissioned the well-known architect Sir Reginald Blomfield to build the House as we see it today. In 1940 the House was requisitioned by the Royal Navy as a convalescent home for wounded sailors and a train service was established to bring the sailors from Portsmouth to a station at Woodcroft halt. After the war the school was bought by a Catholic Educational Foundation and became a Preparatory School for Boys. In 1976 the school buildings and 16 acres of land were bought by the School’s Founder, Mrs Paddy Holmes. She felt that educational changes introduced in the 1970s were having a detrimental effect on the education of children in the Portsmouth 8
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area and determined to establish an Independent School where she could create a curriculum which could meet the needs of local children. The School opened on 14 th September 1976 with 97 pupils on roll. The School has now established itself as an educational gem situated in the uplifting and inspirational surroundings of the South Downs National Park.
Our Pupils The School has retained its co-educational, 3 – 16 aged children intake since its establishment and this has helped to develop the close family feel of the School community which extended seamlessly to our Pre-School children from September 2018. Today the School admits boys and girls from 3 to 16 and pupil numbers stand at 420 (Sept ‘23)
Our School Ditcham Park is a happy, vibrant community, with a culture of care and support for each other and positive achievement. Individuals are encouraged to aim high and to develop their unique talents both through the broad-based classroom curriculum and through widespread participation in a varied range of extra-curricular activities. The latter mainly take place within the school day, but also after school and at weekends. Since the School is relatively small, there is ample opportunity for pupils to represent the School in sports teams, drama performances and musical concerts and participate in visits and expeditions. The School’s facilities are excellent and are shared by all age groups; Pre-School, Juniors and Seniors.
Our Staff The School is fortunate to have a strong team of well qualified and talented staff who identify closely with the School’s aims and ethos. At Ditcham Park the staff are expected to develop supportive relationships with their pupils over the years. All staff working at the School in the various departments; academic, support, administrative, estates and catering, work well together for the benefit of the School and its pupils. All staff are also individually ‘known and valued’. We recognise the benefit derived from investing in people through training and development to constantly improve the efficiency and quality of service.
Our School Rules The Ditcham Park School rules are written for pupils and set out the expectation of the School in terms of general behaviour, absence, clothing and appearance, possessions and valuables, games, electrical appliances, the dining hall and food, damages to school property and visitors. The full school rules document can be found in the school documents area of SharePoint or, on request, from the Head of Admissions.
Simplicity Constant attention is paid to keeping all systems as simple as possible, utilising technology solutions when it is appropriate to do so and after due diligence and consultation.
Integrity We undertake to demonstrate the highest standard of integrity in all elements of our school.
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Administrative Structures The Board of Governors The strategic management of Ditcham Park School is overseen by a Board of Governors, currently consisting of 12 Governors, led by the Chair of Governors (Mr Roger Overend) The full Board of Governors meets at School four times per year. The Finance & Personnel subcommittee (FPSC) meets six times per year, the Building subcommittee (BSC) generally three times per year and the Educational subcommittee (ESC) three times per year. The Headmaster, Bursar, Head of Seniors and Head of Juniors attend the full Board of Governors’ meetings where each provides a report, under specified headings. In addition, The Headmaster and Bursar attend all FPSC, ESC and BSC meetings, The Head of Seniors and Head of Juniors attend all BSC and ESC meetings and The Deputy Head of Seniors and Deputy Head of Juniors attend all ESC meetings.
The Senior LeadershipTeam [SLT] The SLT comprises of the Headmaster [Mr Graham Spawforth], the Bursar [Mr Glen Jones], the Head of Seniors [Ms Kate Senior], the Head of the Juniors [Mrs Pippa Probert], the Deputy Head of the Seniors [Mr Richard Howard] and the Deputy Head of the Juniors [Mr Roland Ainsworth].
The Teaching and Learning Team [T&L] The T&L team comprises Laura Hoad (Behaviour Management) Karren Roberts (Stretch & Challenge) Dave Harding (Artificial Intelligence) Hayley Brimble (Pedagogy and General Practice) Kerry VaughanCarpenter (Juniors) Kirstin Witte (Juniors)
The Junior Management Team [JMT] The JMT comprises Headmaster, Head of Juniors, Deputy Head of Juniors and the Head of EYFS
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Staff Names and Roles TEACHING STAFF – SENIOR LEADERSHIP TEAM Headmaster Graham Spawforth Head of Seniors Head of Juniors Kate Senior Pippa Probert Deputy Head of Seniors Deputy Head of Juniors Richard Howard Roland Ainsworth
TEACHING STAFF – SENIORS Head of Seniors Kate Senior Deputy Head of Seniors Richard Howard Head of Department shown in Bold
ART
BUSINESS
COMPUTER SCIENCE AND DIGITAL LEARNING
DESIGN AND TECHNOLOGY
Helen Drake
Richard Howard Olivia Bicknell
Dave Harding
James Hoad
Nikki Rose DRAMA
ENGLISH
GEOGRAPHY
HISTORY
Heather Baker
Karren Roberts Katy Snow Jane Browning Julie Mothersele Olivia Bicknell Melanie Tillings
Rose Turner
George Harris
LATIN
MATHEMATICS
MFL
MUSIC
Olivia Bicknell
Sarah Whittle Yvonne Morris Michelle Nellist Richard Howard
Heather Bond Peter Swabey
Edward Williamson Julie Leighton
PHSE
PHYSICAL EDUCATION
RELIGIOUS STUDIES
SCIENCE
Jane Browning
Graham Vaudrey Sophie Kempson James Walton Lydia Harris Louise Small
Jane Browning
Laura Hoad Lana Surgeon Belinda Kelly Stacey Boyland James Hoad Dan Leonard David Harding
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LIBRARY
LEARNING SUPPORT
Gill Davies
Belinda Fifield Junior
Hayley Brimble Senior
Rachel Standen
Kate Dunleavy
Jill Wiese Teaching Assistant (Seniors)
TEACHING STAFF – PRE-SCHOOL AND JUNIORS Head of Juniors Pippa Probert
Deputy Head of Juniors Roly Ainsworth
Head of EYFS and KS1 Kirstin Witte PRE-SCHOOL
RECEPTION
PRE-PREP (Year 1)
(Year 2)
Lydia Stevenson
Anna Somerville
Kirstin Witte
Kimberley Barker (TA)
Emma Mason (TA)
Tracey Leadbetter-Zee (TA)
LOWERS
MIDDLES
UPPERS
(Dragonflies) Kylie Harding
PREP
(Head EYFS and KS1)
Pre-school Manager
Claire Falla Pre-School Deputy Lead
TRANSITION (Year 3) Matt Livingston Kate Newton
(Year 4)
(Year 5)
(Year 6)
Rachel Tanner Louise Atkinson
Jane O’Hara Kerry VaughanCarpenter
Roland Ainsworth Julie Mothersele Pippa Probert
WELLBEING COORDINATOR Juliette Barnes PERIPATETIC MUSIC John Roberts Gemma Billington Rupert Morgan Harun Kotch William Waine
Mitch Callow Ella De Jongh Darren Reeves Michelle Scopes David Billington
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SPORT
DRAMA (LAMDA)
Isaac Jolley Paul Hamilton James Vaughan Nicholas Sharratt
Jenny De Jongh
Staff Handbook September 2023
PASTORAL AND EXTRA CURRICULAR POSITIONS OF RESPONSIBILITY HEAD OF CAREERS George Harris
EXAMINATIONS OFFICER Gill Davies
Heads of Houses (SENIORS) Dan Leonard, Peter Swabey, Katy Snow, Graham Vaudrey
HOUSEMASTERS (JUNIORS) Kate Newton, Matt Livingston Rachel Tanner, Kirstin Witte
INTERVENTION CO-ORDINATOR Sarah Whittle
TEACHING & LEARNING TEAM Laura Hoad, Karren Roberts, Dave Harding, Hayley Brimble, Kerry Vaughan-Carpenter (Juniors) Kirstin Witte (Juniors)
SAFEGUARDING TEAM Pippa Probert (DSL) Kate Senior (Interim Deputy DSL) Matt Livingston
CYCLING CLUB COORDINATOR DUKE OF EDINBURGH AWARD COORDINATOR Mark Philips
SUPPORT STAFF Bursar and Clerk to The Governors Glen Jones HR MANAGER Louisa Martin
CATERING Chris Sheppard
ESTATES Adrian Trewhella
FINANCE Louise Bowen Deputy Bursar
IT Matthew Mitas
Phil Loader Leanne Williams Emma Kirk Abbey Elleker
Jeremy Gray Giles Ashley-Downes Alun Castle
Kate Brickwood
Ryan Cracknell
ADMISSIONS Graham Spawforth Head of Marketing
SCHOOL OFFICE Francesca Ward Office and Commercial Manager
Annalisa Alexander Marketing of Director and Community Engagement
Judith Coombes School Secretary Lesley Lang Receptionist/Administrator
Victoria Bridge Head’s PA and Admissions
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SCIENCE TECHNICIAN Elaine Pepperman
GROUNDSMEN (Sub-Contract) Nigel Hurdle Dale Hurdle
ART & DESIGN AND TECHNOLOGY TECHNICIAN Paul Nicholas
COVER COORDINATOR Augustine Whiting
AFTER SCHOOL SUPERVISOR Jackie Sueref (Homework Club)
COMPLIANCE OFFICER Glen Jones
EARLY MORNING CLUB Augustine Whiting
DATA PRIVACY TEAM Mat Mitas (Deputy Lead) Gill Davies Belinda Fifield
Useful School Information Map of the School
Address
Ditcham Park School Petersfield GU31 5RN
Phone
01730 825659
info@ditchampark.com
Website
www.ditchampark.com 14
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Postal Service Incoming post is normally received by the School office and is delivered to recipients as soon as possible, daily. Outgoing post is normally collected at 4.30pm from the School Office. Items for the post should reach the office by 4pm. Requirements for special deliveries, including recorded and registered post, proof of delivery, datapost and courier services should be directed to the School Office.
Staff Access Control System All staff are required to wear lanyards and ID badges when in School, and to sign in and out of the premises whenever arriving at or leaving site. There are three sign in points, these are located at Main Reception Desk, Junior Entrance and the David Holmes Building (corridor at the Pottery end).
Telephones Faults and telephone directory amendments should be reported to the Head of IT, Mr Mat Mitas, on ext. 1247 and the Headmaster’s PA, Mrs Victoria Bridge, on ext. 1223. In case of emergency, dial 999 from any telephone. Alternatively, contact the Bursar, Mr Glen Jones, on ext. 1250 or the Estate Bursar, Mr Adrian Trewhella, on ext. 1231. A public phone is available in the 1st Floor Staff Room for use by all staff for personal outgoing calls.
Office Equipment and Supplies “Follow Me” Multi-Function Device/(Photocopiers/Printers) are situated at various locations throughout the school including the Staffroom, the School Office, the Science office, DofE Office, Junior Block, Meeting Room and Junior Corridor. The School Office and the staffroom both have shredders. To use the photocopiers/printers you will require your lanyard which provides the required scan-sign in. Cards / Lanyards can be obtained from Reception, Head of IT or the IT Technical Manager. Audio visual equipment is available on request from the IT department on ext. 1247. Any breakdowns or faults pertaining to office / computer equipment should be reported to the IT department on ext. 1247 or ext. 1265. Stationery and office materials should be ordered as part of the annual departmental budgeting process. The School Office has limited general supplies.
Reception & Visitors The front door is locked with a keypad for use during normal School hours. The entry of visitors to the School is controlled by the Receptionist/ Administrator. All visitors (including parents) must sign in and out using the Inventry Access Control System and wear a visitor security badge at all times during their visit. No visitor should be allowed to wander unaccompanied through the School. If you are expecting a visitor, you should inform Reception (Ext. 1221 or 1241) and arrange to escort them to and from the reception area.
School Facilities and Equipment The Estates Department is responsible for the maintenance of all building services, utilities, security and grounds. This service is provided by a team of in-house staff, supported by regular contract groundsmen and other contract staff as required. Please notify the Bursar or Estate Bursar of any concerns relating to premises/general equipment maintenance, including any Health & Safety issues.
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Security A member of the Estates Team (Security Officer) carries out a late-night check of doors and ground floor windows. However, all staff should take responsibility for classrooms and offices, especially ensuring that all doors are locked when rooms are left unattended (where locks are provided), windows are closed before leaving at the end of the day, and no valuables are left unattended. Staff are advised there are 14 CCTV cameras in operation 24 hours on the school site. These are sited at: 1. The main school entrance door 2. The Juniors Entrance 3. The Seniors Entrance 4. The Southern Entrance (leading to the SDH Corridor) 5. The rear of the Martin Pryce Building 6. The Science Centre rear Entrance/Estates 7. Rear of Headmaster’s Study looking towards MPB entrance 8. The Pottery overlooking car park area and service road 9. Junior Cloakroom Ground Floor 10. Seniors Bag Rack/Locker Area, Ground Floor” 11.Rear of MPBX overlooking Junior play equipment. 12.Eastern end of MPBX covering junior play area. 13. Eastern end of MPBX overlooking the dragon area. 14. MPB Corridor. The School’s CCTV policy document may be found via the School Documents area on SharePoint, or on request from the Bursar. Recordings are retained for a two-week period.
School Minibuses The school has 2 minibuses which Staff may, on occasion, be required to drive, subject to the correct documentation and driving licenses being in place. The Estate Bursar is responsible for the upkeep and maintenance of the School Minibuses. As part of this responsibility, the Estate Bursar will advise you on the correct and compliant use of the school minibuses. Please ensure rubbish and all possessions are removed from the minibuses once you have returned to School. The School Minibus keys are kept in the School Office. Use of the vehicles must be booked in advance via the School Office – please contact the Receptionist/ Administrator to arrange this for you. When planning your outing please check availability, or contact the school office for more information.
School Critical Incident Plan In the event of an emergency or disaster, the School has a detailed plan of the actions that would need to be taken and the roles carried out by staff. A copy of this plan may be accessed from the School Documents area of SharePoint.
The Bursary and Financial Matters Expenditure Budgets Budgetary control is exercised throughout the School and annual budgets are fixed in the February preceding the new academic year. The agreed budgeted figure must not be exceeded and to ensure control, schedules of expenditure can be obtained from the Finance team whenever required. Each Budget holder should keep their own record of expenditure, detailing expenditure and showing the balance of the budgeted figure remaining. 16
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Budgets are communicated to Budget holders by the Bursary the first half of the Summer Term preceding the new academic year.
Ordering of Goods Purchase order forms are available from the Bursary and/or The School Office, in duplicate, for use when ordering supplies. Completed forms should be signed by the Budget Holder in all cases, without exception, and passed to the Bursary team who will process the order for you. The School adheres to strict financial sign-off levels and each order will be checked by the Bursary team for compliance before any order is submitted or placed with a supplier. Orders should be placed with the School’s approved suppliers only. If you require advice on this matter, please address to your Head of Department or the Bursary louise.bowen@ditchampark.com Ext 1225. Invoices may come either direct to you or the Finance Team. In either case they will need to be confirmed by you as being correct for payment. Please note that suppliers are paid twice monthly during term time, and once a month during holiday time. Please ensure invoices are provided promptly to the Bursary to avoid delays in settlement to your supplier.
Reimbursement of Staff Expenses Details may be found in the “General” section of this handbook supplement.
Disbursements Where materials are provided to pupils or other “extras” which require a subsequent charge to the parents, please pass details to the Bursary as soon as possible to avoid an end of term rush or delayed billing to families. Where trips are organised, an Outings Budget Sheet is available from 1st Floor Staffroom. The arrangements, financing and disbursements for each trip require prior approval from the Bursar (residential trips) or Deputy Bursar (day trips). Please note each trip will need a full Risk Assessment prepared, signed off by Headmaster and counter signed by the Bursar as Health & Safety Lead in the School.
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Staff Duties, School Discipline and Routines Staff Duty Details of Teaching Staff Duties, including supervision of the South Downs Hall Dining Room and EYFS/KS1 classrooms, the Staff Duty System and Cover arrangements will be provided to staff by The Deputy Head of Seniors and/or The Deputy Head of Juniors upon induction to the School and weekly. Information may also be found on noticeboards in the 1st Floor Staffroom.
School Routine and the School Timetable Full details of the School’s daily routine and explanation of the School timetable will be received by all teaching staff and teaching support staff upon induction to the School. All pupils are registered twice daily, for formal recording of absences, via the schools system. In the morning this occurs during the first lesson and in the afternoons in tutor group. A check on the whereabouts of pupils absent from a lesson must be made at the end of that lesson. Absentees will be checked by a member of the administrative staff in the School Office. Tutors should make the initial requests to absentees for letters from home. Once a letter has been received the School Secretary annotates the school system with the absence code appropriate to the situation. In Seniors, action may be taken where pupils are regularly late for school, in accordance with the School’s Discipline, Behaviour and Exclusion Policy. If Juniors are repeatedly late for school, class teachers are expected to communicate with parents to devise a plan to support families in getting children to school on time. Pupils arriving at school after morning registration and leaving before the end of the school day MUST register at the Main School Reception, administered by the School Receptionist Administrator.
The House System There are four School Houses – Buriton, Charlton, Harting and Nyewood. You will be allocated a House and informed of this upon arrival at DPS. The School has an active programme of House events throughout the year. Every pupil and member of staff belongs to one of the four Houses.
School Calendars The School operates calendars, accessed via the school system. Staff may maintain individual calendars within Outlook. If you require assistance please contact the Commercial Manager and Senior Administrator, Mrs Francesca Ward on ext 1224, or Head of IT, Mr Mat Mitas ext 1247. Staff should use the calendar to view details of School events planned. The calendar is populated by the School Receptionist Administrators and managed by Commercial Manager and Senior Administrator. It is very important that we follow the agreed routines when organising events at the School: •
Items should be submitted to the draft calendar for the respective term by the stated calendar deadline. The draft calendars are kept in the School Office by the Commercial Manager and Senior Administrator, Mrs Francesca Ward.
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Staff Handbook September 2023 • • •
There are a number of days on which certain activities have priority. No other events should be arranged at these times unless by prior agreement with all parties concerned. On occasion it will be necessary to obtain the approval of the Headmaster and/or Bursar. Calendar conventions must be considered and these are listed below. No alterations may be added to the calendar unless a written request is made through the Commercial Manager and Senior Administrator for written approval.
Calendar Conventions The following conventions apply: •
No arrangement during Examination weeks
•
No arrangements that take Fifth Form pupils out of lessons in the week following Mock Examinations and in the first half of the summer term
•
Members of staff should attempt to avoid making arrangements that take them out of School during teaching time in the first half of the Summer term if they teach GCSE groups
•
No year group should be taken out of School on the same weekday during lesson time more than once per fortnight
•
Once the deadline for the Calendar has passed application should be made to the Headmaster for their addition, via the Headmaster’s PA in the first instance. Firm commitments to such additions must not be made until that addition has been accepted for inclusion in the Calendar
•
No trips for public examination classes should take place in the first half of the Summer Term
IT Department The School is fortunate to have a dedicated IT department on the campus. Both the Head of IT, Mr Mat Mitas on ext. 1247, and the IT Technical Manager, Mr Ryan Cracknell, on ext. 1265, will be pleased to answer any questions you may have in regard to the IT systems in place. The School utilises Office 365 including SharePoint and OneDrive accounts. The IT team will provide you with details of your School email account and One Drive facility and will provide you with an overview of the School systems. Teaching staff may also be provided with a School Laptop.
Lost Property It is important that all teaching staff impress upon all pupils the need to look after clothing and equipment. Understandably, parents get upset when their son or daughter loses bags containing important academic work and/or sports clothing and equipment or valuable items such as musical instruments and mobile phones. Please remind pupils to lock up their valuable items in their lockers if they have been allocated this facility. Otherwise, all bags should always be left in appropriate areas such as the designated Juniors and Seniors bag rack areas and the outdoor racks for PE kit / sports bags. Items of kit and clothing which are left lying around are collected and sent to Lost Property which is situated in the School Office. Named items will be returned to their owners via the tutor. Unnamed items are recorded and kept in Lost Property.
The School and Community The School acknowledges its responsibilities to the community in a tangible way through supporting a range of community activities including encouraging to staff to involve themselves in local social and sporting events. 19
Staff Handbook September 2023
We also contribute towards the success of local charities through participation in their activities, and regularly fundraise through non-uniform days and house activities. A number of public footpaths and bridleways cross the School’s property and adjacent to it; these footpaths and tracks are open to the public for walking and cycling, and the South Downs Way passes close to the School. Signs are present advising the public to remain on these paths and tracks only.
The Drives The School endeavours to be a ‘good neighbour’ through applying our well-developed environmental policies which commit us to taking all reasonable precautions to ensure that our activities have no adverse effects. This includes a requirement for our staff, parents and coach drivers to exercise great care and consideration on the single-track school drives* and the adjacent public roads, which provide access to the School and which are also used by farm vehicles, horse riders, cyclists and hikers. Strict adherence to road speed limits is required, currently 5mph within the School perimeter, 20mph on the private drives and national limits on the public highway access roads. Please always drive safely and with consideration; due regard must be paid to notices displayed in this respect and to other traffic and pedestrians. Repeated failure to observe these requirements may result in disciplinary action. *Staff are advised that the School’s private drives extend to The North Lodge (privately owned) to the north of the school, and Woodcroft Farm on the southern approach (privately owned) after which access is via single track public highways.
School Facilities and Amenities Catering Services Hot drinks are available from the Staffroom throughout the day, where snacks are also provided for staff at morning break time each day. Meals may be obtained by all staff from the servery adjacent to the South Downs Hall (SDH)each weekday, between 12 noon and 1.30pm*. Currently there is no charge. Salads may be pre-ordered by staff attending parents’ evenings, via email to the Catering Manager. Staff may eat in the SDH alongside their colleagues on duty or alternatively move to the Small Hall or Large Hall (ex Dining Room). Staff are required to clear away their plates to the trolleys provided and to wipe tables after use if required. The School kitchens are out of bounds at all times to Ditcham Park School staff, unless at the invitation of the Catering Manager. *Please note for the Autumn drama production week, and for mock/GCSE exam periods service may be relocated to the “Large Hall” (ex School Dining Room).
Staff Personal Property and Vehicles Whilst the School will take all reasonable precautions, it regrets that it is unable to accept responsibility for personal property, including vehicles brought onto the site. Valuables (whether monetary or of sentimental value) should not be brought to work and you should keep essential belongings with you, secured in a safe place. Lost and found property should be reported immediately to the School Office.
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Staff Handbook September 2023
Staff car parking is available in the marked bays at the front of the School and in the parking areas beyond the School lawns. Vehicles must not be parked in any place within the school grounds other than that which has been allocated for the purpose and must not be parked in a way that could restrict access for emergency vehicles or cause inconvenience to our neighbours. Please park with care, with the view to maximise the number of available spaces. Parking is not available directly adjacent to the front of the Main School building and the access ramp and steps; this area is reserved for Disabled and Visitor Parking.
Pensions The School abides by all relevant pension regulations and thus, where applicable, staff will be auto enrolled into a suitable pension scheme and make at least the minimum contribution required by the regulations and the scheme.
Teaching Staff Pension – Aviva APTIS The Teachers Aviva APTIS pension scheme upon request at the start of each academic year. All newly employed teaching staff will be provided with access to the Aviva APTIS. This scheme was implemented from 1st October 2021. Further details are available from the Bursary; please note the Bursary or Human Resources Staff are not permitted or qualified to offer pensions advice.
Pension Plan for Support Staff The Ditcham Park School support staff pension scheme, administered by Scottish Widows, is an autoenrolment qualifying scheme available to all Support staff. Minimum contribution levels apply and may vary from time to time to accord with the prevailing legislative requirements. If you wish to opt out then you must notify the Bursar, in writing. Further details are available from the Bursary; please note the Bursary is not permitted or qualified to offer pensions advice.
General Information School Fees Remission Employees who have children who are eligible to attend the School, and who have satisfied the entry criteria as set out in the Schools Admissions procedure and awarded a place, may receive fee concessions in accordance with our policy. Fee concessions are granted at the absolute discretion of the Governors and are subject to amendment or withdrawal at any time. Please confirm with the Bursary the current fee remission scheme for this year. All discounted fees are subject to change. Where a staff member is employed on a part time basis, the level of staff discount is pro-rated by comparing actual hours worked with the full time equivalent (currently 37.5 hours per week for Teaching Staff, and 40 hours per week for Support Staff). Staff discount is restricted to the children for which the member of staff has parental responsibility.
Outside Interests You are expected to be loyal to the stated aims and objectives of the School and may not engage in any outside activities or undertake any additional work outside the School, whether paid or unpaid, which 21
Staff Handbook September 2023
in the reasonable view of the Headmaster/Bursar might conflict with the School’s interests or might interfere with the efficient discharge of your duties, without the written consent of the Headmaster/Bursar.
Right of Search In the interests of security, you are required to agree, on request from any authorised person to a search of your outer clothing, locker, bag, vehicle, etc. Failure to give such permission may result in disciplinary action.
Expenses Ditcham Park School will refund all expenses incurred by staff wholly and exclusively on school business according to the following principles: •
Employees should neither gain nor lose
•
Reimbursement is to be controlled in accordance with the requirements of the Inland Revenue and the School’s auditors.
The reimbursement of expenses will be authorised by the Bursar and is subject to the production of satisfactory receipts. Claim forms are available from the School Office, Bursary or the Staffroom. The School reimburses all expense claims via a direct bank transfer. These payments are made once a month as a minimum.
Travel As part of its general insurance the School provides cover to staff who use their private car in connection with the School’s business and with the School’s authorisation. This also provides cover to carry pupils, such as to ‘away’ sports matches. This cover is limited to a maximum of 1000 miles per car per year and therefore staff should advise the Bursar of such use in order that a log may be maintained. • • •
Mileages should be based on the distance between the school and destination, or home and destination, if less. Rail travel should be by Standard class. Mileage rates are available from the Bursary.
Accommodation, Subsistence and Telephone The School will reimburse the reasonable cost of food and accommodation on the production of receipts. Staff can use their own mobile telephones within the school to communicate with Parents. The School will reimburse all employees for the cost of business calls on the production of receipts with prior arrangement.
Overtime Generally, the School does not pay overtime. Staff should refer to their individual Contract of Employment for any terms that may apply. Prior permission should always be sought from the Headmaster or Bursar.
Change of Terms The content of this Handbook is for guidance only, although it applies to all employees. It is non contractual (unless stated otherwise) and in the case of conflict your contract of employment usually takes precedence. The School reserves the right to vary this handbook at any time and will endeavour to give you one month’s notice of any variation. 22
Staff Handbook September 2023
Safeguarding Team The Ditcham Park DSL Team Ditcham Park School’s Designated Safeguarding Lead (DSL) is the Head of Juniors, Mrs Pippa Probert. The School’s Deputy DSL is Ms Kate Senior. Mrs Probert and Ms Kate Senior make up the School’s Child Protection Team. They receive training every two years in order to provide them with the knowledge and skills to carry out their role. In addition to their formal training, the designated persons should update their knowledge and skills (for example via e-bulletins, meeting other designated safeguarding leads, or taking time to read and digest safeguarding developments), at regular intervals, but at least annually, to keep up with any developments relevant to their role. The School’s Designated Governor for Child Protection is Mrs Linda Campbell, who is contactable at safeguardinggovernor@ditchampark.com
Mrs Pippa Probert Ms Kate Senior Head of Juniors Head of Seniors Designated Safeguarding Lead Deputy Designated Safeguarding Lead Lead Ext. 1246 Ext. 1230 pippa.probert@ditchampark.com kate.senior@ditchampark.com
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Mrs Linda Campbell Designated Governor for Child Protection
Staff Handbook September 2023
SECTION 2 – THE SCHOOL DAY Communications and Contact with the School General Matters Parents can expect communications from the School by the following methods, (including information updates in respect of its response to Covid-19 outbreaks or local/national restrictions): Parent Contact :
mails/texts to parents (normally) each Wednesday
Newsletter
:
electronic newsletter every Friday afternoon to parents during Term Time.
SchoolBase
:
for School Calendar and Sporting Fixtures
Website The school website can be found at www.ditchampark.com
Social Media The School uses the following social media platforms (however parents should note it is unlikely the School will use these methods as a primary method to communicate emergency messages relating to Covid-19). • Facebook • Instagram • Twitter • LinkedIn
Friends of Ditcham Park School The School’s PTA (The Friends of Ditcham Park School) has now resumed their fundraising events and activities. Please visit the FDPS website www.friendsofditchampark.com or look out for newsletter updates for details of forthcoming events.
School Day Timings In the Autumn Term the School will operate a normal school day with lessons beginning at 08.40am and finishing at 3.45pm for all Pre-School, Junior and Senior pupils. Parents are able to drop off their children at the Early Morning Club (EMC) first thing in the morning from 7.50 am. Parents with a child in Juniors are able to book their child into After School Care Club run by Active8 and CM Sports from 3.45pm to 5.15pm each weekday. Likewise, parents with a child in Seniors can book him/her into the After School Homework Club which takes place in the Library from 3.45pm to 6.00pm each week day. All pupils should be in school by 8:40am.
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Parking Arrangements for Parents Parents are asked to note the following parking areas in operation for drop-off and collection of children at the start and end of the School day:
• • •
PRE-SCHOOL / PRE-PREP / PREP / TRANSITION: Main Junior Car Park alongside Art & Design (David Holmes) Building. LOWERS / MIDDLES AND UPPERS: Grass area in front of the Dragonflies Pre-school SENIORS: North Drive perimeter parking spaces and Main Entrance Car-Parks.
At all other times (authorised visits, by prior arrangement), please use the visitors car parking spaces adjacent to the Main School Entrance.
Wrap Around Care Early Morning Club (EMC) – arrangements for the Autumn Term: Pre-School & Juniors: • Children may arrive on site from 7:50am. Parents and pupils should enter the School at the Main Reception where they will be met and recorded as attending EMC and then taken to the Margaret Daley Library, where they will be supervised by a member of staff until 8.25am. • this provision will operate as a “Quiet Reading” time so parents should provide their children with a reading book. Seniors: • Pupils should enter the School at the Main School Reception where they will be met and recorded as present for EMC (as above). • Seniors whose Period 1 lesson is in Science, D&T, Art or Drama will remain in the Small Hall or Library (depending on capacity) where they will be supervised by a member of staff until 8.40am when they will proceed to class. • All other Seniors once registered as “in-School” will proceed upon arrival to their Period 1 classroom where they are required to wait quietly in the classroom. After School Care (ASC) – arrangements for the Autumn Term: Juniors: Active8 and CM Sports will provide after school care Daily from 3.45pm to 5.15pm Seniors: The School will operate a Seniors Homework Club Daily until 6.00pm.
Parents are required to book wrap around care via the parents’ area on the School website www.ditchampark.com
Pupil Entrances and Exits Juniors PRE-SCHOOL
:
Usual entrance to Dragonflies Pre-School
RECEPTION
:
Juniors Entrance in the Junior Courtyard (look for Miss Stevenson or TA)
PRE-PREP
:
Juniors Entrance in the Junior Courtyard (look for Mrs Somerville or Mrs Mason) 25
Staff Handbook September 2023
PREP
:
Junior Courtyard Prep Classroom Entrance
TRANSITION
:
Juniors Entrance in the Junior Courtyard
LOWERS
:
Via the Memorial Garden Entrance at rear of Classroom Block
MIDDLES
:
Via the Junior Courtyard Entrance to the New Juniors Classroom Block
UPPERS
:
Junior Courtyard Uppers Classroom Entrances
Form 1 (Yr7)
:
Seniors Entrance
Form 2 (Yr8)
:
Seniors Entrance
Form 3 (Yr9)
:
Seniors Entrance
Form 4 (Yr10) :
Seniors Entrance
Form 5 (Yr11) :
Seniors Entrance
Seniors
Boot Rooms, Bag Racks and Lockers Juniors Boot Rooms: The School has reinstated boot room locations to the “pre-Covid” arrangements. As parents are requested not to enter the school buildings unless necessary, they should seek to remind their children where to hang their coats prior to the start of term: •
PRE-SCHOOL
In Dragonflies building
•
RECEPTION
In the Boot Room in the Transition Corridor
•
PRE-PREP
In the Boot Room in the Transition Corridor
•
PREP
In Prep classroom
•
TRANSITION
In the Boot Room in the Transition Corridor
•
LOWERS
Ground Floor Boot Room
•
MIDDLES
Ground Floor Boot Room
•
UPPERS
Ground Floor Boot Room
Seniors Bag Racks:
Lockers*:
•
FORM 1
Seniors Entrance
MPB Sports Hall Corridor
•
FORM 2
Seniors Bag Rack Area
MPB Sports Hall Corridor
•
FORM 3
Seniors Bag Rack Area
MPB Sports Hall Corridor
•
FORM 4
Seniors Bag Rack Area
MPB Sports Hall Corridor
•
FORM 5
Southern Entrance Lobby
MPB Sports Hall Corridor
*Lockers are available on request, subject to availability 26
Staff Handbook September 2023
Toilets Juniors Pupils will use allocated toilet facilities: • • •
Reception /Pre Prep Transition Prep – Uppers
: : :
use toilets by classroom use toilets in the Transition Corridor use Junior toilets (adjacent to Juniors Entrance)
Seniors Pupils will be able to use all toilets “as normal” throughout the Seniors buildings. After School Clubs and Activities An extra curricular activities booklet will be sent out during holidays prior to the start of term.
School Lunches Arrangements for Autumn Term Location: School lunches will be eaten in the South Downs Hall from the start of the Autumn Term, under teacher supervision. On occasion, when the weather is good, Seniors pupils will be permitted to eat outdoors in the grounds (with supervising teacher permission) Menus: including “Grab & Go” Our Chef has written a useful update for parents and children’s information, this can be found Here: https://www.ditchampark.com/parents/lunchmenus/ • •
Families who have signed up to termly lunches will be emailed a simple and quick online ordering link in the prior week to assist the catering team with their aims to minimise wastage. If your child has not yet signed up to school provided lunches, it is not too late! Please contact the Deputy Bursar louise.bowen@ditchampark.com who will liaise with the catering team and confirm arrangements with you.
•
NUTS: The School does not permit nuts in the school because of the risk of allergic reaction to some children. Please do not provide your children with any item containing nuts in their break-time snacks or packed lunches. The School does not use nuts as a constituent ingredient in its catering operation – although many manufacturing companies now include a “rider” on packaging that states “may contain traces of nuts” or “is made in a factory that handles nuts” although nuts are not listed as an ingredient. In such circumstances, the school may use such products.
•
All pupils, in every year group, are encouraged to bring a reusable water bottle for their personal use only.
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Pupil Equipment Needs Juniors Equipment Requirements Pencil Cases Pre-School to Transition • Pupils will be provided with all necessary writing and drawing utensils. • Pupils will not share equipment whenever possible. • Where any resources may be shared (e.g. colouring pencils) they will be regularly cleaned and children will wash their hands frequently. Lowers – Uppers Parents are required to provide pupils with their own pencil case and equipment. This should include: • 2 HB pencils • 2 Blue Handwriting pens (Middles and Uppers) • 30cm ruler • Eraser • Pencil sharpener • Highlighter • Glue stick • Colouring pencils (if possible) • Protractor • Pair of compasses • Scissors • Calculator (optional) Seniors Equipment Requirements To continue in the safest possible working environment, most work this term will continue to be completed and assessed on Chromebooks and the Google Classroom platform. We do not anticipate that exercise and textbooks will need to be carried on a regular basis. Pupils must only bring in a limited amount of equipment. They should have a small, clearly named day bag containing the following: • • • • • • • • • • •
Chromebook (This must be fully charged) Pencil Case 2 black writing pens A green pen 2 sharp pencils including an ‘HB’ Eraser Pencil sharpener Pair of compasses Protractor CASIO scientific calculator Ruler 2 Highlighter pens Reading Book Reusable water bottle
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Staff Handbook September 2023
Uniform As the School changing rooms will be fully open from the Autumn Term, all pupils should arrive at school in their school uniform. Uniform Shop:
To order new and second hand clothing from the Uniform Shop please e-mail Ali Bates at uniform@ditchampark.com or telephone 07547 895200.
School Grounds Parents are advised that the school grounds are now open, however the school encourages parents to return to their cars promptly once they have dropped off or collected their children and to leave the School grounds immediately or when directed by the School’s estates team (observing the “up only” timings on the School drives, which are shown below for your convenience). School Drives UP ONLY TIMES:
8.25 – 8.40AM 3.30 – 3.45PM
Any questions in respect of the School Grounds should be directed to the Estate Bursar in the first instance: adrian.trewhella@ditchampark.com
Your Feedback We hope that staff find this handbook useful. The School aims to update and publish it regularly, primarily on the School Website.
Complaints Procedure A copy of our Complaints Policy, and detailed procedures can be found on our website https://www.ditchampark.com/policy/complaints-policy-and-procedure/ Parents can obtain a copy by email, or post, by contacting the School Office or Bursar as follows: School Office: Telephone 01730 825659 Email: headspa@ditchampark.com or glen.jones@ditchampark.com
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SECTION 3 – REGULATORY REQUIREMENTS AND OBLIGATIONS Staff Code of Conduct for Teaching and Support Staff (2023-2024) Introduction This policy applies to all Staff and volunteers in the School regardless of their position, role or responsibility. It sets out clear guidance on the standards of behaviour expected from all Staff (as defined below) at the School. References to “Staff” throughout this policy relate to all of the following groups: • • • • • •
all members of staff including teaching and support staff; governors; volunteers; casual workers; temporary and supply staff, either from agencies or engaged directly; and student placements, including those undertaking initial teacher training and apprentices.
The principles underlying the guidance aim to encourage Staff to achieve the highest possible standards of conduct and minimise the risk of inappropriate conduct occurring. Staff are in a unique position of trust and influence as role models for pupils and must adhere to behaviour that sets a good example to all pupils within the School. Staff also have an individual responsibility to maintain their reputation and the reputation of the School, both inside and outside working hours and the work setting. The School requires that all Staff have read and agree to comply with this code of conduct. Breach or failure to observe this policy may result in action being taken under the School disciplinary procedures including, but not limited to, dismissal. This Staff Behaviour Policy is not an exhaustive list of acceptable and unacceptable standards of behaviour. In situations where guidance does not exist in this policy, Staff are expected to exercise their professional judgement and act in the best interests of the pupils and the School. This policy should be read in conjunction with the following related policies and procedures: • Safeguarding and Child Protection Policy; • Equal Opportunities Policy; • Acceptable Use Policy; • Social Media Policy; • Health and Safety Policy; • Whistleblowing Policy. Staff should ensure that they have read and are familiar with these policies and procedures. Staff are also required to read and understand Part One of the Department for Education’s statutory guidance on safeguarding children and safer recruitment in education, Keeping Children Safe in Education. All senior members of Staff and those Staff working directly with children will also be required to read Annex A of Keeping Children Safe in Education in addition to Part One. 30
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Overview Ditcham Park School provides a high quality education during which each individual pupil’s strengths, potential and interests are identified and developed. As such, we seek to set high standards in all areas of school life and provide a friendly, caring, enjoyable and safe learning environment. The well-being of the pupils and their all-round and academic advancement shape and inform all aspects of education at Ditcham Park School. Our values are set out in our Mission Statement and on the School’s website. This document should clarify what is expected in terms of professional behaviour; it gives clear advice about what constitutes illegal behaviour and what might be considered as misconduct or inappropriate behaviour. It also describes safe practice and which behaviours should be avoided. There may be times when professional judgements are made in situations not covered by this document, or which directly contravene the guidance given by the School. It is expected that in these circumstances staff will always advise their line manager or senior colleagues of their justification for any such action already taken or proposed. Core Principles • • • • • •
The welfare of students is paramount and all adults should always act in each child’s best interests. All adults working at Ditcham Park School are responsible for their own actions and behaviour and should avoid any conduct which would lead any reasonable person to question their motivation and intentions. Staff should work, and be seen to work, in an open and transparent way. Staff should discuss and/or take advice promptly from their line manager or another senior member of staff over any incident, which may give rise to concern. Records should be made of any such incident and of decisions made/further actions agreed. As part of the School’s positive safeguarding culture, all staff should know the name of their Designated Safeguarding Lead (DSL), be familiar with child protection arrangements and understand that they have a responsibility to speak up about safeguarding and welfare matters within the school and to external agencies where necessary to safeguard and protect students. The School’s DSL is Mrs Pippa Probert and Deputy DSL is Ms Kate Senior
If a member of staff does not follow this code of conduct, then he/she may be subject to disciplinary procedures. Staff should be aware that breaches of the law and other professional guidelines could result in criminal or disciplinary action being taken against them. This means that these guidelines:
1. Introduction This guidance has been produced to help all staff establish the safest possible learning and working environments. The aims are to safeguard young people and reduce the risk of staff being falsely accused of improper or unprofessional conduct.
31
•
apply to all adults working in education settings whatever their position, roles, or responsibilities.
Staff Handbook September 2023
2. Duty of Care All adults who work with, and on behalf of children are accountable for the way in which they exercise authority; manage risk; use resources; and safeguard children and young people. All staff, whether paid or voluntary, have a duty to keep children and young people safe and to protect them from sexual, physical and emotional harm. Children and young people have a right to be treated with respect and dignity. It follows that trusted adults are expected to take reasonable steps to ensure the safety and well-being of children and young people. Failure to do so may be regarded as neglect, as defined in Working Together to Safeguard Children 2018. This legislation and Keeping Children Safe in Education (September 2019) also outlines that staff must have due regard to the need to prevent people from being drawn into terrorism. The duty of care is in part, exercised through the development of respectful and caring relationships between adults and children and young people. It is also exercised through the behaviour of the adult, which at all times should demonstrate integrity, maturity and good judgement. Ditcham Park School expects high standards of behaviour from all adults who work with children and young people. When accepting such work, it must be understood and acknowledged that there is responsibility and trust inherent in that role. Employers also have a duty of care towards their employees, both paid and unpaid, under the Health and Safety at Work Act 1974. This requires them to provide a safe working environment for adults and provide guidance about safe working practices. Employers also have a duty of care for the wellbeing of employees and to ensure that employees are treated fairly and reasonably in all circumstances. The Human Rights Act 1998 sets out important principles regarding protection of individuals from abuse by state organisations or people working for those institutions. Adults who are subject to an allegation should therefore be supported and the principles of natural justice applied. The Health and Safety Act 1974 also imposes a duty on employees to take care of themselves and 32
This means that all staff should: •
understand the responsibilities, which are part of their employment or role, and be aware that sanctions will be applied if these provisions are breached always act in the child’s best interests avoid any conduct which would lead any reasonable person to question their motivation and intentions take responsibility for their own actions and behaviour
• •
•
This means that Ditcham Park School should: •
• •
ensure that safeguarding procedures are in place and reviewed ensure that systems are in place for concerns to be raised ensure that adults are not placed in situations which render them particularly vulnerable
Staff Handbook September 2023
anyone else who may be affected by their actions or failings. An employer’s duty of care and the adult’s duty of care towards children should not conflict. This ‘duty’ can be demonstrated through the use and implementation of these guidelines.
3. Confidentiality Members of staff have access to confidential information about pupils in order to undertake their responsibilities. In some circumstances they may have access to or be given highly sensitive or private information. These details must be kept confidential at all times and only shared when it is in the interests of the child to do so. Such information must not be used to intimidate, humiliate, or embarrass the child or young person concerned. If an adult who works with children is in any doubt about whether to share information or keep it confidential he or she should seek guidance from a senior member of staff or nominated child Designated Safeguarding Lead. Any actions should be in line with locally agreed information sharing protocols.
This means that staff: • are expected to treat information they receive about pupils in a discreet and confidential manner as necessary (see below) • be aware of the requirement to maintain an appropriate level of confidentiality whilst at the same time liaising with relevant professionals such as the DSLs and children’s social care to ensure the best interests of children. • in any doubt about sharing information they hold or which has been requested of them should seek advice from a senior member of staff, usually the DSL or the Privacy Officer • need to be cautious when passing information to others about a pupil. • need to know to whom any concerns or allegations should be reported
The storing and processing of personal information about children and young people is governed by the Data Protection Act 2018. Employers should provide clear advice to adults about their responsibilities under this legislation to comply with the General Data Protection Regulation (GDPR). Whilst adults need to be aware of the need to listen to and support children and young people, they must also understand the importance of not promising to keep secrets. Neither should they request this of a child under any circumstances. Additionally, concerns and allegations about adults should be treated as confidential and passed to a senior manager without delay.
4. Making a Professional Judgement This guidance cannot provide a complete checklist of what is, or is not inappropriate behaviour for staff. It does highlight, however, behaviour that is illegal, inappropriate or inadvisable. There may be occasions and circumstances in which adults have 33
This means that where no specific guidance exists staff should: •
discuss the circumstances that informed their action, or their proposed action, with a senior colleague. This will help to ensure that the safest practices are
Staff Handbook September 2023
to make decisions or take action in the best interests of the students which could contravene this guidance or where no guidance exists. Individuals are expected to make judgements about their behaviour in order to secure the best interests and welfare of the children in their charge. Such judgements, in these circumstances, should always be recorded and shared with a senior manager or if the adult does not work for an organisation, with the parent or carer. In undertaking these actions individuals will be seen to be acting reasonably.
5. Power and Positions of Trust All adults working with children and young people are in positions of trust in relation to the young people in their care. It is vital for all those in positions of trust to understand the power this can give them over those they care for and the responsibility they must exercise as a consequence of this relationship. A relationship between an adult and a child or young person cannot be a relationship between equals.
• •
employed and reduce the risk of actions being misinterpreted always discuss any misunderstanding, accidents or threats with a senior leader always record discussions and actions taken with their justifications
This means that staff should not: •
•
•
•
Staff should always maintain appropriate professionalism and avoid behaviour which might be misinterpreted by others. They should report and record any incident with this potential.
use their position to gain access to information for their own or others’ advantage or a pupil’s or family’s detriment use their position to intimidate, bully, humiliate, threaten, coerce or undermine children or young people use their status and standing to form or promote relationships which are of a sexual nature, or which may become so attempt to initiate a relationship with a recent former pupil, which is of a sexual nature
Where a person aged 18 or over is in a specified position of trust with a child under 18, it is an offence for that person to engage in sexual activity with or in the presence of that child, or to cause or incite that child to engage in or watch sexual activity. Where a person aged 18 or over is in a position of trust established with a person who has only recently left the school, any attempt to engage in sexual activity with that person will be a cause for concern and will be treated as a breach of trust established in that prior relationship.
6. Propriety and Behaviour All staff have a responsibility to maintain public confidence in their ability to safeguard the welfare and best interests of the students. They should adopt high standards of personal conduct in order to maintain the confidence and respect of the public in general and all those with whom they work. There may be times, for example, when an adult’s 34
This means that staff should not: •
•
behave in a manner which would lead any reasonable person to question their suitability to work with children or act as a role model. make, or encourage others to make, unprofessional personal comments which scapegoat, demean or humiliate, or which might be interpreted as such
This means that adults should:
Staff Handbook September 2023
behaviour or actions in their personal life come under scrutiny from local communities, the media or public authorities. This could be because their behaviour is considered to compromise their position in their workplace or indicate an unsuitability to work with children or young people. Misuse of drugs, alcohol or acts of violence would be examples of such behaviour.
•
• •
Adults in contact with children and young people should therefore understand and be aware, that safe practice also involves using judgement and integrity about behaviours in places other than the work setting.
be aware that behaviour in their personal lives may impact upon their work with children at Ditcham Park School follow any codes of conduct and policies deemed appropriate by the School understand that the behaviour and actions of their partner (or other family members) may raise questions about their suitability to work with children and young people
Staff should be aware that the behaviour of partners or other family members may raise similar concerns and require careful consideration by the School as to whether there may be a potential risk to the students.
7. Dress and Appearance Staff should dress in a way that is appropriate to their role We require students to be smart in their uniform. Smart and professional appearance is expected at all times for staff. Staff should ensure they take care to ensure they are dressed decently, safely and appropriately for the tasks and the work they undertake.
This means that staff should ensure their appearance and clothing is in keeping with their professional standing and: •
•
• • •
promotes a positive and professional image, including ensuring that for male staff facial hair is either well shaved or trimmed and neat. is appropriate to their role (for male staff this is likely to be a jacket, collar and tie and for female staff clothing which provides a professional appearance) is not likely to be viewed as offensive, revealing, or sexually provocative does not distract, cause embarrassment or give rise to misunderstanding is absent of any political or otherwise contentious slogans
This means that staff should:
8. Personal Living Space No child or young person should be in or invited into, the home of an adult who works with them, unless the reason for this has been firmly established and agreed with parents/ carers and senior managers or the home has been designated by the organisation or regulatory body as a work place e.g. childminders, foster carers. It is not appropriate for any other organisations to expect or request that private living space be used 35
•
• •
•
be vigilant in maintaining their privacy and mindful of the need to avoid placing themselves in vulnerable situations be mindful of the need to maintain professional boundaries be aware that any pupil access to staff accommodation is properly supervised and does not involve inappropriate favouritism or inappropriate one-to-one contacts between staff and pupils consult with the Head of Juniors, Seniors or Headmaster in cases of doubt.
Staff Handbook September 2023 •
for work with children and young people.
ensure that the relevant permission is sought if a pupil is to be asked to babysit for their children. The pupil’s parents should also give consent. It may be pragmatic to have two pupils babysitting.
This means that staff should:
9. Gifts, Rewards and Favouritism Staff should be aware of the School’s policy regarding arrangements for the declaration of gifts received and given.
•
•
Staff need to take care that they do not accept any gift that might be construed as a bribe by others, or lead the giver to expect preferential treatment.
•
There are occasions when students or parents wish to pass small tokens of appreciation to staff, for example at Christmas or as a thank-you, and this is acceptable. However, it is unacceptable to receive gifts on a regular basis or of any significant value. Any member of staff concerned about whether they or their colleagues may be at risk of giving or receiving a bribe (financial or otherwise) should contact the Bursar. Any member of staff receiving gifts or entertainment valued at more than £100 must disclose this to the Bursar.
•
ensure that gifts received or given in situations which may be misconstrued are declared ensure that gifts of significant value are declared. generally, only give gifts to an individual young person as part of an agreed reward system where giving gifts other than as above, ensure that these are of insignificant value and given to all students equally, unless they are given for a specific reason which is transparent and fits with the pastoral ethos of the school
Staff giving rewards to students should ensure that these conform to the School’s Rewards and Sanctions protocols outlined in the Behaviour Policy. Members of staff may not give personal gifts to students. It is acceptable for staff to offer prizes of small value in certain tasks or competitions. This means that staff should:
10. Infatuations Staff need to be aware that it is not uncommon for students to be strongly attracted to a member of staff and/or to develop an infatuation. Staff should be aware that such circumstances always carry a high risk of words or actions being misinterpreted and for allegations to be made against staff. A member of staff who becomes aware that a student may be infatuated with him/her or a colleague should discuss this at the earliest opportunity with a senior colleague so that appropriate action can be taken. In this way, steps can be taken to avoid hurt and distress for all concerned. 36
•
•
report to senior colleagues any indications (verbal, written or physical) that suggest a student may be infatuated with a member of staff. be mindful of the guidance on one to one situations outlined below
Staff Handbook September 2023
11. Communication with Children and Young People (including the Use of Technology) Communication between children and adults, by whatever method, should take place within clear and explicit professional boundaries. This includes the wider use of technology, which includes but is not limited to, mobile phones, text messaging, emails, digital cameras, videos, web-cams, websites and blogs. Adults should not share any personal information with a child or young person. They should not request, or respond to, any personal information from the child/young person, other than that which might be appropriate as part of their professional role. Adults should ensure that all communications are transparent and open to scrutiny. Mobile phones and cameras should not be taken into a EYFS setting.
This means that staff should: •
•
• •
•
•
Adults should also be circumspect in their communications with children so as to avoid any possible misinterpretation of their motives or any behaviour which could be construed as grooming. They should not give their personal contact details to children and young people including e-mail, home or mobile telephone numbers, unless the need to do so is agreed with senior leadership and parents/carers. E-mail or text communications between an adult and a child young person outside agreed protocols may lead to disciplinary and/or criminal investigations. This also includes communications through internet based web sites.
•
•
only give their personal contact details to students , including their mobile telephone number, for professional reasons and with the knowledge of their line manager. communicate with students in an appropriate and professional manner, making sure that parents have given permission for this form of communication to be used only make contact with students for professional reasons agree with their line manager before setting up Group Chats and other such channels. not use internet or web-based communication channels to send personal messages to a student not have inappropriate images of students stored on personal cameras, devices or home computers. not make images of students available on the internet, other than through the School’s website, newsletters, publications or other authorised channels without permission from parents and senior teachers. be cautious in their contact with expupils, as there is still a professional relationship and there may be contact with current pupils.
Internal e-mail systems should only be used in accordance with the School’s policy. Google classroom is a secure and appropriate medium for communicating with pupils.
12. Social Contact with Students Adults who work with children and young people should not seek to have social contact with them or their families, unless the reason for this contact has been firmly established and agreed with senior managers, or where an adult does not work for an organisation, the parent or carers. If a child or parent seeks to establish social contact, or if this occurs coincidentally, the adult should exercise her/his professional judgement in making a response but should always discuss the situation with their manager or with the parent of the child or young person. Adults should be aware that 37
This means that staff should: • •
• •
•
have no secret social contact with students consider the appropriateness of the social contact according to their role and nature of their work always approve any planned social contact with senior colleagues, advise a member of the Senior Leadership Team of any social contact they have with a student or parent which may give rise to concern report and record any situation, which they feel might compromise the School or
Staff Handbook September 2023
social contact in certain situations can be misconstrued as grooming. Where social contact is an integral part of work duties, e.g. pastoral work in the community, care should be taken to maintain appropriate personal and professional boundaries. This also applies to social contacts made through interests outside of work or through the adult’s own family or personal networks.
•
their own professional integrity understand that some communications may be called into question and need to be justified.
It is recognised that some adults may support a parent who may be in particular difficulty. Care needs to be exercised in those situations where the parent comes to depend upon the adult for support outside their professional role. This situation should be discussed with senior leadership and where necessary referrals made to the appropriate support agency.
13. Sexual Contact All adults should clearly understand the need to maintain appropriate boundaries in their contacts with children and young people. Intimate or sexual relationships between children/young people and the adults who work with them will be regarded as a grave breach of trust. Allowing or encouraging a relationship to develop in a way which might lead to a sexual relationship is also unacceptable. Any sexual activity between an adult and the child or young person with whom they work may be regarded as a criminal offence and will always be a matter for disciplinary action. Children and young people are protected by specific legal provisions regardless of whether the child or young person consents or not. The sexual activity referred to does not just involve physical contact including penetrative and non-penetrative acts. It may also include non-contact activities, such as causing children to engage in or watch sexual activity or the production of pornographic material. 'Working Together to Safeguard Children'1, defines sexual abuse as “forcing or enticing a child or young person to take part in sexual activities, whether or not the child is aware of what is happening”. There are occasions when adults embark on a
38
This means that staff should: • not pursue sexual relationships with children and young people either in or out of school. • avoid any form of communication with a child or young person which could be interpreted as sexually suggestive or provocative ie verbal comments, letters, notes, electronic mail, phone calls, texts, physical contact. • not make sexual remarks to, or about, a pupil • not discuss their own sexual relationships with or in the presence of pupils • ensure that their relationships with pupils clearly take place within the boundaries of a respectful professional relationship • take care that their language or conduct does not give rise to comment or speculation. Attitudes, demeanour and language all require care and thought, particularly when members of staff are dealing with adolescent boys and girls.
Staff Handbook September 2023
course of behaviour known as 'grooming' where the sole purpose is to gain the trust of a child, and manipulate that relationship so sexual abuse can take place. Adults should be aware that consistently conferring inappropriate special attention and favour upon a child might be construed as being part of a 'grooming' process and as such will give rise to concerns about their behaviour. This means that staff should:
14. Physical Contact Many jobs within the children’s workforce require physical contact with children as part of their role. There are also occasions when it is entirely appropriate for other adults to have some physical contact with the child or young person with whom they are working. However, it is crucial that in all circumstances, adults should only touch children in ways which are appropriate to their professional or agreed role and responsibilities. Not all children and young people feel comfortable about physical contact, and adults should not make the assumption that it is acceptable practice to use touch as a means of communication. Permission should be sought from a child or young person before physical contact is made. Where the child is very young, there should be a discussion with the parent or carer about what physical contact is acceptable and/or necessary. When physical contact is made with a child this should be in response to their needs at the time, of limited duration and appropriate to their age, stage of development, gender, ethnicity and background. It is not possible to be specific about the appropriateness of each physical contact, since an action that is appropriate with one child in one set of circumstances may be inappropriate in another, or with a different child. Adults, nevertheless, should use their professional judgement at all times, observe and take note of the child's reaction or feelings and – so far as is possible - use a level of contact and/or form of communication which is acceptable to the child for the minimum time necessary. Physical contact which occurs regularly with an individual child or young person is likely to raise questions unless there is explicit agreement on the need for, and nature of, that contact. This would 39
•
•
• •
be aware that even well intentioned physical contact may be misconstrued by the pupil, an observer or by anyone to whom this action is described refer to the School’s Child Protection & Safeguarding Policy which gives examples of when physical contact with pupils might be proper and necessary never touch a pupil in a way which may be considered indecent always be prepared to explain actions and accept that all physical contact be open to scrutiny
This means that Ditcham Park School should: •
•
ensure it has a system in place for recording serious incidents and the means by which information about incidents and outcomes can be easily accessed by senior leadership. CPOMS fulfils this function provide staff, on a "need to know" basis, with relevant information about vulnerable pupils in their care.
Staff Handbook September 2023
then be part of a formally agreed plan or within the parameters of established, agreed and legal professional protocols on physical contact e.g. sport activities or medical procedures. Any such arrangements should be understood and agreed by all concerned, justified in terms of the child's needs, consistently applied and open to scrutiny. Physical contact should never be secretive, or for the gratification of the adult, or represent a misuse of authority. If an adult believes that their action could be misinterpreted, or if an action is observed by another as being inappropriate or possibly abusive, the incident and circumstances should be reported to the senior manager outlined in the procedures for handling allegations and an appropriate record made. Parents/carers should also be informed in such circumstances. Where a child seeks or initiates inappropriate physical contact with an adult, the situation should be handled sensitively and care taken to ensure that contact is not exploited in any way. Careful consideration must be given to the needs of the child and advice and support given to the adult concerned. It is recognised that some children who have experienced abuse may seek inappropriate physical contact. Adults should be particularly aware of this when it is known that a child has suffered previous abuse or neglect. In the child's view, physical contact might be associated with such experiences and lead to some actions being misinterpreted. In all circumstances where a child or young person initiates inappropriate physical contact, it is the responsibility of the adult to sensitively deter the child and help them understand the importance of personal boundaries. Such circumstances must always be reported and discussed with a senior manager and the parent/carer.
15. Other Activities that require Physical Contact Adults who work in certain settings, for example sports, drama or outdoor activities may have to initiate some physical contact with children, for example to demonstrate technique in the use of a particular piece of equipment, adjust posture, or perhaps to support a child so they can perform an activity safely or prevent injury. Such activities should be carried out in accordance with existing codes of conduct, regulations and best practice. Physical contact should take place only when it is 40
This means that staff should: •
•
•
•
treat children with dignity and respect and avoid contact with intimate parts of the body always explain to a child the reason why contact is necessary and what form that contact will take seek consent of parents where a child or young person is unable to do so because of a disability. consider alternatives, where it is
Staff Handbook September 2023
necessary in relation to a particular activity. It should take place in a safe and open environment i.e. one easily observed by others and last for the minimum time necessary. The extent of the contact should be made clear to the parent/carer and once agreed, should be undertaken with the permission of the child/young person. Contact should be relevant to their age or understanding and adults should remain sensitive to any discomfort expressed verbally or non-verbally by the child. Guidance and protocols around safe and appropriate physical contact are provided by national organisations, for example sports governing bodies or major arts organisations, or the employing organisation and should be understood and applied consistently. Any incidents of physical contact that cause concern or fall outside of these protocols and guidance should be reported to the senior manager and parent or carer. It is good practice if all parties clearly understand at the outset, what physical contact is necessary and appropriate in undertaking specific activities. Keeping parents/carers, children and young people informed of the extent and nature of any physical contact may also prevent allegations of misconduct or abuse arising.
• • •
anticipated that a child might misinterpret any such contact, be familiar with and follow recommended guidance and protocols conduct activities where they can be seen by others be aware of gender, cultural or religious issues that may need to be considered prior to initiating physical contact
This means that the School should: •
•
have up to date guidance and protocols on appropriate physical contact in place that promote safe practice and include clear expectations of behaviour and conduct. ensure that staff are made aware of this guidance and that safe practice is continually promoted through supervision and training.
This means that staff should:
16. Behaviour Management
•
All children have a right to be treated with respect and dignity even in those circumstances where they display difficult or challenging behaviour.
• •
Staff should not use any form of degrading treatment to punish a student. The use of sarcasm, demeaning or insensitive comments towards students is not acceptable in any situation.
•
not use force as a form of punishment nor use corporal punishment try to defuse situations before they escalate keep parents informed of any significant sanctions adhere to the School's Behaviour policy.
17. Use of Physical Intervention and Restraint This is a complex area and staff must have regard to the Child Protection & Safeguarding policy, which conforms to current guidance and legislation.
This means that staff should: • • •
The use of physical intervention should, wherever possible, be avoided. Reasonable force may be used to prevent a pupil committing a violent act or 41
•
adhere to the School’s Child Protection & Safeguarding policy always seek to defuse situations always use minimum force for the shortest period necessary record and report to the DSL or Deputy DSL as soon as possible after the event any incident where physical intervention has
Staff Handbook September 2023
offence, causing personal injury to, or damage to property of, any person (including the pupil himself/herself) or undermining the maintenance of good order and discipline at school either during the school day or after the school day where a member of staff has lawful control of a pupil. When physical intervention is used it should be undertaken in such a way that maintains the safety and dignity of all concerned The scale and nature of any physical intervention must be proportionate to both the behaviour of the individual to be controlled and the nature of the harm they may cause. The minimum necessary force should be used and the techniques deployed in line with recommended policy and practice.
•
been used. All incidents should be recorded on CPOMS
This means that the School should: •
•
• •
have a policy on the use of physical intervention in place that complies with government guidance and legislation and describes the context in which it is appropriate to use physical intervention ensure that an effective recording system is pace which allows for incidents to be tracked and monitored ensure that staff are familiar with the above ensure that staff are appropriately trained
Under no circumstances should physical force or intervention be used as a form of punishment. The duty of care which applies to all staff requires that reasonable measures are taken to prevent students being harmed. In all cases where physical restraint is employed the incident and subsequent actions should be documented and reported. This should include written and signed accounts of all those involved, including the child or young person. The parents/carers should be informed the same day.
18. Children and Young People in Distress There are some settings, where adults are involved in managing significant or regular occurrences of distress and emotional upset in children, for example in mental health services, residential care provision etc. In these circumstances professional guidance should be followed and adults should be aware of what is and what is not acceptable behaviour when comforting a child or diffusing a situation. This is particularly important when working on a one-to-one basis. For all other adults working with children there will be occasions when a distressed child needs comfort and reassurance and this may involve physical contact. Young children, in particular, may need immediate physical comfort, for example after a fall, separation from parent etc. Adults should use their professional judgement to comfort or reassure a child in an age-appropriate way whilst 42
This means that staff should: •
•
• • • •
consider the way in which they offer comfort and reassurance to a distressed child and do it in an age-appropriate way be circumspect in offering reassurance in one to one situations, but always record such actions in these circumstances follow professional guidance or code of practice where available never touch a child in a way which may be considered indecent record and report situations which may give rise to concern from either party not assume that all children seek physical comfort if they are distressed
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maintaining clear professional boundaries. Where an adult has a particular concern about the need to provide this type of care and reassurance, or is concerned that an action may be misinterpreted, this should be reported and discussed with a senior manager and parents/carers.
19. Intimate Care
This means that staff should:
Some job responsibilities necessitate intimate physical contact with children on a regular basis, for example assisting young children with toileting, providing intimate care for children with disabilities or in the provision of medical care. The nature, circumstances and context of such contact should comply with professional codes of practice or guidance and/or be part of a formally agreed plan, which is regularly reviewed. The additional vulnerabilities that may arise from a physical or learning disability should be taken into account and be recorded as part of an agreed care plan. The emotional responses of any child to intimate care should be carefully and sensitively observed, and where necessary, any concerns passed to senior managers and/or parents/carers.
1. 2. 3. 4.
5.
6.
adhere to the School’s procedures within Safeguarding Policy re Intimate Care. make other staff aware of the task being undertaken explain to the child what is happening consult with senior managers and parents where any variation from agreed arrangements are necessary record the justification for any variations to the agreed arrangements and share this information with parents ensure that any changes to the agreed arrangements are discussed, agreed and recorded on CPOMS.
All children have a right to safety, privacy and dignity when contact of a physical or intimate nature is required and depending on their abilities, age and maturity should be encouraged to act as independently as possible. The views of the child should be actively sought, wherever possible, when drawing up and reviewing formal arrangements. As with all individual arrangements for intimate care needs, agreements between the child, parents/carers and the organisation must be negotiated and recorded. This means that staff should:
20. Personal Care Young people are entitled to respect and privacy at all times and especially when in a state of undress, changing clothes, bathing or undertaking any form of personal care. There are occasions where there will be a need for an appropriate level of supervision in order to safeguard young people and/or satisfy health and safety considerations. This supervision should be appropriate to the needs 43
• • •
avoid any physical contact when children are in a state of undress avoid any visually intrusive behaviour where there are changing rooms announce their intention of entering
This means that staff should not: •
change in the same place as children
Staff Handbook September 2023
and age of the young people concerned and sensitive to the potential for embarrassment.
• •
Adults need to be vigilant about their own behaviour, ensure they follow agreed guidelines and be mindful of the needs of the children and young people with whom they work.
21. First Aid Medication
and
Administration
shower or bathe with children assist with any personal care task which a child or young person can undertake by themselves
of
The school has a medication procedure with our First Aid & Medical Needs Policy which must be adhered to at all times.
22. One to One Situations All organisations working with or on behalf of children and young people should consider one to one situations when drawing up their policies. It is not realistic to state that one to one situations should never take place. It is however, appropriate to state that where there is a need, agreed with a senior manager and/or parents/carers, for an adult to be alone with a child or young person, certain procedures and explicit safeguards must be in place. This also applies to those adults who do not work as part of an agency or organisation but owe a duty of care to the child or young person because of the nature of their work. Adults should be offered training and guidance for the use of any areas of the workplace which may place themselves or children in vulnerable situations. This would include those situations where adults work directly with children and young people in unsupervised settings and/or isolated areas within community settings or in street-based projects for example. One to one situations have the potential to make child/young person more vulnerable to harm by those who seek to exploit their position of trust. Adults working in one to one settings with children and young people may also be more vulnerable to unjust or unfounded allegations being made against them. Both possibilities should be recognised so that when one to one situations are unavoidable, reasonable and sensible precautions are taken. Every attempt should be made to ensure the safety and security of children and young people and the adults who work with them. There are occasions where managers will need to undertake a risk assessment in relation to the 44
This means that staff should recognise that there may be situations when there is a need for adults to be in a one to one situation with children. However, in such circumstances it is important that certain procedures and safeguards are put in place to protect both the pupil from being vulnerable to harm and the adult from being vulnerable to unjust or unfounded allegations being made against them. Therefore, it is important that every attempt is made to ensure the safety and security of children and adults who work with them. To this end, staff should: • •
•
•
•
Avoid meetings in remote, secluded areas with individual children. Avoid displaying “engaged” or similar signs which may create an opportunity for secrecy. Ensure that meetings with children outside agreed working arrangements should not take place without the agreement of senior managers and parents Assess the need to have other colleagues present or close by, keep doors open, meet in an open environment. Report any situation where a child becomes distressed or angry to a senior colleague as soon as possible.
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specific nature and implications of one to one work. These assessments should take into account the individual needs of the child/young person and the individual worker and any arrangements should be reviewed on a regular basis. Meetings with children and young people outside agreed working arrangements should not take place without the agreement of senior managers and parents or carers.
23. Home Visits
These means that staff should: •
There are workers for whom home visits are an integral part of their work. In these circumstances it is essential that appropriate policies and related risk assessments are in place to safeguard children and young people and the adults who work with them.
• •
A risk assessment should include an evaluation of any known factors regarding the child/young person, parents and others living in the household. Risk factors such as hostility, child protection concerns, complaints or grievances can make adults more vulnerable to an allegation. Specific consideration should be given to visits outside ‘office hours’ or in remote or secluded locations. Following an assessment, appropriate risk Leadership measures should be in place before visits are agreed. Where little or no information is available, visits should not be made alone. There will be occasions where risk assessments are not possible or not available, e.g. when emergency services are used. In these circumstances, a record must always be made of the circumstances and outcome of the home visit. Such records must always be available for scrutiny.
•
agree the purpose for any home visit with the relevant member of the School’s Senior Leadership Team, ensuring that all such visits are justified and recorded adhere to agreed risk management strategies always make detailed records including times of arrival and departure and work undertaken ensure any behaviour or situation which gives rise to concern is discussed with their manager and, where appropriate, action is taken
Under no circumstances should an adult visit a child in their home outside agreed work arrangements or invite a child to their own home or that of a family member, colleague or friend. If in an emergency, such a one -off arrangement is required, the adult must have a prior discussion with a senior manager and the parents or carers and a clear justification for such arrangement is agreed and recorded.
24. Transporting Children and Young People There will be occasions when adults are expected or asked to transport children as part of their 45
This means that staff should: •
ensure that their behaviour and all arrangements ensure vehicle, passenger and
Staff Handbook September 2023
duties. Adults, who are expected to use their own vehicles for transporting children should ensure that the vehicle is roadworthy, appropriately insured and that the maximum capacity is not exceeded. It is a legal requirement that all passengers should wear seat belts and it is the responsibility of the staff member to ensure that this requirement is met. Adults should also be aware of current legislation and adhere to the use of car seats for younger children. Where adults transport children in a vehicle which requires a specialist license/insurance e.g. PCV or LGV staff should ensure that they have an appropriate licence and insurance to drive such a vehicle. It is inappropriate for adults to offer lifts to a child or young person outside their normal working duties, unless this has been brought to the attention of the line manager and has been agreed with the parents/carers.
•
• •
•
•
• •
•
driver safety plan and agree arrangements with all parties in advance, responding sensitively and flexibly to disagreements ensure that they are alone with a child for the minimum time possible be aware that the safety and welfare of the child is their responsibility until this is safely passed over to a parent/carer report the nature of the journey, the route and expected time of arrival in accordance with agreed procedures ensure that their behaviour and all arrangements ensure vehicle, passenger and driver safety take into account any specific needs that the child may have ensure that there are proper arrangements in place to ensure vehicle, passenger and driver safety. This includes having proper and appropriate insurance for the type of vehicle being driven ensure that any impromptu or emergency arrangements of lifts are recorded and can be justified if questioned
There may be occasions where the child or young person requires transport in an emergency situation or where not to give a lift may place a child at risk. Such circumstances must always be recorded and reported to a senior manager and parents/carers.
25. Trips and Outings Adults should take particular care when supervising children and young people on trips and outings, where the setting is less formal than the usual workplace. Adults remain in a position of trust and need to ensure that their behaviour remains professional at all times and stays within clearly defined professional boundaries. . Where activities include overnight stays, careful consideration needs to be given to sleeping arrangements. Children, young people, adults and parents should be informed of these prior to the start of the trip. In all circumstances, those organising trips and outings must pay careful attention to ensuring safe staff/child ratios and to the gender mix of staff where appropriate to the age of the pupils especially on overnight stays. Health and Safety arrangements require members of staff to keep colleagues/ employers aware of 46
This means that staff should: • always have another adult present in out of workplace activities, unless otherwise agreed with a member of the Senior Leadership Team • undertake risk assessments in line with School policy • have parental consent for the activity • ensure that their behaviour remains professional at all times(see section 6) • never share beds with pupils • not share bedrooms unless it involves a dormitory situation and the arrangements have been previously discussed with a member of the Senior Leadership Team, parents and pupils.
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their whereabouts, especially when involved in activities outside the usual workplace.
26. Photography and Videos Many school activities involve recording images. These may be undertaken as part of the curriculum, out of school activities, for publicity, or to celebrate achievement. Staff need to be aware of the potential for these aspects of teaching to be misused for pornographic or 'grooming' purposes. Careful consideration should be given as to how these activities are organised and undertaken. Staff also need to be aware that “upskirting” is against the law. Using images of children for the school’s publicity purposes has already had the consent of parents through the Home-School Agreement. Further guidance on this issue can be sought from the relevant senior staff.
This means that staff should: •
•
•
• • •
be clear about the purpose of the activity and about what will happen to the photographs when the lesson/activity is concluded ensure that a senior member of staff is aware that the photography/image equipment is being used and for what purpose. ensure that all images are available for scrutiny in order to screen for acceptability be able to justify images of children in their possession avoid making images in one to one situations. Be familiar with the term “upskirting” and understand the implications of this practice. Any known incidents of “upskirting” must be reported to the Headmaster (if involving staff) or the DSL or Deputy DSL (for pupils).
This means that staff should not: •
•
27. Access to Inappropriate Images and Internet Usage Ditcham Park School has a clear policy about access to and the use of the Internet. Please refer to the Acceptable Use Policy for further guidance. Under no circumstances should adults in the school access inappropriate images. Accessing child pornography or indecent images of children on the internet, and making, storing or disseminating such material, is illegal and, if proven, will invariably lead to the individual being barred from work with children and young people. Using school equipment to access inappropriate or indecent material, including adult pornography, would normally lead to disciplinary action, particularly if as a result pupils might be exposed to 47
have images of pupils stored on personal cameras, mobile phones electronic devices or home computers. make images of pupils available on the internet, other than through the school network/website.
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inappropriate or indecent material. This means that staff should:
28. Whistle blowing Whistleblowing is the mechanism by which staff can voice their concerns, made in good faith, without fear of repercussion. Please refer to the school Whistle Blowing procedure.
• •
Staff should acknowledge their individual responsibilities to bring matters of concern to the attention of senior leadership and/or relevant external agencies. This is particularly important where the welfare of children may be at risk. •
•
29. Sharing Concerns and Recording Incidents All staff should be aware of the school's child protection procedures, including procedures for dealing with allegations against staff. Staff who are the subject of allegations are advised to contact their professional association. All staff should understand that they have a responsibility to speak up about safeguarding and welfare matters within the school and to external agencies where necessary to safeguard and protect students. In the event of an incident occurring, which may result in an action being misinterpreted and/or an allegation being made against a member of staff, the relevant information should be clearly and promptly recorded and reported to senior staff. Early discussion with a parent could avoid any misunderstanding. Members of staff should feel able to discuss with their line manager any difficulties or problems that may affect their relationship with students so that appropriate support can be provided or action can be taken. 48
report any behaviour by colleagues that raises concern. be aware of their duty to raise concerns, where they exist, about the Leadership of child protection, which may include the attitude or actions of colleagues. If it becomes necessary to consult outside the school, they should speak in the first instance, to the Area Education Officer/LADO following the Whistleblowing Policy. Whistle-blowing re the Headmaster should be made to the Chair of the Governing Body whose contact details are available from the Bursar Where a member of staff feels unable to raise an issue with their employer or feels that their genuine concerns are not being addressed, other whistleblowing channels may be open to them, such as the NSPCC Whistleblowing Helpline [help@nspcc.org.uk 0800 028 0285 (8.00am – 8.00pm)]
This means that staff : •
•
should be familiar with the School’s Child Protection procedures and speak up about safeguarding and welfare matters through the appropriate channels should take responsibility for recording any incident, and passing on that information where they have concerns (using CPOMSn) about any matter pertaining to the welfare of an individual in the school or workplace. – See Child Protection Policy for further information
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30. Attendance and Timekeeping Should you need to be absent or expect to be late for any reason, you should ask the Headmaster, Head of Seniors, Head of Juniors or Bursar in advance when possible. If this is not possible, please contact your Head of Department at the earliest opportunity. Staff should be punctual in arriving for work and teachers and Teaching Assistants should make sure each lessons starts and finishes on time.
31. Eating and Drinking To promote a healthy work life balance, staff are encouraged to eat away from their area of work, eating hot lunches in the School Dining Hall and break time snacks and drinks in the Staff Room. Staff with access to an office may eat a packed lunch at their desks. Hot drinks may be taken from the Staff Room or downstairs kitchen area to office desks. Caution must be exercised when moving around the school with drinks and staff are encouraged to use mugs with lids if possible.
32. Smoking To promote a healthy and pleasant working environment and because of the fire risk, smoking (in any form, including the use of e-cigarettes) is not allowed anywhere on site. You must not smoke on school premises or outside school gates. Any member of Staff wishing to smoke must leave the school grounds. You must not smoke whilst working with or supervising pupils offsite.
33. Alcohol and Illegal Drugs Consumption of alcohol or illegal drugs is not permitted on site, save where at a school function or otherwise agreed when modest amounts of alcohol may be consumed. Your conduct and performance must not be adversely impacted by alcohol or drugs when undertaking your duties.
34. Security In the interests of security, employees must wear their identity card and lanyard whilst in School and produce it on request. You must not remove any School documents from the site or take any photographs without due care. The School reserves the right to search the outer clothing, bags, lockers and vehicles etc. of employees whilst on site. Staff may have a colleague in attendance on such occasions.
35. Health and Safety All Staff have a duty to ensure that a safe working environment exists. Fire and evacuation procedures must be adhered to at all times and Staff are required to familiarise themselves with the procedures and their responsibilities set out in the Health and Safety Policy.
36. Mobility and Flexibility Due to the demands and nature of the School, employees should be prepared to transfer upon request within departments either temporarily or permanently and/or to undertake work of a different nature, providing it is reasonable and safe to do so and the individual is adequately trained.
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Keeping Children Safe in Education 2023 (KCSiE) (September 2023) Staff are required to read the (annually updated) statutory guidance for schools and colleges and INSET training is provided annually as a minimum and is mandatory for all staff. This is the link for the latest published Government Guidance:
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/fi le/1181955/Keeping_children_safe_in_education_2023.pdf NB: KCSiE 2023 includes significant updates and therefore a revised useful guide of which sections are applicable for particular members of staff is provided below: Part 1 - Safeguarding Information for all Staff – Everyone: Non-teaching (support staff) as well as teaching staff. Part 2 - Management of Safeguarding : SLT and Governors (and Deputy DSL if not a member of SLT) Part 3 - Safer Recruitment: SLT and Governors (and staff responsible for Single Central Register and HR lead, if not member(s) of SLT) Part 4 - Allegations made against staff: SLT and Governors (and HR Lead if not a member of SLT) Part 5 - Child on child sexual violence: SLT and Governors (and Deputy DSL if not a member of SLT) Annex D - Online Safety: SLT and Governors and IT / Network Manager. Staff attention is drawn to the School’s guidance in respect of “Low Level Concerns” as provided by the DSL (September 2023) Low level concerns The school promotes an open and transparent culture in which all concerns about all adults working in or on behalf of the school or college must be shared with the Safeguarding Team, and this includes Low Level Concerns. What is a low level concern? The term ‘low-level’ concern does not mean that it is insignificant. A lowlevel concern is any concern – no matter how small, and even if no more than causing a sense of unease or a ‘nagging doubt’ - that an adult working in or on behalf of the school or college may have acted in a way that: • • •
• • • •
is inconsistent with the staff code of conduct, including inappropriate conduct outside of work; and does not meet the allegations threshold or is otherwise not considered serious enough to consider a referral to the LADO. Examples of such behaviour could include, but are not limited to: being over friendly with children. having favourites. taking photographs of children on their mobile phone. engaging with a child on a one-to-one basis in a secluded area or behind a closed door. 50
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• using inappropriate sexualised, intimidating, or offensive language. Such behaviour can exist on a wide spectrum, from the inadvertent or thoughtless, or behaviour that may look to be inappropriate, but might not be in specific circumstances, through to that which is ultimately intended to enable abuse. It is crucial that any such concerns, including those which do not meet the harm threshold (see KCSIE23 Part Four - Section one), are shared responsibly with the DSL or DDSL, and recorded and dealt with appropriately. Ensuring they are dealt with effectively should also protect those working in or on behalf of schools and colleges from potential false allegations or misunderstandings.
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SECTION 4 – COMMUNICATIONS AND INFORMATION Communications The School strongly believes in effective communication of information to all employees in order to promote a greater understanding of the School’s activities, the issues it faces and the direction it is taking. The School also values the comments and ideas of staff. The methods used for communication are designed to encourage a two-way exchange between management and staff. In order to be truly effective, the full commitment of everyone within the School is essential.
Staff meetings There is a whole School staff meeting at the start of each term, which teaching, teaching support staff and Support Staff are expected to attend. In the Senior School there is a staff meeting at 4pm for all teaching staff prior to each Parent’s Evening for a particular year group.
Staff briefings In the Senior School there is a staff briefing for teaching staff at 4pm on Monday afternoons each week and informal briefings during morning break. In the Junior School there is a briefing for teaching staff at 4pm on Mondays.
SLT meetings The Senior Leadership Team meets twice a week; at 8.10am on Monday and at 4pm every Thursday.
JMT meetings The Junior Management Team meets approximately every other week.
Headmaster and Bursar meetings These take place two times per week (to include matters of compliance and HR)
Headmaster, Head of Seniors and Deputy Head of Seniors meetings These take place weekly.
Headmaster, Head of Juniors, Deputy Head of Juniors meetings These take place weekly.
Headmaster, HR Manager These take place weekly.
Headmaster and Head of IT These take place fortnightly.
Marketing Committee meetings These take place approximately once every half term.
Health and Safety Committee meetings These take place once every term. 52
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Calendar Committee meetings These take place towards the end of each term.
Environmental Committee meetings These take place once every term.
Schools’ Council The Junior Council and Senior Council consists of pupil representatives from year groups. The Senior Council is chaired by George Harris and The Junior Council is chaired by Roly Ainsworth. The Bursar aims to attend these meetings, which take place once every half term.
Staff Training Meetings Staff Training (INSET) take place over one or two days before the start of each term and attendance is mandatory. Additional Staff Training may take place on occasional Monday afternoons from 4pm to 5pm instead of a Staff Briefing.
Notice Boards Your attention is drawn to the notice boards in the Staffroom which provide information of general interest as well as on specific issues relating to the school. Details of any internal vacancies will be posted on these notice boards.
Informal Communications Notwithstanding all the more structured communications systems operated within the School, effective communications depend ultimately upon mutual trust and respect between the parties on a day to day basis to promote positive relationships and to avoid conflict. Your sustained support and co-operation is, of course, encouraged and will produce better relationships and an amicable working environment.
Confidentiality Any School information/records including details of pupils, parents and employees whether actual, potential or past, other than those contained in authorised and publicly available documents, must be kept confidential unless the Headmaster or Bursar’s prior written consent has been obtained. This requirement exists both during and after your employment. In particular, you must not use such information for the benefit of any future employer. The law states that where a teacher is facing an allegation of a criminal offence involving a pupil registered at the School, the teacher concerned is entitled to anonymity until the teacher is either charged with an offence, the Secretary of State publishes information about an investigation or decision in a disciplinary case arising from the allegation, the anonymity is waived by the teacher or a judge lifts the restrictions in response to a request to do so. If publication is made on behalf of the School, the School, including senior leadership and governors, could be prosecuted. If a teacher is charged with such an offence, all communication must be directed through the Headmaster who will have authority to deal with the allegation and any enquiries to ensure that this restriction is not breached. If a member of staff is found to have breached (whether intentionally or otherwise) this duty, any accusations will be dealt with under the School's Disciplinary Procedure.
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Whistleblowing The School has adopted this policy and the accompanying procedure on whistleblowing to enable members of staff to raise concerns internally and in a confidential fashion about fraud, malpractice, health and safety, criminal offences, miscarriages of justice, a failure to comply with legal obligations, inappropriate behaviour or unethical conduct. The policy also provides, if necessary, for such concerns to be raised outside the organisation. About this Policy The School is committed to conducting its business with honesty and integrity and expects all staff to maintain high standards in accordance with our Staff Behaviour Policy. However, all organisations face the risk of things going wrong from time to time, or of unknowingly harbouring illegal or unethical conduct. A culture of openness and accountability is essential in order to prevent such situations occurring and to address them when they do occur. Aims The School’s policy on whistleblowing is intended to demonstrate that it:•
will not tolerate malpractice;
•
encourages staff to report suspected wrongdoing as soon as possible, in the knowledge that their concerns will be taken seriously and investigated, as appropriate;
•
respects the confidentiality of staff raising concerns and will provide procedures to maintain confidentiality so far as is consistent with progressing the issues effectively;
•
will provide the opportunity to raise concerns outside of the normal line management structure where this is appropriate;
•
will only invoke the School’s disciplinary procedure in the case of false, malicious, vexatious or frivolous allegations. The policy seeks to reassure staff that they can raise genuine concerns without fear of reprisal, even if they turn out to be mistaken; and
•
will provide a clear and simple procedure for raising concerns, which is accessible to all members of staff.
Scope of this policy This procedure is separate from the School’s adopted procedures regarding grievances. Individuals should not use the whistleblowing procedure to raise concerns relating to their own personal circumstances, such as the way they have been treated at work. In those cases, the School's Grievance Procedure or Anti-Harassment and Bullying Policy should be used, as appropriate. If you are uncertain whether something is within the scope of this procedure you should first seek advice from the Head or the Bursar. This procedure is to enable members of staff to express a legitimate concern regarding suspected malpractice within the School. What is whistleblowing? Whistleblowing is the disclosure of information which relates to suspected wrongdoing, malpractice or dangers at work. Malpractice is not easily defined; however, it includes allegations of fraud, financial 54
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irregularities, corruption, bribery, dishonesty, acting contrary to the staff code of ethics, criminal activities, or failing to comply with a legal obligation, a miscarriage of justice, or creating or ignoring a serious risk to health, safety or the environment (negligence). A whistleblower is a person who raises a genuine concern relating to suspected malpractice within the School. If you have any genuine concerns related to suspected malpractice affecting any of the School’s activities (a whistleblowing concern), you should report it under this procedure. If staff and volunteers feel unable to raise an issue with the School or feel that their genuine concerns are not being addressed, they may report their concerns to other whistleblowing channels, such as: •
Protect, an independent whistleblowing charity (helpline: 020 3117 2502, email: whistle@protectadvice.org.uk , website: https://protect-advice.org.uk/).
•
The NSPCC whistleblowing helpline (tel: 0800 028 0285 or email: help@nspcc.org.uk).
Confidentiality We hope that staff will feel able to voice whistleblowing concerns openly under this procedure. However, if you wish to raise a concern confidentially, we will make every effort to keep your identity secret. If it is necessary for anyone investigating the concern to know your identity, this will be discussed with you. If there is evidence of criminal activity, the Police will in all cases be informed. We do not encourage staff to make disclosures anonymously. Proper investigation may be more difficult or impossible if we cannot obtain further information from you. It is also more difficult to establish whether any allegations are credible. Whistleblowers who are concerned about possible reprisals if their identity is revealed should discuss this with the Head or Bursar and appropriate measures can then be taken to preserve confidentiality. If you are in any doubt you can seek advice from Protect, the independent whistleblowing charity, who offer a confidential helpline. Their contact details are set out above. Raising a whistleblowing concern We hope that in many cases you will be able to raise any concerns with your line manager. You may tell them in person or put the matter in writing if you prefer. They may be able to agree a way of resolving your concern quickly and effectively. In some cases, they may refer the matter to the Head, Head of Juniors/Seniors or Bursar. However, where the matter is more serious, or you feel that your line manager has not addressed your concern, or you prefer not to raise it with them for any reason, you are at liberty to raise a whistleblowing concern to the Head, Head of Juniors/Seniors or the Bursar directly. If you feel unable to approach the Head, Head of Juniors/Seniors or the Bursar directly, then the Chair of Governors should be the first point of contact. A meeting will be arranged with you as soon as possible to discuss your concern. You may bring a colleague to any meetings under this procedure. Your companion must respect the confidentiality of 55
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your disclosure and any subsequent investigation. You may be required to attend additional meetings in order to provide further information as the concerns raised are investigated. Any concern raised will be investigated thoroughly and in a timely manner, and appropriate corrective action will be pursued. You will be kept informed of the progress of the investigation and its likely timescale. Whenever possible and subject to third party rights, you will be informed of the resolution. However, sometimes the need for confidentiality may prevent us giving you specific details of the investigation or any disciplinary action taken as a result. You should treat any information about the investigation as confidential. If you are not satisfied that your concern is being properly dealt with, you will have a right to raise it in confidence with the Council of Governors. Alternatively, you can follow the external procedure below. External Procedures The aim of this policy is to provide an internal mechanism for reporting, investigating and remedying any wrongdoing in school. In most cases you should not find it necessary to alert anyone externally. However, where all internal procedures have been exhausted, a member of staff shall have a right of access to an external person/body. This may include (depending on the subject matter of the disclosure) HMRC, the Audit Commission, the Health and Safety Executive and/or the Local Authority Designated Officer (where the disclosure relates to a child protection issue). It will very rarely, if ever, be appropriate for you to alert the media. It should be noted that under the Public Interest Disclosure Act 1998, there are circumstances where a member of staff may be entitled to raise a concern directly with an external body where the individual reasonably believes:• that exceptionally serious circumstances justify it; •
that the School would conceal or destroy the relevant evidence;
•
where they believe they would be victimised by the School; or
•
where the Secretary of State has ordered it.
We strongly encourage you to seek advice before reporting a concern to anyone external. The independent whistleblowing charity, Protect, operates a confidential helpline. They also have a list of prescribed regulators for reporting certain types of concern. Malicious Accusations False, malicious, vexatious or frivolous accusations will be dealt with under the School’s Disciplinary Procedure. Protection from Reprisal or Victimisation It is understandable that whistleblowers are sometimes worried about possible repercussions. We aim to encourage openness and will support staff who raise genuine concerns under this policy, even if they turn out to be mistaken. 56
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No member of staff will suffer a detriment or be disciplined for raising a genuine and legitimate concern, providing that they do so in good faith and following the Whistleblowing procedures. If you believe that you have suffered any such treatment, you should inform [the Head, Deputy or Bursar] immediately. If the matter is not remedied, you may raise it formally using the School's Grievance Procedure. You must not threaten or retaliate against whistleblowers in any way. If you are involved in such conduct you may be subject to disciplinary action.
Use of Telephone, Email Systems and Internet Computers are increasingly becoming an integral part of our lives, both working and personal. Use of the Internet and sending and receiving e-mails are very simple operations and their ease of use can be their biggest drawback. Please make sure that you are familiar with and adhere to the following policy.
Acceptable Computer Use Policy Overview The School’s intentions for publishing an Acceptable Computer Use Policy are not to impose restrictions that are contrary to the School’s established culture of openness, trust and integrity. Ditcham Park School is committed to protecting its employees, students, partners and the School from illegal or damaging actions by individuals, either knowingly or unknowingly. Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, Operating Systems, storage media, network accounts both providing and denying electronic mail, WWW browsing and FTP are the property of Ditcham Park School. These systems are also used for business purposes in serving the interests of the School, and any other affiliations pertaining to the school during normal operations. Effective security is a team effort involving the participation and support of every employee, pupil or affiliate who deals with information and/or information systems. It is the responsibility of every employee to know these guidelines, and to conduct their activities accordingly. Purpose The purpose of this policy is to outline the acceptable use of Information Technology both within and outside Ditcham Park School. These rules are in place to protect both the employee and School. Inappropriate use of ICT exposes the School to risks including but limited to virus attacks, compromise of network systems, security and services, and legal issues. Scope This policy applies to consultants, contractors, employees, students, temporary staff and other workers at Ditcham Park School, including all personnel affiliated with third-party companies. This policy applies to all equipment that is owned or leased by the School. It also applies to any and all actions on the Internet that inadvertently or intentionally affect the School.
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Policy General use and Ownership While Ditcham Park School desires to provide a reasonable level of privacy, users should be aware that the data they create on the corporate network remains the property of the School. Because of the need to protect the School’s network, management cannot guarantee the confidentiality of information stored on any network device belonging to the School. The School retains the right to monitor and sensor any and all network traffic within the School. This is to ensure the safety, security and reputation of Ditcham Park School. The School reserves the right to audit School equipment on a periodic basis to ensure compliance with this policy. Security and Proprietary Information Information contained on the Internet/Intranet/Extranet should be classified as either confidential or not confidential. This classification is defined by the Network Manager or Senior Management Team. Examples of confidential information include but are limited to: School private, financial, competitor sensitive, specifications, research data, personnel files and student information. Employees should take all necessary steps to prevent unauthorised access to this information. Keep passwords secure and do not share accounts. Users are responsible for maintaining the security of their own accounts. System or high confidentiality level passwords should be changed quarterly; User level passwords should invoke best practice and be changed every six months, though this is not required. All staff members at machines should lock workstations at any time of rest from the machine, alternatively the user should log-off (Ctrl+Alt+Del) when retired for a long period of time. Because information contained on portable computers (laptops) is especially vulnerable, special care should be exercised. Employees making use of removable media, such as USB dongles shall ensure that data stored on such devices, is risk free including but not limited to: Viruses, Trojan Horses and other Malware. Postings by employees from a School Email address to newsgroups should contain a disclaimer stating the opinions expressed are strictly their own and not necessarily those of the School, unless posting is in the course of business duties. All machines used by employees that are connected to the School Internet/Intranet/Extranet, whether owned by the employee or School shall be continually executing approved anti-virus software with an up-to-date virus database, unless overridden by IT support or Group Policy. Employees must use extreme caution when opening Email attachments received from unknown senders, they may contain Viruses, Email bombs, or Trojan Horse codes.
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The use of the schools wireless network (Wi-Fi) for use on wireless devices such as mobile phones, PDA’s, laptops, tablet computers or any other device with the ability to access the wireless network is governed under the same rules and policies as the wired network. Staff may access the wireless network providing they have been given authorisation by the ICT Department. Students are not authorised to use the wireless network unless given permission by the ICT Department. Use of the wireless network as with the wired network is for professional use only. Unacceptable Use The following activities are, in general, prohibited. Employees may be exempted from these restrictions during the course of their legitimate job responsibilities (e.g. system administration staff may require the need to disable network access of a user if their actions disrupt normal operations). Under no circumstances is an employee of Ditcham Park School authorised to engage in any activity that is deemed illegal under local, county, national or international law while using School owned resources. The list below is by no means exhaustive, but attempts to provide a framework for activities which fall into the category of unacceptable use. System and Network Activities The following activities are strictly prohibited, with no exceptions: Violations of the rights of any person or School protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations; Including, but not limited to, the installation or distribution of ‘pirated’ or other software products that are not appropriately licensed for use by the School. Copying or moving of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books or other copyrighted sources (unless otherwise stated), copyrighted music and the installation of any copyrighted software for which the School, or user does not have an active licence. Exporting software, technical information, encryption software or other technology, in violation of national or international export control laws. The appropriate management should be consulted prior to export of any material that is in question. Introduction of malicious programmes onto the network or server (e.g. Viruses, Worms, Trojan Horses, Email bombs, etc). Revealing account passwords to others or allowing use of School accounts by others. This includes family and other household members when work is being done at home. Using a School computing asset to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws in the user’s local jurisdiction. Making fraudulent offers of products, items, or services originating from any School account. 59
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Making statements about warranty, expressly or implied, unless it is part of normal job duties. Effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the employee is not an intended recipient or logging into a server or account that the employee is not expressly authorised to access, unless these actions are within the scope of regular duties. For the purposes of these sections, ‘disruption’ includes, but is not limited to, network sniffing, pinged floods, packet spoofing, denial of service attacks and forged routing of information for malicious purposes. Port scanning or security scanning is expressly prohibited unless prior notification from IT Support staff is given. Executing any form of network monitoring which will intercept data not intended for the employee, unless this activity is a part of the employee’s duties. Circumventing user authentication or security of any user account where the user does not have the required authentication rights. Interfering with or denying service to any user (e.g. denial of service attacks). Removing or transferring machine hardware of any description, including, but not limited to, keyboard, mice, headphones and monitors. This is strictly prohibited without the prior authorisation of the IT Support staff. Providing information or lists regarding Ditcham Park School employees or students to parties outside of the School. Email and Communications Activities Sending unsolicited Email messages, including the sending of ‘junk Email’ or other advertising material to individuals who did not specifically request such material (Email spam). Any form of harassment via Email, telephone or paging, whether through language, frequency, or size of message. Unauthorised use or forging of Email header or footer information. Use of any other Email account to which the user has not been given express permission or rights to use with the intent to harass or collect replies. Creating and forwarding ‘chain letters’, ‘ponzi’ or other ‘pyramid’ type schemes of any kind. Use of unsolicited Email originating from within Ditcham Park School’s network, including use of third party Email account originating from other Service Providers, such as, Hotmail, Google Mail, AOL, etc, 60
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such use is tolerated by the School, but will still be subject to monitoring; all employees except full responsibility for the use of personal, third-party or other School Emailing. Advertisement of any service hosted by the School or connected via the School’s network is also strictly prohibited. Posting the same or similar non-business-related messages to large numbers of usenet newsgroups (newsgroup spam). Blogging Blogging by employees, whether using School property and systems or personal computer systems, is also subject to the terms and restrictions set forth in this policy. Limited and occasional use of Ditcham Park School’s systems to engage in blogging is acceptable, provided that it is done in a professional and responsible manner, does not otherwise violate the School’s policy, is not detrimental to the School’s best interests, and does not interfere with an employee’s regular working duties. Blogging from School systems is also subject to monitoring. Employees are prohibited from revealing any School confidential or proprietary information, trade secrets or any other material whilst engaging in blogging. Employees shall not engage in any blogging that may harm or tarnish the image, reputations and/or goodwill of Ditcham Park School and/or any of its employees. Employees are also prohibited from making any discrimination, disparaging, defamatory or harassing comments when blogging or otherwise engaging in any conduct prohibited by Ditcham Park School. Employees may also not attribute personal statements, opinions or beliefs about or pertaining to the School when engaged in blogging. If an employee is expressing his or her beliefs and/or opinions in blogs, the employee may not, expressly or implicitly, represent themselves as an employee or representative of Ditcham Park School. Employees assume any and all risk associated with blogging. Apart from following all laws pertaining to the handling and disclosure of copyrighted or export controlled material, the School’s trademarks, logo’s and any other School intellectual property may also not be used in connection with any blogging activity. Online Social Societies The use of online social societies by employees, whether using School property and systems or personal computer systems, is also subject to the terms and restrictions set forth in this policy. Limited and occasional use of Ditcham Park School’s systems to engage in online communities is acceptable, provided that it is done in a professional and responsible manner, does not otherwise violate the School’s policy, is not detrimental to the School’s best interests, and does not interfere with an employee’s regular working duties. Use of online social societies from School systems is also subject to monitoring. Employees may not, expressly or implicitly, attribute personal statements, opinions or beliefs that can in any way relate to the School. 61
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Employees may not publish any material that can harm or tarnish the image, reputations and/or goodwill of Ditcham Park School and/or any of its employees. Employees are also prohibited from making any discrimination, disparaging, defamatory or harassing comments whilst engaging within online communities. Employees may also not attribute personal statements, opinions or beliefs about or pertaining to the School when engaging within online social societies. If an employee is expressing his or her beliefs and/or opinions, the employee may not, expressly or implicitly, represent themselves as an employee or representative of Ditcham Park School. Employees assume any and all risks associated with all forms of online communication. Employees must also exert and uphold professional conduct whilst engaging in online communities, the ability to form friendships and/or ties with current and past students within online communities must be undertaken with extreme care, under no circumstances should an employee engage in activities that may bring the school into disrepute, this includes any and all actions available within an online social society. Employees are prohibited from revealing any School confidential or proprietary information, trade secrets or any other material whilst engaging in online social societies. Social Media Staff are advised not to include pupils or parents on their social media. Staff should be very careful about making comments about school or members of the school community on their private social media especially if the comment might cause upset or offence. Enforcement An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
Definitions Term
Definition
Blogging
Writing a blog. (Short for weblog) is a personal online journal that is frequently updated and intended for public consumption.
Online social society
An online community for people who share interest and activities, or who are interested in exploring the interests and activities of others.
Spam
Unauthorised and/or unsolicited electronic mass mailings
Bring your own Device to Work Staff are required to comply with the School’s BYOD Policy which is available on request via the Head of IT, Mat Mitas, who can provide advice and assistance where necessary. 62
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Inventions, Patents, Copyright You are required to inform the School immediately of any invention, improvement, discovery, process, design or copyright which you create or obtain whilst in the School’s employ or as a consequence of it. This will become the absolute property of the School except as otherwise stated by statute. Communications with the Media You must not speak to or communicate with the media on matters concerning the School’s affairs or regarding your position in the School without the prior written permission of the Headmaster or Bursar. If contacted by the media you should inform the Headmaster or Bursar immediately. SOCIAL MEDIA POLICY A social networking site is any website which enables its users to create profiles, form relationships and share information with other users. It also includes sites which have online discussion forums, chatrooms, media posting sites, blogs and any other social space online. It includes but is not limited to, sites such as Facebook, Snapchat, Instagram, Ping, Twitter and Wikipedia. This policy applies to the use of social media for both business and personal purposes, whether during School hours or otherwise. The policy applies regardless of whether the social media is accessed using our IT facilities and equipment or equipment belonging to members of staff or any other IT equipment. Breach of this policy may result in disciplinary action up to and including dismissal. Disciplinary action may be taken regardless of whether the breach is committed during working hours, and regardless of whether our equipment or facilities are used for the purpose of committing the breach. Any member of staff suspected of committing a breach of this policy will be required to co-operate with our investigation, which may involve handing over relevant passwords and login details so far as this is consistent with the right of an individual to private and family life. Staff may be required to remove internet postings which are deemed to constitute a breach of this policy. Failure to comply with such a request may in itself result in disciplinary action. Implementation of the policy The Headmaster has overall responsibility for the effective operation of this policy, but has delegated day to day responsibility for its operation to the Head of IT. Responsibility for monitoring and reviewing the operation of this policy and making recommendations for change to minimise risk also lies with the Head of IT. All Heads of Departments have a specific responsibility for operating within the boundaries of this policy, ensuring that all staff understand the standards of behaviour expected of them and if necessary enforcing this policy by taking action when behaviour falls below its requirements. All staff are responsible for the success of this policy and should ensure that they take the time to read and understand it. Any misuse of social media should be reported to the Head of IT. Questions regarding the content or application of this policy should be directed to the Head of IT. Relationship with other School policies If an internet post would breach any of our policies in another forum it will also breach them in an online forum. For example, staff are prohibited from using social media to: •
breach our obligations with respect to the rules of relevant regulatory bodies; 63
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breach any obligations they may have relating to confidentiality;
•
breach our disciplinary rules;
•
defame or disparage the School or our affiliates, parents, staff, pupils, business partners, suppliers, vendors or other stakeholders;
•
harass or bully other staff in any way or breach our Anti-harassment and Bullying policy;
•
unlawfully discriminate against other staff or third parties or breach our Equal Opportunities policy;
•
breach our Data Protection Policy (for example, never disclose personal information about a colleague, pupil or parent online);
•
breach any other laws or ethical standards (for example, never use social media in a false or misleading way, such as by claiming to be someone other than yourself or by making misleading statements).
Behaviour online can be permanent and so staff must be extra cautious about what they say as it can be harder to retract. Staff must also be aware of the particular risks to internet security that social media presents and so to comply with the existing School policy must take any extra measures necessary not to allow any of their actions on social media sites to create vulnerability to any School systems. Staff who breach any of the above policies will be subject to disciplinary action up to and including termination of employment. Responsible use of social media Staff must be aware that their role comes with particular responsibilities and they must adhere to the School’s strict approach to social media. Staff must: •
ensure that wherever possible their privacy settings on social media sites are set so that pupils cannot access information relating to their personal lives;
•
obtain the prior written approval of the Headmaster, to the wording of any personal profile which you intend to create where the School is named or mentioned on a social networking site;
•
seek approval from the Headmaster before they speak about or make any comments on behalf of the School on the internet or through any social networking site;
•
report to their Head of Department or Line Manager immediately if they see any information on the internet or on social networking sites that disparages or reflects poorly on the School;
•
immediately remove any internet postings which are deemed by the School to constitute a breach of this or any other School policy;
•
consider whether a particular posting puts their effectiveness as a teacher at risk;
•
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Staff must not: •
provide references for other individuals, on social or professional networking sites, as such references whether positive or negative can be attributed to the school and create legal liability for both the author of the reference and the school;
•
post or publish on the internet or on any social networking site, any reference to the School, your colleagues, parents or pupils;
•
use commentary deemed to be defamatory, obscene, proprietary, or libellous. Staff must exercise caution with regards to exaggeration, colourful language, guesswork, obscenity, copyrighted materials, legal conclusions, and derogatory remarks or characterisations;
•
discuss pupils or colleagues or criticise the School or staff;
•
post images that include pupils;
•
initiate friendships with pupils on any personal social network sites;
•
accept pupils as friends on any such sites; staff must decline any pupil-initiated friend requests.
The use of social media for School purposes Social media should not be used for purposes relating to the School’s business or the delivery of its curriculum to pupils unless the prior authority of the Headmaster has been obtained. Where the use of social media is authorised for such purposes this Policy must be followed. Any social media accounts (including blogs, forums, twitter etc), sites or pages used or set up for the purpose of furthering the School’s business or facilitating the provision of the curriculum to its pupils shall remain the property of the School and the Head of IT must have access to it. Personal use of social media We recognise that staff may work long hours and occasionally may desire to use social media for personal activities at the office or by means of our computers, networks and other IT resources and communications systems. We authorise such occasional use so long as it does not involve unprofessional or inappropriate content and does not interfere with your employment responsibilities or productivity. While using social media at work, circulating chain letters or other spam is never permitted. Circulating or posting commercial, personal, religious or political solicitations, or promotion of outside organisations unrelated to the organisation’s business are also prohibited. Staff must ensure that their use of social media does not create any breaches of internet security and therefore must be careful to avoid any applications that might interrupt our IT systems. Excessive use of social media that interrupts staff productivity will be subject to a disciplinary procedure, consistent with this policy. The monitoring of social media The contents of our IT resources and communications systems are our property. Therefore, staff should have no expectation of privacy in any message, files, data, document, facsimile, telephone conversation, social media post, conversation or message, or any other kind of information or communications transmitted to, received or printed from, or stored or recorded on our electronic information and communications systems. We reserve the right to monitor, intercept and review, without further notice, staff activities using our IT resources and communications systems, including but not limited to social media postings and activities, to ensure that our rules are being complied with and for legitimate business purposes and you 65
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consent to such monitoring by your use of such resources and systems. This might include, without limitation, the monitoring, interception, accessing, recording, disclosing, inspecting, reviewing, retrieving and printing of transactions, messages, communications, postings, log-ins, recordings and other uses of the systems as well as keystroke capturing and other network monitoring technologies. We may store copies of such data or communications for a period of time after they are created, and may delete such copies from time to time without notice. Do not use our IT resources and communications systems for any matter that you wish to be kept private or confidential from the organisation. Social media and the end of employment If a member of staff’s employment with the School should end, for whatever reason, any personal profiles on social networking sites should be immediately amended to reflect the fact that you are no longer employed or associated with the School. All professional contacts that a member of staff has made through their course of employment with us belong to the School, regardless of whether or not the member of staff has made social media connections with them. All members of staff agree that on the termination of employment they will provide to the Head of IT any relevant passwords and other information to allow access to any social media site, page or account which has been used or set up for the purpose of furthering the School’s business or facilitating the provision of its curriculum and will relinquish any authority they may have to manage or administer any such site, page or account.
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SECTION 5 – EMPLOYMENT POLICIES & PROCEDURES Principles Our employment policies are designed to produce a framework within which all members of staff are treated in a fair and consistent manner. They have been developed to ensure that members of staff are aware of what is expected of them and what the school, for its part, offers in return. The objectives are therefore to match the school’s needs with staff satisfaction so far as is possible, but also to motivate employees towards the achievement of the school’s primary purpose. To achieve this, a number of principles have been adopted in preparing our employment policies and these are as follows: •
To promote the utilisation of knowledge, skill and experience of all employees to ensure the efficient and timely operation of all the school’s support services.
•
To reflect a sensitivity to the attitudes and views of all employees.
•
To offer opportunities for personal development and advancement, where this is possible, to all employees with the necessary ability, ambition and integrity, in order to meet the needs of the school.
•
To provide pay and benefits that are fair and competitive within the external market for the job they hold.
•
To support the good faith with which all employees and their representatives are dealt.
Employee Relations The School places great value on good working relationships between employer and employee and between employees. Efforts are continuously directed towards maintaining a constructive relationship and finding mutually acceptable solutions to workplace problems and issues. To this end the following basic principles apply: •
Achieve high performance standards by encouraging employee commitment and teamwork, and promoting an attitude of trust.
•
Maintain a work environment in which the personal dignity of each individual is respected and discrimination and harassment are not tolerated.
•
Provide employment conditions that are competitive and enable the School to attract and retain the highest calibre of employee.
•
Communicate regularly with employees about the School’s objectives, achievements and significant developments.
•
Recognise the right of every employee to present a complaint, to appeal against a decision and to receive a response within a reasonable time.
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Many employers set out detailed disciplinary rules which apply to employees. Notwithstanding this, we have attempted to keep such rules to a minimum to demonstrate trust in our staff and confidence that normal standards of behaviour will prevail through self-discipline rather than through a rigid application of rules. The rules we do have, therefore, are for a practical purpose and are in addition to the expectations which society has regarding acceptable behaviour. The aim is to promote efficient and safe working.
Equality Policy Ditcham Park School is an equal opportunities employer. In order to promote an environment within which the School can call upon the widest possible range of knowledge, skill and experience, as well as ensuring compliance with the relevant legislation and codes of practice, we are committed to achieving and maintaining a workforce which represents the population within our recruitment area in terms of race or colour, nationality or national or ethnic origins, religion or belief, sex, sexual orientation, pregnancy or maternity, marital or civil partnership status, gender reassignment, age, and disability (together known as “Protected Characteristics”). To this end, we shall regularly review the operation of our recruitment, promotion, training and development policies to ensure that no applicant for employment or member of staff is disadvantaged by conditions or requirements which cannot be shown to be justifiable. No employee or prospective employee will receive unfair or unlawful treatment on the grounds of a Protected Characteristic, because they are perceived to have a Protected Characteristic or because they are associated with someone who has a Protected Characteristic, in particular but not only, in relation to: •
Recruitment and selection;
•
Promotion, transfer & training opportunities;
•
Benefits, terms and conditions of employment;
•
Grievance and disciplinary procedures;
•
Termination of employment including redundancies;
•
Conduct at work;
Procedures ensure fair and equitable treatment in relation to admission and assessment of pupils.
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The principles of non-discrimination and equality of opportunity also apply to the way in which staff must treat visitors, pupils, parents, suppliers and former members of staff. Implementation The School with the assistance of the staff will: •
Break down any barriers to equality of opportunity which may prevent staff members realising their full potential or accessing benefit;
•
Advertise vacancies and ensure job selection criteria are appropriate for the job;
•
Promptly and fully investigate all complaints of discrimination and harassment, taking appropriate action where necessary;
•
Ensure that all members of staff are fully informed and trained on this Policy;
•
Monitor the composition of the School and the effects of its recruitment practices;
•
Existing procedures are reviewed and examined to ensure they are not discriminatory in their operation;
•
Language used in official communication reflects the letter and spirit of the policy.
Recruitment and Selection The staffing process is governed by the School’s principles of non-discrimination and is designed to achieve the best match between, on the one hand, the individual’s knowledge and skills, experience and character and, on the other hand, the requirements of the vacant post, recognising the need for flexibility to respond to changing conditions. •
The capability of the individual to perform in the position will be the major selection criterion but the ability both to work with others and to be trained, coupled with individual potential will be taken into account.
•
All applicants will be dealt with courteously and as expeditiously as possible.
•
Carefully selected and validated skills and/or psychometric tests may be used as part of the selection process and will be administered by a trained tester.
•
Appointments will be confirmed on receipt of satisfactory references, DBS checks (and, where applicable, a check of the prohibition order), evidence of medical fitness and satisfactory completion of a probationary period.
Disability If you are disabled or become disabled, we encourage you to tell us about your condition so that we can support you as appropriate. A disability will not of itself justify the non-recruitment of an applicant for a position at the School. Such reasonable adjustments to the application procedures shall be made as are required to ensure that 69
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applicants are not disadvantaged because of their disability. For example, where written tests are used, alternative arrangements will be made for visually impaired applicants. If you experience difficulties at work because of your disability, you may wish to contact your Head of Department to discuss any reasonable adjustments that would help overcome or minimise the difficulty. Your Head of Department may wish to consult with you and your medical adviser about possible adjustments and you may be required to give your consent to a report being produced about your state of health and ability to perform your duties. We will consider the matter carefully and try to accommodate your needs within reason. If we consider a particular adjustment would not be reasonable we will explain our reasons and try to find an alternative solution where possible. Once an adjustment has been made its operation may need to be reviewed at agreed intervals, to assess its continuing effectiveness. The School will make such adjustments to work arrangements or School premises as are reasonable to enable a disabled staff member to carry out his or her duties. This will include, but is not limited to, consideration of the provision of specialist equipment, job redesign and/ or flexible hours. Where during the course of their employment a disabled member of staff recognises their need for a reasonable adjustment to be made to work arrangements or School premises, he or she should discuss this requirement with the Bursar. Breaches of this policy We take a strict approach to breaches of this policy, which will be dealt with in accordance with our Disciplinary Procedure. Serious cases of discrimination may amount to gross misconduct resulting in dismissal. If you believe that you have been the subject of discrimination you can raise the matter informally in accordance with the Anti-Harassment and Bullying Policy, or formally through our Grievance Procedure. Complaints will be treated in confidence and investigated as appropriate. There must be no victimisation or retaliation against staff who complain about discrimination. However, making a false allegation deliberately and in bad faith will be treated as misconduct and dealt with under our Disciplinary Procedure.
Anti-Harassment and Bullying Policy The School is committed to providing a working environment free from harassment and bullying and ensuring all staff are treated, and treat others, with dignity and respect. You should not engage in any behaviour or conduct which may amount to harassment of another person at work. Harassment of any kind is regarded as a disciplinary offence and in serious instances may lead to instant dismissal. This policy covers harassment or bullying which occurs at work and out of the workplace, such as on School trips or at work-related events or social functions. It covers bullying and harassment by staff (which may include volunteers, consultants, contractors and agency workers) and also by third parties such as parents, suppliers or visitors to our premises. This policy does not form part of any employee’s contract of employment and we may amend it at any time. 70
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What is harassment? Harassment is any unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. A single incident can amount to harassment. It also includes treating someone less favourably because they have submitted or refused to submit to such behaviour in the past. Unlawful harassment may involve conduct of a sexual nature (sexual harassment), or it may be related to age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. Harassment is unacceptable even if it does not fall within any of these categories. Harassment may include, for example: • • • •
unwanted physical conduct or “horseplay”, including touching, pinching, pushing and grabbing; unwelcome sexual advances or suggestive behaviour (which the harasser may perceive as harmless); offensive e-mails, text messages or social media content; mocking, mimicking or belittling a person’s disability.
A person may be harassed even if they were not the intended “target”. For example, a person may be harassed by racist jokes about a different ethnic group if the jokes create an offensive environment. What is bullying? Bullying is offensive, intimidating, malicious or insulting behaviour involving the misuse of power that can make a person feel vulnerable, upset, humiliated, undermined or threatened. Power does not always mean being in a position of authority, but can include both personal strength and the power to coerce through fear or intimidation. Bullying can take the form of physical, verbal and non-verbal conduct. Bullying may include, by way of example: • • •
physical or psychological threats; overbearing and intimidating levels of supervision; inappropriate derogatory remarks about someone’s performance;
Legitimate, reasonable and constructive criticism of a worker’s performance or behaviour, or reasonable instructions given to workers in the course of their employment, will not amount to bullying on their own. If you are being harassed or bullied If you are being harassed or bullied, consider whether you feel able to raise the problem informally with the person responsible. You should explain clearly to them that their behaviour is not welcome or makes you uncomfortable. If this is not appropriate or has not been successful, you should speak your Head of Department or Line Manager, who can provide confidential advice and assistance in resolving the issue formally or informally. If informal steps are not appropriate, or have not been successful, you should raise the matter formally under our Grievance Procedure contained within this Handbook.
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We will investigate complaints in a timely and confidential manner. The investigation will be conducted by someone with appropriate experience and no prior involvement in the complaint, where possible. Details of the investigation and the names of the person making the complaint and the person accused must only be disclosed on a “need to know” basis. We will consider whether any steps are necessary to manage any ongoing relationship between you and the person accused during the investigation. Once the investigation is complete, we will inform you of our decision. If we consider you have been harassed or bullied by an employee the matter will be dealt with under the Disciplinary Procedure as a case of possible misconduct or gross misconduct. If the harasser or bully is a third party such as a parent or visitor, we will consider what action would be appropriate to deal with the problem. Whether or not your complaint is upheld, we will consider how best to manage any ongoing working relationship between you and the person concerned. Protection and support for those involved Staff who make complaints or who participate in good faith in any investigation must not suffer any form of retaliation or victimisation as a result. Anyone found to have retaliated against or victimised someone in this way will be subject to disciplinary action under our Disciplinary Procedure. The School will seek to ensure that you are not in any way penalised whether directly or indirectly for bringing a complaint and the situation will be monitored to ensure that the harassment has stopped. If you believe you have suffered any such treatment you should inform your Head of Department or Line Manager. If the matter is not remedied you should raise it formally using our Grievance Procedure or this procedure if appropriate. We offer access to confidential counselling, which is available on request for anyone affected by, or accused of, bullying or harassment. The details are available in confidence from The Headmaster or The Bursar. False or malicious allegations Making a false allegation deliberately and in bad faith will be treated as misconduct and dealt with under our Disciplinary Procedure. Record keeping Information about a complaint by or about an employee may be placed on the employee’s personnel file, along with a record of the outcome and of any notes or other documents compiled during the process.
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Staff Performance Management and Procedures At Ditcham Park School the ‘Staff Performance Review’ (SPR) procedures are perceived by the Governors and the Senior Leadership Team as a positive opportunity to extend the professional development of individual staff. The SPR also provides the means with which to monitor classroom or management effectiveness and discuss ideas or opportunities for the future. The SPR process is concluded with agreed targets being set with a view to personal progression and shared good practice. Pay increase and salary level is a separate process to Staff Performance Review.
SLT and Teaching Staff The Process The SLT performance review process for members of the Senior Leadership Team (SLT) will consist of an annual ‘review’ with the Headmaster and a full appraisal every three years. The staff performance review process for teaching staff will consist of an annual ‘review’ with a line manager and a full appraisal with the Headmaster every three years. Each Staff Performance Review (SPR) commences with an interview and discussion based on the completion of a ‘Self Review’ document by the member of staff. For all mainstream teaching staff the review process also includes a taught lesson observation and feedback. However, for members of the SLT, the focus of the performance review is their management capability within the context of their whole school role and responsibilities. This may or may not include a lesson observation as part of the process. All new teaching staff and members of the Senior Leadership Team (SLT) will have a performance review in the first year following their appointment. This includes all full and part-time staff on a contract of 0.4 (2 days weekly) or greater. Every three years each teacher will see the Headmaster for an Appraisal Meeting. The Headmaster will look at the past two or three years annual Staff Review forms and will observe a lesson (Teachers) before meeting the individual teacher. Blank forms and pro-forma templates are available from the school office. The process is subject to change and information will be given prior to changes. SPR- Practical Procedure The practical arrangements for the annual Teaching Staff Performance Review (SPR) will follow the guidelines as clarified in this document. It is important for staff to recognise that the SPR is seen by the school as a positive opportunity to extend ‘Personal Professional Development’ and forms a normal part of the whole school self-review and evaluation process. The established process is: 1. Self-Review (using Pro-Forma questionnaire: hand written or word processed) 2. Focus Meeting with Line Manager Including a discussion of issues raised by the current self- review and reflection on how progress has been made towards previously agreed targets, as established during the last SPR. 3. Lesson observation (a single, but appropriate and negotiated period) with an agreed focus. 4. Professional dialogue and setting of agreed targets. 5. Follow-up, monitoring and dialogue.
Support Staff The Staff Performance Review (SPR) process for members of the Support Staff follows a similar format to that of the teaching staff using an adapted version of the self-review questionnaire. 73
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The process is as below. 1. Self- Review (using Pro-Forma questionnaire: hand written or word processed) 2. Focus Meeting with Line Manager Including a discussion of issues raised by the current self-review and reflection on how progress has been made towards previously agreed targets, as established during the last SPR. 3. Professional dialogue and setting of agreed targets. 4. Follow-up, monitoring and dialogue. Timescale The annual Staff Performance Review between a teacher/support staff and line manager should be completed in the Autumn Term. On completion of the SPR process Copies of the completed staff performance review forms, which are signed by both the member of staff and their reviewer. All copies of your staff performance review will be stored securely.
Disciplinary Procedure The Staff Behaviour Policy and the Disciplinary Procedure, with which all employees have a responsibility to familiarise themselves, are designed to promote fairness and consistency in the treatment of all employees and to assist the school to function effectively. This procedure will apply to any disciplinary situation which includes misconduct and also cases of poor performance that result from misconduct. It is not contractual but applies to all employees (save for those in their first two years of service) who should familiarise themselves with its provisions. Performance issues that do not relate to misconduct will be dealt with in accordance with the Capability Procedure. However, the two procedures may be run in parallel at first in order to investigate the underlying cause of the concern. The Staff Behaviour Policy sets standards of required conduct at work. This Disciplinary Procedure is designed to ensure that these standards are adhered to and provides a fair method of dealing with any alleged failures to observe them. The procedure does not preclude minor disciplinary situations from being dealt with informally. In cases other than gross misconduct or in the first two years of employment (as noted above), an employee whose conduct does not meet the standards will normally first be counselled in an attempt to achieve the required improvement. However, the School reserves the right to commence the procedure at any stage if the circumstances warrant such action. No disciplinary action will be taken until the case has been investigated and the employee has had the opportunity to respond to the allegations in accordance with the procedure set out below. All disciplinary situations will be dealt with without unreasonable delay. In the event of absence of any of those involved, except for the employee who is the subject of the procedure, a deputy may take their place provided that this will not jeopardise the likelihood of a fair outcome.
Suspension Where an employee is accused of an act of serious or gross misconduct and where the circumstances warrant it, after careful consideration he/she may be suspended from work on full pay pending the outcome of the disciplinary procedure. Such suspension is not a form of disciplinary action. 74
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Where appropriate, during any disciplinary investigation or suspension, the Headmaster or Bursar will appoint a senior member of staff, who is not involved in the disciplinary procedure, to provide guidance and support to the member of staff under investigation or suspension.
Formal Disciplinary Procedure Investigation When a disciplinary situation arises a senior member of staff will, as soon as reasonably practicable, carry out an investigation into the matter. The investigation will be confined to establishing the facts and gathering any relevant documentation. Where necessary, the investigating officer will obtain statements from any relevant individuals. An investigatory meeting with the employee may take place if considered appropriate by the investigating officer. Notification If, as a result of the investigation, it is decided that there is a disciplinary case to answer, the employee will be invited to attend a disciplinary meeting. The employee will be informed in writing of the nature of the complaint and where appropriate, will be provided with copies of any written evidence gathered during the investigation. Where either party intends to call any relevant witnesses at the disciplinary meeting, advance notice of their intention to do so must be given. An employee is permitted to provide witness statements and ask the disciplinary panel/person to speak privately with individual witnesses. The employee is not permitted to cross-examine witnesses for the School, but may comment on these statements and request further investigation. Disciplinary Meeting A disciplinary meeting will be conducted by the Headmaster or Bursar (or an appropriate senior member of staff appointed by them, who has had no prior involvement). The employee may be accompanied by a trade union representative or colleague if desired. The employee and their companion should make every effort to attend the disciplinary meeting. In the event that the employee fails to attend the disciplinary meeting this will usually be rearranged once, but should they fail to attend the rearranged meeting then a decision may be reached in their absence. The employee will be given the full opportunity at the disciplinary meeting to explain the matter and respond to the allegations. A note taker will usually be present but will not be involved in the decision making process. If, following the disciplinary meeting, it is decided that disciplinary action is warranted, the employee will be advised of the decision in writing and will specify the details of: • the failure to meet the required standard • any action required by the employee to remedy the situation • any relevant review period /duration of warning and the consequences of continued or subsequent failure to reach and sustain the required standard of performance or conduct • the right of appeal
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In the event that disciplinary action is warranted one of the sanctions below may be issued. A sanction may be imposed at any level including summary dismissal depending on the circumstances. •
Written Warning In the case of a first act of misconduct, or a repetition of earlier minor offences or a failure to improve, the employee will be given a written warning for 6 months, setting out the precise nature of the offence, the likely consequences of further offences and specifying, if appropriate, the improvement required and over what period.
•
Final Written Warning In the case of a sufficiently serious offence, or a repetition of earlier offences the employee will be given a final written warning for 12 months, setting out the precise nature of the offence, the likely consequences of further offences and specifying, if appropriate, the improvement required and over what period. This may include a statement that any recurrence or no improvement may lead to a dismissal or to some other action short of dismissal.
Dismissal This stage will normally result from continued failure by the employee to act on previous warnings or an act of gross misconduct. In the case of gross misconduct the employee will normally be dismissed without notice or payment in lieu of notice. If the decision to dismiss is made the employee will be informed in writing of the reason for dismissal, the date on which the contract between the parties will terminate and the appropriate period of notice. Alternatives to Dismissal In exceptional circumstances, the following actions short of dismissal may be considered and offered to you as an alternative to dismissal: • suspension without pay • demotion • transfer If you refuse to accept any offer made to you the School will dismiss you. Gross Misconduct In exceptional circumstances, employees may be dismissed without notice if it has been established, after investigation and after hearing the employee’s explanation at a disciplinary meeting, that there has been an act which constitutes gross misconduct. Examples of actions which constitute gross misconduct include (but are not limited to): • • • • • • • • • • •
gross insubordination serious breach of health and safety rules serious breach of the School email and internet use policy theft or fraud from either the School or co-workers or deliberate damage to School property or that of co-workers being under the influence of drink or illegal drugs at work disorderly or threatening conduct on school premises contravention of the equal opportunities and discrimination policy negligence resulting in serious loss, damage, or injury assault or attempted assault falsification of records conviction on a criminal charge 76
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acceptance of a police caution, where the caution relates to a charge that would impact an employee’s ability to perform their role or compromise the reputation of the School. breach of School policies or procedures Serious breach of School policies or procedures bullying or harassment of colleagues, pupils or parents or 3rd parties abuse or suspected abuse of your position of trust in relation to pupils at the School bringing the School into disrepute
Appeals An employee may appeal against a disciplinary decision within five working days of receipt of the written decision. Such appeals are to be made in writing to the Bursar. The appeal hearing will be convened as soon as is reasonably practicable. The appeal hearing will be held by a Governor or panel of up to three Governors (who have had no prior involvement), facilitated by the Bursar. The Headmaster or Bursar will not hear the appeal if they held the disciplinary meeting. Where new evidence arises prior to or during the appeal the employee will be given access to any relevant information or evidence and will have the opportunity to make representations. The employee will have the right to be accompanied at any appeal hearing by a colleague or trade union representative. The employee will be informed in writing of the decision of the appeal hearing following the conclusion of the hearing. Such decision will be final and binding on all parties and will complete the School’s internal procedures. In the event of an unsuccessful appeal against a decision to dismiss the original dismissal date shall stand. Record Keeping A copy of all formal warnings will be retained on an employee’s personnel file but will be considered spent after a period of 6 months for a written warning and twelve months for a final written warning.
Capability Procedure This procedure applies where a member of staff is failing to carry out their responsibilities or duties in a satisfactory manner, due to a lack of ability, experience or qualifications or on health grounds. This procedure aims to ensure fairness and consistency throughout the School and provides for warnings to be given for failure to meet our standards of job performance. The procedure is non-contractual in nature, but applies to all members of staff except that this procedure will not apply during the first two years of employment. All members of staff should familiarise themselves with its provisions. Most performance improvement procedures will follow the course set out below. However, we may vary the process to suit individual circumstances; such a variation will not amount to a breach of this procedure. The procedure will be invoked when performance issues arise or are identified either following an appraisal process or otherwise. The School will normally address performance informally, and offer appropriate training and support to an employee before progressing under this procedure. The procedures set out in this document aim to ensure that there is: Openness and awareness for staff when they are not meeting the required levels of performance. •
A means of monitoring performance and establishing performance criteria.
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A degree of consistency in how staff are given opportunities to attain satisfactory levels of performance.
•
Assistance in identifying the most appropriate form(s) of support and providing that support
The School will consider what training and support it can give the employee to help them meet the performance requirements.
Suspension Where you are accused of an act of serious or gross negligence, you may be suspended from work, on full pay and benefits, pending the outcome of the capability or disciplinary procedure. Where appropriate, during any investigation or suspension, the Headmaster or Bursar will appoint a senior member of staff, who is not involved in the capability or disciplinary procedure, to provide guidance and support to the member of staff under investigation or suspension. Formal Meeting If we consider that it is necessary to invoke the formal capability procedure we will inform you in writing. In so doing, we will give you reasonable notice of a capability meeting and set out details of the alleged shortfall or failure in performance, together with any evidence relied upon if practicable and available. At all stages of the procedure, you will be allowed to attend a capability meeting with a colleague or a trade union official as a representative and you will be given an opportunity to state your case. You must take all reasonable steps to attend the hearing. In the event that you fail to attend the meeting this will usually be rearranged once, but should you fail to attend the rearranged meeting then a decision may be reached in your absence. Following the meeting, we will write to you to confirm our decision. You will also be informed of your right to appeal the decision if you are not satisfied with it. Appeal An employee may appeal against a decision within five working days of receipt of the written decision. Such appeals are to be made in writing to the Bursar. The appeal meeting will be convened as soon as is reasonably practicable. The appeal meeting will be held by a Governor panel of up to three Governors (who have had no prior involvement), facilitated by the Bursar. The Headmaster or Bursar will not hear the appeal if they held the capability meeting. Where new evidence arises prior to or during the appeal the employee will be given access to any relevant information or evidence and will have the opportunity to make representations. The employee will have the right to be accompanied at any appeal meeting by a colleague or trade union representative. The employee will be informed in writing of the decision of the appeal meeting following the conclusion of the meeting. Such decision will be final and binding on all parties and will complete the School’s internal procedures.. In the event of an unsuccessful appeal against a decision to dismiss the original dismissal date shall stand. If your performance shortfall or failure is dealt with under the formal capability procedure, a record will be kept of the shortfall or failure, your defence or mitigation, minutes of the capability meeting, the action taken and reasons for it, whether an appeal was lodged, its outcome and any subsequent developments. These records are confidential and will be retained on your personnel file in accordance with the prevailing data protection legislation. .
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Performance Warnings Written warning In the case of serious shortfall, or failure or a repetition of earlier shortfall or failure, you will be given a written warning setting out the precise nature of the shortfall or failure, the likely consequences of further shortfall or failure and specifying, if appropriate, the improvement required and over what period. Objectives, timescales and measures for the performance improvement should be set. Your Head of Department should offer help with training and supervision as required. A written warning will be kept on your record but will be considered expired after 6 months. Your performance may be appraised, at intervals to be determined by your Head of Department, at any time during this period. Final written warning In the case of a further repetition of earlier shortfall or failure, if you still fail to improve or if the shortfall or failure, whilst falling short of gross negligence, is serious enough to warrant only one written warning, you will be given a final written warning setting out the precise nature of the shortfall or failure containing a statement that any recurrence or failure to improve will lead to dismissal or whatever other penalty is considered appropriate and specifying, if appropriate, the improvement required and over what period. A final written warning will be kept on your record but will be considered expired after 12 months. Objectives, timescales and measures for the performance improvement should be set. Your Head of Department should offer help with training and supervision as required. Your conduct and performance will be appraised, at intervals to be determined by your Head of Department, at any time during this period. Depending upon the seriousness of the matter and all the circumstances, any of the above stages may be omitted. Dismissal In the case of gross negligence, or if all of the appropriate stages of the warning procedure have been exhausted, you will normally be dismissed. We reserve the right to offer other possible formal action, including (but without limitation): demotion or transfer; loss of seniority or salary increment; suspension (without pay). If you are dismissed, you will be provided with a written statement detailing the reasons for dismissal, the date on which employment will terminate and the right of appeal. EXAMPLES The following are non-exhaustive and non-exclusive examples of the sort of performance shortfalls or failures, which will normally lead to action being taken. Minor offences (informal reprimand) •
Occasional poor job performance involving sub-standard work or application.
Serious offences (written or final written warning) •
Consistent poor performance or application.
•
Failure to improve performance following an appraisal meeting or performance review, within the timescale specified within such a meeting or review.
•
Failure to perform duties or roles to an acceptable standard for reasons which it is within your power to rectify. 79
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You should be made aware that if there is no adequate improvement following the issue of warnings, such issues may result in dismissal. Capability and consistent performance offences (dismissal with notice) •
Incapable and/or unsuitable of performing role or main job functions/duties as set out in job description and which could not be rectified by training or coaching.
•
Consistent failure or unable to improve performance to required or reasonable standards or to the level of other members of staff carrying out the same, similar or equivalent work.
•
You are unable satisfactorily to do or do not have the qualifications, aptitude and/or ability for the job.
Gross negligence (dismissal without notice) •
In the most serious cases of gross negligence, normally (but not necessarily) resulting in significant financial loss or loss of reputation to the School, where our continued trust and confidence in you has been destroyed as a result, dismissal may be without notice or payment in lieu of notice.
Long term sickness absence Where an employee’s underperformance is as a result of long term sickness absence then the School will always ask your permission to seek medical advice prior to making a decision about an employee’s ongoing employment. The School will also consider whether there are any reasonable adjustments which can be made to assist the employee to perform their role. In cases where the School has concerns about the employee’s long term ability to perform their job as a result of health grounds the School will normally move to dismissal stage without prior warnings. Relationship with Disciplinary Procedure The Capability Procedure is not intended to apply to cases where poor performance results directly from misconduct, in which case the Disciplinary Procedure should normally apply. It may not, however, always be immediately clear whether poor performance results from misconduct or capability and the procedures may, initially, be run in parallel whilst the concerns are being investigated. You may be dismissed following exhaustion of the formal capability procedure and have no separate right to have the disciplinary procedure followed prior to dismissal, and vice versa. Live warnings issued under the disciplinary procedure may, if appropriate, be taken into consideration when considering the level of warning to be given under the capability procedure, and vice versa.
Grievance Procedure Should an employee at any time have a grievance connected with his or her employment it will be the school’s intention to consider and resolve it at the earliest opportunity and to the satisfaction of all concerned wherever possible. The procedure is not contractual but applies to all employees who should familiarise themselves with its provisions. All stages of this process will be dealt with without unreasonable delay. Informal An employee who has a grievance with any aspect of his or her employment should raise it initially with his or her line manager and the matter will be discussed informally and resolved where possible. If the employee feels unable to speak to their manager, for example, because the complaint concerns him or 80
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her, then they should speak informally to a more senior manager or their Head of Department. If this does not resolve the issue, you should follow the formal procedure set out below. Formal If no satisfactory resolution is possible or the employee considers they have not been fairly treated, they may raise their grievance in writing to their Head of Department and it will be treated as a formal grievance. If the grievance concerns the Head of Department it should be raised with either the Headmaster or the Bursar. If the grievance concerns the Headmaster or Bursar the matter should be referred to the Chair of Governors in the first instance. When an employee raises a formal grievance a meeting will be arranged as soon as possible. At the meeting the employee will have the opportunity to explain their grievance and how they think it may be resolved. Depending on the circumstances, the meeting may be adjourned in order for an investigation to take place. Where the matter needs to be investigated and/or the meeting adjourned, the employee will be given an indication of the likely timescale for receiving a response. At the meeting, the employee may be accompanied by a colleague or trade union representative of their choice. The employee must tell the person holding the grievance meeting who their chosen companion is, in good time before the meeting. The employee will be informed in writing of the outcome of the grievance and the reasons for the decision. If any action is to be taken as a result of the grievance, the employee will, where possible, be informed. The decision will be issued as soon as possible following the conclusion of the meeting. Where the matter needs to be investigated and/or the meeting adjourned, the employee will be given an indication of the likely timescale for receiving a response. Appeal If the employee feels that his or her grievance is not satisfactorily resolved, or feels they have been unfairly treated, he or she may, within five working days of the written decision, appeal in writing to the Headmaster or Bursar. An appeal hearing will be convened as soon as is reasonable practicable, and will be heard by either the Headmaster, Bursar, a Governor or a panel of up to three Governors. At the appeal hearing, the employee may be accompanied by a colleague or a trade union representative of their choice. Whenever possible, a decision of the appeal and the reasons for it will be given within ten working days of the hearing. This decision will be given in writing and will be final and binding on all parties and will complete the School’s internal procedures. References All requests for references should be communicated to the Headmaster (teaching staff) or the Bursar (non-teaching staff). No reference should be given on behalf of the School by an employee other than the Headmaster or Bursar. Mortgage, rent or legal references will only be given in response to a specific written request and no information will be supplied without your permission. Normally these references are provided by the Bursar upon your request.
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Training and Development Structured training and development at all levels within the school is essential to the efficient and effective operation of the school’s support services and the development of the individual. The School aims to ensure that all employees have the knowledge, skills and experience to meet satisfactorily the required standards of job performance. In order to meet its requirements, the school will provide opportunities for personal development and advancement to those employees with the requisite ability, aspirations and characteristics. The objectives of the Training and Development Policy are as follows: •
To provide an effective induction programme for each individual ensuring an understanding of the school, department and the individual’s duties and responsibilities and this will include training/instruction on health and safety and any legal requirements, such as may arise through the charitable status of the school, associated with his or her job.
•
To provide introductory and ‘on the job’ training to enable new employees to reach the required performance standard.
•
To identify the current and future training needs of the individuals and match these to cost effective training programmes.
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To provide training to ensure improvements in skills, knowledge and attitude.
•
To encourage and support employees to undertake further studies in the areas which are of benefit to themselves and their role in the school.
The appraisal process involves departmental heads in reviewing the attributes of their staff with a view to matching them with the school’s requirements. The development of individuals is a two way process; departmental heads will discuss the performance of the individual and provide information on available opportunities, whilst employees will have the responsibility of informing their departmental head of their aspirations and co-operating with actions designed to maintain and improve their abilities. This process supplements the informal observation and contact between the departmental head and the employee. From time to time the School may pay for you to attend training courses. In consideration of this, the School may ask that you enter into a separate agreement that if your employment terminates after the School has incurred liability for the cost of you doing so you will be liable to repay some or all of the fees, expenses and other costs. If this is case then you will be informed before you start the course of your liability and an agreement will be drawn up between you and the school. For applications of Continuous Professional Development please send the request to your Line Manager to review the course relevance to your role and approval. The next approval is the Human Resources Manager this is to review the cost of course and if a training agreement would be required. Once approved the school office will raise the purchase order and will proceed with booking your course.
Retirement Policy Policy Statement The School currently has no default retirement age applying to all staff although this will be reviewed from time to time by the School to reflect our business needs. We acknowledge that retirement is a matter of choice for individuals. 82
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It may be that for certain posts within the School, a default retirement age is necessary. If this is the case, it will be specified in your contract of employment or notified to you in writing. We will review whether any fixed retirement age remains necessary from time to time and will let you know if we consider this needs to change. We are proud to employ people of all ages and consider that age diversity is beneficial to the organisation. We are committed to not discriminating against employees because of age and adhere to the principles set out in our Equality Policy. Employees are free to retire whenever they choose. Employees may wish to ask the School to consider alternative roles or working patterns, which may be agreed solely at the School’s discretion. If eligible, they may make a formal request to work flexibly in accordance with the Flexible Working Policy. Purpose of the policy This policy aims to create a framework for workplace discussions, enabling you to express your preferences and expectations with regard to retirement and enabling us to plan for our operational needs. This policy does not form part of your contract of employment and we may amend it from time to time as we consider appropriate. Discussing your future plans You or your manager or Head of Department may want to discuss your short, medium and long-term plans, as the need arises. For example, a promotion opportunity may arise, or, if your circumstances change, you may want a different working pattern or to stop work altogether. We need to plan ahead, and so may indicate to staff from time to time that it would be helpful to know what their plans are. There is no obligation for us or you to hold workplace discussions about your future plans, but it may be mutually beneficial to do so. We will not make generalised assumptions that performance will decline with age, whether due to competence or health issues. Regardless of age, if we think there are problems with your performance or ill-health, these will be dealt with in the usual way, through the Capability Procedure. If a workplace discussion takes place for the purposes above, we will aim to make it as informal as possible. During any workplace discussion: • •
we will not assume that you want to retire just because you are approaching a certain age, such as state pension age; and we will not make discriminatory comments, suggesting that you should retire due to age.
If you indicate that you are thinking of retiring, you are free to change your mind at any time until you have actually given notice to terminate your employment. Your employment or promotion prospects will not be prejudiced because you have expressed an interest in retiring or changing work patterns.
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If you express an interest in moving to a more flexible working pattern or changing role, we will confirm that this is what you want before any action is taken which could affect your employment, such as a change to your role or responsibilities. Giving notice of retirement If you have decided to retire, we would appreciate as much notice as possible. In any event you must give the School at least the notice you are obliged to give under your contract of employment. Pension Arrangements If you decide to retire or would like the School to consider alternative working patterns, you should take pension advice from your pension provider or a pension adviser. The School cannot give advice on the effect on your pension of either retirement or of amending your hours of work. Trade Unions The School does not recognise a Trade Union as having representative rights and relies upon the existing management structure for communication between employee and employer.
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SECTION 6 – FAMILY FRIENDLY LEAVE ENTITLEMENTS Maternity Leave and Pay Maternity Leave All pregnant employees regardless of length of service or hours worked are entitled to take up to 52 weeks maternity leave, of which 26 weeks is Ordinary Maternity Leave and 26 weeks is Additional Maternity Leave. Additional Maternity Leave follows Ordinary Maternity Leave and there can be no gap between the two. All pregnant employees must take a minimum of 2 weeks’ maternity leave immediately following the birth. This is compulsory maternity leave. You may start your maternity leave any time from the 11th week before the expected week of childbirth (EWC), provided that you notify the School by the 15th week before the EWC, of:•
the fact that you are pregnant;
•
the date of the EWC;
•
the intended start date of maternity leave;
and submit a Form MAT B1 which is a certificate from your GP or midwife confirming the EWC. The School will reply to you within 28 days to inform you of the date by which you are expected to return to work if you take your full leave entitlement. You can change the start date of your maternity leave providing you give the School 28 days’ notice. If it is not reasonable practicable to give this much notice, for example if the baby is born early and leave must start early, then you do not have to give the above notice but should give the School as much notice as possible. Maternity leave cannot start any earlier than 11 weeks before the EWC, unless the baby is born early and maternity leave starts automatically. A pregnancy related illness during or after the 4th week before the EWC automatically triggers maternity leave. Statutory Maternity Pay (SMP) To qualify for SMP you must:•
be pregnant and have reached the start of the 11th week before the EWC or have had your baby by then;
•
have been continuously employed for at least 26 weeks by the end of the Qualifying Week (which is the 15th week before the EWC);
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have had normal weekly earnings at a rate not less than the lower earnings limit for National Insurance contributions for a period of 8 weeks immediately preceding the Qualifying Week;
•
have stopped actually working for the School;
•
give 28 days' advance notice of your absence and submit Form MATB1.
The SMP period lasts for a maximum of 39 weeks. There is no distinction between part-time and full-time employees for SMP purposes. If you are entitled to SMP, you will receive: • • • • •
your full salary for the first four weeks of maternity absence, inclusive of statutory maternity pay (week 1-4); 90% of your full salary for a further two weeks, inclusive of statutory maternity pay (week 5-6); 50% of your full salary plus statutory maternity pay for week 7-18; Statutory maternity pay thereafter, for maximum of a further 21 weeks (week 19-39); Unpaid leave thereafter (week 40-52).
If you earn less than the weekly SMP rate, you will receive SMP at 9/10ths of your salary for the whole 39 week period. If you are entitled to maternity leave, you will be able to receive SMP for the 39 weeks that you are away from work, unless you return to work earlier in which case your entitlement to SMP will stop on your return. If you do not qualify for SMP, you may be entitled to the Maternity Allowance which is payable by the Department for Work and Pensions. Return to Work If you wish return to work before the end of the full 52 weeks’ maternity leave, you must give the School at least 8 weeks’ notice of your intention to return to work early. If you decide you would like to change the date of your return to work, you can do so providing you give the School at least 8 weeks’ notice. If you do not wish to return to work following your maternity leave you should provide the School with sufficient notice, and at least the amount of notice required by your contract of employment. If you confirm that you will not return to work after having the baby, you will still be entitled to 39 weeks’ SMP if you qualify. Maternity returnees are entitled to any salary increases or enhanced benefits that are introduced in their absence. “Keeping in Touch Days” During the maternity leave period the School may make reasonable contact with you. The School will keep you informed of promotion opportunities or information relevant to your job. During the maternity leave period, by agreement with the School you may do up to ten days’ work. These are known as Keeping in Touch days. You will be paid for any Keeping in Touch Days at a rate agreed with the School, in addition to any SMP. The type of work you may carry out will be a matter to 86
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be agreed between you and the School, and may include attending training or team meetings. Keeping in Touch days may not take place within two weeks after the baby is born. Keeping in Touch days are not compulsory and you will not suffer any consequence if you decline the offer of a Keeping in Touch day. Similarly, you do not have a right to Keeping in Touch days and the School is under no obligation to agree to a Keeping in Touch day.
Antenatal Appointments Policy Time off for pregnant women All pregnant employees are entitled to paid time off to attend antenatal appointments. Please confirm your appointment times with your Line Manager or Head of Department giving as much notice as possible. You may be asked for your appointment card. Parent craft classes or relaxation classes should be attended out of core working hours wherever possible (unless they are on medical advice). Where this is not possible please discuss with your Line Manager or Head of Department giving as much notice as possible Time off for accompanying a pregnant woman: eligibility You may take unpaid time off to accompany a pregnant woman to an antenatal appointment if you have a "qualifying relationship" with the woman or the child. This means that either: • • •
you are the baby's father; you are the pregnant woman's spouse, civil partner or are living with her in an enduring family relationship and she is not your sister, mother, grandmother, aunt or niece; or you are one of the intended parents in a surrogacy arrangement and expect to obtain a parental order in respect of the child.
Time off for accompanying a pregnant woman: how to book time off Please give us as much notice of the appointment as possible. You must provide us with a signed statement providing the date and time of the appointment and confirming: • that you meet one of the eligibility criteria set out above; • that the purpose of the time off is to accompany the pregnant woman to an antenatal appointment; and • that the appointment has been made on the advice of a registered medical practitioner, registered midwife or registered nurse.
Time off for accompanying a pregnant woman: amount of time off You have the right to take time off to accompany a pregnant woman to up to two antenatal appointments in relation to each pregnancy. You must not take more than six and a half hours off for each appointment, including travel and waiting time. Time off to attend these appointments is unpaid. Further time off for antenatal appointments is in the School’s absolute discretion. 87
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Paternity Leave and Pay If you are the biological father of a child, or the husband, civil partner or partner of the mother, or in any case have parental responsibility for a child’s upbringing, you may be entitled to paternity leave. You will only be entitled to paternity leave if you have worked continuously for the School for 26 weeks leading into the 15th week before the baby is due. Paternity Leave If you are eligible, you can take 2 weeks paternity leave. To claim entitlement to paternity leave you will need to give the School notice, in the form of a certificate which can be obtained from the Bursary, by no later than the 15th week before the baby is due. Providing false information on a certificate in order to claim paternity leave will be a disciplinary offence. Paternity leave must be taken within 56 days of the birth (or, if the birth is early, any time between birth and 56 days after the date the baby is due). You can take either one week or two weeks, but not odd days. If two weeks are taken they must be consecutive. A maximum of two weeks’ paternity leave is permitted per pregnancy, regardless of how many children are born. You can change your mind about the date on which you want your paternity leave to start providing you tell the School at least 28 days in advance. If you are unable to give 28 days’ notice, you should give the School as much notice as possible. Paternity Pay If you take paternity leave in accordance with this policy, you will be eligible for two weeks’ full pay, including Statutory Paternity Pay (SPP), provided your weekly earnings are over the lower earnings limit for National Insurance purposes. If you are entitled to SPP, you will receive the current weekly rate from time to time in force or 90% of your average weekly earnings, whichever is the lower. An employee who is not entitled to SPP may be entitled to Income Support from the Department of Work and Pensions. General Normal terms and conditions of employment continue during paternity leave except for terms relating to salary. There are a number of other related areas such as shared parental leave, ordinary parental leave, time off for dependants and the right to request flexible working. Please see separate policies in this Handbook for details. You are entitled to return to the same job following paternity leave.
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Shared Parental Leave About this policy This policy outlines the arrangements for shared parental leave and pay in relation to the birth of a child. This policy applies to employees. It does not apply to agency workers or self-employed contractors. It should be read in conjunction with related areas such as maternity leave, adoption leave, parental leave, time off for dependants and flexible working. Please see separate policies for details. This policy does not form part of any employee's contract of employment and may be amended at any time. Frequently used terms The definitions in this paragraph apply in this policy. Expected week of childbirth (EWC): the week, beginning on a Sunday, in which the doctor or midwife expects your child to be born. Parent: One of two people who will share the main responsibility for the child's upbringing (and who may be either the mother, the father, or the mother's partner if not the father). Partner: spouse, civil partner or someone living with another person in an enduring family relationship, but not a sibling, child, parent, grandparent, grandchild, aunt, uncle, niece or nephew. Qualifying Week: the fifteenth week before the expected week of childbirth.
What is shared parental leave? Shared parental leave (SPL) is a form of leave available to working parents following the birth of a child. SPL allows parents to take up to 52 weeks’ leave in total on the birth of a child. They may be able to take this leave at the same time or at different times. Entitlement to SPL You are entitled to SPL in relation to the birth of a child if: • • •
you are the child's mother, and share the main responsibility for the care of the child with the child's father (or your partner, if the father is not your partner); you are the child's father and share the main responsibility for the care of the child with the child's mother; or you are the mother's partner and share the main responsibility for the care of the child with the mother (where the child's father does not share the main responsibility with the mother).
The following conditions must also be fulfilled: •
you must have at least 26 weeks’ continuous employment with the School by the end of the Qualifying Week, and still be employed by the School in the week before the leave is to be taken; 89
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the other parent must have worked (in an employed or self-employed capacity) in at least 26 of the 66 weeks before the EWC and had average weekly earnings of at least £30 during 13 of those weeks; and you and the other parent must give the necessary statutory notices and declarations as summarised below, including notice to end any maternity leave, statutory maternity pay (SMP) or maternity allowance (MA) periods.
The total amount of SPL available is 52 weeks, less the weeks spent by the child's mother on maternity leave (or the weeks in which the mother has been in receipt of SMP or MA if she is not entitled to maternity leave). If you are the mother you cannot start SPL until after the compulsory maternity leave period, which lasts until two weeks after birth. If you are the child's father or the mother's partner, you should consider using your two weeks' paternity leave before taking SPL. Once you start SPL you will lose any untaken paternity leave entitlement. SPL entitlement is additional to your paternity leave entitlement. Opting in to shared parental leave and pay Not less than eight weeks before the date you intend your SPL to start, you must give the Headmaster (for teaching staff) or the Bursar (non-teaching staff) a written opt-in notice giving: • • • • • • • • •
your name and the name of the other parent; if you are the child's mother, the start and end dates of your maternity leave; if you are the child's father or the mother's partner, the start and end dates of the mother's maternity leave, or if she is not entitled to maternity leave, the start and end dates of any SMP or MA period; the total SPL available, which is 52 weeks minus the number of weeks' maternity leave, SMP or MA period taken or to be taken; how much of that will be allocated to you and how much to the other parent. (You can change the allocation by giving us a further written notice, and you do not have to use your full allocation); if you are claiming statutory shared parental pay (ShPP), the total ShPP available, which is 39 weeks minus the number of weeks of the SMP or MA period taken or to be taken; how much of that will be allocated to you and how much to the other parent. (You can change the allocation by giving [insert position] a further written notice, and you do not have to use your full allocation); an indication of the pattern of leave you are thinking of taking, including suggested start and end dates for each period of leave. This indication will not be binding at this stage, but please give as much information as you can about your future intentions; and declarations by you and the other parent that you meet the statutory conditions for entitlement to SPL and ShPP.
Ending maternity leave If you are the child's mother and are still on maternity leave, you must give the Headmaster (teaching staff) or the Bursar (non-teaching staff) at least eight weeks' written notice to end your maternity leave (a curtailment notice) before you can take SPL. The notice must state the date your maternity leave will
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end. You can give the notice before or after you give birth, but you cannot end your maternity leave until at least two weeks after birth. You must also give the Headmaster (teaching staff) or the Bursar (non-teaching staff), at the same time as the curtailment notice, a notice to opt into the SPL scheme (see above) or a written declaration that the child's father or your partner has given his or her employer an opt-in notice and that you have given the necessary declarations in that notice. The other parent may be eligible to take SPL from their employer before your maternity leave ends, provided you have given the curtailment notice. The curtailment notice is usually binding and cannot be revoked. You can only revoke a curtailment notice if maternity leave has not yet ended and one of the following applies: • • •
if you realise that neither you nor the other parent are in fact eligible for SPL or ShPP, you can revoke the curtailment notice in writing up to eight weeks after it was given; if you gave the curtailment notice before giving birth, you can revoke it in writing up to eight weeks after it was given, or up to six weeks after birth, whichever is later; or if the other parent has died.
Once you revoke a curtailment notice you cannot submit a second curtailment notice, unless the revocation was given in the circumstances outlined in bullet point two above. If you are the child's father or the mother's partner, you will only be able to take SPL once the mother has either: • • • •
returned to work; given her employer a curtailment notice to end her maternity leave; given her employer a curtailment notice to end her SMP (if she is entitled to SMP but not maternity leave); or given a curtailment notice to the benefits office to end her MA (if she is not entitled to maternity leave or SMP).
Evidence of entitlement You must also provide on request: • •
A copy of the birth certificate (or if you have not yet obtained a birth certificate, a signed declaration of the child's date and place of birth); and The name and address of the other parent's employer (or a declaration that they have no employer).
Notifying us of your SPL dates Having opted into the SPL system you will need to give a period of leave notice telling [insert position] the start and end dates of your leave. This can be given at the same time as your opt-in notice, or it can be given later, as long as it is given at least eight weeks before the start of your leave. You must also state in your period of leave notice the dates on which you intend to claim shared parental pay, if applicable. 91
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Continuous Leave If your period of leave notice gives dates for a single continuous block of SPL you will be entitled to take the leave set out in the notice. You can give up to three period of leave notices. This may enable you to take up to three separate blocks of shared parental leave. In exceptional circumstances we may agree to accept more than three period of leave notices. Procedure for requesting split periods of SPL (“Discontinuous Leave”) In general, a period of leave notice should set out a single continuous block of leave. In those circumstances you will be entitled to take the leave set out in the notice as detailed above. You may also submit a period of leave notice where the SPL is split into shorter periods (of at least a week) with periods of work in between (“Discontinuous Leave”). We may, in some cases, be willing to consider accommodating a period of Discontinuous Leave but it is best to discuss this with your manager in advance of submitting any formal period of leave notices. This will give the School more time to consider the request and hopefully agree a pattern of leave with you from the start. You must submit a period of leave notice for Discontinuous Leave, setting out the requested pattern of leave, at least eight weeks before the requested start date. If we are unable to agree to your request straight away, there will be a two-week discussion period. At the end of that period, we will confirm any agreed arrangements in writing. If we have not reached an agreement, you will be entitled to take the full amount of requested SPL as one continuous block, starting on the start date given in your notice (for example, if you requested three separate periods of four weeks each, you will be entitled to one 12week period of leave). Alternatively, you may: • •
choose a new start date (which must be at least eight weeks after your original period of leave notice was given), and tell the Headmaster (teaching staff) or the Bursar (non-teaching staff) within five days of the end of the two-week discussion period; or withdraw your period of leave notice within two days of the end of the two-week discussion period (in which case it will not be counted and you may submit a new one if you choose).
Changing the dates or cancelling your SPL You can cancel a period of leave by notifying the Headmaster (teaching staff) or the Bursar (non-teaching staff) in writing at least eight weeks before the start date in the period of leave notice. You can change the dates for a period of leave by giving the Headmaster (teaching staff) or the Bursar (non-teaching staff) at least eight weeks' notice before the original start date and the new start date. You do not need to give eight weeks' notice if you are changing the dates of your SPL because your child has been born earlier than the EWC, where you wanted to start your SPL a certain length of time (but not more than eight weeks) after birth. In such cases please notify the Headmaster (teaching staff) or the Bursar (non-teaching staff) in writing of the change as soon as you can. A notice to cancel or change a period of leave will count as one of your three period of leave notices, unless: 92
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the variation is a result of your child being born earlier or later than the EWC; the variation is at the School’s request; or we agree otherwise.
Shared parental pay ShPP of up to 39 weeks (less any weeks of statutory maternity pay or adoption pay claimed by you or the other parent) may be available provided you have at least 26 weeks' continuous employment with the School at the end of the Qualifying Week and your average earnings are not less than the lower earnings limit set by the government each tax year. ShPP is paid at a rate set by the government each year. Other terms during shared parental leave Your terms and conditions of employment remain in force during SPL, except for the terms relating to pay. Keeping in touch We may make reasonable contact with you from time to time during your SPL although we will keep this to a minimum. This may include contacting you to discuss arrangements for your return to work. You may ask or be asked to work (including attending training) on up to 20 "keeping-in-touch" days (KIT days) during your SPL. This is in addition to any KIT days that you may have taken during maternity leave. KIT days are not compulsory and must be discussed and agreed with your line manager. You will be paid for any KIT day at a rate agreed with the School, in addition to any ShPP. Returning to work If you want to end a period of SPL early, you must give the Headmaster (teaching staff) or the Bursar (non-teaching staff) eight weeks' prior notice of the return date. It is helpful if you give this notice in writing. If you want to extend your SPL you must submit a new period of leave notice at least eight weeks before the date you were due to return to work, assuming you still have SPL entitlement remaining and have not already submitted three period of leave notices. If you are unable to request more SPL you may be able to request annual leave or ordinary parental leave, which will be subject to business need. You are normally entitled to return to work in the position you held before starting SPL, and on the same terms of employment. However, if it is not reasonably practicable for us to allow you to return into the same position, we may give you another suitable and appropriate job on terms and conditions that are not less favourable, but only in the following circumstances: • •
if your SPL and any maternity or paternity leave you have taken adds up to more than 26 weeks in total (whether or not taken consecutively); or if you took SPL consecutively with more than four weeks of ordinary parental leave (under our Parental Leave Policy).
If you want to change your hours or other working arrangements on return from SPL you should make a request under our Flexible Working Policy. It is helpful if such requests are made as early as possible. 93
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If you decide you do not want to return to work you should give notice of resignation in accordance with your contract.
Adoption Leave and Pay The school follows the statutory provisions for adoption leave and pay, including in relation to attendance at adoption appointments. Information concerning adoption leave and pay entitlements may be obtained from the Bursary/Finance Assistant.
Time off for Dependants You are entitled to take a reasonable period of time off work to deal with an unexpected disruption in your care arrangements or an emergency involving a dependant. This may include, but is not limited to; • • • • •
If a dependant falls ill or has been injured or assaulted; If a dependant dies; If a dependant gives birth; To deal with an unexpected disruption or breakdown in care arrangements e.g. when the child minder or nurse fails to turn up; To deal with an incident involving your child during school hours.
A dependant is your husband, wife, child or parent or someone who lives with you as part of your family. It does not include tenants or boarders living in the family home or someone who lives in the household as an employee. In case of illness or injury or where care arrangements break down, a dependant may also be someone who reasonably relies on you for assistance, for example an aunt who lives nearby who you look after outside work falls unexpectedly ill. In the event of an emergency or unexpected disruption in care arrangements involving a dependant you are entitled to a reasonable amount of time off. For most cases 1 or 2 days should be sufficient to deal with the problem. There is no limit on the number of times which you can be absent from work under this right. Any time off under this right is unpaid. On the first day of absence you must inform your line manager before 8.00am or as soon as possible of the reason for your absence and if possible, the likely length of its duration. Upon return to work you will be required to complete an internal time off form provided by the Bursar for absence recording. Abuse of this right will be dealt with in accordance with the School’s disciplinary procedure.
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Parental Leave Staff with one year’s service and a child (including adopted children) under the age of 18 are entitled to take parental leave. This should be distinguished from shared parental leave which is dealt with separately under the Shared Parental Leave Policy. You are entitled to a total of 18 weeks’ leave. If twins are born, then each parent is entitled to 18 weeks’ leave for each child. You must give at least 21 days’ written notice of your intention to take parental leave. You have the right to take the leave until the child’s 18th birthday. The leave is unpaid. Parental leave may only be taken in blocks or multiples of 1 week, up to a maximum of 4 weeks’ leave in a year, subject to the maximum of 18 weeks overall. Parents of disabled children can take leave in blocks or multiple blocks of 1 day. The School may postpone leave for up to 6 months where the School considers that the employee’s absence would be unduly disruptive. The School cannot postpone leave when an employee gives notice to take it immediately after the child is born or placed with the family for adoption Employees will remain employed whilst on parental leave and will be entitled to receive all their normal benefits (other than pay). The School may ask for evidence from an employee regarding parental leave entitlement. Other Leave The School will recognise other statutory rights to take paid time off work, for example: •
Recognised union and accredited safety representatives may take reasonable time off to attend to their duties and undergo training.
•
Employees under notice of redundancy, who have at least two years’ service, may take reasonable time off to seek work or arrange training.
The holders of certain public offices may have the statutory right to take reasonable unpaid time off to fulfil their duties and the School recognises such rights. The School may also at its discretion allow time off work in other circumstances, including time off to attend court as a witness, to carry out jury service and study leave. If you need to take time off work for any reason you should speak to the Bursar or the Headmaster as far in advance as possible. Employees should schedule appointments for the doctor, dentist etc outside of School hours wherever possible. Where this is not possible, they should be arranged at the start or the end of the working day to minimise disruption. Advance permission to attend appointments during working hours should be obtained from the employee’s line manager.
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Compassionate leave Compassionate leave will be granted to all employees following the death of an immediate family member which is defined as parents, children, spouse, siblings, grandparents, grandchildren and step family members where they have lived with the employee as a family unit. Up to 3 days paid compassionate leave may be taken in respect of the death of an immediate family member. Additional time off or time off for family members who do not fall within the definition above is given at the sole discretion of the Headmaster or Bursar. The Headmaster or Bursar must approve any compassionate leave in advance, whenever possible. Compassionate leave may be granted with or without pay at the absolute discretion of the School.
Flexible Working Policy Introduction This Flexible Working Policy gives employees an opportunity to formally request a change to their working pattern in accordance with the statutory procedure for such requests. The law does not provide an automatic right to work flexibly as there may be circumstances when the School is unable to accommodate the employee’s desired work pattern. However, the policy and procedure set out below aims to facilitate discussion and encourage both the employee and the School to consider flexible working patterns. Prior to making a request you are required to think carefully about your desired working pattern and the implications for both you and the School when making an application. The School will follow a specific procedure to ensure that all requests are given full consideration. If your request cannot be accommodated for business or operational reasons you will be told the reasons for this and given a right of appeal. Eligibility In order to make a request for flexible working you must: •
be an employee (as opposed to an agency or contract worker);
•
have worked for the School continuously for 26 weeks at the date the application is made; and
•
not have made a formal request to work flexibly during the last twelve months.
Scope of a Request You will be able to request: •
a change to the hours or days you work;
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a change to the times when you are required to work; and/or 96
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•
to change your place of work.
This covers changes to working patterns such as annualised hours, compressed hours, flexitime, home working, job-sharing, self-rostering, shift working, staggered hours and term-time working. Applications for a change in working pattern need not always require a significant alteration. For example, you may simply wish to start work half an hour later to take your child to school and make up the time later in the day. Procedure The initial onus will be on you to make a considered application in writing to the Headmaster or the Bursar. You will only be able to make one application within a 12-month period and an accepted application will mean a permanent change to your own terms and conditions of employment. Therefore, it will be important that, before making an application, you give careful consideration to making the request and any financial implications a change in your working pattern might have on you if the new arrangements involve a drop in salary. It would be sensible to discuss flexible working informally with your line manager before submitting a formal request. The procedure for submitting a formal request will be as follows: 1. Any employee interested in flexible working make a considered application in writing to the Head/Bursar/Head of Department. A template is provided at Annex 1 of this Handbook. 2. Your application should be submitted in good time and ideally at least two months before you would like the changes to take effect. The application should: a. State that it is a flexible working request; b. Explain the reasons for your request, especially if you think the School's Equality Policy may be relevant, for example, if your request concerns childcare or other family commitments, religious or cultural requirements, or adjustments because of a disability; c. Provide as much information as you can about your current and desired working pattern and give the date from which you want the changes to take effect; d. Identify the effect the changes to your working pattern will have on the work that you do, that of your colleagues and on service delivery. If you have any suggestions about dealing with any potentially negative effects, please include these in your written application; and e. Provide confirmation that you meet the eligibility criteria set out above. 3. If it is felt that your request can be granted immediately, then a meeting may not be necessary. We will inform you of this in writing. Otherwise, we will arrange to meet with you to discuss the request as soon as possible, normally within 28 days. This will provide us with the opportunity to discuss the request. It will also provide an opportunity to consider other alternative working patterns should there be problems in accommodating the desired work pattern outlined in your application. You may, if you wish, bring a colleague or Trade Union Representative to the meeting. We will try to arrange the meeting at a time and place that is convenient to everyone. If it is not possible to meet in person, we may discuss the request with you by telephone. 4. We will consider your request carefully against the following criteria: 97
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burden of additional cost
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inability to reorganise work amongst existing staff
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detrimental effect on our ability to meet customer demands
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inability to recruit additional staff
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detrimental impact on quality or performance
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will there be enough work to do during the periods you want to work?
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planned structural changes.
5. We will notify you of the decision as soon as possible, usually within 14 days of the meeting. We will write to you to either agree to a new work pattern and a start date; or to provide clear business ground(s) as to why your application cannot be accepted and the reasons why the ground(s) apply in the circumstances. We will also remind you of your right of appeal against the decision. If we need to take further action before notifying you of our final decision we will let you know at this time and try to agree a timescale with you. This may be necessary, for instance, if we cannot agree to your initial request, but a compromise may be possible which we need to discuss with you further. 6. We will aim to complete the procedure within no more than three months from the date on which you submit the formal request. There may be exceptional occasions when this will not be possible. In such an instance, we will seek to agree an extension of time with you and confirm this in writing. 7. In some circumstances, we may agree to offer you the new working arrangements on a trial basis. This will give you and the School the opportunity to review the working arrangements and decide whether they should be made permanent. 8. You have the right to appeal the decision within 5 days of it being notified to you. Any appeal should be made in writing to the Headmaster or Bursar, setting out the reasons and grounds for your appeal. The Headmaster or Bursar will arrange a meeting with you, usually within 14 days of receiving notice of your appeal, to consider your appeal. You can be accompanied by a colleague at the appeal meeting if you wish. You will be given a final decision in writing as soon as possible, usually within 14 days of the appeal meeting, giving detailed reasons for the decision. If it is felt that your appeal can be granted immediately, then an appeal meeting may not be necessary. The decision of the appeal will be final. You may withdraw your request at any time before it is granted. If you do choose to withdraw the request, you will not be eligible to submit a further request for a further twelve months. It is important that you communicate with us about your request and attend meetings to discuss it. If you repeatedly fail to attend meetings or respond to communications, the School has the right to assume that you have withdrawn your request, and may write to you to confirm this fact. This will mean that you cannot make another request for flexible working arrangements for a further year. Where an employee works either part time or a flexible working pattern, pay and benefits will be calculated on a pro-rata basis.
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Menopause Policy Menopause is a natural biological process that marks the end of a woman's reproductive years. It typically occurs between the ages of 45 and 55 but can occur earlier or later. During menopause, a woman's body undergoes hormonal changes that can cause a range of physical and emotional symptoms. At Ditcham Park School, we recognise that menopause can have a significant impact on our female employees. We are committed to supporting our staff through this transition and ensuring that they feel comfortable and valued in the workplace. To support our female employees during menopause, we offer the following: 1. Flexible working arrangements: We understand that menopause symptoms can be unpredictable and disruptive. We offer flexible working arrangements, such as working from home or adjusting work hours, to accommodate our employees' needs. 2. Access to support and resources: We provide access to resources and support, such as information on menopause and its symptoms, counselling services via the employee assistance programme. 3. Accommodations in the workplace: We are committed to making reasonable accommodations in the workplace to support our employees during menopause. This may include providing fans, allowing breaks for rest or medication, or adjusting workloads. 4. Training and education: We provide training and education to our managers and staff on menopause and its impact on our female employees. This helps to create a supportive and understanding workplace culture. At Ditcham Park school, we believe that supporting our female employees during menopause is not only the right thing to do, but it also benefits our business. By creating a supportive and inclusive workplace culture, we can attract and retain talented employees and improve overall productivity and morale. If you have any questions or concerns about menopause and how it may impact your work, please speak to your manager or HR. We are here to support you.
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SECTION 7 – HOLIDAYS AND SICKNESS ABSENCE Holidays for Support Staff The holiday year is 1st September to 31st August. Holidays must be taken in the year in which entitlement arises and cannot be carried forward to future years unless it was accrued during long term sick leave, or adoption/maternity/ paternity leave. Holiday entitlement accrued during long term sick leave or adoption/maternity/paternity leave/Shared Parental Leave may be carried over to the next holiday year with prior permission from the Headmaster but must be taken in that next holiday year. Any contractual holiday not taken by the end of the relevant holiday is forfeited. It may not be carried over nor will money be paid in lieu unless agreed in writing by the School. It is your responsibility to plan ahead and ensure you take all your holiday before the end of the holiday year. The first 28 days (5.6 weeks) of holiday taken each year will be treated as your statutory entitlement. Contractual holiday is holiday over and above 28 days (5.6 weeks) per year. Holiday entitlement is pro rata for part-time (including term time only) staff, based on the number of hours worked per annum Staff should refer to their Contract of Employment to ascertain their holiday entitlement. Where a Bank or Public holiday falls within the School term and the School is closed you will be required to take the day as holiday from your holiday entitlement. In addition to the above holiday entitlement the School may, at its discretion, grant “Ditcham Days”. These are days between and around Christmas and New Year when the school is closed. The number of days will vary depending on the calendar. The exact dates of the Ditcham Days will be published in advance each year by the Bursar. Ditcham Days are granted solely at the School’s discretion. If your employment commences or terminates part way through the holiday year the entitlement to holidays during that year will be assessed on a pro-rata basis. The School may make deductions from your final salary in respect of any holiday taken in excess of entitlement. All holidays must be taken during school holiday periods which are confirmed each year in the School Calendar. You must give reasonable notice before taking holiday and these must be agreed by the Bursar in writing in advance. No more than 10 days' holiday may be taken at any one time unless prior consent is obtained from the Bursar. A longer period will only be granted in special circumstances. There may be times when it will be necessary for certain staff not to be on holiday at the same time and these occasions will be at the discretion of the Headmaster or Bursar. You may not take annual holiday until after the successful completion of your probation, other than at the discretion of your line manager. However, your holiday entitlement is calculated from when you join the School.
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Holidays for Teaching Staff Public Holidays Where a public holiday falls within the School term and the School is working, you will be required to work and will not be entitled to a day off in lieu. Annual Holidays Teachers are not usually required to work during school holiday times, in accordance with the published dates in the school calendar, except as detailed in individual contracts of employment. Nevertheless, your basic holiday entitlement shall be that as detailed within your contract of employment. In certain circumstances you may be required to undertake some work during the school holidays, as may be necessary in the reasonable opinion of the Headmaster for the proper performance of the Teacher’s duties. For example to assist on external examination results days and in respect of pupil recruitment processes or to co-operate with disciplinary, competency and/or grievance procedures. We will always endeavour to provide you with reasonable advance notice of any requirement to work during school holiday periods. The Teacher will not receive any days in lieu for any work undertaken during school holidays. The first 28 days (5.6 weeks) of holiday taken each year will be treated as your statutory entitlement. Contractual holiday is holiday over and above 28 days (5.6 weeks) per year. Holiday entitlement is pro-rata for part-time (including term time only) staff, based on the number of hours worked per annum, compared to the full-time equivalent of 37.5 hours per week. Sickness Notification and Certification On the first day of your absence (whether through ill health or otherwise) you must notify the School via the Absence Notification Form. You must update this form at your earliest opportunity to ensure there is cover for your class and/or workload. The form offers estimated date of return and if this has been updated you only need to enter the absence once. Keep your Line Manager informed if your return to work date changes. If extends enter the details into the Absence Notification Form to extend your absence. If you should make the call were ever possible and not ask someone to make the call on your behalf. Absences of up to seven calendar days may be self-certified using the School standard form on the first day you return. This will be seen by and signed by the Headmaster or the Bursar. Beyond seven calendar days a doctor’s fitness for work must be provided, without providing could result in unpaid absence. All medical certificates must be sent to the HR Manager. In the event of a protracted illness further doctor’s fitness for work certificates will be required on a regular basis to cover the entire period of absence. You should expect to be contacted during your absence by your Line Manager and HR Manager who will want to enquire after your health and be advised, if possible, to establish your expected return date. Such contact is intended to provide reassurance and will be kept to a reasonable minimum. If you have any concerns while absent on sick leave, whether about the reason for your absence or your ability to return to work, you should feel free to contact your Line Manager and/or the Deputy Head of Seniors, Head of Juniors or Human Resources at any time. If your doctor provides a certificate stating that you "may be fit for work" you should inform your Line Manager and/or the Deputy Head of Seniors, Head of Juniors or Bursar immediately. We will discuss with you any additional measures that may be needed to facilitate your return to work, taking account 101
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of your doctor's advice. This may take place at a return-to-work interview. If appropriate measures cannot be taken, you will remain on sick leave and we will set a date to review the situation. Where we are concerned about the reason for absence, or frequent short-term absence, we may require a medical certificate for each absence regardless of duration. In such circumstances, we will cover any costs incurred in obtaining such medical certificates, for absences of a week or less, on production of a doctor's invoice or receipt. Return to Work Interviews If you have been absent on sick leave for more than ten working days in any twelve month period, for more than four absence within a rolling year or an unacceptable pattern, we reserve the right to arrange a return-to-work interview with your line manager and the HR Manager as appropriate. A return-to-work interview enables us to confirm the details of your absence and allows the school to support you if required. It also gives you the opportunity to raise any concerns or questions you may have, and to bring any relevant matters to our attention. Where your doctor has provided a certificate stating that you "may be fit for work" we will usually hold a return-to-work interview to discuss any additional measures that may be needed to facilitate your return to work, taking account of your doctor's advice and potentially implementing reasonable adjustments. Medical Examinations The School reserves the right to request you attend a medical examination with a medical professional of its own choice and at its own expense, or to request the supply of a report from your GP. The purpose of such medical examinations and reports are to determine whether there are any matters which might impair your ability to perform your duties and, accordingly, the School requests you will give such authority as is required for the School’s nominated medical professional, or you GP, to disclose to the School the findings. If you do not comply with this request the School will make decisions about your employment based only on the information available to it. The School reserves the right to submit an employee for examination by the school medical officer/occupational health practitioner at any time and in particular, but not limited to, the following circumstances. •
Before or after resuming work following an accident due to an industrial accident.
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During or after a prolonged or regular absence due to illness.
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Prior to transferring to another occupation within the school.
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In order to comply with statutory regulations.
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At the request of management when there is doubt regarding the validity of periods of selfcertified absence.
Sick Pay You may be entitled to Statutory Sick Pay (SSP) if you satisfy the relevant statutory requirements. For the purpose of calculating your entitlement to SSP qualifying days are those days on which you are normally required to work. The rate of SSP is set by the government in April each year. No SSP is payable for the first three consecutive days of absence. It starts on the fourth day of absence and may be payable for up to 28 weeks. 102
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Subject to compliance with the provisions within your contract of employment and the provisions of this policy, you will be entitled to occupational sick pay as follows: For Support Staff A member of the support staff absent from duty on account of illness or injury may receive in any one year the sick benefits as detailed below. If the member of staff’s employment commenced on a date other than the 1st September benefits will be calculated as if the member of staff had started work on 1st September except that the member of staff must have completed four months actual service before becoming entitled to the benefit of any sick pay at half pay. For any member of staff commencing employment before 1st January 2013 they should refer to their Contract of Employment for individual entitlements. •
Full pay for one calendar month and half pay for one calendar month.
For Teaching Staff A Teacher absent from duty on account of illness or injury may receive in any academic year (beginning on 1st September) the sick pay benefits set out below. If the Teacher’s employment commenced on a date other than 1st September benefits will be calculated as if the Teacher had started work on 1st September except that the Teacher must have completed four months actual service before becoming entitled to the benefit of any sick pay at half pay. •
During the first 120 days of service: full pay for 25 working days.
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For the remainder of the first year of service: full pay for 25 working days (less any working days for which full pay has been pursuant to paragraph 1 above) and half pay for 50 working days.
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During the second year of service: full pay for 50 working days and half pay for 50 working days.
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During the third year of service: full pay for 75 working days and half pay for 75 working days.
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During the fourth and successive years of service: full pay for 100 working days and half pay for 100 working days.
Sick pay will be calculated on the basis of the salary which the Teacher would have been receiving if fit to work. Any sick pay will be inclusive of statutory sick pay (SSP) where applicable. Where a Teacher’s half pay plus the amount of SSP exceeds the normal Teacher’s salary, the amount in excess of the teacher’s normal salary will be deducted from the half pay. Once formal sick pay ends, a Teacher will be entitled to receive SSP only if any entitlement remains. A maximum of 28 weeks SSP is payable from the date on which sick pay commenced. The School will write to the Teacher to confirm the date on which SSP will cease. It will be the Teacher’s responsibility to claim Incapacity Benefit if the they are too ill to work and entitled to such payments. If the Teacher is ill immediately before a school holiday and has exhausted his/her sick pay entitlement or is on less than full pay, and recovers during the school holiday, the Teacher shall be deemed to have returned to duty on the day that he/she obtains a fit note showing fitness to return to duty, provided 103
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that the Teacher actually returns to duty for the first full week of the next following term without further absence during that time on account of illness or injury. Absence caused by accidental injury shall be treated as absence caused by illness, except that a period of absence due to illness and disablement caused by an accident arising out of, or in the course of, a Teacher’s employment which qualifies for a payment of industrial injuries benefit shall be disregarded in the aggregation of the period for sick pay or set against a subsequent period. If a Teacher is still unfit for work at the end of the half salary period he/she will be asked to provide permission for the school to obtain a medical report which shall show the cause of the incapacity and its probable duration. If a Teacher is ill at the end of any academic year the Teacher shall not be entitled to any new sickness benefit in respect of the next academic year until he/she has returned to duty for a period of four consecutive weeks after 1st September without further absence during that time through illness or injury. All Staff The School at all times reserves the right to withhold or discontinue payment of School sickness benefit at its discretion if: •
If it is satisfied that there is/has been abuse or misrepresentation.
•
If injury from an accident at work was caused by the employee’s own misconduct.
•
If an employee has failed to follow the school’s absence rules and procedures.
•
If, in the opinion of the employee’s doctor or the school medical officer/occupational health practitioner, the employee behaves in a manner likely to delay recovery.
The School reserves the right to change the provisions of the School sick pay scheme at any time and in particular if there are alterations to the State scheme or to the statutory sick pay scheme. All statutory sick pay payments will be deducted from the School’s sick pay. Employees excluded or transferred from SSP must claim all social security benefits to which they are entitled as such benefits will be deducted from School sick pay, including benefits for dependants where applicable. Should the employee’s manager (when completing the school’s absence report with the employee on return) not authorise payment, deduction of monies already paid for the period concerned will be made at the next convenient pay period. Should SSP be part of this payment the matter will be discussed between the employee’s manager and the Headmaster or Bursar before action is taken. Care of Dependent Time off for Dependants gives employees the right to take a reasonable amount of unpaid time off work to take necessary action to deal with particular situations affecting their dependants. Employees are entitled to this right from their first day of employment.
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Medical Appointments Every effort should be made to arrange dental, medical and other such appointments outside normal working hours. If this is not possible, prior approval must be obtained for such absences from your Line Manager. Unauthorised Absence Absence from work without leave or adequate explanation is a breach of discipline and may lead to disciplinary action. Unauthorised absence will be unpaid and the School reserves the right to make deductions from salary in respect of such absence on the basis of a day’s pay calculated as set out in your contract of employment.
Monitoring and Absence Management Procedure Levels of absence need to be contained because, not only is everybody’s work important, but persistent absences place an undue load on your colleagues. With this in mind, absence is monitored on a regular basis by Managers. Nevertheless, the school’s approach as an employer, in cases of ill health, will always be one of sympathy, compassion and understanding. We may apply the following procedure whenever we consider it necessary, including, for example, if you: • •
have been absent due to illness on a number of occasions; have discussed matters at a return to work interview that require investigation.
Stage 1: First Sickness Absence Meeting In the first instance you will be invited to a meeting with your Line Manager and, if necessary, the HR Manager. The purposes of this first meeting may include: • • • • • •
discussing the reasons for your absence; if you are on long term absence, determining how long the absence is likely to last; if you have been absent on a number of occasions, determining the likelihood of further absences; considering whether medical advice is required; considering what, if any, measures might improve your health and/or attendance; and agreeing a way forward, action to be taken and a timescale for review.
Stage 2: Further Sickness Absence Meetings Depending on the matters discussed at the first meeting and the extent to which attendance improves, a further meeting or meetings may be necessary. The purposes of further meeting(s) may include: • • • • •
Discussing the reasons for and impact of your ongoing absence(s). Where you are on long-term sickness absence, discussing how long your absence is likely to last. Where you have been absent on a number of occasions, discussing the likelihood of further absences. If it has not been obtained, considering whether medical advice is required. If it has been obtained, considering the advice that has been given and whether further advice is required. Considering your ability to return to/remain in your job in view both of your capabilities and the School’s needs and any adjustments that can reasonably be made to your job to enable you to do so. 105
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Considering possible redeployment opportunities and whether any adjustments can reasonably be made to assist in redeploying you. Where you are able to return from long-term sick leave, whether this is to your job or a redeployed job, agreeing a return-to-work programme. If it is considered that you are unlikely to be able to return to work from long-term absence, whether there are any benefits for which you should be considered. Agreeing a way forward, action that will be taken and a timescale for review and/or a further meeting(s). This may, depending on the steps we have already taken, include warning you that you are at risk of dismissal.
Stage 3: Final Sickness Absence Meeting Where you have been warned that you are at risk of dismissal, we may invite you to a meeting under the third stage of the sickness absence procedure. At this stage, the School will ensure that it follows either the disciplinary or capability procedures, as appropriate. The purposes of the meeting will be: • • • • •
To review the meetings that have taken place and matters discussed with you. Where you remain on long-term sickness absence, to consider whether there have been any changes since the last meeting under stage two of the procedure, either as regards your possible return to work or opportunities for return or redeployment. To consider any further matters that you wish to raise. To consider whether there is a reasonable likelihood of you returning to work or achieving the desired level of attendance in a reasonable time. To consider the possible termination of your employment.
Any termination on grounds of ill health will normally be with full notice or payment in lieu of notice. Arrangements for sickness absence meetings Unless it is impractical to do so, we will give you written notice of the date, time and place of a sickness absence meeting. We will put any concerns about your sickness absence and the basis for those concerns in writing or otherwise advise you why the meeting is being called. A reasonable opportunity for you to consider this information before a meeting will be provided. The meeting(s) will be conducted by your Line Manager and the HR Manager. You may bring a trade union representative or colleague to any meeting or appeal meeting under this procedure. You must give your companions details to the manager conducting the meeting, in good time before the meeting is due to take place. You must take all reasonable steps to attend a meeting. Failure to do so without good reason may be treated as misconduct. If you or your companion are unable to attend at the time specified you should immediately inform the manager who is conducting the meeting who will seek to agree an alternative time. Confirmation of any decision made at a meeting, the reasons for it, and of the right of appeal will be given to you in writing as soon as possible following a sickness absence meeting. If, at any time, it is considered that you may have taken or are taking sickness absence when you are not genuinely unwell, the matter may instead be dealt with under our Disciplinary Procedure.
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The full circumstances of the employee’s situation will be taken into account. Those with a serious illness or disability will continue to be treated sympathetically in accordance with the school’s policies. Where the school’s doctor finds that an employee is incapable of continuing with their duties on a permanent basis, because of ill health, the school will endeavour to offer redeployment, subject to vacancies and suitability for alternative work. However, this may not always be possible and, when all possible, practical alternative options have been explored, termination of service on the grounds of ill health or incapability will be considered. Appeals You may appeal against the outcome of any stage of this procedure and you may bring a trade union representative or colleague to an appeal meeting. An appeal should be made in writing, stating the full grounds of appeal, to the Bursar within five working days of the date on which the decision was sent to you. You will be provided with written details of any new information which comes to light before an appeal meeting. You will also be given a reasonable opportunity to consider this information before the meeting. Where practicable, an appeal meeting will be conducted by a manager senior to the individual who conducted the sickness absence meeting(s). The final decision will be confirmed in writing, as soon as possible after the appeal meeting. There will be no further right of appeal. In the event that there is no alternative but to arrange appointments during the working day, these should be such as to minimise the effect on the working day – for example, ensure appointments are early in the morning or late in the afternoon or during a period when you have no lessons or meetings. In cases involving a course of treatment, thus requiring repeated absence from work absence must be discussed and agreed with the employee’s Head of Department / Line Manager. Please refer to the Absence attendance and rehabilitation policy for full details.
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SECTION 8 – HEALTH AND SAFETY AT WORK Policy Statement Ditcham Park School places the greatest importance on health and safety matters and undertakes to conduct its operations in such a way as to ensure the health and safety of all its pupils, employees, visitors and the general public. To this end, the School will endeavour to create and develop a working environment in which there is an awareness of the vital importance of health and safety and which encourages all employees to participate in developing and practising safe working methods and to have regard for the welfare of themselves and others. A health and safety policy covering the organisation and arrangements for meeting the specific needs of the School, is available in the School Documents area of SharePoint. We are confident that all employees will comply with their obligation to act in a safe manner and will fully co-operate with the School’s Governing Body in matters of health, safety and welfare.
Responsibility for Health and Safety The individual responsible for health and safety at work in the School is the Bursar. She will ensure so far as is reasonably practicable, that the School’s policy on health and safety at work is effectively implemented. The Bursar’s health and safety responsibilities cover the maintenance of safety records, accident investigations, assessments and inspections. They will familiarise themselves with all relevant health and safety legislation and take expert advice if required. In the absence of the Bursar, the responsibilities for health and safety at work will be assumed by the Estates Bursar.
Management and Supervision All those with responsibility for the management or supervision of staff will promote positive attitudes towards health and safety. They must ensure that the tasks carried out by their subordinates are performed with the utmost regard for the health and safety of all involved. Those with a management or supervisory role will: •
ensure that on joining the School all new employees are fully familiar with health and safety matters appropriate to their duties including accident reporting, emergency procedures, fire precautions, code of safe conduct and the location of first aid boxes
•
provide adequate information, instruction, training and supervision to ensure the health and safety of employees and pupils
•
ensure that all staff are familiar with the School’s health and safety at work policy
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co-operate with and participate in the investigation of all accidents and conduct of assessments and inspections
•
ensure the maintenance of good housekeeping standards
•
review the safe operation of all work equipment
•
within their area of authority, regularly inspect the workplace with regard to the suitability of equipment provided for the health and safety of employees, check work methods and practices to ensure safe systems of work and inspect arrangements for the use, handling, storing and transport of articles and substances
•
carry out Risk Assessments within their departments and maintain a record of their findings
All Staff Employees have a responsibility to do all they can to prevent an injury to themselves, their colleagues and others affected by their actions or omissions at work and co-operate with the School on matters of health, safety and welfare. They must familiarise themselves with, and conform to, the health and safety at work policy, School procedures and rules.
Safety Representatives The function of The Health & Safety Committee safety representatives is to represent employees on health, safety and welfare matters. To this end, management will consult with representatives to enable them to be fully effective. The safety representative will: •
investigate potential hazards and dangerous occurrences, examine the causes of accidents and investigate complaints from employees relating to health, safety and welfare and make representation to the School on these matters
•
make representations to the School on general matters affecting health, safety and welfare
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carry out periodic inspections of the workplace, and follow up notifiable accidents, occurrences and diseases
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attend Health and Safety committee meetings
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be permitted reasonable time off with pay during working hours to perform the functions of a safety representative and to undergo training with regard to safety representative duties
Health and Safety Committee The Health and Safety Committee will be responsible for co-ordinating the implementation of the health and safety at work policy and will keep under review measures taken to ensure the health and safety of employees with the objective of promoting co-operation between the management and employees. 109
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The Health and Safety committee will: •
review statistics with a view to recommending corrective action
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examine safety audits, inspections and assessments
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consider legislation, reports and information in order to determine necessary action
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keep a watch on the effectiveness of rules, systems of work, training and communication The membership of the committee will be:
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individual responsible for health and safety, the Bursar – who is the Chairperson
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All safety representatives
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Estates Bursar
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Link Governor
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School’s appointed external H&S advisor (by invitation)
Other specialists will be co-opted as necessary and the committee will meet termly and the minutes will be displayed on school/departmental notice boards.
FIRST AID AND ACCIDENT REPORTING First Aid First Aid boxes are available and are looked after by the School Office who are qualified first aiders and are also responsible for taking control in the event of an accident or injury.
Accident Reporting •
All accidents, however minor, must be reported to trained first aiders in the School Office who will complete an accident report form (near misses, potential hazards and any damage must be reported immediately).
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All accidents (near misses, potential hazards and damage) will be investigated by the Head of Department who will be responsible for ensuring that corrective action is taken where appropriate to prevent a recurrence.
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The Bursar (who is overall responsible for Health and Safety), the Headmaster’s PA or the Estate Bursar will notify the appropriate authorities when necessary.
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Emergency Procedures Discovering a Fire or Other Emergency •
THE PRIORITY IN THE EVENT OF A FIRE IS THE SAFE AND RAPID EVACUATION OF PUPILS AND STAFF
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If you see signs of a fire or other emergency which could place employees or pupils in danger, SOUND THE ALARM.
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IF SAFE TO DO SO, attempt to control the fire or other emergency, with assistance if available. Never put yourself at risk even with the smallest fire. (or other emergency). Never attempt to move burning objects
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Ensure that the appropriate emergency services are summoned. DIAL 999 and state clearly the address where the fire is.
Evacuation Procedures •
On hearing the alarm, or if instructed, switch off any central control switches and/or switch off any equipment on which you may be working.
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IF SAFE TO DO SO, close windows and doors and secure cash and confidential documents. If closed doors feel warm, DO NOT OPEN THEM.
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Leave the building by the nearest available exit. Do not use lifts. Ensure that any visitors you have also leave the building. DO NOT RUN. DO NOT COLLECT PERSONAL BELONGINGS.
If You Are Cut Off by a Fire •
Close the door, using clothing etc to block any gaps.
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Go to the window and attract attention.
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If the room becomes smoky, stay low – it is easier to breathe.
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If the window is jammed, break it; remove jagged glass from the lower sill and cover it using clothing etc.
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If appropriate get out feet first and (if not on the ground floor) lower yourself to the full length of your arms before dropping.
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Make your way to the evacuation assembly point on the front lawn and report to the fire warden.
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DO NOT HINDER ROADWAYS AND ROUTES that may be used by emergency vehicles.
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DO NOT RETURN TO THE BUILDING until the all clear has been given and until instructed by your fire warden. 111
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•
Never assume the evacuation is a drill.
Fire Wardens The fire wardens are the Bursar, the Estates Bursar, the Estate Assistants and the Head of IT. The fire wardens will ensure that the premises are evacuated and a roll call will be taken by the Teaching Staff for pupils and Teaching staff and by a member of the Office Staff for the Support Staff. They will endeavour to arrange for the emergency services to be met on arrival and will advise them of anyone suspected of remaining in the building. In the unlikely event of a BOMB ALERT inspect your immediate surroundings for unusual articles – boxes, bags, packages, containers, etc. DO NOT TOUCH. If possible report anything unusual before evacuating.
Fire Precautions Potential fire risks need not be dangerous provided that some simple but important precautions are observed by all employees. •
Memorise the evacuation procedure, your emergency exit and assembly point in case of fire.
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Familiarise yourself with the position of fire-fighting equipment and the correct method of operation of extinguishers and never interfere with, or misuse, the fire equipment.
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Keep fire exits, routes and access to fire-fighting equipment clear of any obstructions; do not wedge fire doors open.
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Keep your working area free of waste as far as possible and in particular those areas which are not easily accessible, e.g. under desks, behind radiators etc. Keep all combustible materials a safe distance from heating appliances and do not place anything on heaters.
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There is to be NO SMOKING on the premises.
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If you see anything which may be a fire hazard, correct it yourself if easy and safe to do so, or report it immediately.
Code of Safe Conduct All employees are required to: •
Conform to the health and safety at work policy, all health and safety rules and signs, fire precautions and emergency procedures.
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Ensure that you understand and follow the safe operation of your duties; ask if you do not understand any aspect of these.
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Report all accidents, near misses, potential hazards and damage immediately.
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In the event that personal protective equipment or clothing is provided, it must be used and properly looked after.
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Do not interfere with or misuse anything provided for the health and safety of employees.
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Do not act in a way that could endanger yourself or others; do not play practical jokes.
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Do not run, especially on stairs or steps. Use handrails; never read while walking.
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Keep your work area tidy and clear of obstructions; do not leave things lying around.
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Clean up any spilt liquids, tracked in rain etc. immediately.
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In the event of your being called upon to handle bulky or heavy objects, only lift or move what you can easily manage; always bend your knees and keep your back straight – take the stress in your legs, not your back. GET ASSISTANCE if in doubt. Do not overreach; do not climb on anything not meant for the purpose; use a ladder, ensuring that it is good condition.
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Electrical equipment is regularly checked and is normally safe when properly used, BUT: - never touch electrical equipment with wet hands - always disconnect electrical equipment before moving it - never attempt electrical repairs unless authorised - always keep electrical supply cables and wires away from wet areas or from where they could be walked over etc. - always switch off equipment if not in use; disconnect from the mains outside normal working hours unless instructed otherwise
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Information on any specific hazards and precautions (e.g. COSHH, DSE) will be issued as appropriate and is available from the executive responsible for health and safety. Ain dealing with hazards will be conducted as appropriate.
Display Screen Equipment •
Adapt the furniture to fit your body. The lower back needs support; adjust the backrest if necessary. Place feet flat on the floor or use a footrest and use a document holder if necessary.
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Adjust the VDU to increase your comfort. The top should be just below eye level. Contrast and brightness may be adjusted for your individual preference. Position the VDU at a 90° angle to windows if possible.
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Dim the lights or adjust blinds/curtains if necessary but do not make the room too dark.
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Avoid wearing light coloured clothing which can reflect light on to the screen.
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Look into the distance periodically – at something at least 20 feet away.
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Vary your routine. Take a few minutes away at regular intervals to organise materials or files or to deliver completed work.
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Do some stretching exercises during the day (neck, shoulder, back, wrists, hands and fingers)
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Information and Training New Employees On joining the school, all employees will be informed of the general health and safety aspects of their employment and of any specific information appropriate to them.
All Employees All employees will be informed about, and trained in, health and safety matters including exposure to any identified risks. Such information and training will be given in the event of there being a change in circumstances affecting health and safety, and otherwise will be adapted and repeated periodically where appropriate. Training will be conducted during working hours.
Risk Assessment Regular and systematic inspections and risk assessments of all potential hazardous substances and work activities will be made by, or under the authority of, the executive responsible for health and safety and will take into account all the relevant legislation, guidance and codes of practice. Specialist advice will be obtained as required and the risk assessment will be reviewed periodically and at any other time as required by legislation. The significant findings will be recorded and appropriate preventative and/or protective measures taken as necessary to comply with legislation.
Temporary Staff, Contractors and Visitors Temporary staff, contractors and visitors will be required to conform to all health and safety requirements whilst on the school’s premises. They will EITHER be accompanied by a responsible permanent employee at all times OR will be issued with the relevant rules, procedures and specific hazard information on the back of their security badge.
Occupational Health & Wellbeing It is the School’s policy to protect its employees as far as practicable from any health risk which may arise from work or the working environment by: •
Developing occupational health procedures and ensuring that policies are current and relate to the School’s needs.
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Providing pre-employment screening and regular health supervision of all employees.
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Establishing and maintaining appropriate standards for health and hygiene relevant to each employee.
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Identifying possible health hazards within the working environment.
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Advising on the prevention of occupationally induced health problems with a view to improving employee health and performance.
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Providing an efficient first aid service.
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Ensuring that occupational health provisions are within, and assist, school health and safety policies and that they comply with all relevant legal and statutory obligations. 114
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Introduction of a Wellbeing Committee from Summer 2018 and colleague mentors for the first term of service.
It should be noted that the occupational health service, including health supervision of individual employees at work, is complementary to, and not a substitute for, the relationship between the employee and the National Health Service/General Practitioner.
Smoking / vaping This is a non-smoking site. Smoking constitutes a fire hazard and can be unpleasant and dangerous for the smoker and colleagues. Smoking on the premises (in any form, including the smoking of e-cigarettes) is against the Staff Behaviour Policy and therefore an offender will be subject to the disciplinary procedures. Employees discovered smoking in an area where there is a particular fire risk will be liable to dismissal without notice.
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SECTION 9 – ANTI-BRIBERY POLICY Introduction It is the School’s policy to conduct all of our business in an honest and ethical manner. We take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships wherever we operate and implementing and enforcing effective systems to counter bribery. The School will comply with the Bribery Act 2010 (the Act), in respect of our conduct both at home and abroad. The purpose of this policy is to: •
set out the School’s responsibilities, and of those working for us, in observing and upholding our position on bribery and corruption; and
•
provide information and guidance to those working for us on how to recognise and deal with bribery and corruption issues.
Bribery and corruption are punishable for individuals by up to ten years' imprisonment and if we are found to have taken part in corruption the School could face an unlimited fine, be excluded from tendering for public contracts and face damage to our reputation. We therefore take our legal responsibilities very seriously. In this policy, third party means any individual or organisation you come into contact with during the course of your work for us, and includes actual and prospective pupils and parents, suppliers, business contacts, agents, advisers, and government and public bodies. Who is covered by the policy? This policy applies to all individuals working for the School at all levels (whether permanent, fixed-term or temporary), and includes Governors, volunteers, agents or any other person associated with us (collectively referred to as workers in this policy). What is bribery? A bribe is an inducement or reward offered, promised or provided in order to gain any business or personal advantage. The following are examples of circumstances in which offences under the Act may occur: •
An IT Company providing services to the School offers you a free I-Pad as an incentive for renewing its contract for services.
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A Ski Company tendering for a contract with the School to facilitate a School trip offers to accommodate your children on the trip free of charge.
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To request or offer a reduction in school fees at another school in return for an expectation that the member of staff would induce other families to accept places at the other school
Accepting any of the above offers may amount to an offence under the Act. Gifts and hospitality This policy does not prohibit normal and appropriate hospitality (given and received) to or from third parties. The giving or receipt of gifts or hospitality is not prohibited, if the following requirements are met: •
it is not made with the intention of influencing a third party to obtain or retain business or a business advantage, or to reward the provision or retention of business or a business advantage, or in explicit or implicit exchange for favours or benefits;
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it complies with local law;
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it is given in the School’s name, not in your name;
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it does not include cash or a cash equivalent (such as gift certificates or vouchers);
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it is appropriate in the circumstances. For example, in the UK it is customary for small gifts to be given at Christmas time;
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taking into account the reason for the gift, it is of an appropriate type and value and given at an appropriate time;
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it is given openly, not secretly; and
•
gifts should not be offered to, or accepted from, government officials or representatives without the prior approval of the Bursar or the Headmaster.
From time to time parents or pupils may offer you gifts on an individual basis as a demonstration of their gratitude for the work you have done on their behalf, and this is perfectly legitimate. However in some contexts such gifts could be construed as an improper inducement to, for instance, accord preferential treatment in the future. Consequently it is necessary for the School to have rules applying to such gifts. These are as follows. Any gifts of cash or other monetary equivalent (e.g. vouchers) of whatever value, or any other gifts of a value of £100 or over, should be reported to the Bursar via email. They should be donated to the School or School’s nominated charity. The parent should be thanked for their gift and informed that it is being donated to the School or School’s nominated charity. If you receive a gift from a group of parents then the maximum value that can be accepted will be based on an average of £25 per pupil. You may retain gifts received from suppliers if they are token work-related items e.g. pens, notepads, flash drives, desk calendars or diaries. Any other gifts should be politely refused or donated to the 117
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School or School’s nominated charity. In either case the Bursar should be notified by email, and if the gift is being donated to charity then the giver of the gift should be told that this is the case. You may retain any other gifts of a value of up to £100 What is not acceptable? It is not acceptable for you (or someone on your behalf) to: give, promise to give, or offer, a payment, gift or hospitality with the expectation or hope that an advantage for the School will be received, or to reward an advantage already received; give, promise to give, or offer, a payment, gift or hospitality to a government official, agent or representative to "facilitate" or expedite a routine procedure; accept payment from a third party that you know or suspect is offered with the expectation that it will obtain an advantage for them; accept a gift or hospitality from a third party if you know or suspect that it is offered or provided with an expectation that a business advantage will be provided by the School in return; threaten or retaliate against another worker who has refused to commit a bribery offence or who has raised concerns under this policy; or engage in any activity that might lead to a breach of this policy. Donations The School only makes charitable donations that are legal and ethical under local laws and practices. No donation must be offered or made in the School’s name or on behalf of the School without the prior approval of the Bursar or the Headmaster. Your responsibilities You must ensure that you read, understand and comply with this policy. The prevention, detection and reporting of bribery and other forms of corruption are the responsibility of all those working for us or under our control. All workers are required to avoid any activity that might lead to, or suggest, a breach of this policy. The School could be held liable for failing to prevent bribery if a person associated with it commits an offence under the Act. You must notify the Bursar or the Headmaster as soon as possible if you believe or suspect that a breach of this policy has occurred, or may occur in the future, or if you consider that you have been offered any inducement or reward with a view to obtaining a business or personal advantage. Any employee who breaches this policy will face disciplinary action, which could result in dismissal for gross misconduct. We reserve our right to terminate our contractual relationship with other workers if they breach this policy. 118
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Record-keeping The School keeps financial records and has appropriate internal controls in place which will evidence the business reason for making payments to third parties. All Employees must make their line manager aware and keep a written record of all hospitality or gifts accepted or offered, which will be subject to managerial review. You must ensure all expenses claims relating to hospitality, gifts or expenses incurred to third parties are submitted in accordance with the School’s expenses policy and specifically record the reason for the expenditure. All accounts, invoices, memoranda and other documents and records relating to dealings with third parties, such as clients, suppliers and business contacts, should be prepared and maintained with strict accuracy and completeness. No accounts must be kept "off-book" to facilitate or conceal improper payments. How to raise a concern You are encouraged to raise concerns about any issue or suspicion of malpractice at the earliest possible stage. Concerns should be reported by following the procedure set out in our Whistleblowing Policy. Protection Workers who refuse to accept or offer a bribe, or those who raise concerns or report another's wrongdoing, are sometimes worried about possible repercussions. The School aims to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. The School is committed to ensuring no one suffers any detrimental treatment as a result of refusing to take part in bribery or corruption, or because of reporting in good faith their suspicion that an actual or potential bribery or other corruption offence has taken place, or may take place in the future. Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern. If you believe that you have suffered any such treatment, you should use the School’s Grievance Procedure.
Training and communication Training on this policy forms part of the induction process for all new workers. All existing workers will receive regular, relevant training on how to implement and adhere to this policy.
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SECTION 10 – ANTI-FRAUD POLICY INTRODUCTION The School is committed to the prevention of corruption and fraud and the promotion of an anti-fraud culture. We operate a zero-tolerance attitude to fraud and require staff to act honestly and with integrity at all times, and to report all reasonable suspicions of fraud. Fraud may occur internally or externally and may be perpetrated by staff, consultants, suppliers or contractors, individually or in collusion with others. We will investigate all instances of actual, attempted and suspected fraud committed by staff, consultants, suppliers and other third parties and will seek to recover funds and assets lost through fraud. Perpetrators will be subject to disciplinary and/or legal action. The purpose of this policy is to set out your responsibilities with regard to fraud prevention, what to do if you suspect fraud and the action that will be taken by management. This policy is endorsed and supported by the [Head] and the [Chair of Governors]. Who is covered by the policy? This policy applies to all individuals working for the School at all levels (whether permanent, fixed-term or temporary), and includes Governors, volunteers, agents or any other person associated with us (collectively referred to as “staff” in this policy). DEFINITION OF FRAUD The term ‘fraud’ is commonly used to describe the use of deception to deprive, disadvantage or cause loss to another person or party. This can include theft, the misuse of funds or other resources or more complicated crimes such as false accounting and the supply of false information. Individuals can be prosecuted under the Fraud Act 2006 if they make a false representation, fail to disclose information or abuse their position. The School has established procedures to encourage staff to report actual, attempted or suspected fraud and/or other forms of illegal activity without fear of reprisal. 1. KEY RESPONSIBILITIES The Bursar, Mr Glen Jones, is responsible for: • Developing, implementing and maintaining adequate systems of internal control to prevent and detect fraud. • Regularly reviewing the School’s anti-fraud policy and compliance to ensure it remains effective and relevant to the needs of the business. • Investigating all allegations of fraud and commencing disciplinary and/or legal action where appropriate. • Reporting to the Headmaster and Governing Body on all aspects of fraud risk management. 120
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Managers are responsible for: • Familiarising themselves with the types of fraud and dishonesty that might occur within their departments or areas of work. • Monitoring compliance with internal controls and agreed policies and procedures. • Notifying Bursar or Headmaster of any indications of fraudulent activity. Staff are responsible for: • Ensuring that the School’s reputation and assets are protected against fraud. • Reporting known or suspected fraud. • Assisting in the investigation of suspected fraud. 2. REPORTING SUSPICIONS Staff must report concerns about actual, attempted or suspected fraud to their line manager or the Bursar, Mr Glen Jones Staff should not attempt to investigate any fraud themselves. The Public Interest Disclosure Act 1998 protects employees who raise concerns about certain matters of public interest in good faith. Staff can obtain free independent advice from the charity Public Concern at Work on 020 7404 6609. A copy of the School’s Whistleblowing Policy can be found at paragraph 3 of Section E (Communication and Information) of this Staff Handbook. 3. FRAUD RESPONSE PLAN The School has established guidelines for senior managers on the immediate actions to be taken in the event of a fraud being discovered or suspected within the School. It covers reporting and recording requirements, securing evidence and preventing further losses, and the investigation process. A copy of the Fraud Response Plan is held by The Bursar, Mr Glen Jones
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