Gap Student Handbook

GAP STUDENT HANDBOOK For Academic Session 2025/26

A NOTE FROM OUR RECTOR

The great value we place on working hard, getting involved and being kind, unites not only our school community, but also our plans for future development.

We aim to remain at the forefront of Scottish education by celebrating all that makes Dollar the special place it is, whilst also embracing new ideas and innovation where appropriate.

At the heart of our school are three core values: Work Hard Hard work leads to success, creativity and innovation. Our pupils and staff demonstrate a strong work ethic, with ambition and excellence being encouraged. We want everyone to strive to be the best that they can.

Be Kind Kindness is no trite playground buzzword, requiring an even higher level of behavioural engagement than tolerance or respect. We believe in a positive and generous approach, in collaboration and cooperation, and in leadership that is about compassion and service.

Get Involved There is a very wide range of subjects and activities on offer at Dollar and teachers work hard to make lessons interesting. Involvement and participation in all aspects of school and community life builds confidence and resilience, whilst also allowing our youngsters to try new things and develop their passions.

WELCOME TO DOLLAR ACADEMY

We are delighted to welcome you to Dollar Academy.

The Academy has been a co-educational day and boarding school since its foundation in 1818. Today, it provides an exceptional all-round education to around 1,300 pupils aged 5-18. Our focus is on encouraging the individual talents and ambitions of every young person, in a positive and supportive environment that fosters the development of transferable skills, selfconfidence and strong personal values. A belief in developing the whole person is central to the Dollar ethos.

In 2024 we were named as the Sunday Times Scottish Independent School of the Year and we are Education Insider’s European School of the Year for 2025.

The school’s location is undoubtedly one of the most scenic in the country, set against the Ochil Hills and the historic Castle Campbell, but within easy reach of the major towns of the Central Belt and just 40 minutes from Edinburgh Airport. The Dollar community is welcoming and vibrant. The whole school sits within a single, stunning 70-acre campus.

As a Gap Student, you are an important part of our community, and this handbook is designed to help you settle into life at the Academy and understand what is expected of you. Please read this document carefully and keep it handy for reference.

First and foremost, we want you to be happy here at Dollar Academy.

We pride ourselves on being a happy, inclusive school, and we hope you integrate into the community as easily and efficiently as possible. We recognise that you have made a brave decision to immerse yourself in a school, on the other side of the world, as a member of staff and therefore we want to ensure we respond to that courage by providing levels of support and experience to help you develop and gain a huge amount during your time here in Scotland. We will help you develop your existing skillset and learn new ones along the way. Your timetable will be varied, and you will have the opportunity to lead, think independently, contribute to the organisation, supervise activities and, at times, work in small groups with pupils.

Gap Students will have involved in all realms of school life. You have a great deal of responsibility but you will always have a member of staff present or nearby to help or advise you. Our values are mentioned below, and they should always be at the forefront of your mind throughout your time with us.

Work Hard Take pride in your contribution and approach every task with enthusiasm and diligence.

Be Kind Treat others with respect, compassion and understanding.

Get involved Participate in school life, support others, and embrace new opportunities.

THE WORKING DAY

Gap Students support a range of school activities – primarily, but not exclusively, within the Prep and Junior Schools. This will include classroom assistance, wraparound care, sport, outdoor education, and boarding house support. Your duties will be explained by your line manager or Houseparent.

Punctuality, reliability, initiative and a positive attitude are essential.

Your timetable will be shared with you as far in advance as possible and we will aim to tailor duties to your interests as best we can whilst ensuring that the needs of all pupils are met. Please embrace what the school has to offer, with over 120 co-curricular activities there are always things to be getting involved in.

You will be based primarily within the Prep and Junior schools where our pupils are aged from 5 – 12 years old. You should never be asked to teach a class on your own but you will be asked to assist in certain lessons and with small groups. Your day might start in the Wrap Around Care breakfast club at 7.30am where you will look after the pupils and escort them to the Prep School playground at 8.30am. After that you will be based within the Prep and Junior Schools providing support in the classrooms. You will also provide supervision in the playground at break and lunchtime; this will be an opportunity for you to get to know the pupils and perhaps set up some organised games for them. You will then continue to provide support in the classrooms in the afternoon. After school you will either help at a cocurricular club or provide support at our Wrap Around Care Club.

You will work around 35 hours per week, your specific working hours each day will depend on what duties are assigned.

UNIFORM

You will be provided with Dollar Academy branded uniform which should be worn every day. You will need to take care of these items and ensure that you attend work in a clean and presentable manner each day. You must always be dressed appropriately for your duties and in line with school expectations.

LIVING IN THE BOARDING HOUSE - THE GAP SHACK

Your position is fairly unique in that you will be living within a separate area of the boarding house as a member of staff.

You must ensure that all interactions with pupils are appropriate given your role as a member of staff. Despite the many similarities you will notice between yourself and pupils (especially given your close proximity in age) you are unable to form relationships with pupils outside of that which would be acceptable between pupil and teacher. You share responsibility for creating a welcoming, safe and positive environment within the House and you must respect your fellow residents and follow the guidance of Houseparents and staff at all times.

As a member of the boarding house, you will be asked to take on certain responsibilities in the early evenings in the Boarding House and at weekends where appropriate. These duties might include supervising homework in the evenings or assisting with supper. There are lots of weekend trips for the boarders and you will be invited to attend these as an additional supervisory member of staff. These trips are great fun.

During school holidays, no pupils remain in the boarding houses. There is also likely to be no staff presence, and the dining hall will be closed. Gap Students are generally expected to travel during these periods; however, if you intend to remain on campus, you must inform the school as far in advance as possible.

Please note that the Boarding Houses are used during holidays for external lets and camps, which means the Gap Shack may not always be available.

Providing as much notice as possible will allow the school to explore alternative accommodation arrangements for Gap Students, if required.

LAUNDRY

You will have the use of the house Laundry rooms but you must be mindful and choose a quieter time to do your own washing and not interrupt the routines which are in place in the house. Naturally quieter times exist generally in the evenings.

SOCIAL MEDIA

Working within an education setting comes with particular responsibilities and you must adhere to our strict approach to social media.

You must ensure that wherever possible privacy settings on social media sites are set so that pupils cannot access information relating to your personal life. If you require assistance with this please do not hesitate to ask.

You must not post images that include pupils, attempt to communicate with pupils on any personal social network sites, initiate friendships with pupils on any personal social network sites or accept pupils as friends on any such sites; staff must decline any pupil-initiated friend requests.

DAILY ROUTINE

You’ll be expected to follow the boarding house routines as a resident of the property. Quiet time is from 9.30pm on weekdays as this is when bedtime routines begin. Meal times and curfews will be clearly communicated by your Houseparent.

You must complete an off-site electronic notification if you are going to be off site (for health and safety purposes). This should also be completed in the event of illness or absence from work.

MEALS

Meals are served in the Dining Hall at set times each day. You are not expected to sit with pupils during these times. You should arrive promptly and be appropriately dressed. Please keep the area tidy and be courteous to catering staff and pupils.

The dining hall is not open on a Saturday night and meals are instead served in the boarding house. You should notify the Houseparents in advance if you are to be included in this meal service or if you intend to cater for yourself.

CONDUCT

As a Gap Student, you are both a role model for younger pupils and a representative of Dollar Academy. Your lifestyle should be akin to that of a member of teaching staff and the same levels of accountability and personal responsibility apply.

You are expected to maintain high standards of personal conduct and professionalism at all times. Please therefore do not do anything that will affect your ability to undertake your job effectively.

Please observe the following expectations:

• Always behave respectfully towards pupils, staff, and fellow residents.

• You must familiarise yourself with and adhere to all Dollar Academy policies and procedures which can be found on SharePoint • You must not socialise with pupils or form relationships other than that which is professionally required to carry out your job.

• Pupils are not permitted within the Gap Shack at any time. Gap Students should only ever be in pupil bedrooms for short periods of time and only for supervision purposes.

• Alcohol is strictly forbidden within boarding accommodation. Should you consume alcohol off campus you are not permitted to enter any area of the boarding house where pupils will be, you must remain in your private accommodation.

• We operate a zero-tolerance approach to illegal drugs. Possession of, or use of such substances would be treated as gross misconduct.

• If you are prescribed prescription medication you should either provide information about this to the Houseparents or Julie Duncan, Director of HR • Smoking or vaping is not permitted anywhere on the school grounds (including within the Gap Shack).

• Visitors are only allowed with prior permission from your Houseparent and visitors are not permitted in the main boarding house area. Overnight visitors are not permitted.

• Keep your room clean and tidy; routine checks will take place.

• Maintain confidentiality and professionalism in all interactions with pupils.

• Use mobile phones and personal devices responsibly and never during supervised activities.

• You should never swear in front of the children or use inappropriate language or slang.

INTERACTIONS WITH PUPILS

As members of staff you have the difficult job of maintaining a distance from pupils whilst at the same time gaining respect and friendship.

It is as much your responsibility to maintain the discipline and ethos of the school as that of any other member of staff. Firm, fair and friendly.

It is important that you establish a rapport with pupils but not at the expense of losing their respect; being too friendly causes as many problems as being too strict. One of the best ways of establishing rapport with pupils is to play games with them during your playground duties.

Remember that they are young and take care not to be over physical and avoid getting involved in anything which could lead to injury.

The Academy’s Behaviour policy can be found on SharePoint. If you have any problems with pupil behaviour you should immediately seek help from a member of staff. Report the facts of any incident to a member of staff who will take appropriate action. You can also recommend pupils for Flags and Merits.

SAFEGUARDING AND WELLBEING

Dollar Academy is committed to safeguarding the welfare of all pupils and staff. During your first few days with us you will undergo Child Protection training, this is mandatory. If you have any concerns about a pupil or another member of staff, you must report these immediately to either your Houseparent, the Child Protection Coordinator (Kate MacNish or Liz Langley), or another member of the Senior Staff Group.

As a member of staff you will be privy to some confidential information about pupils. This information must remain confidential and never be divulged to pupils or referred to in any way. Your wellbeing is also important to us. If you are struggling or feel unwell, please speak with your Houseparent, the School Nurse or the HR Department. If you have any anxieties or concern then is very important that you talk about them and don’t bottle them up, no matter how minor you think they are. Support is always available.

PRACTICAL INFORMATION • Wi-Fi is available throughout the boarding house between 7am and 11pm. Please use it responsibly.

• The school campus is large; take time to familiarise yourself with key areas such as the Dining Hall, Library, and Gyms • Fire safety procedures are displayed in your boarding house – ensure you know what to do in an emergency. You will take part in route fire drills in both the school and boarding houses throughout the academic year. · The majority of doors are accessed via a door band or access card which will be issued to you on your first day. You will be given the entry codes for doors at McNabb & Tait and it is imperative that these are not shared with anyone.

• If you need first aid, contact the Nursing Centre in Mylne House or call the School Office.

KEY CONTACTS · Ranald and Kerri Baird are Senior Houseparents and the Houseparents of McNabb & Tait.

They are your first point of contact for any issues related to boarding life. · Jan Harber and Sophie Petrie are the Assistant Heads of the Prep and Junior Schools respectively. They will be your main contacts during the school day. · Cat Fraser is our Wraparound Care Manager and you will work with her to offer support to pupils who access this service both before and after school. · Karen Finne and Krissy Scott are our School Nurse – Available in Mylne House, ext. 299. · Julie Duncan and Laura Vaughan-Davies are based within the HR Department. · IT Support – For Wi-Fi or device issues: ithelpdesk@dollaracademy.org.uk. · The Academy employs a number of Language Assistants who join us for a one year period from various countries across Europe. They live in a house just off-campus and will be a great source of information about living and working at the school. They will also hopefully become friends!

GAP YEAR ASSISTANT MEETINGS

You will meet Jan Harber and/or Sophie Petrie on a regular basis so that you can share any concerns you may have and discuss any difficulties and you can be given any relevant feedback if required.

FINAL NOTE

We hope your time at Dollar Academy is enjoyable and rewarding. You are part of a vibrant and caring community – one that values respect, effort and kindness. We look forward to working with you and supporting you throughout your stay.