Staff Handbook 2023-24

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STAFF HANDBOOK
reig ategrammar.edu.vn
2023-2024
ABOUT REIGATE GRAMMAR SCHOOL VIETNAM Mission, Vision and Values The School Leadership Team WELCOME CODE OF CONDUCT Introduction Standards Workplace Etiquette Non-Discrimination Dress and Personal Appearance Equipment and Other Property Excursions TEACHERS AND PUPILS Guidance for the Safe Handling of Children Records of Progress Data Collection and Analysis Pupil Records Pupil Files Communication with pupils Sta Children Before and After School Hours TEACHERS AND PARENTS Communication with Parents Parent/Teacher Conferences REIGATE GRAMMAR SCHOOL VIETNAM 3 3 3 3 3 4 4 4 6 6 6 6 6 6 6 6 7 7 7 2 2 3 1 APPENDIX 3: STAFF ABSENCE REQUEST FORM 19 EMPLOYMENT AND RELATED INFORMATION Information for New Sta Sta Orientation Programme Bank Accounts General Sta Information Job Descriptions Performance Observations Professional Development Personal Details Contract Renewal for Academic Faculty Settlement of Dues on Separation School Calendar On Campus Resting and Working Times Duties Extra-Curricular Programmes (ECAs) Attendance and Punctuality Substitutes Sta Representatives 8 8 8 8 9 9 9 9 10 10 10 10 10 11 11 11 11 11 For International Faculty Sta Tuition Fees Accommodation Provided to Academic Sta Local Accidental and Hospitalisation Health Insurance Law on Driving Cars and Motorbikes/Scooters Remuneration and Benefits Paydays Leave Application for Leave and Calculation of Leave Days Special Leave (SL) Leave without Pay (LWOP) Medical Leave (ML) 12 12 12 12 12 12 12 13 13 13 13 13 School Life Health & Safety Evacuation Procedures Security Guards CCTV Visitors Vehicles Smoking 14 14 14 14 14 14 14 14 APPENDIX I: REIGATE GRAMMAR SCHOOL TERMINOLOGY List of correct terms Health Service 15 16 APPENDIX 2: REIGATE GRAMMAR SCHOOL VIETNAM’S ORGANISATIONAL CHART 18
CONTENTS

WELCOME

FROM THE ACTING HEADMASTER

Welcome to the Reigate Grammar School Vietnam (RGSV) Sta Handbook. The aim of which is to provide as much useful information as possible to all sta in an easy-to-read accessible form.

It is important that all sta know about, understand and follow our School’s policies, so please do make yourself familiar with all the sections of this handbook, particularly the ones that are relevant to you. Special notice should be paid to the School’s Sta Code of Conduct and Safeguarding Policies, with which all sta , both teaching and support, must be completely familiar.

Although this is currently up to date, the rate of change in education means that some information will be reviewed throughout the year and this handbook may be updated accordingly. If you have an idea for a new piece of information for the handbook, please let the HR Manager know.

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ABOUT RGS VIETNAM

MISSION, VISION AND VALUES

Mission

At Reigate Grammar School Vietnam we value community and connection; the relationships we have with one another are central to our happiness and success at School and beyond. Our mission is to care for and support each individual's potential to become well-rounded, life-long learners with a strong sense of purpose based on their core values.

We empower and inspire our pupils by providing a challenging and diverse curriculum inside and outside the classroom that enables them to develop skills as reflective, brave, caring and principled learners.

We encourage our internationally-minded children to be inquisitive, collaborative and innovative by providing an inclusive and supportive environment.

We prepare our Reigatians to use their unique talents and abilities to make this world a better place by providing opportunities to give back to our community.

Vision

Reigate Grammar School Vietnam aspires to nurture, empower and connect pupils with their local and global communities, to become international citizens who are active, compassionate and lifelong learners.

Values

The core set of values we seek are:

• Courageous/Risk-Taker

• Thinker

• Principled

• Caring

• Inquiring

• Balanced

• Communicator

• Reflective

• Open-mindedness

• Knowledgeable

At Reigate Grammar School Vietnam we value community and connection; the relationships we have with one another are central to our happiness and success at School and beyond. Our mission is to care for and support each individual's potential to become well-rounded, life-long learners with a strong sense of purpose based on their core values.

We empower and inspire our pupils by providing a challenging and diverse curriculum inside and outside the classroom that enables them to develop skills as reflective, brave, caring and principled learners.

We encourage our internationally-minded children to be inquisitive, collaborative and innovative by providing an inclusive and supportive environment.

We prepare our Reigatians to use their unique talents and abilities to make this world a better place by providing opportunities to give back to our community.

REIGATE GRAMMAR SCHOOL VIETNAM 2

THE SCHOOL LEADERSHIP TEAM

Acting Headmaster

Mr Patrick Glennon

Senior Deputy Head of School cum Head of Secondary

Mr Colin Ralph Bradshaw Bastida

Head of Primary

Mr Brendan Finn

Education Director

Ms Ly Tran

DP Coordinator

Mr Colin Ralph Bradshaw Bastida

PYP Coordinator

Ms Nikki Farrar

Director of Studies

Ms Anita Wijaya

INTRODUCTION

The successful operation and reputation of RGSV are built upon the principles of fair dealing and ethical conduct. Our reputation for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct and personal integrity.

The continued success of RGSV is dependent upon the parents' and pupils’ trust, and we are dedicated to preserving that trust. Sta members owe a duty to RGSV to act in a way that merits the continuing trust and confidence of RGSV’s stakeholders.

RGSV will comply with all applicable laws and regulations of Vietnam as well as with those of our awarding bodies. Sta members are expected to perform in accordance with the letter, spirit and intent of all relevant laws and to refrain from any illegal, dishonest or unethical conduct.

STANDARDS

RGSV expects each sta member to:

• Work e ectively as a member of the RGSV team.

• Exhibit an attitude of mutual respect and tolerance.

• Demonstrate ethical conduct and good work habits.

• When appropriate, demonstrate e ective writing and oral presentation skills.

• Demonstrate expertise in areas of responsibility.

• Exhibit professional behaviour by showing positive examples of preparedness, communication, fairness, punctuality, attendance, language and appearance

• Contribute to a safe and healthy environment, free from harassment, intimidation, bullying, substance abuse, violence and free from bias and discrimination.

• Contribute to a culture of caring through understanding and support.

• Demonstrate responsible citizenship by maintaining a high standard of conduct, self-control and moral/ethical behaviour.

• Keep up to date with developments in his / her field.

• Abide by school policies as well as Vietnamese Laws.

As part of a British school family, RGSV is expected to use British terminology and nomenclature, in line with other RGS institutions, this includes:

• British spellings and grammatical conventions

• British date format [DD-MM-YYYY]

• British schooling terms (i.e. Years, Form groups, etc.)

WORKPLACE ETIQUETTE

RGSV strives to maintain a positive work environment where sta members treat each other with respect and courtesy, both in person as well as in written and oral communication. Sta should, at all times, consider the wide range of cultures that exist in an international setting such as RGSV and should be sensitive to the cultural di erences and expectations of both sta and pupils.

NON-DISCRIMINATION

RGSV does not discriminate in employment opportunities or practices on the basis of race, colour, religion, sex, national origin, age or any other characteristic.

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DRESS AND PERSONAL APPEARANCE

A person's dress and appearance are matters of personal choice and self-expression. However, sta should consider the manner of dress and appearance appropriate to their professional role and suitably appropriate for the cultural context of Vietnam, which may be di erent to that adopted in their personal life.

As also mentioned in the Sta Code of Conduct, members of sta are required to set positive examples in terms of their dress and appearance, given that we, as much as the pupils, reflect the image of the School. Sta must, therefore, in all respects be smart, professional and business-like. In and around school, all sta , teaching and non-teaching, should wear appropriate attire. Exceptions to this will be sta when they are specifically carrying out technical or manual duties as part of their role e.g. PE sta when teaching sport.

This means that adults should wear clothing which:

• Promotes a positive and professional image.

• Is appropriate to their role (Secondary male sta are expected to wear a tie).

• Is not likely to be viewed as o ensive, revealing or sexually provocative (i.e. no slogans on clothes, no bare shoulders, no low cut tops, no midri showing).

• Does not distract, cause embarrassment or give rise to misunderstanding.

• Is absent of any political or other contentious slogans Nursery, Reception, Year 1 teachers may opt not to wear a tie in the classroom, but otherwise, the expectations are the same and male teachers must have a tie to wear to meetings etc.

• Male Primary (Year 2 to year 6) and Secondary male teachers wear ties with top button done up

• Shirts to be tucked in

• Skirts and dresses: below knee length

• Trousers: no pockets on the outside

• Must have a smart jacket in school

• Footwear: smart (business style) shoes: not trainers, flip flops, crocs, canvass.

• Piercings: Health & safety: no jewellery that may be a hazard (eg. big hoop style earrings).

Those sta who choose to dress in a manner which is considered inappropriate by the School Leadership Team and is in opposition to this guidance may face disciplinary action (see Sta Code of Conduct)

EQUIPMENT AND OTHER PROPERTY

Sta members are required to exercise proper care with school equipment and protect it against damage, theft or unauthorised use. This applies whether this equipment is on or o RGSV’s premises. Such equipment is made available to sta members solely for the purpose of enabling them to carry out their duties. The equipment must not be lent to or used by anyone else.

Insurance - The school policy on damage to school-owned devices that are loaned to sta depends on the circumstances and cause of the damage. The school’s Administration will study the case to decide which of the two categories below the claim falls under. If the damage is found to have been due to sta negligence, it is probable that the cost of repair or replacement will fall to the sta member, who may be expected to pay for any repair or replacement.

• Accidental damage (e.g. dropping when in a secured carrying item, stolen from a locked storage space, etc.)

• Sta member negligence where the issue was preventable (e.g. spilling of liquid onto a device, leaving it in the rain, etc.)

In all cases, sta must inform the Head of School at the earliest convenience, with a follow-up in writing, detailing the problem, and the time and date of the cause of the problem.

EXCURSIONS

For details and guidance on the organisation of school trips or excursions, please refer to RGSV’s School Trips and Sta Code of Conduct policies.

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STAFF HANDBOOK 5

TEACHERS AND PUPILS

GUIDANCE FOR THE SAFE HANDLING OF CHILDREN

For details and guidance on the safe handling of children please refer to the RGSV’s Sta Code of Conduct and the Safeguarding policies

RECORDS OF PROGRESS

Teachers are required, as a minimum, to maintain accurate, timely records of progress pupils are making in each curricular area using the preferred system. These records should be available to each teacher’s Head of Section, or appropriate line manager, upon request.

DATA COLLECTION AND ANALYSIS

Assessment of pupil achievement and school improvement will be regular and ongoing and the data collected will be used to inform our teaching and guide the school improvement process.

• The purpose of collecting data is to inform decisions.

• As a team, we will be accountable to act on the basis of what the data tells us.

• Data analysis will be used to identify strengths and successes which can then be replicated.

• Data analysis will be used to identify challenges to be met.

• Data analysis will be used to identify trends across subjects, grades, and time.

• Data will be used as indicated below.

PUPIL RECORDS

Pupil records are considered confidential and are not released to the general public or third parties without the Head of School’s approval. Such records include achievement information, class lists, phone numbers, and addresses. In most cases, the release of records requires parental permission.

PUPIL FILES

Pupils’ permanent records are kept in the relevant school o ce. Teachers are asked to help keep the pupil files up-to-date with copies of report cards, test results and other relevant records.

COMMUNICATION WITH PUPILS

In order to safeguard and protect the privacy of all parties, sta are to communicate with pupils and parents only via our school platforms, such as the school’s email (Google Mail), and our Learning Platforms or MIS, such as ManageBac, Seesaw, Pamoja, Maia Learning, etc. Pupils must also only use these platforms to communicate with sta .

STAFF CHILDREN BEFORE AND AFTER SCHOOL HOURS

We understand that sta members’ children may need to remain at School until their parents have completed their school day responsibilities. Please be aware that sta are responsible for their children before 8 am and at the end of their school day. Sta children should be supervised outside of these times, either by their own parents or by another sta member.

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TEACHERS AND PARENTS

COMMUNICATION WITH PARENTS PARENT/TEACHER CONFERENCES

Sta should inform parents that they must only communicate with teachers via the School’s recognised channels of communication, such as the teacher’s school email or Seesaw account. Any meetings between parents and teachers must be made via the relevant school o ce, which will assist in securing a translator, should one be required. When teachers schedule meetings with parents, please keep the Head of section/Programme Coordinator, Head of Department and Prep. Classroom or Secondary Form teachers advised, particularly if the news you will be sharing is of concern.

Parent/Pupil/Teacher conferences are usually scheduled two or three times a year. However, faculty are strongly encouraged to contact parents by email or have the relevant school o ce set up individual conferences if there is a decline in a pupil’s achievement level or conduct.

PARENT-TEACHER ASSOCIATION (PTA)

Teachers are encouraged to support and attend PTA meetings. At certain times the Head of School may require specific teachers to attend PTA meetings. Both Prep and Secondary sections are encouraged to have a teacher representative at PTA meetings.

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EMPLOYMENT AND RELATED INFORMATION*

INFORMATION FOR NEW STAFF

Sta Orientation Programme

In the first two weeks of working at RGSV, all new sta will participate in an orientation programme designed for di erent groups to introduce and familiarise them with the organisation’s values, rules, regulations and working environment.

Before joining RGSV, all new sta should have received the Pre-arrival Handbook

Bank Accounts

All RGSV sta are required to open a bank account at any bank in Hanoi at their own discretion in order to receive salaries and other dues to be transferred from the company. It is preferred, however, that Vietnamese national sta have an account with Vietcombank.

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GENERAL STAFF INFORMATION

Job Descriptions

RGSV maintains job descriptions to aid in orienting new sta members to their jobs, identifying the requirements of each position, establishing hiring criteria and setting standards for sta member performance evaluations. All sta members will be expected to help ensure that their job descriptions are accurate and current and reflect the work being done.

Sta members must remember that job descriptions do not necessarily cover every task or duty that might be assigned, and those additional responsibilities may be assigned as necessary. Sta members must contact their Line Manager if they have any questions or concerns about their job description.

Performance Observations

Line Managers and sta members across the School regularly discuss job performance and goals on an informal basis.

Academic management will operate systems for performance observation and professional development of Faculty and Academic Support Teams. Each section has their own system of performance management in place and further details of these can be found in the relevant Prep and Secondary School policies. Those sta members working in both sections may choose to have formal observations via one section only.

* these pages are summaries, please consult the relevant School policy for uptodate information.

Professional Development

The professional development (PD) of sta is a critical area for all schools. Children’s learning is improved through e ective interaction with motivated, skilled, confident and knowledgeable teaching sta . A yearly programme of relevant professional learning for all sta is imperative for the professional growth, morale and stability of the School’s most valuable resource. Sta development will be linked to school development plans.

For external professional development options, costs for conference registration, accommodation and airfares may be subsidised by the School for those attending.

Decisions about sta attending conferences will be made in accordance with the following criteria:

• Suitability of conference to needs and position within the School

• Personal professional development needs

• Budget restraints

• Previous attendance at other development courses

• School needs as determined by Head of School

Restrictions which apply:

• Personnel in their last two school terms of employment at RGSV (from the start of the Winter break holiday) will probably not be subsidised to attend conferences.

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Personal Details

RGSV holds personal information on its sta members in both manual and electronic forms. This information is used solely for legitimate employment purposes; it is only disclosed to those who are authorised to use it for these purposes. Acceptance of employment with RGSV is taken by RGSV as express consent by the sta member to their personal information being held and used in this way.

It is the responsibility of each sta member to inform the HR Manager of any changes to their personal details or status, including:

• Address

• Telephone numbers

• Marital status

• Names and dates of birth of children

• Names of dependents

• Emergency contact details

• Educational accomplishment

Contract Renewal for Academic Faculty

Sta members who do not wish to renew their contract must notify RGSV, in writing, by submitting a letter to the Head of School. This letter of notice must be received by the Head of School no later than 30th November of the final year of their existing contract.

If RGSV does not seek to renew a contract, RGSV will notify the respective sta member in writing at least 6 months before the last school day in June in the year their contract expires.

Settlement of Dues on Separation

The HR Manager will be responsible for calculating the sta member’s final settlement jointly with the Accounts O ce as per the company policy.

Prior to the payment of the final settlement, leaving sta are to complete a “Clearance Form”. The completed form should be given to the HR Manager. The steps involved in separation will be communicated to the sta member concerned by the HR Manager. The HR Manager will address queries related to separation. Every leaving sta member will be provided with a service certificate giving details of employment.

School Calendar

The school calendar is developed by the Head of School who consults with sta and parents before it is submitted to the Board for final approval. A minimum of 180 instructional days are included in the calendar with up to an additional 10 days for teacher’s development. Note that changes may be made to this during the school year and sta are to amend plans to accommodate these changes.

On Campus Working and Resting Times

For Teaching Sta & Teaching Support Sta : 8:00 am to 4:15 pm (Mon – Fri).

Saturday events do take place occasionally, and a sta roster will be drawn up to share the workload as required. The two calendar-listed Saturday events are usually the Winter Bazaar and the Lunar Festival.

For Non-teaching Support Sta :

• Support Team: 8:00 am to 5:00 pm (Mon – Fri)

• Ancillary Support Team Members (e.g., Security, Cleaning, Drivers): work shift depends on the School’s operation from (Mon-Sat). Lunchtime: 1-hour maximum.

All sta must get permission, in writing, at least two working days in advance from their Head of section, and also notify HR should they need to request to leave early for an essential appointment.

Sta members must note that should RGSV so require, sta members may be expected to work for longer hours. In these cases su cient notice, as deemed by the Management, will be given, as long as it will not exceed the maximum hours for teachers regulated by the Vietnamese laws.

Communication outside normal working hours, including weekends and holidays, should not expect an immediate reply or action. Please phone the relevant person in the case of an emergency. All sta are expected to answer email communication within two working days.

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Duties

Each teacher may be responsible for duties before, during, and after school. Duties follow a rotating schedule and it is the teacher’s responsibility to follow the assigned times. Teachers are also required to follow the expectations of their duty area.

Extra-Curricular Programmes (ECAs)

Each teacher is responsible for at least two co-curricular activities involving pupils during the school year. Examples of past programmes include coaching soccer, chess club, computer club, homework club, triathlon training, swimming, basketball, and softball. Further guidance will be supplied by the teacher in charge of the ECA programme.

Attendance and Punctuality

RGSV expects regular attendance from all sta members. Sta members are required to be on time and ready to work at the beginning of their scheduled work periods. Failure to do so may result in disciplinary action.

Substitutes

Any substitution that is required for missed lessons are usually scheduled by the School’s Administration, unless teachers have arranged their own cover for lessons with a colleague and have informed their Head of section of this arrangement prior to the day of the lesson. Sometimes setting work for classes that are to be missed is not possible due to illness or other extenuating circumstances, but in all other situations, teachers requiring cover are expected to have a full lesson plan package in place for any substitute needs. The teacher is expected to contact the relevant Head of Section to confirm that any substitute needs are in place.

Sta Representatives

RGSV supports the appointment of elected sta representatives. These are non-salaried positions. The representatives adhere to the following job description:

• Communicate and liaise e ectively and impartially with all sta (teachers and teaching assistants) and RGSV’s academic leadership team regarding sta well-being.

• Organise (optional) sta meetings surveys, or other forms of communication if and when necessary, to gauge the sta ’s point of view and concerns regarding sta well-being.

• Collect, organise and present data regarding sta well-being (e.g. from information collected in surveys and such) and share this with the School’s Educational Leadership Team.

• As with any other member of the RGSV sta , they can attend the PTA meetings. This role is to provide a channel of information shared in the PTA meetings to RGSV sta .

• Points contributed in the PTA meetings are reflective of the individual attending the meeting.

• Code of conduct: the sta representatives are unbiased and ethical in all situations and treat each and every member with respect.

• During the sta reps meetings, sta reps organise the meeting minute taker(s) and edit prior to sharing with the RGSV sta .

• For PTA minutes, where minutes are taken, sta reps can clarify topics discussed.

For all other matters, sta should speak to their direct line manager.

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Application for Leave and Calculation of Leave Days

Faculty members must submit all applications for leave to the HR O ce These should be signed by the Head of Section and Head of School. Leave entitlement cannot be carried over from one academic year to the next.

Paternity and Maternity leave duration is regulated by Vietnamese laws and entitled to Vietnamese Social Insurance benefits.

Special Leave (SL)

A full paid leave may be given to an Employee who needs it for the following purposes

a b c d

The marriage of the concerned Employee

The marriage of a legal child of an Employee

The legal wife of an Employee gives birth

The death of parents, lawful spouse legal child, parents, in-law

Three (03) working days

One (01) working day

One (01) working day

Three-seven (03-07) working days

To take such special leave, the Employee concerned shall submit a request in writing to the School no later than 2 days (two) days in advance (except for item c, d).

Leave without Pay (LWOP) REMUNERATION AND BENEFITS

Sta members may apply for Leave without Pay in case there is no Leave balance. LWOP will be approved only at the discretion of the Head of School.

Medical Leave (ML)

A medical certificate is required if medical leave is taken. For a sick day when a doctor’s visit is not required, the employee will not need to provide a medical certificate. This can occur three times over the year but the days cannot be taken consecutively. International faculty are entitled to a maximum of 15 medical leave days (continuous or interrupted) in any one academic year of service. Subsequent leave will be deemed unpaid.

If Academic Sta are sick, they must inform their respective Head of Section, via a telephone call between 7am and 7.15am, or in his/her absence, the Head of School.

Paydays

Sta members will be paid monthly on or around the last working day of each month. Sta members will have their salary directly deposited into their preferred bank account. Note, the School cannot be held responsible for the time from which salary leaves the school bank and is deposited by the sta member’s bank into their account.

LEAVE
REIGATE GRAMMAR SCHOOL VIETNAM 12

FOR INTERNATIONAL FACULTY STAFF

As stated in the contract, the School shall waive the tuition fees’ component of the fees incurred by the international faculty for the education of up to two children. However, any additional fees beyond tuition (e.g. camps, exams, leaving ceremony, uniform, etc.) shall be borne by the international faculty parent.

Accommodation Provided to Academic Sta

As stated in the contract, the Employer shall provide the Employee with a monthly Housing Rent Allowance (HRA) (inclusive of utilities) based upon eligibility and availability. Eligibility considerations will include married teaching couple status and/or position. Employees must provide a copy of lease agreement in order to benefit from the HRA entitlement. The cost of telephone and other ICT services for the accommodation, together with any connection charges associated with these services, shall be the sole responsibility of the Employee.

HRA is to be paid monthly with the monthly salary on the last working day of each calendar month. The standard practice is for the sta member to pay the rent (and deposit) in advance, and then the School pays the rent back monthly. The sum paid in advance depends on the individual landlord. The HRA entitlement extends only to the last day of the last working month (usually June) for the Employee with the Employer. The HRA entitlement is not linked to any lease agreement period.

Local Accidental and Hospitalisation Health Insurance

As stated in the contract, International Faculty and their families are provided insurance as per their contract.

Law on Driving Cars and Motorbikes/ Scooters

Pursuant to Clause 10, Article 33 of Circular 12/2017/TT-BGTVT regulating the use and management of driving licences:

“Article 33. Use and management of driving licences

10. Foreigners or overseas Vietnamese who wish to drive in Vietnam shall do the following:

a) If you have a national driving licence, you must carry out procedures to change it to a corresponding Vietnamese driving licence;

b) If an international treaty on driving licences to which Vietnam is a contracting party contains di erent provisions, the provisions of such international treaty shall apply.

* these pages are summaries, please consult the Contract for up to date information.

Tuition Fees STAFF HANDBOOK 13

SCHOOL LIFE*

Health & Safety

We endeavour to provide an environment that is physically and emotionally safe for all our learners. If you have questions or comments about health and safety at RGSV, please contact the Head of School O ce at inquiry@reigategrammar.edu.vn

Evacuation Procedures

Fire notices are posted in all classrooms. There is a fire and evacuation drill each term and the process is reviewed regularly. In the event of a fire breaking out on school premises, the following action must be taken:

• Upon discovering a fire the teacher (or adult) must immediately sound the fire alarm.

• All pupils and sta should walk quickly and quietly to the assembly point. Upon hearing the fire alarm, all other employees and visitors to the School should immediately walk to the Assembly Point. All bags and personal belongings should be left in the classroom.

• When the pupils have moved to the Assembly Point, each Teacher will check their class list and should report any missing persons or confirm that all are present. Holding the green card in the air indicates all persons are present. Holding up the red card in the air indicates there is a person missing.

• All members of sta will ensure that the children are silent at the assembly point and await further instructions from the Head of School (the Deputy Head or the most senior teacher) at the assembly point.

• Subject teachers are responsible for escorting any learners that they are teaching to the Assembly Point. They will then hand over responsibility to the students’ Form Tutors.

• No persons are permitted to re-enter the building until the all-clear is given by the Head of School (or the most senior teacher on-site, such as the Deputy Head).

Security Guards

• The School employs a highly reputable security company, providing 24-hour security protection for RGSV. The security guards also provide tra c control for the School.

• All parents are reminded that safety procedures exist at the School for the safety of all pupils. Security Guards are unable to exercise flexibility on this and so any failure to adhere to the procedures could result in a parent being refused access to the school premises.

CCTV

RGSV is equipped with a close circuit television (CCTV) system to ensure the safety of our School community. The system covers all entry and exit points as well as a number of key areas within the School.

Visitors

• School Visitor ID Cards: All parents, and authorised parties, are required to carry their ID cards to show to security at the school entrance.

• Parents who forget to bring their ID card must register at the security gate and present a suitable alternative ID (which must contain a photo).

• Collection and application of School Visitor ID tags are made through the relevant school o ce.

Vehicles

No vehicles are granted access to the school grounds.

Smoking

The entire school campus is a designated smoke-free zone. We would like to remind anyone visiting RGSV that they must not smoke or vape within the school grounds.

* these pages are summaries, please consult the relevant School policy for up to date information.

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HEALTH SERVICES*

The Nurse’s O ce is open from 8:00 am to 4:30 pm from Monday to Friday and, if needed, during the weekend.

One of the core aims at RGSV is to provide a caring environment for all our pupils. We also appreciate that people learn most e ectively when they are happy and healthy. To ensure this, RGSV features a Health/Nurse’s O ce sta ed by fully qualified nurses. Our Health/Nurse’s O ce mission is to:

• provide prompt and e ective first aid in a caring environment

• inform a pupil’s teacher if the pupil is judged to be unfit to continue in class, as well as contact the parent if the pupil needs to be taken home or see a medical practitioner

• maintain pupil health records and details of all accidents

• Raise awareness of the importance of hygiene and health management

In the event of a serious emergency, the nurse can be summoned to attend to a sick or injured child in any area of the School.

The School strongly requests that pupils with temperatures above 37.5o Celsius or who are unwell should not be sent to school. Those found to be ill will be sent to the Health/Nurse’s O ce and the nurse will contact a parent asking them to collect their child as soon as possible.

We are grateful to parents for their cooperation with this policy, which has been implemented in the best interest of the entire School.

Parents with a child on prescribed medication, to be taken during the day, can pre-arrange for the nurse to administer a prescribed dose to their child at a specified time. Pupils may not self-administer prescription medication at School. It’s also crucial that parents provide an up-to-date record of any health conditions (such as allergies) that their child su ers from so we can best ensure their safety and health within the School.

Health Advice

What should a parent do if their child is unwell?

If their child is ill with a contagious illness, vomiting, diarrhoea or has a high fever, the parent must inform the relevant school o ce via email or phone. This will help the School to monitor any outbreaks of similar illnesses and allow us to prevent them from spreading.

* these pages are summaries, please consult the relevant School policy for up to date information.

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APPENDIX I REIGATE GRAMMAR SCHOOL VIETNAM TERMINOLOGY

PUPIL GROUPINGS

• Pupil - all children aged 3-18

• Student - all children aged 11-18 in the Secondary school

• Year Group - the pupils in a particular grade level

• Form Group - the pupils in a particular homeroom

• Reception Year to Year 2 - the Lower Prep. pupils in K1-G1

• Year 3 to Year 6 - the Upper Prep. pupils in G2-G5

• Year 7 to Year 9 - the Lower Secondary pupils in G6-8

• Year 10 & Year 11 - the Upper Secondary pupils in G9 & 10

• Year 12 & Year 13 - the Sixth Form pupils in G11 & 12

POSITIONS OF RESPONSIBILITY

• Education Director - the Head of School, in charge of the Academic side.

• Deputy Headteacher - the second to the Head of School.

• Head of Section - in charge of a particular section of the school i.e. Prep., Secondary, Sixth Form.

• Head of Department - in charge of a particular academic discipline.

• Coordinator - promotes and collaboratively leads a particular area of the school i.e. an academic programme, co-curricular.

• Pastoral Leader (in Secondary) - promotes and collaboratively leads pupil wellbeing across a number of year groups.

• Form Tutor - a teacher designated as being in charge of a certain group of pupils in the same year group; they are the first 'point of call' for contact from teachers regarding successes and misdemeanours by their tutees and also with parents.

REIGATE GRAMMAR SCHOOL VIETNAM 16
STAFF HANDBOOK 17

APPENDIX II ORGANIZATION CHART SCHOOL YEAR 2023-2024

REIGATE GRAMMAR SCHOOL VIETNAM
Headmaster Board of Trustees (Chair/CEO) Managing Director RGS Vietnam Admissions Director Chief Accountant General Accountant Receivable Accountant Operation Manager Operation Coordinator Payable Accountant Security HR Manager Recruitment C&B Training Facilities Indoor Outdoor Admissions Manager Primary Admissions Secondary Admissions Korean Admissions Head of Primary School Primary O ce PYPC Education Director Whole school O ce Falcuty Registra Head of Secondary School Secondary O ce DPC Falcuty Technical Admistration PR/Com. Health & Safety (SOS – Outsourced) 18

APPENDIX III STAFF ABSENCE REQUEST FORM

ĐƠN XIN NGHỈ PHÉP APPLICATION FOR LEAVE

Người đề nghị / Applicant's name:

Phòng ban / School Section:

Vị trí / Position:

Hình thức xin nghỉ/ Type of leave requested*:

◻ Phép năm/ Annual (not applicable for Teaching staff)

◻ Nghỉ sinh/ Maternity

◻ Nghỉ không lương/ Leave without Pay

◻ Nghỉ ốm/ Medical

◻ Nghỉ con ốm/ Child Sick

◻ Special (please specify):

◻ Lý do khác/ Other (please specify):

* for Teachers this is defined in the Whole School Staff Handbook

Ngày nghỉ/ Date of leave:

Từ ngày/ From: xx/xx/202x Đến ngày/ To: xx/xx/202x Tổng ngày xin nghỉ/

Total number of days:

Người được bàn giao trong thời gian nghỉ/ Person in charge of your role during absence:

Chữ ký của người được bàn giao/ Signature of the person in charge of your role during absence:

Cover teacher needed for absence:

◻ Yes

◻ No

◻ Not Applicable

19 STAFF HANDBOOK

gười làm đơn phải nộp đơn xin nghỉ, ngoài nghỉ ốm, hai ngày trước ngày đầu tiên xin nghỉ và kèm theo chứng từ khám bệnh nếu nghỉ ốm từ 1 ngày trở lên/ You must submit requests for absences, other than medical leave, two working days prior to the first day you will be absent and please attach supporti ng documents for medical leave of 1 day or more

Ngày

N
của
i đề nghị/ Signature of
Applicant : Xét duyệt/ Status Ý kiến (nếu có) / Comments (if any) Chữ ký/ Signature Ngày/ Date Trưởng bộ phận /Manager /Head of Section ◻ Duyệt/ Approved ◻ Không/ Rejected
rưởng phòng nhân sự/ HR Manager ◻ Duyệt/ Approved ◻ Không/ Rejected Giám đốc điều hành/ Educations Director ◻ Duyệt/ Approved ◻ Không/ Rejected 20 REIGATE GRAMMAR SCHOOL VIETNAM
/ Date: Ch
ngườ
the
T
+84 (0) 2435 409 1831 inquiry@reigategrammar.edu.vn reigategrammar.edu.vn
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Grammar School Vietnam, No 6-7 Nguyen Cong Thai Street, Dai Kim New Urban Area, Hoang Mai District, Hanoi, Vietnam
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