Boarding Handbook 2025/26

WELCOME

WELCOME TO BOARDING AT SIBFORD SCHOOL. We are immensely proud of boarding life at Sibford and it is a key strength of the school. We aim to create a happy ‘home from home’ environment that allows scope for boarders to develop both as an individual and as part of a vibrant whole school community.

We hope that this information handbook will give you an idea of what to expect as a new boarder, as well as providing information that will help you to get to know the school, your house and how boarding works. Consequently, we hope that this will enable you to settle quickly into boarding and the school; should you need to seek advice about anything, this handbook will also let you know what to do.

During your first few days at school, you will be given plenty of opportunities to meet with houseparents and fellow boarders, to familiarise yourself with your surroundings and to take part in some activities designed to help you integrate with others in the school community. You will also be paired with a ‘buddy’ to guide you in your early days. However, it would also be extremely beneficial for you to read this information, seek clarification on anything that you do not understand, and keep this pack as a reference tool for the future.

In Friendship,

Victoria (Bunny) Hall Head of Boarding

SIBFORD SCHOOL’S STATEMENT OF BOARDING

PRINCIPLES AND PRACTICE

It is our aim to:

• Develop the whole person as part of a community in which the values of Quakers are seen to underpin the school.

• Produce an open and trusting ethos in which each boarder feels able to approach any other member of the community, confident in the knowledge that he or she will be treated and respected as an individual.

• Create an atmosphere of tolerance, openness and trust in which teasing, harassment and unacceptable behaviour would find great difficulty in developing.

• Provide a ‘home from home’ warm family environment.

• Provide a range of activities, hobbies and opportunities related to age and maturity that will assist in the personal, social and cultural development of each boarder; help boarders manage their free time productively.

• Safeguard and promote the welfare of each boarder so they feel safe in their boarding environment.

• Provide accommodation that is comfortable and suitable to the needs of boarders, according to age and maturity and which provides adequate levels of privacy.

• Develop boarders’ responsibility for self, for others and for the environment.

• Provide suitable conditions for boarders to feel able to turn to members of staff to share the good things in their lives, as well as seeking advice, counselling and support during times of difficulty.

Statement of Boarding Principles

• All boarders should be supported to develop physically, spiritually, intellectually, morally and socially, respecting the Quaker ethos of the school.

• Being an open and trusting school, boarding is based on mutual respect for all its members.

• Each boarder has the right to be able to work, play and relax free from abuse, intimidation, harassment and teasing.

• There is equality of opportunity and respect for all boarders, regardless of religion, ethnicity, culture, gender, sexuality or disability.

• Each boarder and each member of staff is to be treated as an individual and with respect by other pupils and by staff.

• Although living together, staff and boarders acknowledge the right of each other to privacy.

• Despite the distance separating boarders from their families, links with parents are seen as an indispensable part of the support and development of boarders.

• To encourage boarders to consider others before self, to look for the good in people and to be honest and trustworthy.

WHAT IS SPECIAL ABOUT BOARDING AT SIBFORD?

The aim of our boarding provision is to provide a safe, homelike, nurturing environment for our boarders. Our boarding houses are run by houseparents who work hard to create a family style environment, with small boarding houses in a tranquil, rural Oxfordshire setting. We know our boarders well, and like parents, try to keep informed of their progress at school, whilst also giving them a secure place to retreat to from the pressures of academic work.

We are not a traditional boarding school, so our weekends are not packed with lessons and matches. We provide a balance of trips outside school with down time to relax, work, socialise and catch up on sleep. We are mindful that many of our full boarders are older, overseas pupils who have pressures of work during the week and look forward to having time to cook together and socialise within the house environment. This fits well with the Quaker ethos of the school: pupils are able to have their individual time at the weekends balanced with times when there are set activities. We hope this prepares our pupils to use their leisure time responsibly and productively, as well as renewing their energy for the week ahead. Younger pupils have a somewhat more structured programme at the weekends and Sixth Form students have greater choice, as is appropriate for their age.

Although the boarding population is small at Sibford, we believe that the cohesive feeling of Sibford School as a community stems, in part, from our commitment to boarding. The wide range of backgrounds of boarders brings with it an international dimension to a rural school, which in turn adds to the diversity of the school as well as an increased understanding of different cultures for all pupils. However, we are careful to ensure that the boarding environment is not just for international pupils; we seek a balance of British boarders with pupils from a wide range of cultures.

The boarding environment is sensitive to the needs of individuals, whilst encouraging personal development and the use of their gifts in service to the community. This approach supports the aims and ethos of the school, and our core values which are centred on engendering Endeavour, Respect, Community, and Kindness in the boarding community.

KEY INFORMATION – THE BOARDING HOUSES

The Religious Society of Friends (Quakers) founded Sibford School in 1842 as one of the first co-educational boarding schools in the country.

Sibford was established in 1842 as a boarding school for the children of Quaker families. Today, the school welcomes pupils from all faiths and none. However, the Quaker values of the school, which seek to recognise ‘that of God in everyone’, remain at the heart of all we do. We believe passionately in the uniqueness of every pupil and know it is our job to seek out and nurture their gifts and develop their confidence to meet the challenges of the 21st century.

There are two boarding houses, each in the charge of two houseparents. Many day staff are also ‘attached’ to the Houses.

Penn House

Penn House re-opened in 2025 and has been fully refurbished to a high standard. It is for boys in Years 7-13. The house is named after William Penn (16441718), an early influential Quaker and founder of the state of Pennsylvania, USA.

‘Love is the hardest lesson in Christianity; but, for that reason, it should be most our care to learn it.’

(William Penn - 22.01)

The Penn House team is: Luke Cannon and Dan Cater.

Fielding House

Fielding House has been our main boarding house, has been mixed gender, but will re-open as the girls’ house during the academic year 2024-25. This house was named after Jonas Fielding, Head of Sibford from 1962-1971. Jonas was a unique individual with a great awareness of the needs of young people and a real commitment to co- education. His care for the underdog was profound and he gave endless time to those in need.

The Fielding House team is: Bunny (Victoria) Hall and Joyce Scannell.

Boarding in either Penn House or Fielding House will help you to develop independence, social skills and study skills. The houses are relaxed, friendly houses, and have a strong sense of community and integration of all cultures.

KEY CONTACT INFORMATION

The postal address for the boarding houses is:

(Name) House

Sibford School

The Hill Sibford Ferris Oxon. OX15 5QL

Our telephone numbers are:

Fielding House Office: +44 1295 781240

Penn House Office: +44 1295 781270

Main School Reception: +44 1295 781200 School Website - https://www.sibfordschool.co.uk

Our email addresses are: Boarding@sibfordschool.co.uk

We ask that all general boarding correspondence (for example, enquiries, permissions, invitations and confirmation of travel or weekend arrangements) comes through the email addresses above.

Should you wish to contact a specific member of staff then s/he can be contacted by email directly using their individual school email address.

Bunny (Victoria) Hall (Head of Boarding) Fielding Housemistress vhall@sibfordschool.co.uk 01295 781200 / 781240

BOARDING CATEGORIES

A number of options exist for parents and guardians wishing to use the boarding facilities offered by Sibford School and are listed below.

Full Boarding

This category of boarding is based on a pupil staying for seven nights a week in the Boarding House and the school being responsible for the pupil’s care and well-being 24 hours a day. The fee includes dedicated accommodation in a Boarding House, laundry, help with travel arrangements, health care, all meals provided during the week and at the weekends morning brunch, a food allowance and a supply of staples (milk, bread, fruit etc.). A variety of activities and outings are arranged for boarders at the weekend.

Overseas pupils will have assistance with some of their visa and other requirements as pupils in the UK. Full boarders are permitted to stay for the majority of exeat weekends (all bar the long bank holiday weekend in May); this will be arranged between boarders, parents/ guardians and houseparents. All overseas pupils are required to have a guardian living in England, who is over the age of 25.

Weekly Boarding - 5 nights

This category of boarding is based on a pupil being resident from Sunday night through to Thursday night, 24 hours a day care and leaving school at the end of the school day on Friday. Parents may also arrange for their son/daughter to return to school on Monday morning, in preference to Sunday night. Weekly boarders have their own bed and storage for possessions for their set nights during term time. The fee for weekly boarding is charged in advance at the rate published, with no remission for any night spent off site. Occasional stays over a weekend can be arranged in advance, for which an additional cost will be made.

Mid-week Boarding

Our Mid-Week boarding package is labelled as Mid-Week 2 (2 nights per week) and Mid-Week 3 (3 nights per week). These two packages will secure a bed for those stated number of nights and days. The Housemaster / Housemistress will endeavour to maintain continuity where possible. If you wish to change the night that your child/ward ard would like to stay, this must be communicated in advance and will be subject to availability.

FLEXI BOARDING - 1 NIGHT

Flexi Boarding (1 night) offers an opportunity for your child to experience the benefits of boarding with the

flexibility to choose one night per week or even just a one-off occasion. This non-contractual option allows you to tailor your child’s boarding experience to your needs, with the need of a 48-hour notice period for any changes.

Whilst specific bed assignments may vary, rest assured that your child will enjoy a comfortable stay with an evening meal, breakfast, and 24-hour care included. To book, contact the dedicated houseparents, Luke Cannon for Penn House (boys) or Bunny (Victoria) Hall for Fielding House (girls). Billing is handled at the end of the term, making it easy and stress-free for parents. Flexi Boarding is the perfect solution for families seeking a flexible and enriching boarding experience!

We offer places to parents on a first come, first served basis and availability of bed space with an appropriated aged room-mate.

The following is a list of items that pupils need to bring with them:

• school uniform and PE kit if needed

• casual clothes/shoes/jacket or coat

• swim wear

• toiletries/wash bag

• towels

• pillow and duvet with covers (optional but most like to have their things from home for longer stays)

We discourage our boarding pupils from bringing expensive/valuable items to school as a matter of course.

Parents/guardians must ensure that House staff are aware of any medical or dietary needs. Any prescription medication needs to be clearly labelled with the original prescription (in English) and given directly to an adult.

Further information on boarding can be found here

Further information on fees can be found here

ORGANISATION OF BOARDING

Younger boarders in Years 7 – 10 often share rooms and are accommodated in bedrooms for up to four boarders. Boarders in Years 10 & 11 are usually able to have their own single study room – or share with one other person only. The same applies for Sixth Form boarders; this is always dependent on numbers in the houses. All boarders are accommodated according to age and bed times are set with regard to this. All

houses are comfortably furnished with ample bathroom facilities, spaces for quiet study, common rooms, kitchen and laundry facilities and access to computers and telephones. Pupils have access to all school facilities including the music block, art rooms, sports hall and fitness suite, swimming pool and our wonderful grounds.

Leadership

The Leadership of boarding is the responsibility of the Headteacher, the Deputy Head, and the Head of Boarding. Their aim is to provide the pastoral care that strongly reflects the school’s Quaker Ethos and provides outstanding care for boarders within a nurturing community.

Pupil Leadership:

Each house has pupil leaders as House Captains and Deputy House Captains. We encourage these roles as leadership roles rather than traditional prefects, but these boarders also have responsibilities for helping houseparents ensure that duties are carried out efficiently. The roles have a strong social aspect; House Captains and Deputies plan house parties and social outings. They also act as informal ‘mentors’ for other boarders having difficulties settling into boarding life or life in the UK.

House Captains and Deputies meet several times during the term with the Head of Boarding. The meetings are informal but are an excellent opportunity for the ‘pupil voice’ to be heard. There is also a formal boarders’ forum which meets once a term and boarders are also represented on the Whole School Council. This group helps to interview prospective staff and give their views on a range of issues from ICT to school menus.

SETTLING IN, INDUCTION AND INTEGRATION

We recognise that many of you will be boarding for the first time and that you may also be joining us from abroad. Our aim is to try and ensure that we help and support you all in getting to know the school and your house as quickly as possible, so that you settle in easily and make the most of your education and other opportunities at Sibford School. Please be assured that all staff, both boarding and day, are well aware of the issues faced by new boarders; they are all there to help you. Various networks are put into place to help with induction, including meetings, the support of a buddy for younger boarders and meetings with all key staff such as houseparents, tutors and pastoral support managers.

We are a rich community in terms of ethnic, cultural, religious and linguistic diversity and, as such, there will always be other boarders and staff to whom you can relate very easily. Tuition in English as an Additional Language (EAL) is available for pupils for whom English

is not their first language, and tuition is also available in a range of other languages for pupils who wish to gain certification.

We celebrate festivals of other cultures through special meals or events, for example, Chinese New Year, US Independence Day, Spanish feast days and many others according to requests. Birthdays are important to all boarders and are celebrated in school. All pupils are invited to suggest events and help in their organisation. As a Quaker School, all pupils attend Meeting for Worship on a regular basis at school. Pupils are invited to contribute through readings, ministry or music, and the time is available for everyone as a time for quiet and reflection. Boarders also attend at least one Meeting for Worship per term at the local Meeting House. Overall, the school is sensitive to our multi- faith community and, should pupils wish to attend religious services outside school, please speak with staff so that we can help with arrangements. Whatever your cultural or religious background, if there is anything that staff can do to help you in your practice, please do ask. This may be alerting the Catering Manager to foods that you are unable to eat, arranging support during fasting or providing you with a space for quiet prayer and/or reflection.

Respect is a major aspect of all world cultures, and it is a trait that is central to our school and boarding community at Sibford. We believe that all members of our community are equal. Some boarders may have joined us from communities where women and children are not treated as equals or from cultures where you do not speak to a person in authority until they have spoken to you. This is not how things are at Sibford, and we encourage all our boarders to ask questions when unsure and to make their voice heard in the classroom and in the house. The best way to become fully integrated is to join in, make the most of your opportunities, be proactive and always feel that you can approach staff to ask questions about anything.

Overall our co-educational, multi-cultural environment allows our students the opportunity to gain a greater understanding and respect for people of all abilities, any gender, sexual orientation, all races, faiths and nationalities that reflects society, enabling them to welcome diversity of opinions. Embracing the global challenges of contemporary life, our pupils are encouraged to develop moral integrity and the confidence to stand up for what they believe in so that they are in a position to make a positive influence in their lives at school and beyond.

ARRANGEMENTS FOR THE BEGINNING AND ENDING OF TERMS, EXEATS AND HALF-TERM HOLIDAYS; TRAVEL ARRANGEMENTS

Beginning of Term

We recommend that boarders should arrive at school by 20:00 (Years 7-11 boarders) or 21:00 (Sixth Form boarders) on the night before the school term begins. We understand that this is not always possible should boarders be arriving from abroad. The boarding houses are open from 18:00 and, by prior arrangement, can be opened a little earlier to accommodate those pupils arriving from international flights. In September, the houses will open for Sixth Form students at 18:00 the night before Autumn Term Induction day. It may be possible to accommodate Year 7 boarders on this evening also so that they can attend Year 7 Induction. The remaining boarders will return at 18:00 the following evening, the night prior to the first teaching day. New boarders arriving from overseas in September must attend a meeting with our Admissions Registrar and our School Nurse to ensure that all paperwork –such as paperwork linked to residence permits, health and vaccination information etc. is in order. There are also other induction activities - a full day for new pupils to Year 7 or Year 12.

End of Term Arrangements

Term ends on the day and time stated in published material sent to all day and boarding pupils. This information is also published in the school website. Dates are published a year in advance in order for arrangements to be made. You should not plan to leave before term finishes and boarders cannot be accommodated after the end of a term. Should there be a vital reason why you should need to leave before term finishes, written confirmation must be sought from the Headteacher. We ask your parents to provide houseparents with written confirmation of all travel arrangements to and from school, as well as where and who you will be staying with for the duration of the holiday.

Houseparents will email a Travel Arrangement Form to all parents/guardians in advance of the end of each half or end of term. This form should be completed/ submitted at least two weeks before the holiday concerned. The form also allows for parents/guardians to book any taxi journeys. If you are an overseas boarder your parents/guardians are reminded that you must be under the supervision of a responsible adult at all points whilst in the UK. We recommend that return flights for the start of term arrive at the UK airport no later than 1700 for senior boarders, or at a time that means return to the house will be by 22:00 latest.

Half Term Holidays

The boarding houses are closed during the half

term holidays. Boarders are free to leave on Friday when school finishes at 16:15 and should return on the following Sunday between 18:00 – 20:00 (Years 7-11 boarders) or between 18:00 – 21:00 (Sixth Form boarders). Houseparents will require written confirmation from parents/guardians of arrangements for each half term holiday.

Exeat Weekends

There are one or two (voluntary) exeat weekends each term, depending on the length of the term. Some boarders take the opportunity to go home or stay with friends, relatives or guardians. Others remain at school during some exeat weekends if they prefer. There is a long bank holiday exeat weekend in May each year which is compulsory for all boarders. Parents/guardians are asked to notify houseparents of proposed arrangements. All activities on exeat weekends will incur an additional charge that will be added to your end of term account if you remain in school.

Travel Arrangements

Houseparents are happy to help boarders with travel plans and organise local taxis on your behalf. It is also able to help with taxis and airport collections, especially out of term time. Notice of your plans needs to be given well in advance in order to provide this service.

Taxi and train travel can be arranged for unaccompanied students returning to school at the beginning of term and at half terms and exeat weekends (parents must supply flight details). There is a private school bus that transports students between Sibford School and Banbury station; this departs each Friday afternoon at 16:30 and leaves Banbury station at 19:00 each Sunday (except at the beginning of term). Where a student is flying as an Unaccompanied Minor (UM), the school can arrange safe transport to the airport, ensuring the student is accompanied by a responsible adult up to the point of check-in. For UM bookings, the student must be met at the departure airport by a parent, guardian, or authorised adult acting on their behalf. This includes accompanying the student to the designated UM desk, completing all required airline paperwork, and remaining at the airport until the flight has departed. Similarly, at the arrival airport, a parent, guardian, or authorised adult must be present to meet the student at the airline’s designated meeting point for unaccompanied minors and complete the collection process as required by the airline.

It is the responsibility of parents or guardians to arrange for this authorised adult to be present at both ends of the journey when their child is flying as a UM. The school may be able to assist with these arrangements, subject to availability. If this assistance is provided, an additional charge will apply, in addition to the standard airport transfer fee. All travel costs are charged to the student’s termly account and costs are shared between students where more than one is using the transport. Our taxi services are fully licenced and are used on a

regular basis to transport our pupils. The school only uses taxi firms where the drivers have the DBS police checks..

With regard to train travel, please note that we expect all students under the age of 16 to be met at their destination station by a parent or Guardian. It is also our expectation that all students in Years 6-9 inclusive, will travel from Banbury Station accompanied by a parent or guardian. Should a parent make a specific request, in writing, for their child/ward to be allowed to travel alone (or with an older sibling), please note that the student will be entirely in the duty of care of the parent/guardian once they have left school campus.

We ask you to remind your parents/guardians that when making travel arrangements, all bookings should correspond with school dates and that you should arrive and depart during reasonable day-time hours. At the start of a term, the houses open at 18:00 the evening before term commences. Please note, that the earliest that a boarder is permitted to leave the house / return to the house in the morning, is 06:30. At night, the latest that a boarder can leave or return is 22:30. This is to ensure that their arrival or departure does not disturb other members of the house. Should a boarder’s flight mean that they would be unable to arrive to the boarding house between the hours of 06:30 and 22:00, we would respectfully request that the boarder stay with a guardian instead.

Passports and tickets are collected by the houseparents for safekeeping, if requested, and parents and guardians are asked to authorise this. (Sixth Form boarders may make alternative arrangements with houseparents, also subject to authorisation). Boarders may then sign them out when they are next required. Parents/guardians are responsible for ensuring that all passports and visas are kept up-to-date. It would be sensible for you to be aware of the expiry date of any visas and the passport itself.

GUARDIANSHIP AND VISA REQUIREMENTS

Guardians

Sibford School requires that an official UK-based guardian must be appointed for any International pupil whose parents live outside of the UK, even if the pupil is in the sixth form and over the age of 18. It is the duty of parents to arrange guardianship and inform the school of the guardian’s name, address and telephone number. If your parent or guardian will be away on holiday or business, it is a requirement that an alternative adult be appointed to replace them and that the school is informed. Your guardian is the person with whom you would stay during short holidays or in an emergency should the need arise.

Guardians must be resident within two hours of road

travel of the school and will be appointed by the parents to act in “in loco parentis”. They must be able and prepared to offer genuine support and to attend school in an emergency if necessary. We expect guardians to build a positive relationship with pupils, and they should attend parents’ meetings and other school events, as well as take pupils home on occasional exeat weekends and out for treats. A strong relationship with a guardian can be a real support to pupils, particularly as they are away from home.

For all international students, Sibford School strongly recommend that a reputable guardianship organisation that is accredited by AEGIS (Association of Educational Guardians for International Students) or BSA Boarding Schools’ Association is appointed.

Where the guardian is not registered, for example if they are an immediate family member or family friend, the following evidence must be provided:

• Copy of the photo page of their passport

• Evidence that they are permanently resident in the UK.

In accordance with the National Minimum Standards for Boarding 2022, Standard 22, it is expected that all appointed guardians will provide comfortable and safe accommodation, including appropriate levels of privacy and access to bathroom facilities. Students should be well supervised, and guardians should ensure that students receive safe and effective care that promotes the physical and emotional wellbeing of the student. The guardian is expected to be sensitive to the challenges that an overseas student faces, especially when they first arrive and may suffer from homesickness. Guardians are expected to always behave sympathetically towards the student; where an issue arises that cannot be resolved easily by the guardian, Sibford School’s pastoral staff should be contacted immediately. Where a guardianship agency is involved, the agency’s regional co-ordinator should also be informed.

More information on educational guardians is available from our Admissions Teams.

Guardianship nomination forms will be sent to you by the School’s Admissions Team for completion. It is essential that these forms are submitted before a pupils’ arrival at school. Pupils will not be admitted into the boarding house without notification of a guardian and the provision of their full contact details. Guardians will also have completed and signed a form to confirm that they will carry out the required duties and responsibilities. Should it be necessary for a pupil to change guardian after their initial enrolment, new nomination forms must be completed by parents and new confirmation of responsibilities signed by the new guardian before this change can take place.

Visas

International pupils may require a Child Student (previously known as a Tier 4) visa in order to study in the UK; we can provide sponsorship for these visas and the admissions team will assist parents in this matter. EU Boarding Pupils will either need to have settled status or a Child Student visa to study in the UK. If you have any queries regarding visas, please contact our admissions team on admissions@sibfordschool.co.uk

Child Student Visas

All boarding pupils who do not have British nationality must hold a (Child) Student visa unless they are dependent on their parents’ visa. The school holds a Sponsorship License from the Home Office’s UK Visas and Immigration (UKVI) division. In order to ensure that we are fully compliant with the policies and regulations set out by the UKVI, your cooperation and support is required.

Before enrolment

During the admissions process, the information that parents provide through the application forms indicate whether a pupil requires a (Child) Student visa. The current eligibility criteria for this, according to the UKVI and the school are that pupils:

• are aged between 4 and 17.

• are full boarders.

• have the consent of their parent(s) or legal guardian(s) to attend the course.

• have enough money to support themselves and pay for the course.

The school works with UKVI and other agencies in order to produce the Confirmation of Acceptance for Studies (CAS) statement to support the visa application of pupils that meet the criteria above. The CAS statement shows that the school will sponsor the pupil for the duration of the course. Our admissions team will contact with you or your agents to request specific documents that are needed for this. Some documents may require official translations to English, and it is the parents’ responsibility to organise this.

Once a pupil’s visa has been granted and transportation to the UK has been organised, arrival information must be communicated to the school as soon as possible, along with information regarding the pupil’s reception to the UK. The pupil, if travelling unaccompanied, must carry with them on arriving in the UK a letter that confirms who will be collecting the pupil and transporting them to the school / boarding house on the first day of term.

After enrolment

Parents are expected to help the school ensure that pupils comply with the conditions of their visa. Failure to pay the correct fees on time, provide an authorised

reason for a pupil’s absence, or inform the school in advance of any changes to the care of the pupil could result in sponsorship being withdrawn. In addition, parent(s) or legal guardian(s) must be prompt in answering requests from the school, such as for arrival and departure times at the start and end of terms. It is the responsibility of parent(s) or legal guardian(s) to ensure that the school holds the most up- to-date contact details of the pupil, though the school will also contact at certain points in the year to confirm these.

Pupils holding (Child) Student visas will be resident at the school’s boarding houses, apart from instances where the school is closed or where pupils are asked to leave the boarding houses (due to illness or exclusion). During these times, pupils must live with the guardian named in the Guardianship Agreement Form (or host families working with the nominated Guardianship Agency). Residing in any other accommodation under the care of adults not identified to the school is in breach of the conditions of the visa. In addition, the person caring for the pupils must have the right to reside in the UK and comply with the conditions of their own visas. Parents or legal guardians holding Visitors visas, therefore, are not eligible to fulfil this role as it infringes on the conditions of their own visas.

At present, all Child Student visas are issued digitally as eVisas, replacing the previous Biometric Residence Permit (BRP) cards. To confirm a pupil’s immigration status upon arrival in the UK, the school requires a share code generated through the UK Visas and Immigration (UKVI) online system.

With parental permission, passports and any remaining documentation can be held securely by houseparents and returned to pupils when needed. It remains important that passports are stored safely, as they may still be required for travel or identity verification.

The school will continue to monitor any updates to UKVI processes and will liaise closely with parents and guardians to ensure that your child/ward is fully supported in maintaining and accessing their digital immigration status as required.

WEEKLY BOARDERS

Most weekly boarders (who stay 5 nights) leave school on a Friday at 16:15 and return on either Sunday evening before 20:00 (Years 7-11 boarders) or 21:00 (Sixth Form boarders) or Monday morning in time for school. We ask that you inform houseparents of the arrangement that you will follow. If at any stage you will not be returning to school at the expected time due to illness or any other reason, please ask your parent/guardian to contact houseparents as soon as possible and inform us.

Any weekly boarders wishing to stay in for a weekend may do so by arrangement with your houseparent. A charge does apply for this service. If your parents are going to be away from home, a contact address and telephone number should always be given. If out of the country, then parents will need to appoint someone whom we are able to contact in an emergency.

ABSENCE

Parents and/or guardians are asked to inform houseparents if you are absent from school due to illness. On your return, you will need to bring a note explaining the absence. Concerning absences for other than medical reasons, your parents should email the Headteacher.

PREP/HOMEWORK AND BOARDERS’ WEEKDAY ACTIVITIES

Monday to Thursday inclusive, at the end of the school day, boarders take part in a varied programme of afterschool activities from approximately 4.30 pm to 6.00 pm. These activities give pupils the chance to relax, try new things, and develop different skills. Options typically include use of the climbing wall, gym sessions, trips to the local town, baking, drama, music, and other creative and sporting activities. The full programme changes regularly and pupils are encouraged to take part in a wide range of opportunities.

Prep/Homework

After supper, prep time takes place under the supervision of the houseparents. Sessions usually take place in the Library or in the Sixth Form Study Centre. Houseparents are available to help boarders with their prep and to check on their progress. Pupils are expected to complete all prep set to the best of their ability. Houseparents will also oversee boarders’ prep grades and effort. Half-termly grades are sent to the houseparents so that they can monitor work in the boarding house.

Evening Routine

Following prep, boarders return to their houses by approximately 7.30 pm. After this time, there are still opportunities for boarders to make use of school facilities such as the swimming pool and the sports hall, as well as taking part in more informal house-based activities including pizza-making, milkshake making, board games, electronic games, pool, ping pong and craft activities.

Pupils have individual desks in their rooms where

they can do any additional work in the evening or at weekends. Wi-Fi is available in all the boarding houses; however, it is turned off at bedtime to ensure boarders get a good night’s sleep.Throughout the year there are various social events when pupils in all the houses gather for fun and food either on site or at a nearby restaurant; we welcome all of your suggestions for these!

Weekend Activities

Sibford does not operate Saturday school so our weekends provide time for relaxation, trips out, activities … and the chance to catch up on prep and sleep!

The community of boarders is a little smaller at the weekends and our aim is for it to be a relaxing time with a balance between activities and time to ‘chill out’. Activities are arranged by the activities coordinator for weekends and information is passed on to houseparents early in the week for pupils to sign up for outings and to record meal numbers. It is always possible for individual houses to arrange activities as well.

A typical weekend will start with a Friday night outing to a local supermarket in Banbury after supper. This is often a favourite activity so that you can stock up on tuck and personal items. You will also be able to use the sports hall and there is often a badminton activity in the sports hall and the swimming pool is usually available – you will be able to check the weekend sheets and activities rotas displayed in the houses for further details.

After brunch on Saturday, there is usually a trip out to one of the local areas of interest - Banbury, Oxford, Stratford upon Avon, and Leamington Spa are all popular destinations. Special trips, for example to go trampolining, bowling, tobogganing, to an aqua-park, or to the theatre/cinema are also popular and we would like to continue to encourage variety.

On these trips, younger boarders, or those who are less confident, will be under the direct supervision of the staff/graduate assistants accompanying the trip out of school. Year 7 and 8 pupils are not generally unescorted on weekend trips. In certain situations, however, it is acceptable for more competent younger pupils to be accompanied by older boarders. They must, however, check in regularly with staff members and Graduate Assistants.

The sports hall is open in the afternoon and is supervised by Graduate Assistants and a houseparent on an alternating basis. This is optional for Sixth Form students, but mandatory for other boarders. Activities are recreational sports such as badminton, dodge ball, volleyball etc. The swimming pool is also open for a public swimming session.

Sundays are usually quieter days and pupils can have a sleep in with breakfast at 11.30 am. The sports hall and swimming pool are open and Graduate Assistants will arrange activities. The library or Sixth Form Centre can be opened on Sunday afternoon should students need a quieter working zone. Times for all weekend activities are posted on the weekend activities sheet.

Some of the catering at the weekend may be done in House, but there will always be one hot main meal provided each day, and two meals on Sunday. Pupils will often cook for themselves as a group – something very popular with our overseas pupils as a social event.

On the whole, pupils are able to enjoy their own individual time at the weekends, balanced with times when there are set activities taking place. We hope that this prepares our pupils to use their leisure time responsibly and productively, as well as renewing their energy for the week ahead. Younger pupils have a more structured programme at the weekends while Sixth Form students have greater choice, as is appropriate for their age.

When you are off the school site, you should be especially aware of the need to look after your personal safety and your possessions. Ensure that you have signed out correctly. Cross roads carefully using designated pedestrian crossings. Remain in your groups unless you are an older pupil who is allowed to leave the site independently. Look after your possessions, especially your wallet and mobile phone. Take your mobile phone with you and make sure it is switched on and has credit. Take the school contact details with you just in case you experience any difficulties.

Sometimes boarders may prefer to spend time with friends, playing games, riding bikes, chatting with staff or perhaps watching television. Pupils may, of course just take themselves off to read a book, listen to music or use the internet.

Should a boarder wish to attend an out of school club (for example, a sports club), this can be arranged. Houseparents would require parental permission and agree to arrangements for travelling to and from the activity. Any return times would need to fit with boarding arrangements.

Our aim is to offer boarders a wide variety of experiences, and we encourage everyone to participate.

Weekend Arrangements

You will be asked for your weekend arrangements at the start of each week and these must be firmed up and permissions in place by Tuesday of each week. Separate arrangements will be made for exeat weekends, half and end of term. You must ensure that you have sought the relevant written permission from your parents/guardians, and that of the person you are visiting. All pupils returning from weekends away or

exeat weekends must do so by 20:00 on Sunday evening (Years 7-11 boarders), or by 21.00 on Sunday evening (Sixth Form boarders), or on Monday morning. Weekly boarders may return on Monday morning.

Permissions

For all travel, houseparents will confirm the arrangements with guardians or parents, including details of how the students are travelling and who will be driving them, if applicable. While we can authorise students to be collected by another student’s parents, guardian, or other appropriately authorised adult, the school does not permit students to travel in a car driven by another Sibford School student.

We ask that houseparents are given the authority to give consent for boarders to attend trips, join activities or have materials added to your end-of-term account up to £50 at any one time. The houseparent will use their discretion in this matter. However, there will be occasions when it is appropriate to contact parents directly to seek permission.

Signing Out – All Houses.

Students are permitted to sign out from their house to visit another boarding house, or to take a walk on campus, without the need for written permission as above. They must, however, have sought permission from their houseparent, and must ensure that they return to the boarding house by ‘off-field’ time or in time for evening Collect. These times vary according to GMT/ BST and are publicised in the houses.

Sixth Form students are allowed to go slightly further afield without written permission – for example, to visit a friend in the village, or to visit the local pub. Any overnight stays require written permission to be obtained, as above. When students are 18 years or older, subject to permission having been sought from parents/guardians, the school allows these students to sign out to visit the pub; this may be alone, or with staff supervision. Students are allowed to consume alcohol in moderation – one drink only which equates to a pint of beer or equivalent units (2-3 units max.) Students in Year 13, who are under 18 years of age, may also be granted permission; should they be caught consuming alcohol without permission, however, this would incur serious sanctions, as per school policy. Please see the webpage with our Sibford school policies, and the Parent Handbook (Senior School) for further information.

It is essential that students sign in and out correctly to ensure your own and others’ safety in the event of a fire or other emergency. There is a signing in/out book in each house and it is your duty to sign out every time you leave the house in the evening or at the weekend. You should write legibly and you need to fill in the time you leave and your destination. When you return to the house you need to write down the time of your return.

Please do not just tick the book to indicate that you have returned.

For all travel, houseparents will confirm the arrangements with guardians or parents, including details of how the students are travelling and who will be driving them, if applicable. While we can authorise students to be collected by another student’s parents, guardian, or other appropriately authorised adult, the school does not permit students to travel in a car driven by another Sibford School student.

CONTACTING FRIENDS AND FAMILY

The boarding houses have office telephones/mobile phones so parents can contact houseparents and boarders. Most pupils have their own mobile phones. We ask you to provide us with the number for your phone as this helps us to communicate with you. All Boarding Houses are equipped with Wi-Fi so pupils can also contact parents via the internet, using email or video calling etc. You will be given a school email address so that you can also keep in touch this way. Failing this, you can also resort to ‘snail mail’ and write a letter! All boarders in Years 7 to 10 must hand in their technology at bed times.

Parents are encouraged to email or phone the houses if they have any concerns, no matter how small. It is vital to have a good line of communication with parents or guardians. This is for your safety and well-being. It is important that the school and house have current email, home address and telephone numbers. Houseparents will contact your parent or guardian should any accident or emergency arise involving you, if you are seriously ill, to discuss any welfare or behavioural concerns or to clarify travel arrangements and permissions.

Academic grades demonstrating pupil progress are sent to parents on a half termly basis and a full school report is produced on an annual basis. There is also a Parents’ Evening organised each year for each year group (Year 7 have two per year). The dates of these reports and evenings are published on the school website and emailed to parents and guardians at the start of each year.

In school, each boarder has a Tutor who looks after their academic and pastoral needs and who is happy to communicate with parents.

The Head of Boarding also monitors boarders’ grades. Students who have been successful with grades (effort, not purely attainment) are offered rewards, whilst pupils who under-achieve will be offered extra support and guidance. If necessary, sanctions are put in place.

Regular contact with parents via email, at Open Days etc is encouraged. Many parents also avidly follow our social media pages for up to date information with regard to activities that have taken place over the previous 12 months.

Telephones

While most students now use mobile phones for personal communication, each house is also equipped with a landline telephone number. When necessary, parents and guardians can reach pupils via these landlines or the office telephones.

Post

Incoming post will be collected daily. It will be handed out during House Collect each evening. Should you wish to post any letters or cards, you can take these to Reception. If you do not have your own stamps, houseparents or Office staff can help you with this.

VISITS FROM OR TO FAMILY AND FRIENDS

Visits from parents and friends are very welcome, but we ask you to arrange these in advance with houseparents so that we can avoid any clashes with activities and trips. Please remember that all visitors should be introduced to the member of staff on duty and will be expected to sign in and out in our Visitors’ Book or the Signing in and out Book. This is so that we can be certain of numbers should an emergency occur. Boarders’ friends of either gender are very welcome and may use the houses’ downstairs common areas, but must be supervised at all times by you. Visitors are not allowed in the bedrooms. This requirement is for your safety and the security or all pupils. The exception to this rule applies to parents or guardians returning or collecting boarders at the start or end of term, at half term or collecting weekly boarders when help with packing and unpacking is always welcome! In these situations, we ask both staff and pupils to remind visitors that care should be taken in shared dormitories to respect the privacy of other boarders by avoiding being intrusive. It is always helpful if arrangements for visits are made well in advance, although we understand that this cannot always be possible.

You may visit friends and family quite easily: just speak with your houseparents about what you have in mind, and they will try to help you with the necessary arrangements.

The safeguarding policies are available on the school website which give further details on visitors to school campus.

FIRST AID / ILLNESS & WELLBEING

Please also refer to the ‘First Aid Policy’ on the Sibford School Policies webpage.

The School’s Health Centre is situated on campus in Fielding House. It is staffed during the school day by the School Nurse. Your parent or guardian may contact her on 01295 781290.

There is a doctor’s surgery in the village and a hospital (The Horton Hospital) in Banbury (8 miles from Sibford). Seriously ill or injured international boarders are expected to recuperate in the care of their UK guardians.

On entry to the school, it is necessary for a health form to be completed giving a full medical history. It is particularly important that immunisations are recorded and kept up-to-date according to the Department of Health Child Immunisation Schedule. Any pupils who are not fully immunised should receive appropriate treatment as soon as practicable, both for their own protection and that of the wider school community.

Any change of medical status which occurs during school holidays, for example as a result of illnesses, operations, new allergies or medication, should be reported to the School Nurse when you return to school in order that our records remain accurate and up-to-date.

There may be times when basic first aid is required; medical notes for each boarder are kept confidentially. House Parents will see the school nurse if they are unsure about how to support any of the pupils in their care. In each House, there is a basic first aid kit for emergencies – this is checked on a regular basis by the school nurse. Most House Parents are first aid trained; students are also encouraged to learn first aid.

General medication and first aid supplies are held in House offices for dispensing. If you are taking any personal medication, the School Nurse and Houseparents must be informed and the medication handed in for safe-keeping and dispensing. Pupils should NOT be in possession of their own medication unless authorised by senior staff or the school nurse. Prescription medicines must be locked in the House Medicine Cabinet and have the original prescription on the package, in English. International pupils must not take any medicine that they have from their home country if the label is not in English. Medications from abroad, that are not licensed in the UK, should not be brought into the House. Should a boarder arrive from overseas with medication that has not been prescribed by a UK doctor, then house parents will take them away. An appointment can be made with the school’s GP, who will prescribe the UK equivalent. Please see our First Aid / Medications Policy for further details.

If you do not feel well you should go and see the School Nurse or the member of staff on duty. It is important that Housestaff are informed. The Nurse will organise any necessary treatment or appointments. She will inform Housestaff of any treatment that may be required and all care visits will be recorded.

The Nurse is responsible for arranging any appointments for the doctor, dentist or optician. You may also speak to them or any other member of staff about any personal issues. Remember that we are here to help and support you in any way that we can.

From time to time children are sick (vomit) either at home or at school. Unfortunately, it is not possible to distinguish between the causes, and therefore it is essential that the same rule of exclusion applies in all cases of vomiting or diarrhoea. Government guidance with regard to this is that diarrhoea and/or vomiting commonly affects children and staff and can be caused by a number of different germs, including viruses, parasites and bacteria. Infections can be easily spread from person to person. It is therefore recommended that any member of the school community with diarrhoea and/or vomiting symptoms must stay away from the school until they have been free of symptoms for 48 hours (the ‘48 hour rule’) and feel well. Personal hygiene whilst ill must be very strict.

If a child is sick at school, we will ask parents or their guardian / emergency contact to take them home. They should not return for 48 hours. We appreciate that this can be inconvenient in many cases, but we also hope it will be appreciated that we do this in all cases and it should reduce the risk of infection for all children in school. As an example, if your child is sick at lunchtime on a Tuesday, they should not return to school until after lunch on Thursday, provided there have not been any further episodes of vomiting.

In the event of an outbreak of illness affecting the majority of the pupils in the school, parents or guardians would be expected to take you home until it is safe for you to return.

Concerning confidentiality, the school follows the policy of the Boarding Schools’ Association.

All pupils receive health care teaching, advice and support through Personal and Social Health Education. Depending on your age, this may be specific units of work, or it may be topics in Form Time or activities, events and outside speakers brought in specifically to cover specialist areas. Issues such as alcohol, smoking (including vaping), substance abuse, sex education, diet and self-harm are all covered. The school prides itself on its pastoral support systems. You are free to approach any member of staff for support or advice.

You are reminded that smoking is not allowed Drinking alcohol (besides boarders over 18 who have permission) is also not allowed. Any Sixth Form pupils who have permission to be off-site is dependent upon trust and responsible behaviour. Any pupil found in possession of or using any illegal substances will be subject to the provisions of the school’s Misuse of Drugs Policy, a policy posted on the website. Please see the webpage with our Sibford school policies for further information.

Well-being Counselling

Our Well-being Counsellor is Mahwish Qamar. Pupils may make appointments through any member of staff, the school nurse or confidentially by emailing help@sibfordschool.co.uk.

They can also be reached on telephone number 01295 781215

GENERAL BEHAVIOUR / LIVING IN A COMMUNITY

As a Quaker school our overall aim is to encourage self-discipline, which is based on individual response to the prompting of the conscience. We recognise that this process of development may require individual support guidance. The central Quaker belief that there is ‘That of God in everyone’ means, in practice acceptable behaviour must be within the laws/rules as well as protecting members of the community.

At Sibford we want our boarders to feel that life in the House is a ‘home from home’ experience. We want all our boarders to feel safe, comfortable and well looked after. The school also recognise that boarders do need some ‘personal space’ including time to be on their own. During the silence of Meeting for Worship we hope that boarders find some quiet reflection on an almost daily basis. During good weather, it is easy to find a quiet space as the school grounds are beautiful and extensive. Even in the winter months, boarders have a long lunch hour in which they can find time to enjoy the outdoors and with special permission, contact home whilst in the ESOL department.

In the boarding houses and around the school we ask pupils to respect each other’s personal space. We expect all boarders to be polite, show respect to all members of our community, be mindful of good timekeeping, work to the best of their ability, keep their room tidy and join in with house and school life through clubs, activities, events, trips and socials. We hope that by following these simple guidelines, our boarding and school community will be a harmonious and happy one. Please be considerate to others in the house. Keep music and noise to a minimum, especially during quiet times. Please respect other pupils’ right to privacy.

Please do not enter other pupils’ rooms without their permission, and unless they are present.

Different cultures may have different attitudes towards this concept and families have their own customs too. Of course, as individuals, we all have different tolerances, sometimes depending on the kind of day we are having. We expect our boarders to be aware of the needs of others and to be ‘friendly’ towards everyone in the boarding community.

Bullying, in any shape or form, will not be tolerated. From time to time we do have to deal with poor behaviour and other issues. Our aim is always to try and help pupils see where they have gone wrong and then give them an opportunity to remedy the situation. If, however, behaviour does not improve or the issue is more serious, then sanctions are imposed. Sanctions may include an earlier bedtime, a restriction of privileges, community service, ‘gating’, or being placed on report. Any sanction used would relate to the offence; so if you have been late on a number of occasions then your free time would be restricted for a while. In the event that your behaviour or actions were considered unacceptable then the matter would be referred to the Head of Boarding, your respective Key Stage Manager, the Deputy Head (Pastoral) or the Headteacher. It is likely that your parents/guardians will also be contacted in most cases. Copies of school policies relating to these matters can be found on the school website.

Social Respect Policy (Anti-Bullying)

Rather than publishing an anti-bullying policy, we aim to provide a policy which promotes social respect and positive behaviour, but also recognises the harm caused by bullying behaviour. As a school, we take social respect and bullying seriously. Pupils and parents should be assured that they will be supported when disrespectful behaviour or bullying is reported. Antisocial behaviour will result in action that is swift, firm but sensitive, considering the impact on the individual and the community. The strong Quaker ethos of the school helps to provide an open and caring atmosphere where positive relationships and self-image are naturally encouraged. Pupils are encouraged to be reflective, take responsibility for their actions and consider the effect of their actions on others.

It is important that every pupil, boarding or day, is treated equally and fairly; fairness and consistency are key aspects of our practice in boarding.

The school rules are clear about particular aspects of behaviour and students should read the rules carefully –the rules are in the overall school handbooks, and in the code of conduct.

With regard to House rules, all boarders must act in a way that ensures boarding is a positive, respectful, and safe community. They must treat other boarders, the

House Staff, and the fabric of the House with decency and respect. Boarders are to respect the decisions and direction of the member of staff on duty at all times.

Boarding houses will set broadly similar punishments for misdemeanours. There will, of course, be local variations, but the extent of the sanctions is consistent. House rules are available in each house and are there for your protection and for the protection of the wider school community.

Your house should be regarded as a place of safety and security, a place where you can feel comfortable and confident. Anti-social, immoral, or illegal behaviour strikes at the heart of your homes and erodes the good relationships we are trying to foster. If you see it happening or know it is going on, tell someone: let them put a stop to it. Your houseparents, house captains, and all school staff are all there to help you.

House rules are dynamic documents that involve student input and are not always exhaustive. If there is anything that pupils are unsure about, they must check with a staff member. While there may not be a specific “DO NOT” rule for every situation, it is important to use your initiative and judgement. Just because a rule is not explicitly stated in a document or handbook, it does not necessarily mean the action is permitted. When in doubt, always seek clarification from a staff member.

Certain behaviours, particularly those that compromise the safety and well-being of boarders, will always carry serious consequences. This includes any illegal activities, possession or use of weapons, behaviour that causes harm or threatens to harm others, bullying, substance abuse, and actions that severely disrupt the boarding community. Such violations will be addressed with utmost seriousness to maintain a safe and supportive environment for all.

Child Protection/Safeguarding Policy

This policy can be found on our school website. As a school we take our responsibility to keep all the children in our care safe and secure very seriously. Details of these policies can be found on the school website.

RELATIONSHIPS BETWEEN PUPILS

Sibford School places a strong emphasis on mutual respect and the value of friendships among its pupils. While being mindful of contemporary attitudes, the school maintains that sexual relationships should occur within consensual, committed, adult relationships, even for pupils aged 16 or over. The school is dedicated to ensuring equality and fairness for all pupils, regardless of gender or sexual orientation, while also upholding necessary safeguarding protocols within a boarding environment.

Relationships

Recognising the complexities that deepening friendships can bring to young people, the school establishes specific boundaries that apply to all relationships, whether heterosexual or same-sex. These guidelines are rooted in the school’s ethos and shaped by its pastoral and legal responsibilities.

Public displays of affection are deemed inappropriate, and pupils must be particularly conscious of this rule within boarding houses, school buildings, on school grounds, in the local area, and during school trips. Additionally, no two boarders are allowed to sleep together in the same bed, regardless of whether they are in a relationship or not.

Safeguarding Measures in a Boarding Environment

Relationships beyond friendship are generally considered inappropriate when there is a significant age difference between the individuals involved. Houseparents will engage in discussions with pupils and may contact parents if there are concerns about a relationship.

If a relationship between two pupils in the same boarding house is known, the school’s policy is to avoid placing them in the same room. Should it be discovered that pupils already sharing a room are in a relationship, the school reserves the right to alter the room arrangements.

Sexual relationships or sexualised behaviour between pupils are strictly prohibited at Sibford School and, in some instances, may also be illegal. Sexualised behaviour, including sexting, will be treated as a serious matter and may be considered as peer-on-peer bullying or abuse. The school expects all community members to respect others’ wishes and privacy; any form of unwanted attention or invasion of privacy will not be tolerated.

Consequences of Inappropriate Behavior

Pupils who fail to adhere to these rules will likely face disciplinary action. If a pupil is believed to have been engaged in inappropriate sexual activity, the DSL, Deputy Head (Pastoral), and The Head will be informed immediately, and parents/guardians will be notified at the earliest opportunity. The likely consequence is a Fixed Term Exclusion, with the potential for a permanent exclusion.

Incidents that raise child protection or legal concerns will be managed in line with the school’s Safeguarding and Child Protection policies and may be referred to external agencies, including the Police.

Support

Sibford School is committed to the health and safety of its community and will take action to ensure the

wellbeing of its pupils. The school also strives to enhance pupils’ understanding of health and social issues, including STDs, through its PSHE and RSE programs, supported by the school nurse.

Recognising its pastoral role in the welfare of young people, the school encourages any pupil in need of support to come forward, in keeping with the school’s overall ethos.

SECURITY & SAFETY

Security

The security of the boarding houses is dependent upon the vigilance of their occupants. Please be vigilant at all times, and please inform staff if you notice anything suspicious or strangers on site. External doors should remain closed at all times and access into and out of houses is via door codes. The houses are only open to pupils between the hours of 6pm and 8.00 am Monday to Thursday – and are open on weekends when students are not involved in activities. All windows on upper floors of the houses are fitted with restrictors in order to prevent any risk of falling. Ground floor windows on outward facing rooms also have restrictors fitted. Facilities are hired out to external clubs and associations, so you may notice members of the public on site. School is very particular about which groups and organisations may make use of our facilities.

Storage Space

Boarders can store all their possessions during the school term in their own bedrooms using the storage space provided. Please be aware that storage is limited both in shared bedrooms and in the individual study rooms. Boarders are asked, therefore, to think carefully about the amount of luggage that is brought to school with you.

Each boarding house has a storage/trunk room where cases and trunks can be stored once they have been emptied at the start of term – these are easily accessible when needed on exeat weekends or the end of terms.

All boarders’ belongings have to be packed up at the end of each school year and there is very limited space to leave anything on site. Sometimes, boarders are required to pack up their rooms on other occasions also, dependent on whether the houses are used by external agencies during the holiday or half-term period. If necessary, we can store some possessions securely over the holidays for overseas boarders. This is limited to one large suitcase / one large packing box per student. Any more than this will incur a charge in line with external storage providers. Should the student not be returning to Sibford the following term (for example if they are leaving at the end of Year 11 or Year 13) it will not be

possible to leave items in storage on school premises. Parents/guardians may, instead, choose to employ their own company, such as School Trunk (www.schooltrunk. org). During breaks when boarders may leave their possessions in their rooms, they should take all of their valuable items, for example laptops with them.

Safekeeping of Valuables

Each boarder is provided with a lockable locker for the safekeeping of personal items. Pupils are expected to provide their own padlock, although houseparents can assist pupils in obtaining one if necessary. Pupils are regularly reminded of the need to be responsible and safeguard their possessions. At the start of each term, all overseas boarders are required to hand in passports and travel tickets for safe-keeping. These are held in the House safes which are also used for the safe-keeping of pocket money or larger valuables. Items are signed in and out by Houseparents and counter- signed by the pupil. Please make certain that everything of value is locked away either in the safe or in your personal lockable space and do not leave either money or valuables lying around.

Whilst all cash must be handed in to houseparents so that it can be kept in the safe, many pupils also choose to open a bank account and deal with their finances independently. Your houseparent can usually help you set up a bank account once you have reached 16 years of age, although parental/guardian input is generally a requirement now. Whichever method you choose to use, please ensure that both money and valuables are looked after properly and kept locked away.

It is up to your parents how much pocket money they give you, as this will depend on your age and whether you are a full or weekly boarder. Entrance fees for all boarding trips and activities are paid for through school, so pocket money is required only for personal needs. A suggested amount is £10 per week for younger boarders and £20 per week for senior boarders.

Safety

Safety - yours and that of other members of the community - is paramount. This includes personal safety, safety on the school site, safety in the local community and beyond and e-safety. The school will take all reasonable steps to ensure your safety, but you can help by reporting to staff anything that you think may be unsafe.

All boarders are given the details of the boarding houses’ mobile number and each individual house’s landline number. This is so that you are always aware of how to contact a member of staff when you are away from campus during term time, especially when on boarders’ trips. Staff will also collect mobile phone numbers so that you can be contacted in an emergency. It is important that mobile phones are used responsibly, so please ensure that you have credit and keep your

phone on when away from the school site. Ensure that you have programmed any school and house contact numbers into your phone.

We ask to check all electrical items before they are used. This is to ensure that they are compatible with UK voltage and that the item is safe. Boarders are asked not to overload sockets nor trail any flexes or extension leads. The use of candles, incense, fairy lights (or similar), cooking equipment or heaters in study rooms or bedrooms is prohibited. Use of these items may cause a fire and is therefore deemed unsafe. Laptops and mobile phones should not be used or left to charge on soft furnishings such as beds; the heat transmitted could cause a fire. Lamps must not be placed behind or near soft furnishings such as curtains. If you encounter any flammable materials (for example, cleaning products or other maintenance materials) left around the boarding houses, please alert a member of staff.

Take care in relation to any vehicles on school site, especially delivery vans. Do not use the sports hall, swimming pool, science laboratories or art rooms without permission and staff supervision. Pupils must not climb into or out of any windows or onto roofs, except in an emergency if no other means of escape is available. Trees should not be climbed. Maintenance storage sheds and the compound are out of bounds, as is the pond. Should you experience any problems around the school site, such as a loose paving stone or a light bulb not working, please alert a member of staff.

When you are off school site, we ask that you are particularly mindful of your safety; cross roads with care, stay in agreed groups, or, if alone, use taxis after dark, look after possessions and have your mobile phone with you. Contact Houseparents should you experience any problems when you are out.

School is responsible for your safety when you are online. This is not only from the point of view of you accessing inappropriate material, but also in terms of keeping you safe from others who could put you at risk. You will notice that some websites are blocked. This is because, according to our monitoring system, they are unsafe. If you think that a website should not be blocked, you may ask for the blocking to be reviewed. School networks are not available overnight, the aim being to give all pupils the opportunity for a good night’s sleep. Pupils in Years 7-11 must hand in all technology that allows you online at bedtimes; the times are according to age but all phones, laptops etc. are locked in the house offices overnight.

EMERGENCY EVACUATION AND FIRE PRACTICE

In the event of the fire alarm or intruder alarm sounding you must vacate the House immediately and quietly.

During the school day (08:00 – 18:00) the assembly point is in front of the main school building. Outside school hours the assembly point varies for each house. Houseparents will ensure that you know where the assembly point is although essentially, each point is a short distance from the house itself. We are required to stage regular practices in order to ensure that everyone is familiar with exit routes. The alarm system and all firefighting apparatus are checked on a regular basis. Houseparents will talk to you about what you should do in the event of finding a fire and you will have regular practices both in waking hours and whilst you are asleep.

CATERING & LAUNDRY

Catering and Access to Drinks and Snacks

Healthy and appetising food is an important part of boarding life. Our on-site catering team work hard to provide locally sourced fresh produce. Different diets are catered for, for example to be responsive to any allergy or religious considerations, and there is always a vegetarian option and a salad bar available. You will have plenty of opportunity to make suggestions about menus as boarding House Captains and deputies/ prefects meet with the Head Chef on a regular basis to discuss ways to improve meals and vary the menu. We have ‘international’ food days throughout the year, to celebrate the cuisine from around the world. Each House has its own kitchen and dining area and pupils have a supply of fresh fruit, bread and milk. You are welcome to bring in tuck and other items for preparation in the kitchen. Food must not be stored, prepared or cooked in bedrooms or dormitories due to fire and health concerns.

Laundry and Bed Linen

Sibford School has its own on-site laundry facilities, enabling pupils to send their clothes and bedding to be washed and ironed. All items of clothing need to be named (please note that our school uniform supplier will name any uniform purchased from them).

Laundry is usually sent to and from the House daily. Each Boarding House also has its own washing machines and dryers for occasional laundering, which boarders may use in the evenings and at weekends.

School uniform and P.E. kit can be purchased online (with the ‘intelligent sizing’ guide) and delivered to the pupil’s home/guardian/or the school. If the size is incorrect, the supplier is happy to exchange items.

Bed linen is changed every second week in all houses. Bed linen (duvets, sheets and pillows) is provided by school and duvets etc are laundered on a regular basis. Alternatively, boarders may choose to bring their own bed linen if they wish. Towels are not provided.

DAILY & WEEKLY ROUTINES

Please see the KS3/KS4 and Sixth Form Handbooks for details of the full school days. However, the important times for you to note are the following:

Breakfast is at 8:00 am. All boarders depart the houses at this time. Breakfast finishes by 8:30 am and all pupils must then be in registration for 8:40 am. The school day finishes at 4:20 pm; there is then a snack in the Dining Room before activities commence. Supper is from 5:45 pm in the Dining Room, followed by prep.

DAILY & WEEKLY BOARDING EXPECTATIONS

Wake up/ breakfast

Students are expected to be awake by 7.30am latest; most boarders set alarms for earlier to ensure that they are showered and ready on time. Boarders are expected to be in the common room by 8 am ready for school, having tidied rooms etc. Breakfast is in the dining room from 8am; this is a compulsory meal. Students are considered late leaving the house at 8.10 am. Should this happen twice in one week, there will be minor sanctions, for example, the loss of mobile phone until next on time, or going to bed earlier.

Collect

Boarders are registered on arrival in the house at 6 pm each night. Houseparents and House Captains also take formal Collect regularly. Collect is when all boarders get together for a registration in a designated location, usually the Common Room of the house. Notices are given or matters are raised for group discussion.

WEEKEND ROUTINES

SATURDAYS

c 11:00am Breakfast

c 12:30/1pm – c 5:30/6pm Trips and Activities

c 7:00pm Supper

7:00pm onwards

SUNDAYS

Times may vary from house to house but are generally at 6:00 pm and 8:30 pm. On nights when there is a second prep session, houseparents may register students at the respective study locations. The houseparent on duty will confirm this.

At weekends this is more relaxed and a more informal registration is used to ensure everyone is in the house by the given time.

Evening

Boarders either return to the houses at 6 pm after tea in the dining room, or go to second prep, or go straight to an activity. There is a wide range of activities during the day for boarders - and boarders in Years 7-11 generally have two evening sessions per week for supervised swimming/sports and non-sporting activities. These activities offered changes according to the time of year.

Evening/bedtime routines – younger pupils

Years 7-8 in rooms at 9 pm, lights out 9:30 pm.

Years 9-10 in rooms 9:30 pm, lights out 10 pm.

Year 11 in rooms 10 pm, lights out 10:15 pm.

Year 11 team leaders help houseparents to ensure that boarders have handed in technology and are in bed and settled at the correct time.

Please respect the people around you by being quiet after lights out, so that those who need to sleep can do so.

Evening Activities in Houses – this includes Free Time and/or House social events such as Films, parties etc.

11:30am Breakfast

12:00 - 1pm Cleaning & Tidying – rooms and House Duties

4:30pm - 5:30pm Sports Hall for younger pupils

c 5:30pm - 6:00pm Supper

6:00pm onwards

Weekly Boarders return

Duties

All pupils are given responsibility in the form of duties. This is generally helping with the tidying of the kitchen and common room areas, and with laundry duties. All duties will be explained to you and duty rotas will be up on house notice boards to remind you. In order to maintain the smooth running of the houses, you are asked to be considerate and carry out your duties to the best of your ability.

Decision-Making and Pupil Voice

Pupils’ views and opinions are highly valued at Sibford. This is particularly true in boarding and helps staff to create and maintain a happy environment. You will be able to put your ideas forward or discuss concerns with other members of the house and with houseparents in house collect/meetings. The house captains and deputies also gather your views and share these views and wishes with the Head of Boarding at the Boarders’ Student Forum meetings. There are also termly surveys, suggestions boxes and focus group meetings. You will also be able to put your ideas forward at other meetings in school, for example the Whole School Student Forum and in other ways – e.g. through surveys, at Tutor Time, during Inter-House meetings and through the Sixth Form Leadership Team. Pupils are, of course, more than welcome to discuss ideas or suggestions with their tutors and Houseparents. Feedback is provided to boarders regularly in a ‘You Said / We Did’ format, and the boarders’ views feed into the Boarding Development Plan.

Inter-House System

All pupils and staff are allocated to one of four Day Houses in school; Fry (red), Clark (yellow), Nansen (blue) and Gillett (purple). Pupils can receive house point which can be gained in all areas of school life. Various house events are organised throughout the school year, and pupils meet in their Houses to organise house events, fund raising and their assembly. These ‘Day Houses’ are different from the boarding ‘houses’ – it can be confusing! However, you as a boarder will be allocated to a Day House and will therefore have the opportunity to socialize with other members of the community other than those you will meet in boarding, through your tutor group, or through your academic classes.

Access to Information

Local and national newspapers are available in the boarding houses if requested and are always available in the Library. A range of current periodical magazines are also available in the Library. All boarding houses provide television in all common rooms and most of the houses also have access to Netflix also. Access to the school’s computer network is available in both boarding houses and other school buildings. Boarders also have access to the Wi-Fi network for internet access and boarders may, with parental consent and provision, use mobile broadband connections. Information can also be obtained from house and school notice boards and, of course, from staff.

Appropriate Use of Computers and the Internet

All pupils are allocated a computer log in code which allows access to all the computers on the school site. Computers and printers are available in boarding houses as well as elsewhere throughout the school. All users are expected to adhere to our ICT code of practice which aims to ensure that all use of computers, the internet and email are safe. All pupils will also receive on-going education on e-safety. Please be aware that use of the system is monitored by our ICT Network Manager in order to safeguard users from abuse, bullying or unsafe use. In relation to this, alerts are triggered should users attempt to enter unsafe sites, or use inappropriate language in correspondence. You are asked to log off when you leave a computer and to be aware of other pupils’ needs.

Please also refer to the policies concerned with acceptable computer usage and e-safety on the Sibford School Policies webpage.

WHAT TO BRING TO SCHOOL

Please see the KS3/KS4 and Sixth Form Handbooks for details of uniform, equipment etc. However, the following is a list of essential items that boarding pupils will need to bring with them:

• School uniform / suitable Sixth Form attire.

• PE kit

• swim wear

• casual clothes/shoes/jacket or coat

• smarter outfits for special occasions

• toiletries/wash bag

• towels

• pyjamas

School uniform, PE kit etc. is available to order online from www.schoolblazer.com. School Blazer company will name all clothes and deliver to parents or the school. Their ‘intelligent sizing’ makes it easy to purchase the correct sizes; however they will happily exchange any items (and re-name) that are not correct.

We discourage our boarding pupils from bringing expensive/valuable items to school as a matter of course. Should students bring items of any value (over the amount of £250) they must ensure that they have their own personal insurance.

To expand on the above, we recommend the following:

1. Bedding. All bedding is provided. However, some boarders like to bring their own duvet covers and pillow cases to give their room a more personal feel. Two duvet covers/pillow cases are recommended (a

spare for when one is in the laundry!)

2. Toiletries. Bring all of the items that you require for your own personal hygiene. There is a local shop and houseparents will help you obtain essentials if you forget anything. A shower caddy or similar is useful for carrying your toiletries to and from the bathrooms – as are flip flops or slippers.

3. Laundry items. All laundry will be done in school. There is also a washing machine in the house should you need to wash items. You might want to bring a laundry bag with you.

4. Desk items / stationery. A list of all items required for school will have been sent to you. You are allowed to bring ipads/tablets, mobile phones and laptops although these must all be handed in at night time. You will need an alarm clock therefore if you want to wake yourself up before houseparents come round in the morning!

5. Personal items such as posters, photographs to decorate your room and make it feel homely.

6. Entertainment. There is a DVD player, an Xbox, a pool table and much more to entertain the boarders. Some boarders like to bring their own films, games etc but this is not necessary!

7. Pocket money. Please note that, for insurance reasons, there is a limit in each boarding house as to how much cash we can hold for a student. We recommend that students, where possible, have their own bank account – these can be opened in Banbury Town Centre. Cash can be obtained using a debit card at the local shop, situated about five minutes’ walk from the boarding houses. Parents and Guardians can arrange for the school to give pocket money to students; if they wish to use this facility, they should send in a cheque or cash for the appropriate amount each term, and advise houseparents how much their son or daughter is allowed per week. Pocket money can then be collected from our accounts department and handed to students on a Friday; all students sign to indicate that they have received the money.

8. Kitchen Items. Again, all crockery is provided but many boarders like to bring their own mugs and water bottles. If you bring tuck, this can be kept downstairs in a locker. Please also bring a padlock if you would like to secure your locker downstairs.

9. First Aid. All first aid and medicines are provided by the school. Please note that any medication must be handed in to your houseparents for safekeeping – no boarder is allowed any type of medication in their room.

10. Finally, don’t forget to bring a sense of humour and an open mind – boarding here at Sibford is great fun with many different opportunities. Live Adventurously; it will be a fantastic opportunity for you to be “Be You; Be Sibford.”

WORRIES OR CONCERNS

Pastoral Support

All pupils at Sibford are supported by a range of people who can help you with any issues. On your arrival you will be allocated a ‘buddy’ or colleague who will support you and help you to settle in and adjust to boarding. All pupils are allocated to a Tutor Group. This will be led by your Form Tutor who is responsible for your academic progress during the year, and who will also have care of your general wellbeing. In the boarding house you will be looked after by your houseparents. We are concerned for all aspects of your wellbeing; you will have regular meetings with teachers, tutors and houseparents to see how you are.

If this is your first time away from home, you may very well feel a little homesick, and members of your family will also be missing you. Most boarders soon settle, and it is a good idea to try and keep busy. Don’t try and cover up worries – it is best that you let staff know how you feel, as they will be able to help you more easily. All the people mentioned above can help you. Remember – a problem shared is a problem halved.

Beyond this support, pupils can seek help, advice, support and guidance from any member of staff at Sibford. However, if something is worrying you, or you are unhappy and you need to talk to someone, then perhaps one of the following people can help:

• your houseparent, your tutor, or your Head of Key Stage

• a trusted friend or senior pupils such as the Head Boy/Girl or your House Captains

• your parents, guardian or family

• Sibford’s well-being counsellor - email them at help@sibfordschool.co.uk

• the school nurses, Miriam Bibb (nurse@sibfordschool.co.uk or 01295 781290)

• the Head of Boarding, Victoria Hall (vhall@sibfordschool.co.uk or 01295 781200)

• the DSL Team – including Charlotte Lloyd, DDSL (clloyd@sibfordschool.co.uk or 01295 781206)

• the Deputy Head

• the Headteacher on 01295 781200 / 781208

• any other member of school staff, including the Graduate Assistants

You could also contact the Designated Safeguarding Governor, or the Clerk of School Committee. They can be contacted via the school office.

Sometimes it is necessary to seek the advice of someone other than a friend, parent or member of staff. This is the role of the Independent Listener and,

for more serious issues, Childline or the Children’s Commissioner for England.

Our Independent Listener will be able to advise you on many issues. This is Chris Guy and he can be contacted on 01295 788727 or email

Alternatively, you could ring Childline on 0800 1111 (this is a free service), the Local Authority Designated Officer (LADO), on 01865 323457 or the Children’s Commissioner for England on 0800 528 0731 or via email at help.team@childrenscommissioner.gov.uk

The phone numbers for these services can be found near any phone box in school.

It is particularly important for you to realise you can take a friend with you when talking to a member of staff about any problem or complaint. Serious complaints or matters of a sensitive nature should be addressed to the Deputy Head, or the Head, Rebecca Evans.

FAQS

What if I don’t know where to go?

Another boarder will ‘buddy’ you until you feel confident about where to go and the routine of the boarding house. They will help you get to know other members of the house and you will soon feel at home.

Who will be looking after me?

House staff who live at the boarding house with you will be introduced to you when you arrive and will be responsible for your welfare whilst boarding. If you have any concerns at all they will be happy to help.

What will I do at weekends?

Most weekends there are trips and activities organised for boarders. There are also in-house activities planned.

What if my family want to contact me?

Whilst we find that most students have mobile phones, we also have a pay phone which you can use, or friends and family can phone you. Alternatively, they might prefer to email you or zoom/FaceTime etc. In emergencies you may use the house phone.

What if I feel unwell?

If you feel unwell you should tell the house staff member on duty – there is always someone on duty, 24 hours a day.

We hope that the information in this handbook helps you to settle in and get used to boarding at Sibford. If you have any questions, please ask. It can take a while to adjust to boarding, but it is lots of fun and an experience not to be missed.

Remember – above all, don’t worry! Never be afraid to ask questions however silly you might think they sound; we have experience and most probably have the answer to all your questions and worries. If not, we will find out together.

FITNESS TO BOARD GUIDANCE

Student Well-being and Boarding Suitability Considerations.

Introduction

Why We Believe in Boarding

We believe in the value of boarding as it provides a structured, supportive, and enriching environment that fosters personal growth, independence, and academic success. Our principles and practices are centred around creating a nurturing community where each boarder can thrive emotionally, socially, and academically.

1.0. Introduction

The Fitness to Board Policy aims to ensure the wellbeing and safety of all students within the boarding environment. This policy outlines the criteria for determining whether a student is fit to board, the steps taken in cases where a student may not meet these criteria (where there is a concern about a student’s Fitness to Board), and the process for addressing concerns related to Fitness to Board.

This procedure has three stages depending on the level of concern:

Emerging and/or initial concerns (Stage 1); Continuing and/or significant concerns (Stage 2); and Persistent and/or grave concerns (Stage 3).

• Boarders who present with difficulties should be considered from a supportive perspective. Sibford School is committed to promoting positive attitudes towards students with physical or mental ill health.

• This guidance describes the support available where there is concern about a student’s Fitness to Board. It is designed to ensure a consistent and sensitive approach to managing such situations.

• Concerns about Fitness to Board of a student can be raised by both staff and students. This document is to be used by staff. Staff are expected to manage situations wherever they feel confident to do so within the parameters of their professional role and should consult with the Head of Boarding, the Deputy Head (Pastoral) or the Head if they feel unable to deal with a situation, or need advice or guidance on how best to proceed with a student.

This guidance is a dynamic document and can be varied or withdrawn by Sibford School.

1.1 Objectives

• To ensure the safety and well-being of all boarders.

• To provide clear guidelines for assessing fitness to board.

• To offer support and resources for individuals deemed unfit to board.

• To consider reasonable alternative actions to removal from boarding when possible.

2.0 Criteria for Fitness to Board Fitness to Board is deemed to be impaired where the school reasonably believes there is a risk of harm to the health and safety or wellbeing of a student or other student(s) or staff or where a student’s behaviour is causing serious disruption to others. The following factors, which could jeopardise a boarder’s well-being, or the safety of others in the boarding environment, may indicate that a student is not fit to board:

• Conditions Requiring Intensive Supervision. Healthrelated conditions which require intensive medical supervision and treatment beyond what a boarding school can provide, and where these conditions impact the student’s ability to engage in daily activities.

• Self-Harming Behaviours. Behaviours that pose a danger to the individual or others, including actions requiring immediate mental health intervention.

• Severe Emotional Distress. Recent or ongoing experiences of severe emotional distress necessitating mental health interventions that the boarding facility is not equipped to provide.

• Aggressive or Disruptive Behaviours. Behaviours that are aggressive, violent, or significantly disruptive, compromising the safety and well-being of other residents.

• Unmanageable Attention and Behavioural Challenges. Symptoms of attention and behavioural challenges that remain unmanageable within the boarding environment despite appropriate accommodations and interventions.

• Severe Communication and Social Interaction Difficulties. Significant difficulties with communication, social interactions, or behaviours that cannot be adequately supported within the boarding facility.

• Communication and Social Interaction Difficulties. Whilst we endeavour to support diverse needs, there may be instances where the extent of communication and social interaction challenges exceeds the level of support and accommodation the boarding facility can reliably provide. In such cases, after thorough assessment and exploration of all possible accommodations, a student may be deemed not fit to board if their needs cannot be effectively met within our current capabilities.

• Chronic Health Issues. Chronic or severe health issues causing significant functional impairment and requiring specialised medical care, making it challenging for the student to participate in daily activities.

• Persistent Non-Engagement. Continuous refusal to participate in essential activities, counselling, or treatment plans necessary for individual and community well-being.

• Inability to Adapt to Communal Living. Difficulties in adapting to communal living, including an inability to follow rules, respect personal space, or function cooperatively in a group setting.

3.0 Process for Assessing Fitness to Board

3.1

Ensuring Fitness to Board on Admission

To ensure all students are fit to board upon admission, the school requires comprehensive declarations of any medical, behavioural, or emotional needs from parents and guardians. This proactive disclosure is crucial for facilitating our assessment process, which may include medical screenings, and evaluations of each student’s behavioural and emotional well-being. Our aim is to collaborate with parents to determine the most supportive boarding environment for each student.

To ensure individuals are fit to board upon admission, the following steps may be taken:

Pre-Admission Assessment.

• Comprehensive evaluation of the applicant’s physical and mental health history.

• Assessment of the applicant’s behavioural history and social adaptability.

• Interviews with the applicant and their family to understand their needs and expectations.

Review of Past Interventions

• Examination of any previous support or interventions provided by the school or other institutions.

• Consideration of the effectiveness of these interventions in addressing the applicant’s needs.

Collaboration with Professionals

• Consultation with medical, psychological, and educational professionals to gather a holistic understanding of the applicant’s condition and requirements.

3.2 Assessing Fitness to Board once the student is on roll.

• Initial Identification. Staff members identify and report concerns regarding a boarder’s fitness to board.

• Assessment. Conduct a thorough assessment involving medical, psychological, and educational evaluations as necessary.

• Consultation. Consult with the student, their parent/ guardian, and relevant professionals to discuss findings and potential interventions.

• Decision-Making. A team reviews the assessment and consultation outcomes to make a decision regarding the student’s fitness to board.

• Implementation of Alternative Measures. If applicable, implement reasonable adjustments or alternative measures to removal from boarding.

• Review. Regularly review the student’s status and the effectiveness of implemented adjustments or interventions.

• Communication. Maintain clear and ongoing communication with the students, their family, and relevant professionals throughout the process.

Concerns about a student’s Fitness to Board may be prompted, for example, by:

• mood swings or unusual behaviour (e.g. aggressive, withdrawn, obsessive, overly effusive or elated, distressed, irritable)

• significant non-attendance or lack of engagement

• a sudden deterioration in performance or motivation

• changes in appearance or obvious signs of ill health (e.g. dramatic weight loss or gain, ongoing lack of personal hygiene and care)

• inappropriate behaviour (e.g. inappropriate touching, invading personal space,

• excessive, unexpected and prolonged laughter or chattering, uncharacteristically bad language such as swearing)

• withdrawal from social, cultural, or sporting activities once considered important

• lethargy or signs of lack of sleep, or unusual disorientation

• signs of substance/ alcohol misuse

• signs of or information about specific episodes (e.g. self-harm/suicidal thoughts or attempts)

• changes in behaviour or health that make the student’s use of equipment etc., dangerous to themselves and/or to others

3.3

If concerns have been identified by, or raised with, a member of staff, then it will be determined if there can be an attempt at informal frontline resolution, or if the level of concern means that the Fitness to Board procedure should be initiated as follows.

4.0

Fitness to Board procedure

4.1. Stage 1 – Emerging and/or initial concerns Stage 1 is initiated when a member of staff has emerging or initial concerns about an individual student’s Fitness to Board. The student will be invited to meet with members of the pastoral team to discuss the issues raised.

During the meeting the nature of the concerns should be clearly identified, documented, and communicated to

the student in an initial Support Plan (Appendix 1). The student should be encouraged to discuss the issues, including the potential impact on themselves and others. The plan will be devised to provide support for the student and expectations for the student and staff to observe. The Support Plan will have a review date, and the consequences of not adhering to the Support Plan must be made clear to the student. This may involve progressing to Stage 2 of the procedure.

A copy of the Support Plan must be sent to the student, and their parent/guardian within five working days of the meeting. If a Support Plan cannot be agreed at Stage 1, and if the circumstances give rise to increased concern about Fitness to Board the proceedings must move to Stage 2.

The student and member(s) of staff should agree a date to meet, generally within two to four weeks of the initial meeting, to review the situation, to confirm that the student has accessed support, and to discuss the effectiveness of that support. The key points and action points arising from this discussion should be recorded and communicated to the student and a copy of the updated Support Plan must be sent to the student and their parent/guardian within five working days of the meeting.

4.2. Stage 2 – Continuing and/or Significant Concerns Stage 2 is initiated if staff have continuing and/or significant concerns about an individual student’s Fitness to Board. The student will be invited to meet with the pastoral team (potentially Deputy Head/DSL at this stage, if they have not been involved before) to discuss the issues.

During the meeting the nature of the concerns should be clearly identified, documented, and communicated to the student in an initial Support Plan (Appendix 1). The student should be encouraged to discuss the issues, including the potential impact on themselves and others. The Plan, which will ideally be agreed, will be devised to provide support for the student and expectations for the student and staff to observe. The Support Plan will have a review date, and the consequences of not adhering to the Support Plan must be made clear to the student. This may involve moving to Stage 3 of the procedure, where a period of absence from boarding may be considered necessary.

A copy of the Support Plan must be sent to the student, and their parent/guardian within five working days of the meeting. If a Support Plan cannot be agreed at Stage 2, and if the circumstances give rise to increased concern about Fitness to Board, the proceedings must move to Stage 3.

The student and member(s) of staff should agree a date to meet, generally within two to four weeks of the initial meeting, to review the situation, to confirm that

the student has accessed support, and to discuss the effectiveness of that support. The key points and action points arising from this discussion should be recorded and communicated to the student and a copy of the updated Support Plan must be sent to the student and their parent/guardian within five working days of the meeting.

4.3 Stage 3 – Persistent and/or Grave Concerns Stage 3 is used if there are persistent and/or grave concerns about a student’s Fitness to Board.

In initiating Stage 3, the Head/Deputy Head (Pastoral) will call a ‘Fitness to Board Panel’ meeting with the student and a parent/guardian to discuss the situation.

The Fitness to Board Panel will normally include:

• The Head

• The Deputy Head

• The Head of Boarding

• Head of Key Stage / DSL (if necessary)

The Fitness to Board Panel will clearly identify the nature of the concerns and the student should be encouraged to discuss the issues, including the potential impact on themselves and others. The Panel will then determine an agreed action which will normally be one of the following:

• conclusion because there is no longer a concern regarding the student’s Fitness to Board; or

• reverting to Stage 1 or 2 because the level of concern regarding the student’s Fitness to Study has decreased; or

• a Support Plan; or

• a recommendation for removal from boarding on health and wellbeing grounds. This removal may be in whole or in part.

If the Fitness to Board Panel determines that there will be an updated Support Plan, the student will be invited to meet with the appropriate member of staff to receive and discuss the Plan. The Plan will have a specified review date, and the consequences of not adhering to the Support Plan will be made clear, i.e. removal from boarding.

If the action is a removal from boarding, the student and a parent/guardian will be informed, and a formal letter will follow.

Removal from boarding would only be recommended in the most serious of cases, and when all avenues of support have been exhausted and when the student and parent/guardian has not chosen to leave boarding voluntarily. The removal from boarding is intended to give the student time away from studies to address health and wellbeing issues, in order to return to Sibford School to resume study at the earliest opportunity.

4.4 Alternatives to Removal from Boarding

Before deciding to refuse an individual the opportunity to board or, if the student is already a boarder, before deciding to remove an individual from boarding, the following reasonable adjustments and alternatives will be considered:

• Reasonable Adjustments. Modify the environment or routine to better suit the individual’s needs.

• Move Rooms / Single Room. Reassign the individual to a different room or provide a single room to address specific needs or issues.

• Adapt Demands. Adjust expectations and responsibilities to accommodate the individual’s current capabilities and needs.

• Supervision (e.g., of Eating) Provide additional supervision or support for activities such as eating, personal care, or social interactions.

• Mediation. Facilitate mediation sessions to resolve conflicts or misunderstandings with peers or staff.

• Training. Offer training and support for staff and peers to better understand and assist the individual.

• Bespoke Programme. Develop a tailored program that addresses the specific needs of the individual, incorporating personalized support and interventions.

4.5 Preventing Isolation and Planned Returns

Efforts will be made to prevent isolation of students who may face challenges related to fitness to board. This may involve implementing support networks, buddy systems, or peer mentoring programs. Additionally, planned returns to boarding following periods of absence will be carefully managed to ensure a smooth transition and ongoing support for the student.

5.0 Expectations of Taking Responsibility

To maintain their place in the boarding community, boarders are expected to take responsibility in the following areas:

• Health. Engage with medical support and follow prescribed treatments and interventions.

• School Life / Participation. Actively participate in school activities, classes, and community events.

• Safety Plans. Adhere to safety plans and protocols designed to ensure their well-being and the safety of others.

8.0 Conclusion

The Fitness to Board Guidance reflects our commitment to promoting the well-being and inclusion of all students within the boarding community. By prioritising the physical, emotional, and social needs of students, we aim to create a safe and supportive environment where every individual can thrive and live harmoniously within our community. By considering reasonable adjustments and alternatives to removal from boarding, we strive to support each individual’s needs while maintaining the well-being of the entire community.

Level of Concern Staff Responsible Action

Stage 1 - Initial and/or emerging concerns

Houseparent / Head of Boarding

Stage 2 - Continuing and/or significant concerns

Stage 3 - Persistent and/or grave concern

Head of Boarding and Deputy Head (Pastoral)

Student is invited to a meeting to discuss concerns.

Possible Outcomes

Identify support options and agree an initial Support Plan (Appendix 1) and set review date 2-4 weeks after initial meeting.

Or

Move to Stage 2 if the level of concern has increased

Fitness to Board Panel (Head; Deputy Head Pastoral; Head of Boarding)

Head of Key Stage / DSL if necessary

Student is invited to a meeting to discuss concerns.

Student and parent/ guardian is invited to a meeting to discuss concerns.

Identify support options and agree a Support Plan (Appendix 1) and set review date 2-4 weeks after initial meeting.

Or

Move to Stage 3 if the level of concern has increased

Identify support options and agree an updated Support Plan (Appendix 1) and set review date 2-4 weeks after initial meeting.

Or

Removal from Boarding

APPENDIX 1 SUPPORT PLAN

Fitness to Board - Support Plan

Date

Student Name

Year Group

Staff Member / Title

Houseparent / Head of Boarding

Head of Boarding and Deputy Head (Pastoral)

Fitness to Board Panel (Head; Deputy Head Pastoral; Head of Boarding)

Head of Key Stage / DSL if necessary

Learning Agreement No / Yes

Please insert any relevant details as appropriate:

Stage (Please circle one)

1 = emerging or initial concerns

2 = continuing and/or significant concerns

3 = persistent or grave concerns

Brief outline of the concerns discussed:

Outline of support services discussed (e.g. Wellbeing Counsellor, school nurse, GP, private therapy etc.)

Student comments

Student Action Points

(e.g. medication and support requirements, review meetings etc.)

Staff Action Points

(e.g. communication with other members of staff, assessment arrangements etc.)

Any other information / comments Outcome

(e.g. No action, monitor and review in 2-4 weeks, progress to next stage etc.)

Date of review (which must be within 2-4 weeks) (insert date)

DECLARATION:

I have read and understood the Fitness to Board guidance and understand that until Sibford School is satisfied that the concerns about my Fitness to Board have been resolved I may progress to later stages within the guidance.

I understand the nature of the concern(s) raised as explained to me and outlined in this document as well as the possible impact/consequences that this/these concern(s) may have upon my own fitness to board.

I also understand the impact that this/these concern(s) may have upon the community of staff and students who are working and studying at Sibford School and to which I belong. I have agreed to work towards the Support Plan outlined above, which has been developed to support me.

I understand that, if I am unable or unwilling to carry out the Support Plan, Sibford School will need to consider taking appropriate or remedial actions as my situation may require.

I understand and consent to information surrounding my fitness to board being shared to those people considered necessary by Sibford School.

Whilst I understand that Sibford School has a duty of care to support me, ultimately I am responsible for my own health and wellbeing and it is my responsibility to be fit to board.

I am also signing to agree to my progress being reviewed within the time specified above in order to review the improvement I have made.

Student’s Name Signature

Staff Member Signature

Date

Review date