Boarding Handbook
2014/15
Accommodation Policies and Procedures
Boarding Handbook
- Section One: Welfare Policies & Procedures
- Section Two: Organisational and Management
- Section Three: Welfare
- Section Four: Staffing
- Section Five: Premises
Section One:
Welfare Policies & Procedures
Statement of Boarding Principles & Practices
Aim of Boarding
Abbey College Cambridge aims to provide boarding facilities of the highest standard to allow students to thrive in their educational studies. We give our students an appropriate degree of independence while monitoring and being supportive of a healthy and safe lifestyle. We also take great care to help our students to adjust to being away from homes for what may be the first time.
The ethos is of mutual respect which is maintained throughout the school and boarding and at all levels from the staff and students.
Our students are cared for by the Boarding Team who live in the property and who are available to help our students at all times outside of the school day. They take their meals with the students, organise social activities and are on hand for support and advice. Our Boarding Team is assisted by an Accommodation Manager and the college Vice Principal (Pastoral).
Boarding facilities
Milton Road: Opened in September 2011, our Milton Road building is designed to accommodate the needs of Compulsory School Aged Students (14-16). The Boarding Team look after the welfare of nine students. Study programs, sporting and weekend activities are part of the program provided. Over the year students will learn important life skills (such as cooking and money management) which will allow them to move to one of the different accommodation blocks the following year. The accommodation is of high standard comprising ensuite bedrooms, a student study, a TV room, a games room and a large kitchen diner where all students and Boarding Team eat together.
Missing Pupil Policy
Missing at Curfew
If a student is not in residence at curfew, the following procedure is followed:
- The member of staff on duty will call the student to explain that they are breaking the curfew and need to return to accommodation immediately.
- If there is no answer from the student, a phone and text message is left and staff continue to call at intervals.
- Check with other staff if they have seen or been in contact with the student.
- Search common areas.
- Check with the students friends.
- Check all student rooms informing each student that if the missing student is not located by an agreed time the police will be called
- If no response and/or student is not found within one hour, boarding staff contact the Senior Leadership Team on the emergency phone, then call the police.
Once the student has been found appropriate disciplinary action is taken and the college is informed.
If a student wishes to stay away from the accommodation over night or past normal allowed curfew they must ask a parent/guardian to submit a request in writing at least three days in advance. If the student will be staying out of the accommodation a parent/guardian must supply the name and address and contact number of a suitable adult with whom the student will be staying.
If a student fails to meet curfew as they are with a parent or guardian the Boarding Team must contact that guardian to explain the need for a written letter of consent.
Persistent lateness or failure to sign in will result in a referral to the student’s Head of Year or Vice Principal (Pastoral).
Behaviour and Restraint
Behaviour at College accommodation should be consistent with college policy. Students are expected to treat the accommodation as an extension of the College and should treat all staff with the same respect they would treat a teacher or member of College staff.
The following rules should be followed at the accommodation, failure to do so will result in punitive measures outlined in the discipline section.
Please see the staff handbook regarding restraint and the full behavioural policy for the school.
Boarding Rewards and Sanctions
A school ethos of encouragement is central to the promotion of good behaviour. Rewards are one means of achieving this. They have a motivational role in helping pupils to realise that good behaviour is valued, and are clearly defined in the procedures. Integral to the system of rewards is an emphasis on praise both informal and formal to individuals and groups.
Pupils should be praised and encouraged at every opportunity in order to create a positive climate and to show that we recognise effort and achievement. There are many ways in which pupils can be rewarded for positive effort and achievement. Some of these are:-
Verbal praise, both formal and informal
Display of pupil’s work around a classroom or in the school corridors
Postcard home
Prizes at the end of the Year
Rewards in Boarding for maintaining rooms well and helping with the household may include extra activity for example a movie night, pizza or bowling.
Sanctions include detentions, early curfew, ‘grounding’ students, IT resources limited and contact home. Please refer to the staff handbook for more details on behaviour.
General Boarding House Rules
1. If you go out then you must be back in your room by before the curfew. This includes weekends.
2. No smoking anywhere in the building.
3. No alcohol is to be brought onto the site or consumed anywhere within the building.
4. No loud music.
5. No friends are allowed in the building after curfew.
6. No pets or animals.
7. Always lock your door if you are not in the room.
8. You must keep your room clean. Regular inspections are done on all of the rooms.
9. If the fire alarm sounds then you must evacuate the building. DO NOT TAKE ANY OF YOUR BELONGINGS WITH YOU. (The fire assembly point is in the back garden).
10. Doors must be closed at all times. Do not prop the doors to your cluster or the hallway to it open.
11. You must not in any way tamper with the fire alarm or smoke detector in your room.
12.Breakfast and Dinner is to be eaten in the kitchen only. No food is to be consumed in the bedrooms only in the kitchen. You must keep any groceries that you buy in the kitchen. Do not leave milk out of the fridge; if you use it put it back.
13. If you do buy any other food then it must be stored properly. Once the food items are open, keep them in airtight containers (these can be bought for between 0.50p and £1.50 from most supermarkets) with your name and room number clearly written on it.
14. Throw away food products that you buy once they have exceeded their “best before end” date.
Responding to a Complaint by a Student
In the event of a complaint made to the Boarding Team the complaint should be passed, in writing, to the Boarding Manageras soon as possible and records will be kept on the T drive and discussed with the Vice Principal Pastoral. If the complaint is about the building or the services provided at the accommodation the complaint should be passed to the Accommodation Manager in the first instance. Pupils will not be penalised for making a complaint.
In the event of a complaint made to a College staff member about the conduct of a member of the Boarding Team, the complaint will be dealt with by the Principal.
A formal complaint will follow that outlined in the Complaints Procedure Policy on the website and in the Parents Handbook. If the complaint is made about a member of staff, the College Disciplinary Policy will be followed if deemed appropriate by the Principal.
Health Education
All students at college undergo continuing Personal, Social and Health Education (PSHE) and receive support and guidance from staff who promote and educate healthy lifestyles and are able to advise on health risk topics such as misuse of substances, smoking, sexual health and ‘staying safe’.
The College has appropriate policies to support and guide staff and students.
The College has a Nurse dedicated to support the students with any health issues which arise.
The Nurse can advise on health topics and invites specialist guest speakers. A drop-in and appointment system is available for students to talk openly and in private to her.
Students are also welcome to approach any other member of staff with their concerns and personal issues.
The students are informed of many professional contacts outside of college from whom they can also obtain health information and guidance from. (See useful contacts).
The Boarding Team will ensure that they offer appropriate support and guidance but that they do not offer advice which may alter or influence the student with their decisions.
If any member of the Boarding Team has concerns for a student’s health or welfare they will report their concerns to a member of College staff who can help refer to the appropriate health professional.
At Abbey College Cambridge any student from the boarding house who telephones reception, unwell, will be contacted by the Nurse or a senior member of staff.
The nurse will arrange house visits if they are unable to and are too unwell to attend College.
Smoke Free Policy
Introduction
In compliance with the Law, smoking is not allowed in any College building. This policy applies to all employees, students and visitors to the college. The College also would remind students that it is illegal for retailers to sell cigarettes to anyone under 18 years old.
Aims and Objectives
To protect all college users from the harmful emissions of tobacco smoke
To promote good health through education of the harmful effects of smoking
To ensure support for students and employees who want to stop smoking
Smoking
Smoking is permitted in college grounds only in the following designated areas:
At the designated area at the rear of the Station Road garden (not at the front of the college)
In the car park at the rear of the Glisson Road building
All cigarette litter must be disposed of in the receptacles provided.
Milton Road
There is no smoking in any of the building or grounds of the boarding house Students known to smoke will be given advice on smoking cessation and referred to the College Nurse.
Support to stop smoking
The College recognises that smoking is an addiction and is harmful to health and offers the following help and support:
Stop smoking advice and the harmful effects of smoking will be displayed on
The Health Notice Board.
The College Nurse for information, advice and referral to stop smoking experts
General Practitioner (GP/Doctor) for Nicotine Replacement Therapy (Chewing gum, patches etc)
NHS Free Smoking Helpline 0300 123 1044
Local Stop Smoking groups (ask the College Nurse or Doctor) or look online
A Pharmacist (e.g. Boots)
Boarders Health
Abbey College Cambridge employs a full time Registered Nurse. She has her clinical room in Norman House where students may see her at her ‘drop in’ clinic or by appointment.
If required she may refer students to the GP, dentist, physiotherapist, counsellors and other health professionals.
During induction, all new students are registered with a local Doctors Surgery and the National Health Service. New students have an appointment with the nurse who records details of any medical conditions. If a student is too unwell to attend college, the nurse will make a home visit.
Parents are kept informed by email or telephone if their child is unwell.
The nurse has medical records of all boarders and any relevant information is shared with boarding staff and is recorded on the medical section of SIMS. These records are kept in accordance with the data protection act. The nurse will make arrangements with all students who have a medical condition to have a Health Care plan. This information will be shared appropriately with Staff who need to know. Permission to share is given by the student concerned.
The nurse promotes health and welfare issues throughout the school. She runs CPD for staff on certain illness which effect students within the college.
In an emergency 999 is always dialled and the Boarding Team have emergency numbers of all parents and providers of the students. Sick bays are well supplied and monitored as part of the nurse role and duty.
Every student must submit a medical formdetailing all relevant medical history, illness, allergies and intolerances and current prescribed medications. The forms must be signed by a parent or guardian to give consent for a student to receive basic medical attention from a member of College staff or HP. Parents must specify if their child requires specific medical attention, medication or dietary requirements.
If a student receives prescribed medications parents must specify if the child is capable of self-administering or if the Boarding Team should be involved in the administering of medicines. All medications, prescription or otherwise, should be kept in a secure location where only the recipient of the medication, i.e. the student who self-administers, or a member of staff have access to it. Medicines which are prescribed by the GP and/or are offered/administered by the nurse are recorded by the nurse and boarding staff.
The Boarding Team must keep a written account of any medical issues that arise during the school year or if medicine or first aid attention is given to the student. These records can be found on Student files.
Medical information is made available to all members of staff that may interact with the students as the nurse feels is appropriate. All information kept about the students is treated with appropriate confidentiality.
Continuing Professional DevelopmentName / Date / Course / Course Co-ordinator / Certificate
Steve Tyler / September 2013 / Child Protection Training Level 1 / Karen Lonsdale / Yes
Steve Tyler / Oct 2013 / Leading the Boarding Team / BSA / Yes
Steve Tyler / Dec 2013 / First Aid at Work / Red Cross / Yes
Steve Tyler / Oct 2013 / Child Protection Training Level 2 / Barabarani educational services / Yes
Steve Tyler / Nov 2013 / Child Protectection Training Level 3 / Barabarani Educational services / Yes
Yvonne Garrod / July 2012 / Child Protection Training Level 1 / Karen Lonsdale / Yes
Shully Liu / July 2012 / Child Protection Training Level 1 / Karen Lonsdale / Yes
Dawn Kent / September 2013 / Child Protection Training Level 1 / Karen Lonsdale / Yes
Helen Dawson / September 2013 / Child Protection Training Level 1 / Karen Lonsdale / Yes
Daria Grigoryeva / Jan 2014 / Child Protection Training Level 1 / Karen Lonsdale / Yes
Joanna Costin / Jan 2014 / Child Protection Training Level 1 / Karen Lonsdale / Yes
Contingency Plan: Unable to get into host family or boarding house
All students arriving in Cambridge to start on a course of study at Abbey College will have pre booked accommodation either with a host family or in the boarding house.
The student and agent will have been e-mailed a booking letter confirming the type of accommodation booked, the contact name of who will meet them, the full address, a contact telephone number for the person meeting the student, the expected date and time of arrival at the accommodation and the emergency contact number.
The host family and Boarding Team will have been given the expected date and time the student will arrive, contact details if the student has a mobile number (this only happens on very rare occasions as most students do not have a phone when they arrive), details about how the student is arriving in Cambridge and the emergency contact number.
Panther Taxis
Panther Taxis are booked to pick up most students directly from the airport.
Details for booking a taxi on account are:
Acc Number: 0528
Password: ABBCAM12
Acc Name: Abbey College
When the booking with Panther is made they are given the students full name and all fight information. Panther check the status of the flight before sending a driver to the airport to make sure the arrival terminal has not changed or to see if the flight is delayed. Panther are instructed to meet the student in the arrivals lounge of the terminal that the flight arrives in. They hold an A4 sign that says “Abbey College” and the students name written underneath. Panther display the students name in the format that is e-mailed to them (FAMILY NAME, First Name) so that the students can easily identify themselves.
The following is the information that is given to student if they have requested Panther Taxis to pick them up:
“A driver from Panther Taxis will collect you and take you direct to the accommodation. You do not need to pay this driver, as the cost of the transport will be charged to your account. Please look carefully for the driver, who will be waiting in the arrivals lounge when you come out of Customs, holding a notice with your name written on it. If the taxi is not there they may have been a bit delayed, it is a good idea to telephone their number (+1223 715715) to check. Please note that if you do not take this taxi you will still be charged for it.”