POLDOC Aug 02(e)

FIVE ISLANDS SCHOOL BOARDING HOUSE

BOARDING PRINCIPLES & PRACTICE

This document is approved by the following members of the Boarding House management committee:

Name date
CONTENTS
Page

STATEMENT OF AIMS 5

REGULATION 5

CHILD PROTECTION 5

ANTI-BULLYING 6

PARENT CONTACT 6

HEALTH & SAFETY 6

HEALTH & MEDICAL ATTENTION 8

STAFFING 9

PARENTS’ LIAISON GROUP 9

MEETINGS 10

BOARDERS’ VIEWS 10

NEW CHILDREN 10

BOARDERS’ PERSONAL REQUIREMENTS 11

TRANSPORT 12

DAILY ROUTINES 12

HOMEWORK 14

FOOD 14

FRIENDS & VISITORS 15

PRIVACY 15

PERSONAL RELATIONSHIPS 16

UNAUTHORISED ABSENCE 16

DISCIPLINARY PROCEDURES 17

COMPLAINTS PROCEDURE 19

RESPONSIBILITIES OF PARENTS/GUARDIANS 20
ADMINISTRATION 20

FINANCIAL 21

INSPECTIONS 21

EQUIPMENT LIST 22

MEDICINES POLICY NOTICE 24


STATEMENT OF AIMS

The prime purpose of the School Boarding House is to accommodate children from the off-islands of Scilly to enable them to pursue their secondary education on St Mary’s and to support and encourage each child to achieve her/his full potential.
The safety and security of boarders is given a high priority, with systems in place to minimise risks whilst having regard for children’s freedom.
The development of social skills through the interaction of community living is recognised as having great importance and benefit to children from small, geographically-isolated communities, some of whom might be the only children of their age on their island. Weekly boarding here provides an ideal opportunity to develop these essential skills and to gain the confidence and self-reliance needed when they leave us to continue their education on the mainland.
To this end, the participation in after-school clubs and activities and other social and recreational opportunities on St Mary’s is encouraged.
We endeavour to achieve the above aims within a warm, supportive and secure family environment in partnership and with full and open communication with parents/guardians.

REGULATION

The School Boarding House is registered with the Local Education Authority and is also subject to statutory regulation by the Commission for Social Care Inspection(CSCI) under the powers of section 23(1) of the Care Standards Act, 2000.

CHILD PROTECTION

Child protection procedures are as for the Secondary School. The named person for child protection is currently the Headteacher.
A complaints procedure is established by the school. Children are encouraged to take problems or concerns to any member of staff. They are also provided with the name and telephone number of an independent adult who may be contacted at any time if a child feels insecure or threatened. The children will have been introduced to this adult at the beginning of their time at the boarding house and she will also make periodic visits throughout the year.
The contact number for this adult and that of Childline are displayed in the children’s ‘phone booth.

For further guidance, please refer to the school’s Child Protection Procedure and Complaints Procedure.


ANTI-BULLYING

The Five Islands School is working towards establishing a ‘bully free’ environment, where everyone feels safe. All reports of bullying are taken seriously. Bullying is considered to be where any person feels threatened or intimidated by another, whether verbally, emotionally or physically. This intimidation is unacceptable social interaction and will not be tolerated. Incidents of bullying will be thoroughly investigated and all parties involved will have the opportunity to discuss the matter. Reference should be made to the school’s ‘Anti Bullying Policy’ and ‘Child Protection Policy’ for further guidance.


PARENT CONTACT

A payphone on an independent line is available for the use of boarders and is located in a booth for privacy. The numbers of the named independent adult referred to above and the Childline number are displayed there. Boarders may also receive incoming calls on this number and will always have the right to contact parents/guardians in privacy at any time of the day or night, although we discourage the use of the 'phone during homework time and after official bedtimes.
Should parents wish to contact the Houseparents, they may be contacted on the office telephone (01720 423277) between the hours of:
Monday to Thursday 7.30am – 9.00am and 3.30pm – 11pm.
Fridays 7.30am – 9.00am.
There is an answering service for messages left outside these times.

The Boarding House is not staffed during the school day or at weekends.


HEALTH & SAFETY

Health & safety have a high priority at the Boarding House. Boarders and staff have a responsibility for the health and safety of themselves and for others.

Fire
-Fire drills will take place at least once per school term.
-The Fire Service will give fire safety training to all residents. This will be arranged by the Houseparents to take place in the autumn term to ensure that new pupils are acquainted with fire safety procedures as soon as possible.
-Fire alarms and magnetic door releases shall be tested weekly. Emergency lights shall be tested monthly. The dates and results of these tests will be entered in the Boarding House safety records.
-The fire appliances shall be inspected annually by an independent expert who shall enter details in the Boarding House safety records.
-Fire safety signs and directions are posted throughout the building.
-Corridors and doorways shall be kept clear at all times.
-The magnetic fire door restraints shall be released last thing at night
-The signing in/out register is a vital document that will be used by the emergency services should a rescue operation be necessary – for this reason it must be rigorously maintained.

Security
The Senior Houseparent will issue keys to staff.
The back doors will be locked at all times during the day when the building is unattended.
The front porch will be left open during the day for deliveries; the inner door will be kept locked until 3.30 p.m.
Security checks of the building are carried out after 10.30pm each night to ensure that all outside doors are locked (windows are fitted with security restrictors to deter entry by intruders) and that the outside security lights are operational.
Checks on general safety will be made weekly; repairs or maintenance will be referred to the appropriate expert.

Electrical safety
The building’s electrical systems are subject to full safety inspections at least every five years.
Boarding House portable mains electrical appliances are tested for earthing safety annually. Mains electrical equipment owned by boarders will, if on the premises, be tested at that time. For reasons of safety, electrical equipment brought into the Boarding House after the annual testing must have a current label indicating earth safety (a qualified electrician will test and certify appliances at a nominal cost).

Hazardous activities
Some activities regularly undertaken by children whilst in the care of parents, e.g., swimming, are in a high-risk category and are regulated under L.E.A. policies for the periods when children are in our care. Boarding House staff cannot provide the specialist supervision required under health and safety regulations and consequently we are unable to allow these activities to take place. In our situation this applies mainly to water activities of any kind, unless undertaken as part of an organised and properly supervised event, e.g., sailing club.
The use of boarders’ own boats to travel to and from St Mary’s or the use of any vessel during the week while in our care cannot be permitted.

Bicycles, skateboards, roller blades, etc. are not encouraged as their use cannot be supervised and the roads around the Boarding House can be busy (and with a 60mph speed limit they present an obvious danger to off-island children). If these items are brought, it is the responsibility of parents to ensure that appropriate safety equipment is provided.
Motorcycles may not be brought to the boarding house.


Cleaning
The Boarding House is cleaned regularly as stipulated in the cleaning schedule. Cleaning substances must be handled in accordance with the COSHH safety data sheets held within the Boarding House health and safety records and also in each cleaning cupboard, along with the necessary protective clothing and equipment.
These cupboards are kept locked when not in use.
When alternative cleaning products are ordered, the safety data sheets must be requested from the manufacturer and copies added to the records and in each cleaning cupboard where they are stored.

Food & hygiene
Staff involved in preparing food and maintaining the kitchen will complete the Institution of Environmental Health Officers' Health & Hygiene course.


HEALTH & MEDICAL ATTENTION

Children who fall sick during the week will be cared for in the short-term at School or, if more serious, at the Boarding House until the child can resume lessons.
For illness lasting or likely to last for more than a day or for contagious conditions, the child will be returned home or to the Hospital, depending on the illness and its severity.
Parents / guardians will be informed at once of all cases of illness which require an appointment with the doctor, the prescribing of medicine or the taking of time off school.

Doctor/dentist appointments
The school is unable to provide staff to accompany children on medical appointments.
Parents should make arrangements to accompany their child when the appointment is made. If appointments are made after 3.30pm it may be possible for Boarding House staff to accompany the child, by prior arrangement.
Pupils may choose whether or not they are accompanied.

Prescribed and non-prescribed medicines
Medicines may be distributed to the children in accordance with the ‘Policy for Distribution of Medicines’, issued by St. Mary’s Health Centre (copy attached at back of this document).
Parents will be informed of this in advance of their children joining us and will be asked if any medicines are inappropriate for their children.
The distribution of medicines is recorded in the Medical Report Book.

Medical consent and parental responsibility
All parents/guardians will be asked to complete a medical form. Staff are acting in loco parentis and therefore need this information and parental permission to help them properly exercise their duty of care. Signing the medical consent form gives houseparents the right to assume parental responsibility in accordance with the following guidelines:
In all but the most extreme emergencies, parents will be asked to give their prior consent to the medical or psychiatric examination or treatment of their children, even though they have consented to a houseparent acting as a person with parental responsibility. In almost every case the giving of medical treatment to a child will remain a matter to be finalised by the doctor and parent in consultation.
In the absence of a parent or person with parental responsibility, the person who has care of the child may do what is reasonable in all circumstances for the purpose of safeguarding and protecting a child's welfare. This will allow the person having care of the child to sign consent for emergency treatment if a person with parental responsibility cannot be located.
Our intention will always be to contact parents / guardians before any emergency medical treatment is given. The above paragraphs will apply only if concerted attempts to contact parents/guardians have failed, or if the need for treatment is particularly acute.
Parents/guardians are asked to provide accurate contact telephone numbers for all times so that matters of medical consent can be communicated between parents/guardians and medical staff.


STAFFING

The normal complement of staff is two full-time live-in Houseparents (one of whom is the Senior Houseparent), one full-time Housekeeper/Houseparent and a part-time Houseparent.
Our maximum capacity is for 32 boarders, which requires three Houseparents to be on duty during the times when the children are in residence.
In case of emergency, e.g., staff sickness, we may operate for short periods with two Houseparents, however, this shall not continue for extended periods and cover shall be arranged from the supply register of approved persons.
For safety reasons, there shall not be less than two staff members on duty when the children are in residence.
The Boarding House is not staffed during the school day and there is no access for boarders except in emergencies, when the School Secretary will first locate and contact Houseparents.

When non-staff adults (e.g. maintenance contractors, parents) who have not successfully undergone a Criminal Records Bureau check are on the premises, they shall be accompanied by a member of staff.


PARENTS’ LIAISON GROUP

The purpose of this group is to facilitate effective communication between parents, boarding house staff and management. It is made up of a representative from each of the off-islands, the Headteacher and a Houseparent. The group meets every half-term to discuss issues regarding the operation of the boarding house. Each representative will contact all parents on their island before these meetings and present their comments.
Individual children are not discussed at these meetings: parents are asked to contact Houseparents directly and in confidence on matters regarding their children.

MEETINGS

The Houseparents meet at the beginning and end of each day to discuss the children and events and to complete the diary and other records.
Meetings are also held with the Headteacher and the Governor having responsibility for boarding, as required.
The Senior Houseparent will produce a report for the half-termly meetings of the Boarding House Management Committee. These meetings are minuted and copies distributed to governors and PLG representatives.
The live-in Houseparent will hold half-termly meetings at the Boarding House with island representatives of the Parents’ Liaison Group. These meetings will be held on the Thursday preceding the above Management Committee meeting and the minutes presented by the Houseparent to that meeting.


BOARDERS’ VIEWS

Boarders are encouraged to express their views and to contribute to the operation of boarding. Two representatives are elected annually, one for the girls and one for the boys. These rep’s also attend the half-termly meetings of the Boarding House Management Committee, described above.
A suggestion box is provided for boarders to make comments, anonymously if they wish. These suggestions are discussed with the group weekly.
Boarders are also consulted about meals when menu planning.


NEW CHILDREN

A package will be sent in May to parents / guardians of Year 6 off-island children. This will include separate letters to parents / guardians and to the children themselves. It will also include a copy of this document.

The induction programme will include visits by Houseparents to the children at their schools, an invitation to lunch at the Boarding House for parents and children, a daytime visit to school and finally staying overnight for the last week of the summer term.


BOARDERS’ PERSONAL REQUIREMENTS

A full list of items required by boarders is included at the end of this document.

Clothes
Boarders should bring sufficient clean school clothes, P.E. kit and casual clothes to last for the school week. In emergencies, houseparents may launder clothes but this must not be relied upon. A drying room is available for clothes should children get wet in bad weather. Boarders may bring a pair of indoor shoes or slippers with them; muddy outdoor shoes must be removed in the hallway.

Bedding
Boarders should be provided with a duvet and cover, a bottom sheet and a pillow and pillowcase. On at least every second Friday, boarders are required to remove their duvet covers, sheets and pillowcases and take them home for laundering.

Pocket money
There is generally no need for boarders to carry very much money with them but this is entirely a matter between boarders and their parents/guardians. We would encourage boarders to hand in larger sums of money to Houseparents for safekeeping.

Personal belongings
It is very rare for money or other items to go missing, however, Houseparents cannot take responsibility for any items unless they are specifically requested to do so. In such cases, items will be locked away in the office.
Any personal possessions that in any way present a threat to health & safety or disrupt and disturb the day-to-day life of the boarding house will not be allowed. We expect that parents will support us in this. Examples of items that we may disallow are Hi-Fi equipment and electronic games (if noisy, over used, or used after ‘lights-out’).
Mobile Phones should not be used after ‘lights out’ and boarders may be asked to hand phones in to the office before bedtime to avoid disturbance to other dormitory residents.
Footballs and other items of sports equipment are to be handed in at the office for safekeeping and not taken to corridors or dormitories.

The following should not be brought into the Boarding House:
-Pets.
-Televisions.
-Fan heaters (for safety reasons).
-Any item capable of producing a flame.
-Alcohol or tobacco in any form.
-Chewing gum or Bubble gum (our carpets have suffered too much already).
-Inflammable liquids of any description.
-Pocket-knives (unless for a specific use, e.g. cadets, when they will be handed to a Houseparent for safe-keeping until needed).
-Motor-powered vehicles
-Aerosols (e.g., deodorant; they can kill instantly and we cannot supervise their use).
-Any item having the potential to present a health & safety hazard.

TRANSPORT

Transport between the off-islands and St Mary’s is provided by licensed boat operators under contract to the I.O.S. Council.
Under certain circumstances such as bad weather or unfavourable tides, children may be taken home earlier or later than normal, at the discretion of the boat operators. Parents will be informed as soon as possible.
Under no circumstances shall children travel un-accompanied in their own boats.

Bad weather preventing transfer by boat
In the event of bad weather preventing boarders from reaching St. Mary's, parents/guardians should inform the Boarding House staff. Parents/guardians are expected to arrange their children’s earliest arrival when weather permits and to inform Boarding House staff of their estimated arrival time so that baggage transport can be arranged.
In the event of bad weather preventing boarders from going home on a Friday afternoon, parents/guardians will be informed as soon as possible.
Boarders will be kept at the Boarding House under the supervision of the Houseparents; if transfer on Friday is impossible boarders will be fed and looked after overnight, although meals will inevitably be simple. This will continue for the whole weekend if necessary. A charge may be made to cover the cost of extra food etc., as the Boarding House runs on a very tight budget and we would not wish to deplete our catering fund.

Travel during the week
Boarders occasionally return home during the week, e.g., for important family occasions. It is the responsibility of parents/guardians to arrange transport and to inform Boarding House staff of leaving and return times


DAILY ROUTINES

MONDAY AM: Arrive at St. Mary's quay between 0830 and 0845. The children will be met by a Houseparent and a council vehicle that will transport their luggage. They will then walk to the Boarding House and deposit their bags in their rooms. They will leave for school by 09.10.

MONDAY PM – FRIDAY AM:
Morning call 7.30am
Breakfast 7.45– 8.10am
Leave for school by: 8.25am
Leave school 3.35pm (or later if attending extra-curricular activities).
Tea 5pm
Homework 6pm –7pm
Year 7 Bedtime. 9pm Lights out at 9.15pm
Year 8 Bedtime. 9.15pm Lights out at 9.30pm
Year 9 Bedtime. 9.30pm Lights out at 9.45pm
Year 10 Bedtime. 9.45pm Lights out at 10.15pm
Year 11 Bedtime. 10pm Lights out at 10.30pm
THURSDAY EVENING: Pack bags in preparation for return home.
FRIDAY PM: Leave school at 2.35pm, go straight to the Boarding House and load bags on the vehicle. Walk to St. Mary's quay where a Houseparent will see them onto the boats. Depart between 3.00 and 3.30pm.

Domestic chores
On return from school on Monday, boarders are required to unpack their bags and make their beds. Each morning, all personal possessions should be put away in drawers or on shelves to permit cleaning by the Housekeeper. Rooms will be kept in a reasonable state of tidiness. Floors must be kept clear at all times so as not to impede evacuation in case of emergency.
Boarders are assigned a number of duties during the year when it is their turn to clear up and wipe down tables after breakfast and tea. Occasionally, they may be asked to cover a duty for a sick or absent student. These duties are shared equally except for Year 11 students, who are exempt due to heavy studying commitments. Boarders are required to wash and dry cutlery and crockery used at suppertime and to clear up on an individual basis.
Each floor (girls and boys) is communally responsible for the cleanliness and tidiness of their respective bathrooms.
All boarding house members are responsible for the maintenance of reasonable tidiness in the communal rooms.

Going out
For reasons of safety, boarders are required to sign out in the signing in/out register when they leave the Boarding House at any time. They must sign in when they return; this is important as the emergency services depend on this register should the rescue of residents be necessary.
Boarders are free to leave and return at any time between 3.30 and 5pm. During the winter months, they may leave after 7.00pm (provided that homework commitments have been met) and return by the time designated for their year group.
Between the months of April and October when evenings are lighter, this freedom will be extended at the Senior Houseparent's discretion to cover the hours between 7pm and 15 minutes before bedtime.
Boarders will be encouraged to attend organised activities such as football, music, Guides, judo, cadets, gig rowing, sailing club, etc. (as available) during the evenings throughout the year.
Children will generally be given permission to visit friends or relatives for tea, provided that they name the adult who is to be responsible for them and provide a contact telephone number. Permission may not be given if homework and other commitments are not being fulfilled. Boarders wishing to go out for lunch with their parents must ask parents to inform the School Secretary or the Houseparents by the morning of their visit, so that the school can cancel school meals and inform supervision staff.


HOMEWORK

A specific period of one hour is set aside for homework between 6pm and 7pm each evening. This is a minimum period and pupils frequently require to work longer to complete set tasks, particularly the older students.
Years 7 & 8 are required to bring their homework to the dining room whilst older boarders may work in their dormitories, provided that they do so responsibly. Children read quietly if other homework is completed.
Homework is supervised by the Houseparents who will assist as required and quietness is expected. During this period, older boarders working in their rooms are aware that Houseparents will visit regularly to check that appropriate conditions for effective study by all are being maintained and to offer assistance. Playing music or other distracting activities is not permitted during this time.
Boarders are expected to have their school homework diary with them every evening. Parents are asked to help us to remind boarders that they should always have a personal reading book with them for occasions when they complete their homework before the end of homework time. Their English teacher will have ensured that they have a personal reader but it is the boarder's responsibility to have it with her/him in the Boarding House.
Not all homework/coursework can be completed during the week and parents are requested to check and sign homework diaries and to ensure that work is completed at weekends and, if set, during the holidays.


FOOD

Breakfast will consist of fruit juice, a selection of cereals, toast, spreads and tea/coffee.
Lunch is taken at Carn Gwaval School and is supervised by teaching staff. It will include the option of a cooked meal. Pupils may choose instead to eat a packed lunch arranged by their parents/guardians.
Tea will consist of a main cooked dish with a vegetarian alternative, a choice of salad and a sweet. Boarders are consulted about menus and are encouraged to make suggestions. Special dietary requirements will be met as long as we are informed in advance.
Snacks are available during the evening and may include salads, bread, cheese, toast and a variety of spreads, tea, coffee and squash. Boarders prepare their own simple food and are responsible for their own washing-up and putting things away. For reasons of hygiene, snacks are to be consumed in the dining area and not taken to dormitories.


FRIENDS AND VISITORS

Boarders may visit friends as long as the following conditions are met:
-Houseparents have given permission.
-Homework is completed.
-Punctuality is observed.
-If boarders are visiting the home of a friend, the name and contact number of a supervising adult is to be supplied.

Visitors
The Boarding House has the capacity to comfortably accommodate our residents but has little scope to accommodate additional children, therefore visits by friends must of necessity be restricted.
Houseparents may refuse access to a visitor at short notice. The overall well being of the Boarding House will always take precedence over the privilege of entertaining visitors.
Friends may visit the Boarding House as long as the following conditions are observed:
-The entertaining of visitors is regarded as a privilege, not a right.
-Visitors must be invited by a specific host prior to the visit.
-Visitors will remain in the social rooms and will not visit bedrooms or any other rooms in the Boarding House without the Houseparents’ permission.
-Visitors must sign the register on arrival and sign out on leaving.
-Visits will only be allowed between 3.30 and 5pm and 7pm and 15 minutes before the bedtime of their host.
-Visitors respect the rules of the Boarding House and accept the overall authority of the Houseparents. They will be asked to leave at once if they don’t.


PRIVACY

Privacy is an important right of boarders within their own rooms. Dormitories are for the use of the boarders that occupy them. For any boarder to enter and remain in another dormitory, the following conditions shall apply:
-S/he has been given permission by all occupants of the room.
-S/he leaves at once if requested to do so by any of the occupants or by a Houseparent.
-S/he respects the feelings and property of the occupants.

Girls are not permitted to enter the boys’ dormitory area, nor boys the girls’ area. The separating emergency exit door is fitted with an alarm that sounds in the Houseparents’ residence.

Houseparents will respect privacy whenever possible, however, they must reserve the right to enter children's dormitories. Houseparents have a responsibility for the health, safety and well-being of all residents and may look through a boarder’s possessions, in the boarder’s presence if possible, when there is reason to believe that harmful items have been brought onto the premises.

A male Houseparent will not visit girls’ rooms when they are on the premises except under the following circumstances:
-If there is a danger to health & safety or a serious breach of discipline.
-If the visit has been notified in advance and is for a specific reason, (e.g., effecting repairs, official visits). A female member of staff will be present if possible.

A similar rule is not deemed necessary for female Houseparents visiting the boys’ dormitories at this time, although it is likely that the boys’ corridor will be supervised mostly by the male Houseparent.


DEALING WITH SEXUALITY & PERSONAL RELATIONSHIPS

Houseparents do not deliver direct education in these areas; this is primarily the responsibility of the school and of parents. However, the Houseparents will respond sensitively to the issues of sexuality and personal relationships in accordance with the programmes in use at the school where possible, otherwise our aim is to show the same awareness, sympathy, concern and caution as a parent would.
Physical contact within the boarding house is discouraged; for example, the draping of arms around shoulders is gently reproved. Anything beyond this is not acceptable, a fact which is made clear to the boarders when it occurs rather than written into the overall code of conduct. A non-condemnatory approach is used to explain that behaviour that would not occur in front of their own families should not occur in the Boarding House, either.
Houseparents will tackle situations as and when they occur, offering advice and, where appropriate, suggesting that boarders seek further advice from their own family, from school or from a medical source.


UNAUTHORISED ABSENCE

Unauthorised absence is treated seriously as a child may be in peril. If an unauthorised absence occurs, the Senior Houseparent will:
1. Contact the Headteacher
2. Contact the parents/guardians
3. Contact St. Mary's police
The Senior Houseparent will exercise discretion in timing the implementation of the first stage. This will depend on a number of factors, including the length of absence and the age and responsibility of the boarder, but as a child’s welfare might be at risk it should be initiated within thirty minutes. Steps two and three will be taken in consultation with the other relevant parties.

Boarder’s mobile telephone numbers (if they have one) are held to assist in location.


POLICIES ON CONTROL AND DISCIPLINE

Primarily, sanctions and controls are based on good relationships between the Houseparents and the young person and if necessary on immediate and full consultation with parents. In general, the registering of disapproval of behaviour rather than punishment will be sufficient. When sanctions are imposed, they should take careful note of age and level of misbehaviour.
The expectation of young people’s behaviour is both clear and consistent. The limits on behaviour and the consequences of infringing them are always explained properly and will be based on good relationships between the young person and the staff.
All staff are aware of the current policy statements on sanctions.
Any sanction imposed on a young person by a member of staff shall be within the guidelines and regularly monitored by management. Major punishments for unusually serious offences shall be recorded in a log.

Permitted sanctions
Restitution
Payment for the damage or loss of property or possessions.
Non-accidental damage – parents/guardians of boarders who cause deliberate damage to the fittings / fabric of the building will be billed for the necessary repairs/replacement.

Loss of privilege
or curtailment of leisure activities, e.g., following bad behaviour boarders may be restricted to the boarding house/grounds during the evening. Permission to do homework in dormitories may be withdrawn if behaviour during homework time is poor. Late return from an external visit may result in permission being refused for further external visits. Boarders will not be denied the opportunity to go out with parents/guardians.

Increased supervision
This will be imposed in more serious cases where the safety of a member of the Boarding House is at risk; for instance, when there is a danger of running away or assaulting other members of the Boarding House. It is the responsibility of the Houseparent to closely supervise the young person and for the young person to remain within the sight of the Houseparent.

Removal from the group
In some circumstances, a young person may be sent to their room (which will not be locked and where access to bathroom facilities will be available). This will only occur when it is necessary to isolate a young person from her/his peers, e.g., after a fight or bullying incident or other social misbehaviour.

Exclusion
Repeated offences may result in exclusion from the Boarding House for one night or more. Decisions on exclusion shall be made by the Headteacher. Parents/guardians will be informed at once and arrangements made with them before exclusion is effected. In most cases, exclusion will have been preceded by a final warning. In extraordinary cases, it may be applied without such a warning as the result of a particularly grave offence such as extreme violence or destructive behaviour or endangering the health & safety of others.
Exclusion is most likely to be applied to any young person who threatens, intimidates or bullies another, is repeatedly destructive, or who completely refuses to accept the rules of communal living on numerous occasions.

Illegal substances
Boarders found to be in possession of illegal substances shall be reported immediately to the Police.

Prohibited sanctions

The following sanctions shall not be applied:
-Corporal punishment
-Deprivation of food or drink
-Refusal of visits or communications from parents/guardians
-Requiring a child to wear inappropriate or distinctive clothing
-The use of accommodation to restrict liberty except in very limited circumstances described previously
-Intentional deprivation of sleep
-The use or withholding of medical or dental treatment
-Imposition of fines (which should not be confused with reasonable restitution)
-Intimate physical searches
-Physical restraint - except in extraordinary circumstances, and never as a sanction. If a young person is a danger to themselves or others, or is being violent or aggressive towards others, it may be necessary to restrain them physically. Any such action will be carefully recorded with a detailed description of events leading up to, during and after the incident.


COMPLAINTS PROCEDURE

If a child wishes to make a complaint, the first stage should be to do so verbally to one of the members of the boarding staff. If the child feels that this is unsatisfactory or inappropriate, they should take the complaint to their form teacher or the Headteacher. It may be that the child would prefer to contact the independent, named adult.
If the child feels that the problem has not been resolved at the source, or through the mediation of one of the above, then the following procedure should be used:

1. The child should choose the member of staff to whom they make their complaint. Given the small number of Houseparents, the children should also have access to either the Deputy or Head teacher at the Secondary school. All children will also have access to the independent, named adult who is not directly associated with either the boarding house or the school.
2. The child should be encouraged to put the complaint in writing with the help of the staff member or the independent adult.
3. This complaint would then be taken to the Headteacher. In the case of a complaint that in any way involves the Headteacher, the Chair of the Management Committee should be consulted. Once submitted, a written complaint will be acknowledged within 24 hours and speedily dealt with, in confidence.
4. The Senior Houseparent will be informed (unless the complaint involves her/him and will be present at a meeting with the child and the Headteacher. If either the Senior Houseparent or the Headteacher are involved in the complaint, the Chair of the Management Committee will convene a meeting at which the child's chosen representative will accompany the child.
5. If the child is still not satisfied with the outcome of their complaint, then the arbitration of the Chief Education Officer should be sought.


For further information, please refer to the schools Policy & Procedure for complaints.


Complaints to the Commission for Social Care Inspection may be addressed to:

CSCI St Austell (Cornwall & Isles of Scilly) Area Office
John Keay House
Tregonissey Road
St. Austell
Cornwall
PL25 4AD Tel: 01726 624 550



RESPONSIBILITIES OF PARENTS/GUARDIANS

Boarding House staff and parents share a joint responsibility for effective communications and for the promotion of a positive attitude to school boarding to encourage children to gain maximum benefit from their time here.

We expect that parents/guardians will:
-Ensure that their children come properly clothed and equipped for their residence here and for school.
-Provide clean bed linen regularly.
-Discuss the rules and regulations with their children and promote a positive approach to community living.
-Return all letters and forms promptly so that we may deal with their children more effectively.
- Support the Houseparents in matters of discipline, unless they feel strongly that a matter has been wrongly handled.
-Pass on any worries or concerns immediately.
-Keep us informed of sensitive issues, changes or medical developments that may influence the behaviour of their children and the manner in which we deal with them.


ADMINISTRATION

Written records:
The following written administrative documents are maintained:
-Boarder’s records: personal & medical information / medical consent forms.
-Daily diary
-Individual Pastoral Records (disciplinary issues, incidents, positive contributions etc.)
-Major punishments / use of physical restraint
-Fire Safety Record Book
-Medical and Accident Record Book
-Record of significant illnesses
-Signing in/out Register
-Menu lists
-Refrigerator/freezer temperature plots
-Minutes of Management Committee meetings (also held by the School Secretary).
-Minutes of the Parents’ Liaison Group meetings
-Hostel cleaning rota
-Kitchen cleaning rota
-Maintenance records
-Staff duty rota
-COSHH records
-Risk assessments


FINANCIAL

The Boarding House Management Committee has the responsibility for the Boarding House budget in accordance with the scheme of delegation from the Governors of the Five Islands School. The account holder for the operating budget is the Senior Houseparent. The accounts are handled centrally by the school Bursar.

Parental voluntary contributions
Parents are asked to make a voluntary contribution at the beginning of each term to pay for the children’s study and leisure activities such as reference books, board games, Christmas disco, videos, DVD’s etc., which are not funded from the boarding house operating budget. These contributions are held in a separate account controlled by the Senior Houseparent.

P.L.G. fund
The Parents’ Liaison Group has a fund raising account which they control and which is used to fund larger items for boarder’s use that are not funded from the boarding house budget, such as computer equipment and games.



INSPECTIONS

The Boarding House is subject to regular inspection and report by the Commission for Social Care Inspection.
It is also subject to OFSTED inspections along with the School.
The Board of Governors is responsible for arranging regular documented visits by School Governors.


CLOTHING & EQUIPMENT REQUIRED BY BOARDERS

Pillow and pillowcase, single duvet and cover, bottom sheet.

Clean school shirt/s for changing during the week

Sufficient underwear and socks

Casual clothes

Trainers or other casual shoes

Bath towel and hand towel

Wash bag containing toiletries

Games clothing and PE kit, preferably with separate bags

Waterproofs

Waterproof school bag for carrying books - large enough to carry everything required for a full school day.

Large waterproof bag for clothing, bedding, etc, substantial enough to protect contents during sea journey and transport in open trailer when raining.

Suggested additional items:

Radio / personal stereo

Games / books

Posters, plants or other simple room decorations

Pocket money and clearly marked wallet / purse

A small bedside / reading lamp

Hairdryer

Vanity mirror

ALL ITEMS SHOULD BE CLEARLY NAME-MARKED

The Council insurance policy does not cover loss or damage to personal property.
It is the responsibility of parents/guardians to arrange insurance cover for their children's possessions if required for valuable items


Attachment: Policy for the distribution of medicines


HEALTH AND SAFETY NOTICE


POLICY FOR DISTRIBUTION OF MEDICINES
TO THE CHILDREN OF THE SCHOOL BOARDING HOUSE

1) In general medicines should be held by the houseparent in a locked cupboard.
Medicines should be clearly marked with the patients’ names, dose and frequency of administration. Medicines should be requested by children at mealtimes. Children should be allowed medication only if accompanied by written instruction from parent/guardian or doctor.

2) Special cases (medicines in possession) It is considered appropriate for children
to be in possession of prescribed medication to relieve symptoms (Asthma, Hayfever, Inhalers). The same clear marking name, dose and frequency of administration is mandatory. Teenage girls may keep prescribed oral contraceptive pills in possession.

3) In loco parentis medication. It is advised the houseparents stock a basic
formulary of medicines available in a pharmacy without prescription.
e.g. 1. Cold cure e.g. Lemsip
2. Simple painkillers – e.g. Paracetamol, Nurofen
(Aspirin is contraindicated in children)
3. Ointments for cuts and grazes.
4. Dressings.
5. Allergy relieving creams.


A general parental consent form covering this treatment should be signed prior to admission to the boarding house.

The houseparents must use their discretion on when to seek professional medical advice.
Dr T. Dalton
25.06.02