College Policy Documents

For the latest Handbook for Parents please see the PDF download below.

Download Handbook for Parents

Ellesmere is committed to promoting the health and well-being of the school community. In today's society, excess alcohol consumption although not acceptable, does nevertheless take place in all age ranges. Peers, the media, schools and the family all play an important role in shaping a child's view on alcohol.

Download Alcohol Policy

All victimising behaviour is obviously unacceptable but it is useful to be able to differentiate between teasing and bullying, to be comfortable with the distinction between attitudes and social behaviour that are neutrally non-friendly on the one hand, and situations that are flagrantly hostile and anti-social on the other. In reviewing this Policy the College has had regard to the DfE Guidance 'Preventing and tackling bullying' (March 2014).

This policy applies to all pupils at the College irrespective of whether or not a pupil is in the care of the College when or if bullying behaviour occurs. This policy will apply to bullying behaviour outside of the College of which the College becomes aware.

Download Anti-Bullying Policy

Download Checklist for Possible Bullying

Ellesmere is committed to promoting the health and well-being of the school community. The College strongly discourages smoking products as they are highly addictive, are seen by many to be anti-social and have long term health risks. Peers, the media, schools and the family all play an important role in shaping a child's view on smoking.

Download Anti-Smoking Policy

For the latest Attendance Policy, please see the PDF download below.

Attendance Policy

The purpose of this policy is to regulate the management and operation of the Closed Circuit Television (CCTV) System at Ellesmere College. It also serves as a notice and a guide to data subjects (including pupils, parents, staff, volunteers, visitors to the school and members of the public) regarding their rights in relation to personal data recorded via the CCTV system (the System).

download CCTV Policy

1.1    The College’s Child Protection and Safeguarding Policy and Procedures (Policy) complies with the statutory guidance Keeping Children Safe in Education September 2024 and Working Together to Safeguard Children 2023, Disqualification under the Childcare Act 2006 (updated 2018) and Revised Prevent Duty Guidance for England and Wales 2015 (updated April 2021) and:

1.1.1  has been authorised by the Governing Body of the College;

1.1.2  is published on the College website and available in hard copy to parents on request;

1.1.3  can be made available in large print or other accessible format if required; and

1.1.4  its procedures apply wherever staff, Governors or volunteers are working with pupils even where this is away from the College, for example an educational visit.

Every pupil should feel safe and protected from any form of abuse. The College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Safeguarding and promoting the welfare of children is everyone’s responsibility. Staff are advised to maintain an attitude of ‘it could happen here’ where safeguarding is concerned. Everyone who comes into contact with children should consider, at all times, what is in the best interest of the child. Children includes everyone under 18. 

Download Child Protection Policy

Download Shropshire Child Exploitation Leaflet

Complaints procedure for parents Parent - Those with Parental Responsibility (ie legal responsibility for the child) of a current pupil who, by definition, is still on the school roll. The College sets great store by good working relationships with parents and it is to be hoped that matters of concern to parents can be resolved on an informal basis, with both the school and the parents working together in an attitude of common sense and goodwill.

However, if a parent wishes to make a formal complaint, he or she can expect the complaint to be handled in line with the following complaints procedure.

Download Complaints Procedure For Parents

Ellesmere College aims to provide a rich curriculum for all pupils that provides breadth and dept, is enquiry-led, and links with the enrichment offer. The curriculum is designed to create the opportunity for pupils to experience the areas of linguistic, mathematical, scientific, technological, human, social, physical, aesthetic and creative education.

Underpinning this policy is the High-Performance Learning (HPL) philosophy to engage the learner in the belief they can learn, progress, achieve and see obstacles as stepping stones. Learning to perform 'highly' is about acquiring skills and attitudes where the learner is resilient, believes that challenges in their learning can be overcome, a rejection of 'can't' to a 'not there yet' belief.

The school aims to:

• Ensure that pupils develop the essential literacy and numeracy skills.

• Provide pupils with a full and rounded entitlement to learning.

• Foster pupils' creativity and develop essential skills, including learning skills.

• Promote a healthy lifestyle.

• Inspire pupils to a commitment to learning that will last a lifetime.

• Promote high standards and expectations in all learning and teaching activity.

The school's curriculum follows statutory requirements and is mindful of the guidance given in the National Curriculum.

It is balanced and broadly based, and promotes the spiritual, moral, cultural, mental and physical development of our pupils and of society and prepares our pupils for the opportunities, responsibilities and experiences of adult life.

Pupils are expected to acquire skills in speaking and listening, literacy and numeracy skills. They will acquire knowledge and understanding of the advanced cognitive performance characteristics (ACPs) and the values, attitudes and attributes (VAAs) that are essential to developing as a curious, resilient, agile life long learner.

Download Curriculum Policy

The aims of this policy are:

1.1.1 to enable the Head to carry out his responsibilities of maintaining order and good discipline in the College;

1.1.2 to promote good behaviour;

1.1.3 to ensure, so far as possible, that every pupil in the College is able to benefit from and make his / her full contribution to the life of the College, consistent always with the needs of the College community;

1.1.4 to authorise the school rules and any procedures necessary for implementing them.

Download Discipline (Behaviour) Policy

Our pastoral system is very strong and we set great store by ensuring that effective arrangements are made with regard to educational guardianship. The Boarding School Association puts it thus:

‘For many from abroad, their guardian is the parents’ representative in this country, essential in times of crisis or need for support and advice, available not only to the pupil but also to the school as a proxy for the parents who cannot be contacted for whatever reason. For others, their guardian is the person with whom they stay during school holidays and leave weekends when it is not practicable to return home. The educational guardian has a clear pupil welfare role, bridging between parents, pupil and school.’

An educational guardian is not a child’s legal guardian in the sense of ‘parent or guardian’. An education guardian is someone who has been appointed to care for an international pupil in the UK and who has been delegated temporary parental responsibility by the parents residing overseas

Educational guardianship policy

1. ETHOS

The College stands against all forms of discrimination on the grounds of gender, race, origin, religion, or disability.

2. AIMS

2.1 to promote justice, equality of opportunity and fair treatment for all and thereby allow all members of the College to achieve the level of success and self-respect which they deserve.

2.2 to establish an environment where school becomes effective in reducing prejudice and raising self-esteem.

2.3 to provide a safe and welcoming place for all of its members without fear of discrimination based on gender, sexual orientation, disability or religion.

2.4 to provide an environment where sexist or racist or other discriminatory assumptions, attitudes and behaviour are continually challenged.

2.5 to provide a curriculum which gives children the confidence that discrimination can and must be eradicated.

2.6 to contribute towards imparting a sense of citizenship in the pupils.

2.7 to avoid reinforcing stereotypical views of society by careful use of language and choice of resources.

3. CURRICULUM

The College recognises some subjects are still perceived by a significant number of pupils and their families to be 'male' or 'female' domains. Our schemes of work and their implementation must, therefore:

3.1 reflect the interests of both boys and girls.

3.2 challenge the existing notion that some subjects are purely masculine or feminine activities by celebrating the achievements and careers of famous men and women.

3.3 discourage boys from dominating lessons and encourage girls to view their contributions as having equal value, through effective classroom management.

3.4 value equally the experiences of both girls and boys.

3.5 be set in a familiar context to which all pupils can relate.

Any behaviour motivated by discrimination for whatever reason will be dealt with under the College's disciplinary procedures.

This policy is mindful of the Equality Act 2010 (updated 2015). The College undertakes to ensure that at application to join the school and once a pupil in the school the principles of fairness will be adhered to, within the context of the College being a Woodard school with a Christian ethos. Reasonable adjustments for disability will be taken into account, reasonable being, as laid down in the act, minor adjustments and subject to the financial impact of the school. The reader is referred to the Accessibility Plan, provided on request.

Updated March 2019 

Download Equality Policy

Suspension: A pupil may be suspended from the School as a sanction following the result of a disciplinary investigation or whilst such an investigation takes place. Parents are informed as soon as reasonably practicable. The pupil will be accompanied and assisted by a pastoral member of staff.

a. Parents are informed as soon as reasonably practicable after it becomes clear that the pupil may face formal disciplinary action, for which the sanction would normally involve a suspension of eleven days or more, expulsion or required removal, and also to make arrangements for the pupil to be accompanied and assisted by a parent, education guardian or a teacher of the pupil's choice, when appropriate

Download Exclusion Policy

First Aid and pupil illness/injury policy

The College currently provides term time twenty-four hour, seven days a week, medical cover by qualified nurses or healthcare assistant based in the College Medical Centre. 

(Tuesday to Sunday 21.30-09.30 HCA cover. Sister telephone cover only not based on site)

At any time, a number of qualified 'first aiders' are on the staff – the list of those holding a current qualification (see appendix 1) is posted upon the 'Health and Safety' notice board in the Common Room. First Aid boxes are provided by the Medical Centre and are located around the campus. The boxes are checked and replenished where necessary by the medical staff on a regular basis.

Download first aid policy

Terms and Conditions (2023)

1. Parents/Guardians should send a completed Instrumental Tuition form to the Director of Music, if they wish their child to have individual tuition.

2. The College will aim to provide thirty 35-minute lessons in an academic year. The College will not teach more than 30 lessons per year unless permission is granted by parents/guardians.

3. Fees for music lessons are charged in 10 week blocks, payable termly in arrears. The fees are £315 per term (for ten 35-minute lessons).

4. Where a lesson is missed through the absence of a teacher, every effort will be made to re-arrange the lesson for an alternative time during the year. Where this has not been possible, then parents/guardians will be reimbursed for the cost of the missed lessons.

5. A full term's notice is required for the cancellation of lessons. This means that notice to cancel lessons must be given at the beginning of the term at whose end you wish lessons to cease, e.g. to stop lessons at the end of Lent term, notice must be given at the start of the Lent term. If lessons are not to re-commence in September, notice must be received at the start of the Summer term. Notice should be given in writing, addressed to the Director of Music. For pupils moving up from e.g. Lower to Middle School, lessons will continue unless the appropriate notice is given.

6. Staff will do their best to seek out Lower School pupils who do not arrive for lessons, if they are believed to be in School. However, it is not always possible to do the same for Middle School/6th Form pupils because of the size of the site. Given their greater maturity, they are expected to take responsibility for their own attendance at lessons.

7. Pupils are expected to bring their instrumental planners to the lessons, which can be used as a means of communication between parents and teachers.

8. Music staff will provide written reports to parents/guardians twice a year, in line with the College's reporting schedule. Parents should feel free to contact any member of the music staff at the School, if the need arises, via the Music department.

9. A small number of school instruments are available to hire, at £100 per term. Please contact the Director of Music: tony.coupe@ellesmere.com

Download Music Lesson Form

1.1 Information security is about what you and the College should be doing to make sure that Personal Data is kept safe. This is the most important area of data protection to get right. Most of the data protection fines have come about because of information security breaches.

1.2 This policy should be read alongside the College's data protection policy which gives an overview of your and the College's obligations around data protection. The College's data protection policy can be found here www.ellesmere.com In addition to the data protection policy, you should also read the following which are relevant to data protection:

1.2.1 the College's privacy notices for staff, pupils and parents; and

1.2.2 IT acceptable use policy for staff.

information security policy

1.1 Policy aims: Through the operation of this policy we aim to:

1.1.1 protect the health and safety of pupils at the College;

1.1.2 ensure that College staff know how to respond if a pupil goes missing.

1.2 Scope: This policy:

1.2.1 applies to staff (including volunteers), pupils and parents at the College;

1.2.2 should be read with the College's Child Protection and Safeguarding Policy and Procedures;

1.2.3 is a mandatory requirement of Keeping Children Safe in Education September 2022 1 Department for Education (DfE), and the National Minimum Standards for Boarding Schools ISI Sept 20222

1.2.4 Children missing from education is covered in the Child Protection Policy.

Download Missing Pupil Policy

Introduction

People today are fully immersed in technology and to a large extent it is part of everyday life. Mobile phones are a part of modern society with information at our fingertips. However, it must be recognised that mobile phones may also be a source of harm or at the very least a distraction. Many children have unlimited and unrestricted access to the internet via mobile phones networks (i.e. 3G, 4G and 5G). This means that some children, while at school, sexually harass their peers via their mobile and smart technology, share indecent images consensually and non-consensually (often via large chat groups), and view and share pornography and other harmful content (KCSE 2022- section 138).

Aim

The aim of this policy is to promote the safety and appropriate use of mobile devices, through establishing clear and acceptable guidelines for all users.

Download Mobile Phone Policy

Click any of the download links below to view our policies on pupil/parent/customer privacy as well as our data breach policy.

Download Information and Records Retention Policy - Nov 2020

Download Privacy Notice for Customers and Suppliers

Download Parent Privacy Notice - Key Information

Download Parent Privacy Notice - Full Version

Download Pupil Privacy (Older Pupils)

Download Pupil Privacy (Older Pupils) - Key Information

Download Pupil Privacy (Younger Pupils)

Download Pupil Privacy (Younger Pupils) - Key Information

Download Data Breach Policy - 2021

The school provides relationships and sex education in the core curriculum for all pupils, in which pupils are encouraged and guided by moral principles and taught to recognise the value of family life. The science-based aspects are taught through biology lessons and the wider aspects including relationships and respect are delivered through the PSHE programme. In accordance with the law the biological aspects of human reproduction remain compulsory for all pupils, but parents may withdraw their children from any other part of the sex education provided without giving reasons. Pupils age 16 (or within three terms of being 16) have the right to choose for themselves.

Further guidance for parents on why schools provide RSE can be obtained here

Relationships, sex and health education: guides for parents - GOV.UK (www.gov.uk)

The PSHE programme includes topics on developing healthy and respectful relationships that are revisited in an age appropriate manner each year as pupils move through the school.

It is recognised that young people should be offered the opportunity to receive a well-planned programme of sex education, which is part of the Personal, Social and Health Education programme. As a Woodard school we seek to provide a programme within the context of our school as a caring, Christian community.

Download Relationship And Sex Policy

This information is intended to provide clarity and transparency to pupils and parents about what to expect from remote education where national or local restrictions require entire cohorts (or bubbles) to remain at home.
We teach the same curriculum remotely as we would if pupils were in school and follow the same times for the start of each academic lesson. However, we have needed to make some adaptations in some subjects.

We use Microsoft Teams to deliver our lessons and our pastoral care online.

All pupils have an Ellesmere Microsoft account and email

All pupils have access to MS Teams via their Ellesmere network login and to our Virtual Learning Environment called Frog.

Download Remote Education Policy

In today's technological and social media age, children now have access to unlimited resources on their mobile phones, tablets, desktops and laptops. Whilst much of this use can be beneficial, for educational purposes, communication, recreation and hobbies, etc, there is also the risk that it can be used for harmful purposes - and we need to educate both ourselves and our children to the risks and dangers that are not always apparent when we first log on.

We encourage parents and children to consider the three basic 'Cs' when posting or reading content online - wherever it may be:

• CONTENT: be aware of illegal, inappropriate or harmful material that your child may be accessing
• CONTACT: be aware of contact via the device - who is it, age, what are they saying: is it harmful, abusive, or hateful
• CONDUCT: be aware of online behaviour that increases the likelihood of, or causes, harm to themselves or others.

As a school, we have very clear boundaries on using phones and the internet during school hours (and boarding hours), and we have policies that can be accessed by all here: E-Safety Policy. There are also clear guidelines published on appropriate ages for signing up to certain social media sites, and age-appropriate games that you should make yourself aware of due to the nature of the content in those games including: violence, sexual nature, drugs, gambling, racism, grooming, radicalisation, etc.

As a parent, you can also limit the time your child spends on a daily basis on their mobile device or laptop, and you can also install parental controls that block the viewing of particular sites and materials for underage users.

Above all, be open and honest with your child and help them learn how to use the internet in a safe and respectful way, remembering that whatever your child posts to the internet will never go away.

National Online Safety - Guides for Parents

To help parents navigate the many social media sites, apps, games, and messaging apps now available on the internet and through mobile devices, and to provide support in general for internet use, etiquette and safety, we have teamed up with National Online Safety - an organisation who work with schools and school staff, parents and children, equipping them with the knowledge they need to understand online dangers and how best to react should an incident arise and ultimately to make the internet a safer place for children.

We hope that you find the downloads available on this page useful material in helping you increase your knowledge and that of your children when using the internet and social media in the future. For a full list of support guides, do go to National Online Safety.

Downloadable Guides to On-Line Safety

From time to time, the links on this page may be updated or added to as updated material becomes available.

More information on 'Guides to On-Line Safety' can be found here: National Online Safety

Should you wish to discuss any area of E-Safety in more detail please contact the 'E-Safety Committee' (chaired by Deputy Head Pastoral) via your child's Tutor in the first instance.

For further guidance on e-safety matters, please use the following website for further information and support. https://www.gov.uk/government/organisations/uk-council-for-internet-safety

It is important to be vigilant on such matters and we as a College will regularly audit our filtering and monitoring systems to ensure they are effective at all times. Further information to support parents with information on filtering set-ups can be found at https://saferinternet.org.uk/

We also strongly advise parents to ensure they have filtering and monitoring provision on their home internet and their child's phone. https://www.internetmatters.org/parental-controls/smartphones-and-other-devices/

The College aims to protect and educate pupils in their use of technology and to have in place appropriate mechanisms to intervene and support students should an incident occur. Our E-Safety Policy and Acceptable Use Policy can be downloaded below, along with Britannica's Guide to E-Safety.

Download E-Safety Policy

Download Acceptable Use Policy

Download Britannica's Guide to E-Safety

Foreword by Dame Rachel de Souza DBE

Since March 2020, thousands of young women have been sharing their experiences of sexual harassment through the 'Everyone's Invited' project. This is an online platform where girls ‑ who are still mostly in school – have described growing up in a world where harassment, including sexualised comments, slut‑shaming and the sharing of nude pictures, is part of their everyday lives. This harmful behaviour happens online and offline. I've seen this first‑hand during my time as a headteacher and I know how stressful and damaging it can be for children, especially girls.

Of course, boys can experience sexualised bullying too, and when they do it's often in the form of homophobic abuse, or through pressure to be more 'masculine'.

When I became Children's Commissioner for England I undertook the largest ever survey of children – The Big Ask – to understand children's lives. The findings of this survey gave me a lot of hope for this next generation, not least because of their incredible resilience. But children, especially girls, talked about their experiences of sexualised bullying and peer‑on‑peer abuse and were calling firmly for more support. Most children want that support to come from their parents or carers.

Talking to our children about this issue can be hard. Parents tell me they sometimes feel uncomfortable, not just because of the sexualised nature of the topic, but also because their children know more about technology than they do. For mums, dads and carers who grew up without smart phones, this whole world can feel bewildering.

But children want to talk to their parents and carers about this. We know this because they've told us. And that's what is at the heart of this guidance.

We brought together a group of 16–21 year‑olds and asked them to tell us what they think parents should know, and what they should say to their children when talking about sexualised bullying and the pressures of growing up online. We asked them to think back to when they were a bit younger and tell us what their parents and carers did and said that was helpful…and what wasn't.

This guidance is based on the voices of young people giving adults their tips on how to tackle this subject.

I also convened a steering group of the leading organisations working in this area and listened to their expertise. We'll signpost to their excellent work for those who want more information, but this guide serves as a starter kit – an entry point for parents and carers who want to talk to their children but need a bit of support to understand the issues and to start a conversation.

The overriding message you'll see from our focus group is talk early, talk often. You might be surprised how early our young people felt parents need to start the conversation. But children want an age‑appropriate conversation that evolves over time in line with their growing maturity.

My advice to parents and carers is to create the culture before the crisis. Children have told us they want their mums and dads to create a safe, judgment‑free space for them to talk about these issues. It's better to do that before you hit a problem rather than trying to create that mood while you're dealing with one.

It takes a lot of bravery for a child to share their experiences of abuse or harassment. Parents and carers are telling me they want to match that bravery in getting to grips with these issues. Things that might feel uncomfortable to begin with, will feel less so over time. Parents and carers need to grasp the nettle as they support their children navigating this complex part of growing up. Our children have told us it's what they want. This guide will help you get there.

Download Safeguarding: Online Sexual Harassment

SMSC Education is embedded in our policies and procedures, our expectations of behaviour and explored further through our Personal, Social, Health and Economic Education programme which includes Relationships Education, Relationships and Sex Education (RSE) and Health Education. Please see separate policy document on website for RSE.

There is further information for parents to assist them in understanding the governments expectations of Relationship, Sex and Health Education in schools on this link;

Relationships, sex and health education: guides for parents - GOV.UK (www.gov.uk)

Our PSHE curriculum gives young people the knowledge, understanding, attitudes and practical skills to live healthy, safe, productive and fulfilled lives, both now and in the future. It is our hope that the knowledge, skills and attributes gained from the new curriculum with help the students manage life's challenges and make the most of life's opportunities.

Download Spiritual, Moral, Social and Cultural Policy.

Scope of this Policy 

1.1 This policy outlines the College's approach to protecting its staff from all behaviour from any non-employee which causes distress. It is non regulatory.

2 Definition of behaviour which causes distress

2.1 Behaviour may take the form of:

2.1.1 verbal or physical abuse of an employee of Ellesmere College.

2.1.2 behaviour causing concern to an employee of Ellesmere College.

2.2 Abuse or behaviour causing concern may take place in various contexts:

2.2.1 In person (both one-to-one or in public)

2.2.2 On the telephone

2.2.3 In writing (including emails, texts and Instant Messaging)

2.2.4 Online (including posting malicious comments on websites and social media sites or messaging apps and other acts of "internet trolling".)

3 Rationale

3.1 Ellesmere College has a legal responsibility to take reasonable steps to protect its employees from all forms of abuse and behaviour causing concern whilst carrying out their day-to-day duties. The College is opposed to such abuse, and takes a stance against bullying in all its forms.

Download Staff protection policy

The policy relates to the misuse of controlled drugs (including New Psychoactive Substances – NPS) and other substances and applies to all pupils at Ellesmere College irrespective of their age. The policy may also apply at times when a pupil is not in the care of the College. The procedures and sanctions may be adapted as appropriate to meet the policy aims and the circumstances of each case. Certain of the procedures can only be carried out during term time.

Download Substance and Drug Policy

Ellesmere College's Terms and Conditions are available to download below

Download Terms & Conditions

The purpose of this policy is to improve continuously the learning and achievement of learners at the College.

There is considerable overlap between policies which aim to ensure good teaching and those which aim to promote good learning. However, this policy separates them in order to distinguish between teaching, which is directly under the control of teachers, and learning which the school promotes but which is done by the pupils. Underpinning this policy is the High-Performance Learning (HPL) philosophy to engage the learner in the belief they can learn, progress, achieve and see obstacles as stepping stones. Learning to perform ‘highly’ is about acquiring skills and attitudes where the learner is resilient, believes that challenges in their learning can be overcome, a rejection of ‘can’t’ to a ‘not there yet’ belief.

References

This policy should be read in conjunction with other relevant policies e.g. Assessment and Marking, Curriculum, SEN, Academic Enrichment Policies, School Academic Development Plan. 

Download Teaching & Learning Policy

Please find the key facts for our School Travel Insurance - this covers all our pupils when they are on any school approved trip.

Download Travel Insurance Policy