School Policies & Procedures

Loxdale English Centre, Brighton, is the perfect location for your studies. If you are looking for high quality, affordable English lessons then look no further.

Since it was founded in 1968, Loxdale English Centre has run high quality English courses for thousands of students. Most of our language teachers have several year’s experience in the teaching of English as a foreign language. As a further guarantee of quality, our School is accredited by the British Council for teaching English and is a member of English UK.

We welcome international adult students to Loxdale all year round and we have special programmes during January and February and the summer for young learners. Closed courses for adults and young learners are also accepted at any time out of the summer period.

It is a set of policies and procedures to ensure that students aged under 18 are kept safe and out of harm at all times. Most of these are part of British law and each school will also have policies adapted to their individual school. In the UK, safeguarding includes:

DBS: This is a system where all adults who have contact with children undergo a criminal background check.

Staff ratios: Every activity is assessed to ensure that there is enough adult supervision to guarantee the safety of the children.

Risk assessments: All aspects of a junior programme undergo an annual health and safety check. Organisations will look at all aspects of their courses including the buildings, outside space, fire procedures, safety and the way their activities and trips are organised and run, external venues attended by their students etc.

Policies: Each member school have their own carefully devised guidelines which are relevant to their school. Parents are welcome to ask to see these if they are not already on their websites.

Training: All member schools regularly train their staff to ensure safety and best practice is shared with our member schools in regular meetings and on our e-mail forum. Young Learners EnglishUK hold regular training for all member schools in all areas of safeguarding

E-Safety: Under British law all organisations working with children must have filters to protect children from inappropriate online material.

All Loxdale English Centre staff, group leaders and host families are in a position of trust. We have a duty of care to keep all our students from harm but especially for students under the age of 18 and vulnerable adults. Loxdale English Centre is committed to ensuring and promoting the safeguarding of learners who are involved in our courses or activities.

In the UK, the law states that people who work with children have to keep them safe. This safeguarding legislation is set out in The Children Act 1989 and 2014. The government also provides guidance in their document ‘Working Together to Safeguard Children 2013.

Loxdale English Centre believes that:
• The welfare of the child is paramount. A child is defined as a person under the age of 18 (The Children Act 1989)
• Students should be listened to, valued, respected and protected
• All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the right to protection from abuse as set out in article 19, UNCRC 1989
• All suspicions and allegations of abuse and poor practice will be taken seriously and responded to swiftly and appropriately
• All staff (paid/unpaid) have a responsibility to be trained in safeguarding and to report concerns to Karen Lilley, Welfare Officer or Anna Thatcher, Principal who are the Designated Safeguarding Leads.
• All hosts have a responsibility to report concerns to Karen Lilley or Jodie Morden, Welfare Officers.
• We have a duty to operate under ‘best practice’.

We aim to create a safe environment within which children and young people can thrive and adults can work with the security of clear guidance.

Child abuse can arouse strong emotions in those facing such a situation. It is important to understand these feelings and not allow them to interfere with your judgement about the appropriate action to take. There are four areas of abuse are emotional, sexual, neglect and physical. Abuse can occur within many situations including the home and school environment.

These guidelines are divided into the following sections:
1. Safer Working Practice
2. Safer recruitment and training
3. Checklist of welfare issues
4. Handling allegations and/or suspicions
5. Recognising child abuse

SECTION 1: Safer Working Practice for staff and hosts
All staff, group leaders and hosts are encouraged to demonstrate exemplary behaviour in order to promote children’s welfare and reduce the likelihood of allegations being made. We want to ensure that the school and their host family/residential centre are places where students, staff and hosts feel safe and protected.

Safeguarding is considered regularly in relation to issues such as happiness, health, hygiene and safety. The following are examples of how to create a positive culture and climate:

In order to establish a safe environment Loxdale English Centre will ensure that our staff and the school:
• Are interviewed and vetted to ensure they are committed to safety and well-being of the children they come into contact with.
• Receive regular training regarding safety and safeguarding.
• Always work in an open environment (e.g. avoiding private or unobserved situations and encouraging open communication with no secrets).
• Treat all young people/vulnerable adults equally, and with respect and dignity and ensuring they know who to approach when they need care or help.
• Have a designated Welfare Officer who is also a Safeguarding Officer.
• Maintain a safe and appropriate distance with students
• Make lessons and activities enjoyable, age appropriate and promoting fair play and give enthusiastic and constructive feedback rather than negative criticism.
• If any form of manual/physical support is required, it will be provided openly.
• If groups have to be supervised in the changing rooms, group leaders, teachers, coaches or social organisers work in pairs.
• At the residential centres or in homestays, adults should not enter children’s rooms without leaving the door open or invite children into their rooms.
• Are excellent role models – this includes not smoking or drinking excessive alcohol in the company of young people. Any drug use would lead to immediate dismissal.
• Listen to the needs of individual young people and vulnerable adults and do not push them against their will unless this is in conflict of our statutory duties.
• Secure parental consent in writing to act ‘in loco parentis’, if the need arises to administer emergency first aid and/or other medical treatment.
• Keep a written record of any injury that occurs, along with the details of any treatment given.
• Request written parental consent if students wish to take part in out of hours activities e.g. going to town in small groups in their free time.
• Be aware that someone outside of a situation may misinterpret their actions, no matter how well-intentioned, particularly true across age groups and different cultural norms.

1.1 Practices to be avoided
Where ever possible try to avoid spending time alone with children away from others. Of course sometimes emergencies happen, for example, a child sustains an injury and needs to go to hospital:

It may sometimes be necessary for staff, especially residential staff to do things of a personal nature for children, particularly if they are young or are disabled such as making sure they have showered/washed or dressing a wound. These tasks should only be carried out sensitively, where possible with open doors and every effort not to be alone with one student should be taken.

Practices never to be sanctioned
The following should never be sanctioned. You should never:
• engage in rough, physical or sexually provocative games, including horseplay
• share a room with a child
• allow or engage in any form of inappropriate touching
• allow children to use inappropriate language unchallenged
• make sexually suggestive comments to a child, even in fun
• reduce a child to tears as a form of control
• fail to act upon and record any allegations made by a child
• do things of a personal nature for children or disabled adults, that they can do for themselves
• invite or allow children to stay with you at your home unsupervised.

Incidents that must be reported/recorded
If any of the following occur you should report this immediately to the Welfare Officer or Principal and record the incident:
• if you accidentally hurt a student
• if a student seems distressed in any manner
• if a student appears to be sexually aroused by your actions
• if a student misunderstands or misinterprets something you have done.

1.2 Adults not employed by Loxdale English Centre
Care is taken to minimise contact between our students and external adults. Students are warned, in an age appropriate way, of the dangers that strangers present.

1.3 Alcohol
If staff come to work smelling of alcohol or clearly under the influence, they will be sent home and it is a Gross Misconduct and subject to Disciplinary Procedure.

1.4 Coach companies and taxi drivers
Loxdale English Centre uses coach companies and taxi drivers that have had DSB checks.

1.5 Electronic and Social Networking
No staff should have any personal Social Media contact with their students aged under 18. E.g. Facebook, Instagram, gaming devices etc. This is to ensure the safety of our students and to protect our staff from allegations of improper conduct through malice or misunderstanding of a staff member’s action. See E-Safety Policy for more details.

1.6 Emergency Action Plan
Loxdale has an Emergency Response and Crisis Management Plan that all staff are aware of.

1.7 Fire Safety/Lockdown Training
There are regular fire practices. All teachers must show new students what to do in the event of a fire on their first day.
We also train staff about potential lockdown scenarios and what to do if this ever occurs.

1.8 First Aid and Medical care
Loxdale English Centre offers First Aid training to their staff so a number of our staff are trained in First Aid. Emergency medical treatment is given without charge to all under 18s visiting the UK.

Only certain staff are allowed to give children medicine. These include Anna, Karen, Jodie, Alice and Fenella. Whenever medication is given out, this is recorded centrally. Only children whose parents have given permission can be given medicine including paracetamol and cough sweets.

Should any student require a doctor’s appointment, Jodie and Jack can arrange this.

1.9 Group Leaders
Loxdale asks all agents to obtain a police certificate of good conduct for Group Leaders assigned to Loxdale. Loxdale requires a signed document to prove that the agent has conducted a background check on their Group Leader.

1.10 Online Safety
Loxdale English Centre recognises our responsibility to ensure the safety of Under 18s when they are using the internet, social media and other forms of digital media.

During our Induction Days, we make staff aware of the various dangers of the internet including:
Computer viruses: Computers can be at risk of inappropriate or illegal downloads when infected by viruses. No students are allowed to download programmes or software onto our computers
Grooming: The dangers of children being groomed online as the start of sexual abuse is widely known. Often the abuser pretends to be a person of a similar age and with similar interests.
Illegal Downloads: File-sharing with others on the internet through peer-to-peer file software.
Inappropriate content: Online sources of information can be encouraging or an enabling factor to children who abuse drugs or other dangerous substances, misuse weapons, engage in inappropriate sexual activity.
Making Threats & law breaking: This is both wrong and often, illegal. Online behaviour needs to be moderated, preventing threats, intimidation and harassment. It is also important to consider plagiarism and copyright.
Online bullying: When angry it can be difficult to express yourself both verbally and in writing. This can result in misinterpretation and the escalating of issues needs to be solved. Fighting and bullying can be in the form of texts, e-mails or through all the different forms of digital media.

1.11 Privacy:
Loss of privacy on the internet can happen in many ways. Disclosing names, passwords, telephone numbers or addresses can put the student or others at risk. Loxdale English Centre is committed to keeping our student data secure and in keeping with GDPR legislation.

Loxdale English Centre is committed to addressing these issues by:
• Ensuring no student can download software or programmes onto our computers
• Making sure that staff are aware of the issues which can arise from under 18s having unmonitored or unrestricted access to the internet.
• Helping students to stay safe online by giving them advice during their induction and by having lessons showing the dangers of the internet.
• Monitoring under 18s use of the internet and not allowing unrestricted access to online content by having security walls.

1.12 Risk Assessments
Loxdale English Centre evaluates the risks posed to students/staff when taking part in an activity. This evaluation forms the basis of our Risk Assessments.

All staff have a duty to read and understand the School’s Risk Assessments and to be trained in Risk Management. They also have to tell their students the risks associated of any activity or trip they join.

1.13 Use of photographic/filming equipment
The School may take photos for publicity purposes. The School has always asked for permission to use these photos from the parents. Staff should be vigilant about other adults taking photos of our students and any concerns should to be reported to the Social Manager, Welfare Officer or Principal.

1.14 Whistle-Blowing Procedure
Loxdale English Centre is committed to high standards of openness and accountability. In line with this we encourage all employees with serious concerns about any aspect of our work, to come forward and raise their concerns without fear of being disloyal or suffering harassment or victimisation as a result. We would always prefer to be made aware of any staff concerns as and when they arise so we can address them quickly and efficiently. We ask all complainants to co-operate fully in any investigation.

The full policy is shown in our Policy file.

1.15 Who’s Who for students
Around the school there are photos of our staff so students recognise them. All staff must also wear their photo security badge/lanyards at all times and, when on social activities, their Loxdale orange T-shirts so students know whom they can approach.

SECTION 2: Recruitment and training of staff and volunteers
Loxdale English Centre recognises that anyone may have the potential to abuse children in some way and that all reasonable steps are taken to ensure unsuitable people are prevented from working with children.

We are committed to providing a supportive and safe working environment for our staff. Loxdale recognises that, in order to achieve this aim, we need to attract, recruit, train and retain the highest calibre of staff possible.

Pre selection checks include the following:
• Adverts have a safer recruitment statement.
• All volunteers/staff complete an application form or give a CV.
• All staff are given a job description
• Invited to interview (in person or by skype)
• Our interviews go through any gaps in the CV and talk about our child safeguarding policies.
• Applicants are asked if there is any reason as to why they shouldn’t work with children.
• We need 2 confidential references, incl. one regarding previous work with children if possible. These are taken up and, at least one, confirmed through telephone contact.
• Evidence of identity (passport or driving licence with photo) is given.
• All relevant certificates e.g. teaching or university grades, are photocopied and kept on file.
• Consent is obtained from applicants so that we can take up a DBS check for them.
• If a criminal record comes back to show a reason why the member of staff should not work with children, the offer of work is revoked.
• All staff are given a Staff Handbook together with the School Policy File (including safeguarding ones and risk assessments) and procedures and sign to register that they have understood, read them and will promote them.

In addition to pre-selection checks, the safeguarding process includes training after recruitment to help staff to:
• Understand our Safeguarding, Prevent and Emergency Policies.
• Analyse their own practice against established good practice, and to ensure their practice is not likely to result in allegations being made.
• Recognise their responsibilities and report any concerns about suspected poor practice or possible abuse.
• Respond to concerns expressed by a child or young person.
• Work safely and effectively with children.
• Think about cultural differences amongst the students.

In addition to this, Loxdale English Centre requires:
• Relevant personnel to have first aid training (where necessary).
• All relevant personnel to undertake an online Child Safeguarding course and undergo in-house training.

SECTION 3: Checklist of welfare issues

Signs to look out forPossible issueStaff inputAction to be taken
Students making negative remarks about their homestayStudent feeling unhappy in homestayStaff to refer student to Accommodation & Welfare ManagerAccommodation & Welfare Manager to assess severity of case, offer assistance in communication with host and/or find alternative host for the student.
Students looking depressed and not participating in class/activityStudent feeling a little lonely and homesickStaff to talk to the student and to refer him/her to Welfare Manager/Social ManagerSocial Manager will ensure that the Independent Student Manager meets the student and introduces student to other fellow students.
Student attendance issues/latenessStudent may be depressed, very homesick or not enjoying their classWelfare Manager/Director of Studies talks to the student about their reasonsAccommodation & Welfare Manager to speak to host about the student’s behaviour at home. DoS to speak to the student about their feelings.

First Aid boxes
Regular checks are made by the Principal and Welfare Officers to ensure:
• there are enough kits
• the kits are regularly checked for stock
• all staff know where they may be found.

Emergency Phone
All students have 3 emergency phone numbers: for the Principal, Accommodation & Welfare Officer and the Emergency phone/Social Manager. The Emergency phone is held by James Chiesa during the summer months. Each of these staff have the list of host family/student contact details for all students and a list of arrivals and departures. In the event of a call on the emergency phone, staff will report the incident to the Principal on the Monday morning or by e-mail or phone earlier for any serious emergencies.

SECTION 4: Handling allegations and/or suspicions

Allegations by a child or young person must always be taken seriously. It is not the responsibility of anyone working in Loxdale English Centre, in a paid or unpaid capacity to decide whether or not abuse has taken place. There is a responsibility to act on any concerns by reporting these to the appropriate officer or the appropriate authorities. Loxdale English Centre will fully support and protect anyone, who in good faith reports his or her concern that a colleague is, or may be, abusing a child.

Where there is a complaint against a member of staff, there may be three types of investigation:
• a criminal investigation
• a child protection investigation
• a disciplinary or misconduct investigation.

The results of the police and child protection investigation may well influence and inform the disciplinary investigation, but all available information will be used to reach a decision.

Reporting concerns about poor practice
If, following consideration, the allegation is clearly about poor practice, the Welfare Officer and Principal as the designated Child Safeguarding Leads, will deal with it as a misconduct issue.

If the allegation is about poor practice by the Loxdale English Centre’s Child Safeguarding Leads, or if the matter has been handled inadequately and concerns remain, it should be reported to the Principal or her employer, Bo Forkman, who will decide how to deal with the allegation and whether or not to initiate disciplinary proceedings.

Reporting concerns about suspected abuse
Please inform the Welfare Officer, Social Manager, Director of Studies or Principal as soon as possible. Please stay calm and do not panic or over-react in front of the student. It is extremely unlikely that they are in immediate danger. Don’t try to deal with it yourself or make any negative comments about the alleged abuser. Don’t gossip about it with colleagues or any other hosts – your actions could cause a criminal or legal case to collapse.

How to respond to allegations of abuse
It is the duty of anyone who works with or hosts children or vulnerable adults to report disclosure of abuse.

It is not for staff or hosts to decide whether or not a suspicion or allegation is true. All suspicions or allegations must be taken seriously and dealt with according to this procedure.

Stay calmDon’t panic. Don’t over react. It is extremely unlikely that the participant is in immediate danger.
Listen, hear and believeDon’t probe for more information. Questioning the participant may affect how the participant’s disclosure is received at a later date
Give time to the person to say what they wantDon’t make assumptions, don’t paraphrase and don’t offer explanations
Reassure & explain that they have done the right thing in telling. Explain that only those professionals who need to know will be informedDon’t promise confidentiality or that everything will be OK (it might not)
Use TED: Tell me, Explain to me, Describe to meDon’t put words into their mouths
Act immediately in accordance with the procedure in this documentDon’t try to deal with it yourself
Record in writing as near as verbatim as possible what was said and as soon as possibleDon’t make negative comments about the alleged abuser
Report to Karen or Anna as soon as possibleDon’t gossip with colleagues about what has been said to you
Record your report and keep it secureDon’t make a child repeat a story unnecessarily

Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only. This includes the following people:

• the School Welfare and Designated Safeguarding Leads
• the parents of the person who is alleged to have been abused
• the hosts
• the person making the allegation
• the Principal
• social services/police/local council LADO

Information should be stored in a secure place with limited access to designated people, in line with data protection laws (e.g. that information is accurate, regularly updated, relevant and secure).

Internal enquiries and possible suspension
The Loxdale English Centre Designated Safeguarding Leads will make an immediate decision about whether any individual accused of abuse should be temporarily suspended pending further police and social services inquiries.

Irrespective of the findings of the social services or police inquiries, the Loxdale English Centre Principal will assess all individual cases to decide whether a member of staff or volunteer can be reinstated and how this can be sensitively handled.

This may be a difficult decision; particularly where there is insufficient evidence to uphold any action by the police. In such cases, the Principal must reach a decision based upon the available information which could suggest that on a balance of probability; is it more likely than not that the allegation is true. The welfare of the child should remain of paramount importance throughout.

Support to deal with the aftermath of abuse
Consideration should be given to the kind of support that children, parents and members of staff may need. Use of helplines, support groups and open meetings will maintain an open culture and help the healing process.
The British Association for Counselling Directory is available from The British Association for Counselling, 1 Regent Place, Rugby CV21 2PJ, Tel: 01788 550899, E-mail:, Internet: .

SECTION 5: Recognising child abuse

What is child abuse?
Abuse is a form of maltreatment of a child. Somebody may abuse a child by inflicting harm, by failing to act to prevent harm or by neglect. There are four types of abuse:

a) Physical
May involve hitting, shaking, throwing, poisoning, burning, scalding, drowning or suffocating. It can also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness in a child.

b) Neglect
This is a persistent failure to meet a child’s basic physical or psychological needs, likely to result in the serious impairment of the child’s health or development. It may include failure to provide adequate food and clothing or shelter or failure to protect a child from physical and emotional harm or danger.

c) Sexual
This involves forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (e.g. rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing.
They may also include non-contact activities such as involving children in looking at or in the production of sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse (including via phones or internet). Adult males, adult females and other children can be abusers.

d) Emotional
Is the persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve telling a child that they are worthless, unloved, inadequate or valued. It may include not giving the child opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate.

It may feature age developmentally inappropriate expectations being imposed on children. These may include interactions that are beyond the child’s developmental capability, as well as the overprotection and limitation of exploration and learning, or preventing the child from participating in normal social interaction.

It may also involve the child seeing or hearing the ill-treatment of another.

It may involve serious bullying (including cyberbullying), causing children frequently to feel frightened or in danger or the exploitation or corruption of children.

Some levels of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.

Typical Signs of Abuse – PHYSICAL ABUSE:

Physical Signs:
All children have accidents and may have bruises from time to time. The child or his or her parents will usually tell you how the injuries occurred and what happened. However, if they do not tell you or do not give you an adequate explanation of what happened, you need to consider whether the injuries are a possible sign of physical abuse. Sometimes a child can be physically abused without easily identifiable signs of injury, e.g. babies who have been shaken, so it is important to act on concerns so professional assessments can be made.
Injuries not adequately explained including:
• Fractures, bruises, burns, bite marks, slap marks, implement marks e.g. belt mark.

Other signs of abuse include:
• Grip marks – may indicate shaking
• Slap marks – cheeks, buttocks, limbs (may leave a hand imprint)
• Soft tissue marks
• Long marks
• Symmetrical bruising
• Bruising in unusual places e.g. bruises on ears
• Teeth / bite marks
• Burns with outline, e.g. outline of an iron
• Cigarette burns
• Fractures or other injuries
• Injuries which haven’t been treated properly and there is delay in seeking medical attention
• Any injury to a child who isn’t mobile e.g. baby under 1 year, disabled child

Behavioural Signs:
• Child appears frightened of others e.g. parent(s) or carer(s)
• Child doesn’t want to go home, or runs away
• Child flinches when approached or when someone stretches a hand towards them
• Child reluctant to get undressed e.g. for games or sport activity
• Child very passive or very aggressive
• Frozen watchfulness – child sits very still watching what’s going on (waiting for the next hit)
• Equally could appear overly “happy” and “eager to please”

Typical Signs of Abuse – SEXUAL ABUSE:

Physical Signs:
• Repeated, inappropriate, masturbation
• Presence of sexually transmitted disease
• Young children with age inappropriate sexual knowledge, e.g. penetration, ejaculation, oral sex
• Explicit sexual drawings
• Pain, soreness or itching in the genital or anal areas or mouth
• Recurrent genital or urinary infections.
• Pregnancy

Behavioural Signs:
• Disclosure from a child (to another child or an adult)
• Young children acting out sexual behaviours, e.g. simulating intercourse, grabbing genitalia etc
• Young children displaying sexually inappropriate knowledge or behaviour
• Persistent bedwetting, nightmares and sleep problems
• Anorexia, bulimia, self harm or excessive ‘comforting’ eating
• Fear of a specific person
• Substance abuse
• Child having unexplained gifts, including money
• Children having ‘secrets’ that an adult says they are not allowed to tell
• Secrecy around internet use and webcams etc.

Typical Signs of Abuse – NEGLECT ABUSE:

Physical Signs:
• Looks excessively thin or ill
• Well below average weight and height, failure to thrive,
• Recent unexplained weight loss.
• Complains of hunger; lack of energy
• Untreated conditions/injuries
• Repeated accidents, especially burns
• Left home alone inappropriately
• Repeatedly unwashed, smelly or dressed inappropriately for the weather
• Supervision/carers inappropriate (e.g 8 year old looking after other children)
• Badly decayed teeth
• Unhygienic and/or unsanitary living conditions

Behavioural Signs:
• Poor level of concentration
• Constantly hungry or ’stealing’ food from others/from bins
• Frequently not at school or persistent lateness
• Reluctant to go home from school
• Delayed speech development

Typical Signs of Abuse – EMOTIONAL ABUSE:

Physical Signs:
• Physical, mental and emotional developmental delay / late developer with no obvious medical reason
• Sudden onset speech disorders, e.g suddenly developing a stammer

Behavioural Signs:
• Acceptance of punishment which seems excessive
• Over-reaction to mistakes
• Continual self deprecation
• Excessive fear of new situations
• Inappropriate emotional response to painful stimuli
• Excessive behaviours, e.g. rocking, head banging, pulling own hair out
• Self harm and/or eating disorders
• Compulsive stealing/scavenging
• Excessively sad, depressed, withdrawn,
• Low self esteem
• Very poor relationship with parent/carer

In these terms and conditions, the word ‘School’ refers to Loxdale English Centre.
For all relevant School Policies, please see our website.

A booking becomes binding for both student and school once the booking fee has been paid and it has been confirmed in writing by post or e-mail to the School. The person who signs the booking form agrees to pay the course and accommodation fees as shown in price lists.

To book your course:
Fill in the booking form and return it to the School. The booking form must be signed (in print or electronically) by the person accepting responsibility for the payment of fees, and must be accompanied by the booking fee of £90, or proof of the payment.

Payment & course fees
Payment must have been made in full at least 3 weeks before the course is due to start. Payment can be made through Flywire by local bank transfer or credit card or by bank transfer. Bank charges must be paid by the student. With all such payments it is important to quote the student’s name and invoice number.

If a student wishes to postpone his/her course, the School must receive written confirmation of this at least 14 days notice before the original course start. In these instances the payment already received can be held until the next start date and will be valid payment for this. If there is less than 14 days, there will be a 1 week accommodation charge.

Cancellation & curtailments
The School should be told as soon as possible of any cancellations. In the case of cancellation, the following charges will apply:

30 – 1 day before course start: The booking fee, 30% of course fee and 1 weeks’ accommodation
Non-appearance 100% of booking fee, course fee and 1 week’s accommodation
Visa refusal: Loxdale will refund any paid fees less bank charges & booking fee after seeing the visa rejection letter

There can be no refund of fees once a course has started unless on medical grounds supported by a British doctor’s certificate. Accommodation payment will be refunded less one week. Refunds will only be paid to the fee-payer, via the original payment method.

Attendance of classes
Loxdale expects all student to attend every class in their course. No certificate will be issued if the student has not attended 85% of the classes on their course. Students must arrive at each class before it starts and return promptly after any break. For adult students, entry to class will not be allowed if students are more than 5 minutes late. If students are persistently late or absent, it may result in expulsion from the School with no refund of course fees.

Students may take one week’s holiday per three months that they study at Loxdale. At least two week’s notice must be given in writing. Students must pay a 50% retainer for their accommodation during the holiday period.

We do our best to check the quality of the service, but journeys arranged in hired or owned transport are made entirely at the students’ own risk and School can accept no liability for such journeys.

Conduct & expulsion
Loxdale will not accept: poor attendance; disrespect to staff, hosts or other students; foul, inappropriate or abusive language; violence, intimidating or insulting behaviour; any form of discrimination (incl. based on race, gender, religious beliefs or sexuality; or any other act or behaviour that does or may bring the School into disrepute or cause any harm or suffering to staff, hosts, other students or members of the public.

Students must use our computers and internet in accordance to our instruction and E-Safety Policy.

If Loxdale feels a student is a risk to themselves or others or breaks UK laws, even if not charged, may be expelled.

If a student fails to meet our minimum conduct requirements, Loxdale may expel them. In the event of expulsion, there will be no refund of unused tuition fees. Accommodation fees will be refunded less one week. Repatriation is at the student’s, or their parents for students aged under 18 years, own expense.

Accommodation bookings
Unless otherwise agreed, accommodation is reserved from the Sunday before the course start date until the Sunday of the last week of the course. Only full weeks are calculated for payment purposes.

Students wishing to leave their accommodation for whatever reason, must give one full week’s notice or pay one week’s accommodation charge. The School acts as the middle-person between the student and the private home, or hotel/guesthouse. We reserve the right to change accommodation bookings when the need arises. We can only arrange accommodation for students attending our courses.

Students aged under 18
If a student aged 16 or 17 studies on an adult course at Loxdale, we need their parents to sign Safeguarding Forms before arrival and they must read and agree to the conditions in our Policy for 16 & 17 year old adults. The student has to respect the School curfew and safeguarding rules.
The Safeguarding Forms must also be filled in by the parents of any young learners wishing to study at Loxdale.
In exceptional circumstances, there may be students aged 6 or 7 on our pre teen courses.

Loxdale English Centre is entitled to recruit international students who require visas under the Short Term Study Visa scheme through Accreditation UK. Minimum payment of £250 must be received before any supporting visa documentation is issued to you.

Students are responsible for fully complying with all requirements of the immigration authorities before and during their stay in the UK.

Should the student’s arrival date be postponed due to a delay in visa application, we cannot guarantee the original accommodation allocation, and we reserve the right to offer alternative accommodation.

Liability & insurance
The School shall not be liable for loss, damage or injury to persons or property while attending school. The student is solely responsible for the safety of any personal property they bring to School. Students must pay for any damage caused by them to Loxdale property or any host’s. Loxdale strongly recommends that students take out personal insurance cover before travelling to Britain.

Loxdale is not responsible for any acts or omissions of any third parties including a travel or student agency.
The School’s liability to the student shall, as far as is permitted at law, in no event exceed the course fees paid by the student in the previous 6 months prior to the claim. Loxdale shall not be liable for any indirect or consequential losses of the student.

Photos & publicity materials
If an adult student does not want their photo on school publicity material, they must let the school know within a week of starting their course. We cannot be held responsible for any photos in the public domain or social networks.

These terms are governed by English law. Any disagreement in relation to these terms is only dealt with through the English courts.

Force majeur
Loxdale is not responsible for any events outside our reasonable control which may cause the closure of part or all of the School and the closure of classes. Events outside our reasonable control may include, without limitation; war, riots, civil strife, industrial dispute, terrorist activity, disaster, storm or other weather conditions, flood or infectious disease.


Click to see our Anti Bullying and Harassment PDF 


 All forms of harassment and bullying are unacceptable from students, staff, group leaders or homestay providers.

All have the right to be treated kindly and with dignity and our students, staff and homestay providers should have a respectful school and home environment. Harassment and bullying are harmful and can affect performance and morale. This will not be tolerated at Loxdale English Centre.

The aim of this policy is to protect staff, homestay providers and students from harassment and bullying. If you are being bullied, please talk to Anna, James, Alice or Jodie. We will investigate any complaint of harassment or bullying. Please talk to us and ask for help.

Bullying can be

• Calling people names
• Playing cruel jokes on people
• Threatening people

non verbal
• Ignoring people
• Embarrassing people in public
• Telling other people not to be friends with someone

• Pushing
• Kicking, punching and hitting
• Taking or hiding someone’s things

on the computer/social media
• Posting horrible or threatening messages on social media such as on Facebook, Instagram, Snapchat or Twitter

Bullies want their victims to feel intimidated, degraded, embarrassed, unhappy, scared.

You should never have to feel like this. Ask for help.


All forms of harassment and bullying are unacceptable from students, staff, group leaders or homestay providers.

All have the right to be treated kindly and with dignity and our students, staff and homestay providers should have a respectful school and home environment. Harassment and bullying are harmful and can affect performance and morale. This will not be tolerated at Loxdale English Centre.

The aim of this policy is to protect staff, homestay providers and students from harassment and bullying. If you are being bullied, please talk to Anna, James, Alice or Jodie. We will investigate any complaint of harassment or bullying. Please talk to us and ask for help.

Bullying can be

• Calling people names
• Playing cruel jokes on people
• Threatening people

non verbal
• Ignoring people
• Embarrassing people in public
• Telling other people not to be friends with someone

• Pushing
• Kicking, punching and hitting
• Taking or hiding someone’s things

on the computer/social media
• Posting horrible or threatening messages on social media such as on Facebook, Instagram, Snapchat or Twitter

Bullies want their victims to feel intimidated, degraded, embarrassed, unhappy, scared.

You should never have to feel like this. Ask for help.




Lessons normally start at 0845 so please make sure you are on time. You and your parents have agreed that you must attend lessons on time every day.

Any time you are late:

  •  It slows down the lessons for the students who are there on time as teachers must repeat everything.
  •  It is disrespectful to your classmates and teacher

If you are regularly late, we will:


1. Talk to you and find out why so that we can help you improve this.

2. If you don’t make any improvement, we may not let you join an evening activity that you wish to do with your friends e.g. disco and give you another activity to do instead.

3. If you still do not improve, we will contact your parents


Any time you are late to class, this will show on your End-of-Course Certificate.

We will phone all students who are not in class to find out where you are and why.



All teachers immediately inform the Director Studies if a student is not in class or is late.

All students must attend class every day.


If you are ill, please call the School in the morning before 0845 to let us know and so we can see if you need a doctor.

If you are ill and your host is at home to look after you, you can stay home. Otherwise you must come to school and we will look after you here. On some occasions, with older children, you may be able to stay home and staff or your group leader pop in to visit you during the day.

If you are ill enough to miss lessons during the day, you cannot take part in the evening activity and must remain at home to recover. We want to make sure you are fully recovered in time for the lessons and activities the next day.



Lessons start at 0900 so please make sure you are on time.

If you are aged 18 years +, and are more than 5 minutes late, you will have to wait until after the break to enter the classroom. There are several reasons for this including:

  •  It slows down the lessons for the students who are there on time as teachers must repeat everything.
  •  It is disrespectful to your classmates and teacher

During that period, use the self-study room, library or computer room to work. If you need work to do, please see James, the DoS and he will set you a task.


If you are aged 16 or 17 years are more than 5 minutes late, you will still go into the class. Please be aware that if this happens regularly, we will have to contact your parents.


All students will be marked absent for any lessons that you are not in class (there are between 4 and 6 lessons each day) and this will show on your End-of-Course Certificate.


We will phone all students who are not in class to find out where they are. All teachers inform the Director Studies if a student is not in class or is consistently late.


We expect all students to attend class every day.



Occasionally, if you are studying at Loxdale for more than 2 months, you may want to take some time off school when friends or family visit. If this is the case:

  • Please fill in the holiday request form (in your red file)
  •  Give this to Anna to ask for the time off. This is so she can check that you don’t have a problem with low attendance already.
  • If permission is given, please let your teacher and host know at least a week in advance

Please be aware that ALL absences are marked on the Register. You must have 85% attendance to pass the course and receive a Leaving Certificate.


If you are going away overnight, please make sure your host knows and that they have your mobile number in case of an emergency.


Every four weeks, you will receive an up-date in your one-to-one tutorial to let you know what percentage attendance you have.


If a teacher feels that you are missing quite a lot, then they will ask you why and, if necessary, give you a verbal warning and give you a chance to improve your attendance.


If we feel that a student is close to going under 85% then we issue them with a written warning and also ask them if there is any way in which we can help them get to class on time or if there is a reason why they are missing so much. They are normally given 2 weeks to prove that they are committed to making up the lost time. If no improvement is given, the student is asked to leave the course.


Code of Conduct PDF 


All our students, staff and hosts have the right to feel safe, secure and respected.

We want all our students, staff and host families to follow the following guidelines to make Loxdale English Centre a happier, safer school. Anna Thatcher and Jodie Morden are our Welfare, Prevent and Safeguarding Officers and, if you have any questions, please do talk to them.

We are valued and should value others. This means that each of us will:

Be polite
• in speech and behaviour
• by showing respect for
• by being well-behaved
• listening to each other

Be Considerate
• by being on time
• by being patient
• by caring for people and
their property

Be Prepared
• by having all the correct
• by being ready to

Be Hard-working
• by starting work quickly
• by following instructions
• producing high quality

Be Safety-conscious
• by observing all safety
• by using all equipment
carefully & putting it

Be Tidy
• by taking pride in your
• by caring for your
• by dressing appropriately

We expect the following from our students:

In the classroom and on activities and trips:
• Turn your phone off
• Listen to your teacher & other students
• Speak English!
• Actively participate and encourage others.
• When you leave, leave the room tidy
• Do your homework
• Respect the school’s equipment and property
• Play games in a generous and sporting spirit but also to win!

In the Dining Room:
• Welcome others to your table
• When leaving, please put your rubbish, glass/plates on the special trolley

With your hosts:
• Be appreciative of your host
• Be on time for meals
• Communicate! e.g. If you are going to be late for dinner or if you don’t like to eat something.

In public including streets and buses:
• Don’t crowd the pavement and please move out of the way of other people
• Please don’t shout
• Throw any rubbish or cigarette butts in the bins provided
•Be polite and join queues

Code of Conduct

All our students, staff and hosts have the right to feel safe, secure and respected. We want all our students, staff and hosts to follow the following guidelines to make Loxdale English Centre a happier, safer school. Anna Thatcher and Jodie Morden are our Welfare, Prevent and Safeguarding Officers and, if you have any questions, please do talk to them.

We are valued and should value others. This means that each of us will:

We expect the following from our students:

Be proud to be part of our school and enjoy course at Loxdale English Centre.


We are sure you will have a wonderful time during your course at Loxdale. You will see all the key staff almost every day and are happy for you to tell us about any compliments, concerns or good ideas about your course or the school.

If you have enjoyed your stay with Loxdale English Centre, please tell us what you have enjoyed in particular. You can do this by:
• completing the feedback form given by your teacher
• telling James or Anna in person
• writing on a piece of paper and putting it in the Suggestions Box in the Dining Room

It is much better to try to fix little problems when they occur so they don’t become a bigger problem for you. If you have a complaint about any part of your course or an idea about any aspect of your stay, please talk to us as soon as possible. We can’t do anything, if we don’t know about it.

Initially, please see:

Jodie or Karen – About your host family
Your class teacher, or James – About your class
Alice – About the social programme
Karen – About money or invoices
Alison – About your lunch

We will always do our best to solve any problems as quickly as possible and come up with a solution. However, if you are still not happy, please speak or write to Anna.

In a situation where you are unhappy with the School’s response to your complaint, you have the right to complain to English UK, the national association for English language providers. The school will give you details of how to do this on request, just ask.


We may receive compliments, good ideas or complaints verbally, on an evaluation form or through the Suggestions Box. All students are told how to do this in their Induction and information about who to complain to are on notice boards around the school. All teachers should pass on any issues to the DoS, Principal or Accommodation Officers that are brought them, either in class or through tutorials.

These may come from students, staff, suppliers, partners or hosts.

As quickly and efficiently as possible we will:
• resolve any complaints in the best way we can.
• pass on any compliments to the relevant staff in a staff meeting or verbally and also pass them on to Lianna so she can use them for marketing purposes if appropriate.
• consider all ideas/suggestions and, if practical, acting on them.

The information we gather through these processes are used as an opportunity to review and improve the service we offer at the end of each term.

Wherever possible, we ask the student to talk to the appropriate member of staff who works in the area of their complaint e.g. their teacher or James if the complaint is about their class.

If the complaint is about their class or level, we ask that students to see their teachers first. However, if they are embarrassed, or if the problem is with their teacher, they would speak to James, Director of Studies (DoS). He will inform them of the proposed action (see below). He will then invite them to come back within a week to see if matters have improved.

James will discuss the problem with the teacher concerned and identify possible solutions. If necessary, he will observe the class, with a second observation if deemed necessary. The DoS will also give support to the teacher where appropriate e.g. with lesson planning or choice of materials.

If the student is still unhappy, James may move the teacher to a more suitable class or, if the problem is a due to a personality clash, it may be possible to move the student to another class at the same level.

It the student considers themselves to be a higher level than the class and their teacher does not agree, they may be asked to sit the entrance test again or the DoS may ask to see evidence of their work in class. They may record the lesson to demonstrate the student’s ability.

All the above stages are documented.

Where possible the DoS will provide the teacher with as much support as possible, for example setting up a peer observation programme, helping with lesson preparation and conducting regular developmental observations.

The Accommodation Officers will try to resolve matters sensitively by talking to the homestay host if the issue is a minor one.

For more serious cases, it may be better to move the student to a new family. In extreme cases, the family will no longer be used. All complaints are filed with the family’s details.

On occasions where it is the family who has reason to complain about a student, we follow a similar procedure.

We use cookies on our website so that we can provide you with a good user experience and so that we can develop and improve our website. If you wish to use our website, you are agreeing to our use of cookies.

What is a cookie?
A cookie is a small file of letters and numbers that we store on your browser or on the hard drive of your computer, tablet or mobile device. The cookies do not contain any information that is personally identifiable to you.

UK and EU Cookie Law?
Loxdale English Centre adheres to the relevant legal requirements regarding cookies. These include:
• Privacy and Electronic Communications Regulations 2003 as amended by the Privacy and Electronic Communications Regulations 2011.
• General Data Protection Regulation (GDPR)

Do I have to allow cookies?
Before the website places cookies on your device, you will presented with a pop-up requesting your consent to set those cookies. By giving your consent, you are making it possible for Loxdale English Centre to provide a better experience and service to you. You can refuse to allow this if you wish. If you do not allow cookies, please be aware that certain features of the website my not function fully or as intended.

Can I change my mind?
Yes, you can choose to enable or disable cookies in your internet
browser at any time.

Different types of cookies:
• Essential cookies:
These are required for the operation of our website. They allow you to use the price calculator, booking form.
• Analytical cookies:
These allow us to count the number of visitors to our website and to see how visitors move around the website when using it. It helps us to improve the way that our website works by allowing us to see how to make certain pages easier to find.
•Third party cookies:
These cookies record your visit to our website, the pages you have visited and the links you have followed. We use this information to make our website relevant to your needs. We may also share this information with third parties for this purpose.

How do I change my cookie settings?
The browser settings for changing your cookies settings are usually found in the ‘options’ or ‘preferences’ menu of your internet browser. In order to understand these settings, the following links may be helpful. Otherwise you should use the ‘Help’ option in your internet browser for more details.

• Internet Explorer:
• Firefox
• Chrome
• Safari

A Data Protection Policy lets you know what happens to any personal data/information that you give to us.

As a school we deliver the following services for our students:
• Teaching
• Looking after the welfare of our students and supporting them during their course here
• Arranging accommodation for our students
• Organising and supervising social activities and trips during their courses

Our students are:
• Adult students
• Young Learners: Teenagers aged 13 to 17 years and Pre-Teens aged 8 to 12 years

In this document you will find out:
1. Our commitment to you
2. How do we collect information on you?
3. What kinds of personal information about you do we use?
4. What do we use your personal data for and who do we share it with?
5. What legal basis do we use for processing your data?
6. How and when can you withdraw your consent?
7. What should you do if your personal information changes?
8. Do you have to provide your personal information to us?
9. How long do we keep your personal information?
10. What are your rights under data protection laws?
11. Your right to object
12. How to contact us

1. Loxdale English Centre & our commitment to you:
The protection of your privacy and personal information is important to us. We make sure that we have appropriate security to look after it and that companies that we work with also keep our high standards. These include IT services, financial services, taxis and coach companies.

We respect your privacy and will only give out information to our staff or hosts that is relevant to them to make sure they can do their job properly. We never give out your details to anyone unconnected with the school.

In this document you will see our commitment to you in keeping your data safe:
a) We make it clear to you at the point when we request your information, what we are collecting it for and how we are going to use it.
b) We collect and use your personal information only if we have your permission or we have sensible business reasons for doing so, such as collecting enough information to be able to book your course and arrange any services that you have requested. We keep the information required to a minimum, just enough to provide you with high quality service.
c) You will only receive marketing information in relation to the course(s) that you have shown an interest in or have asked about.
d) We will store and delete your personal data securely.
e) Please remember that if you post any comments or links on any of our sites (website/Facebook), they can be read and accessed by anyone and everyone.
f) Loxdale English Centre is not responsible for any other websites that we may provide links to e.g. British Council, VisitBrighton etc.
g) If we or our service providers transfer any information out of the European Economic Area (EEA), it will only be done for relevant legal reasons.

2. How do we collect information about the student?
a) When you fill in our booking form, either online or on paper format.
b) For children, when you fill in their Safeguarding forms.
c) When you ask us for information, either direct, from our website or social media or from one of our agents/partners.
d) When you use the website or social media.
e) When you enter in any Loxdale English Centre promotions or competitions.

3. What kinds of personal information about you/the student do we use?
a) Personal and contact details. This includes title, full name and contact details.
b) Your date of birth, nationality and gender.
c) Details of next of kin for adult students or parental guardians for Young Learner students.
d) History of contact with us e.g. E-mail, telephone, social media, website or letter.
e) Information about your previous course (s) with us such as your level of English, which host family you stayed with and how many times you have studied with us.
f) Your passport/ID information
g) If you would like us to book your accommodation, we also need to know whether you/the student smokes, has any dietary requirements or allergies or any health conditions.
h) Web browser type and version and Operating System (automatically collected) and a list of URLs starting with a referring site. This includes your web pages you look at on our site and the site you exit to.

4. What do we use your personal data for and who do we share it with?
a) We need to process your booking form and think about whether or not we can offer you a particular course or service at that time. For example you may want to join our adult course but are 15 years old. This wouldn’t be possible. Or if you want to book for an English Plus course in July, when it isn’t available.
b) To manage the course/service you have booked. For example, if you smoke, we need to know this so that we can make sure we place you with a host family that smokes. Or if you would like a vegetarian diet, we need to make sure you are provided with this.
c) To up-date your records if necessary.
d) To help us to run our courses safely and to allow us to keep you or the student safe. For example, we need details of any allergy or medical conditions in case we have to act to help you or the student in an emergency. We may also have to let medical staff know of any current conditions if they are treating you or the student in an emergency.
e) To follow guidance and best practice under the change to rules of governmental and regulatory bodies e.g. As we are accredited by the British Council, we want to make sure we work to the highest possible safeguarding and service standards.
f) For management and financial auditing so we can prove where our income comes from to the Auditors.
g) To monitor and keep records of our work with you and our staff e.g. You may need another copy of your course certificate.
h) For market research and developing statistics for ourselves and our governing bodies e.g. English UK and British Council.
i) For direct marketing communications with us. We never give your details to a third unrelated party.
j) To provide personalised content and services to you. For example, if you asked about English Plus leadership skills and we decide to run that as a new course, we might contact you to see if you would be interested in joining it.
k) To comply with legal and regulatory obligations, requirements and guidance. For example details we need to write your visa letter to help you apply for a visa.
l) To share information when it is needed with Loxdale partners if it is needed for them to do their job/provide the service. This could include insurers (if you have booked this), taxi drivers, staff, host families, hotels, agents or accountants etc.

5. What legal basis do we use for processing your data?
We use different legal basis depending on the reason for it:
• For all data used to enquire about our courses or services, we process the data using ‘Legitimate interest’. So you can gain information about the details of the courses and costs once we have been given a little information about you and your needs and can let you know which course/service would be best suited for you. You always have a choice and can opt out of this processing at any time.
• Where you provide data in the booking process for you or the student, we process it under ‘Contract’. This is when it is necessary for us to have this information in order to provide you with the course or service.
• Any secondary processing of your data is managed under ‘Consent’. This might be if you ask us to organise your Health/Travel insurance. Then we have to send them your details to provide you with cover.

We will always make it as easy as possible for you opt out of any process, as long as it doesn’t stop us from being able to provide you with the service you have requested.

6. How and when can you withdraw your consent?
Where we are relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details at the top of each page.

7. What should you do if your personal information changes?
You should tell us so that we can update our records as soon as possible especially if it relates to safeguarding issues. For example if you child is on a course at Loxdale and you change your telephone number, we need to know this as soon as possible.

8. Do you have to provide your personal information to us?
We can’t provide you with certain courses/services if you do not give us certain information to us. This may be for legal or safeguarding reasons. For example, if your child is attending the course, we do need your full contact details and information about any medical needs.

9. How long do we keep your personal information?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
• For as long as we have reasonable business needs, such as managing our relationship with you. Normally this would be no more than 18 months unless there is communication from you to extend this.
• For as long as we provide courses/services to you and then for as long as you could ask us for details about that course.
• For as long as legal or regulatory requirements or guidance. For example, in the UK, invoice details/financial information must be kept for 7 years.

10. What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are used or not.
• The right to be informed about the processing of your personal information
• The right to have your personal information corrected if it is wrong and to have incomplete personal information completed
• The right to object to processing of your personal information
• The right to restrict processing of your personal data
• The right to have your personal information deleted (the “right to be forgotten”)
• The right to request access to your personal information and to obtain information about how we process it
• The right to move, copy or transfer your personal data (“data portability”)

11. Your right to object
You have the right to object to certain purposes for processing, in particular to data processed for direct marketing by us and to data processed for certain reasons based on our legitimate interests. Our contact details are at the top of this page.

12. How to contact us:
Locks Hill, Portslade, Brighton, BN41 2LA, UK +44 – (0) 1273 414 973

Disclosure and Barring Service Policy
We ask all our staff and hosts to sign a statement that indicates that there is no reason why they should not work or supervise children. This also tells them that we will run a DBS or the equivalent check them and ask for references. If a DBS cannot be made because they do not normally live in the UK, we ask for a Police check certificate from the country where they live.

Loxdale English Centre applies DBS checks to all staff and hosts working with students aged 17 and under.

We ask agents and group leaders to confirm that they conduct the relevant police and reference checks for all their group leaders accompanying students to study at Loxdale English Centre. Their confirmation is kept on file.

We ask suppliers who will be working with children without other staff for written evidence of their DBS checks. This includes taxi, minibus and coach drivers. Their confirmation is kept on file.

We renew the DBS check every 3 years.

Delayed DBS checks
Hosts cannot be used until they have their DBS check in place.

Staff cannot work unsupervised with children until they have their DBS check in place. Teachers and other social or office staff can start work if references have been taken up successfully and the Barred List has been checked.

In this situation teachers, social or office staff would always work with another member of staff and never be left alone with children. Their classrooms would be on the ground floor with windows and the door left open. The Director of Studies would regularly pop into his/her classroom.

Policy up-dated June 2018

Disciplinary Policy and Procedures for adult students:
The vast majority of our adults and Young Learner students are motivated and interested in learning English. However, we feel it is best to make clear the sanctions and disciplinary procedures we have for our students so that if needed they are consistent and encourage fair treatment for all. Its aim is to encourage our staff and students to achieve the highest standards of conduct, attendance and performance.

Disciplinary problems may include:
• Frequent non-attendance or persistent lateness
• Disruptive behaviour in class
• Harassment, bullying, aggressive or abusive behaviour or lack of courtesy towards other students, staff or hosts
• Vandalism or sabotage
• Non-payment of additional fees (e.g. extra social activities or trips)

At Loxdale English Centre, we want all students, staff, homestay providers and visitors to feel comfortable and happy in the school. We therefore certain documents that you may also want to read which have relevance to this policy:
• Anti-Bullying and harassment policy
• Safeguarding policy
• Loxdale English Centre Terms and Conditions
• Code of Conduct
• E-Safety policy
• Equality policy
• School

Disciplinary Procedures:
1. Firstly the student will be spoken to by their teacher or social organiser. This will normally happen twice – the first time to check that there are no underlying problems and the second time, more strictly.
2. If the issue/situation does not improve, the student is seen by the Director of Studies (for class issues) or the Social Manager (for issues relating to social activities). The students are given their first warning letter. At this stage, the parents or group leader of students aged under 18 will be informed.
3. If the issue/situation still does not improve, the student will be seen by the Principal and given a second warning letter. The student’s guardian, agent or parents may be informed at this stage.
4. If the issue/situation still does not improve, then there will be a final warning letter from the Principal and if things do not improve after this, the student will be asked to leave the school. In the case of a student under the age of 18 years, arrangements will be made for them to return home.

In serious cases, there will be no warning letters but immediate expulsion from the school. Examples of these situations include:
• Downloading illegal or offensive material on school computers or using school Wi-Fi.
• Any kind of violence
• Any form of breaking UK laws e.g. using or buying drugs, shoplifting, having sex with someone under 16 years old, sexting (sending indecent digital images) of people under 18 (including yourself if you are under 18 years), carrying a weapon, drinking or buying alcohol for those under 18 years etc.

In dealing with our students we aim to:
• be open, friendly, consistent, honest and fair
• ensure that communication is clear and understood
• make it clear to our students the course of action that will be taken
• ensure that we are accessible to listen to students at all times
• recognise that in times of stress or distress people can act out of character
• not view behaviour as unacceptable just because it is forceful or determined

Disciplinary Policy and Procedures for Young Learners:
The vast majority of our adults and Young Learner students are motivated and interested in learning English. However, we feel it is best to make clear the sanctions and disciplinary procedures we have for our students so that if needed they are consistent and encourage fair treatment for all. Its aim is to encourage our staff and students to achieve the highest standards of conduct, attendance and performance.

Disciplinary problems may include:
• Frequent non-attendance or persistent lateness
• Disruptive behaviour in class
• Harassment, bullying, aggressive or abusive behaviour or lack of courtesy towards other students, staff or hosts
• Vandalism or sabotage
• Non-payment of additional fees (e.g. extra social activities or trips)

At Loxdale English Centre, we want all students, staff, homestay providers and visitors to feel comfortable and happy in the school. We therefore certain documents that you may also want to read which have relevance to this policy:
• Anti-Bullying and harassment policy
• Safeguarding policy
• Loxdale English Centre Terms and Conditions
• Code of Conduct
• E-Safety policy
• Equality policy
• School

Disciplinary Procedures:
1. Firstly the student will be spoken to by their teacher or social organiser. This will normally happen twice – the first time to check that there are no underlying problems and the second time, more strictly.
2. If the issue/situation does not improve, the student is seen by the Director of Studies (for class issues) or the Social Manager (for issues relating to social activities). The students are given their first warning letter. At this stage, the parents or group leader of students aged under 18 will be informed.
3. If the issue/situation still does not improve, the student will be seen by the Principal and given a second warning letter. The student’s guardian, agent or parents may be informed at this stage.
4. If the issue/situation still does not improve, then there will be a final warning letter from the Principal and if things do not improve after this, the student will be asked to leave the school. In the case of a student under the age of 18 years, arrangements will be made for them to return home.

Disciplinary Sanctions:
1. The student may be taken out of class or off an activity if he/she is a distraction to the other students or their behaviour is a health and safety risk. The student would then sit in the Principal’s Office doing a set essay or written task.
2. The student may be asked to write letter of apology if deemed appropriate.
3. Permission to go to town in the afternoon may be withdrawn with the student staying onsite to do their homework instead.
4. Permission to join an activity such as the disco may be withdrawn. They would have another supervised activity instead.

In serious cases, there will be no warning letters but immediate expulsion from the school. Examples of these situations include:
• Downloading illegal or offensive material on school computers or using school Wi-Fi.
• Any kind of violence
• Any form of breaking UK laws e.g. using or buying drugs, shoplifting, having sex with someone under 16 years old, sexting (sending indecent digital images) of people under 18 (including yourself if you are under 18 years), carrying a weapon, drinking or buying alcohol for those under 18 years etc.

In dealing with our students we aim to:
• be open, friendly, consistent, honest and fair
• ensure that communication is clear and understood
• make it clear to our students the course of action that will be taken
• ensure that we are accessible to listen to students at all times
• recognise that in times of stress or distress people can act out of character
• not view behaviour as unacceptable just because it is forceful or determined

Our students and staff come from all over the world, with different social and religious backgrounds, different educational experiences, different family upbringings. Loxdale English Centre is committed to treating everyone equally and without discrimination where we believe in tolerance and openness.

It is our aim to provide equal opportunities by providing a school environment free from unlawful discrimination, harassment, bullying or victimisation whether in person or on social media. In particular we will ensure that students and staff are treated equally in terms of:

it doesn’t matter where you come from, you are a member of the international community at Loxdale English Centre.

all age groups are listened to and treated equally with respect for the laws and guidelines for the different age groups.

Religion & belief
Your religion or belief, or those of somebody else, should not interfere with your right to be treated fairly at school.

Loxdale English Centre is committed to creating a safe and tolerant learning environment so please talk to Anna if you have any concerns.

If you have a physical or mental impairment, you have specific rights that protect you from discrimination.

Women, men and transgender people should not be treated unfairly because of their gender, because they are married or because they are raising a family.

Wherever you were born, wherever your parents came from, whatever the colour of your skin, you have the right to be treated fairly.

Sexual orientation
Whether you are gay, lesbian, bisexual or straight, it should not put you at a disadvantage.

We want all our students and staff to benefit fully from what the school offers, and aim to ensure that everyone has the best possible experience, regardless of nationality, colour, race, religion, sex, gender, sexual orientation, age or disability. All staff have a duty to promote this.

Please do let Jodie, James or Anna know immediately if you feel that this policy has been broken. We can’t help if we don’t know about it.

Many aspects of social media, websites, blogs, podcasting, smart phones, tablets etc. have the potential to help raise standards of teaching and learning, but they may also present challenges to both learners and staff in terms of keeping themselves safe.

These risks can include exposure to inappropriate material, cyber-bullying, identity theft or invasion of privacy, downloading copyrighted materials, exposure to inappropriate advertising such as online gambling and financial scams, safeguarding issues such as grooming, radicalisation and other illegal activities. There are also risks to the security of our computer and network systems.

Through this policy Loxdale aims to protect our students and staff from inappropriate materials and to keep them as safe as possible. We try hard to have a workplace that is free of harassment and sensitive to the diversity of our employees and students. Therefore we do not allow anyone to use computers and e-mail in ways that are disruptive, offensive to others or harmful to morale.

Students and staff are very welcome to use our computers and Wi-Fi whilst at Loxdale. All buildings are wireless enabled and there are several computers with internet access around the buildings including the Computer Room and in the Self Study Room. Access to the internet is provided primarily for work/study related information and research, but you may also use it for personal use if you follow the rules below. Use of the facilities is not private and may be monitored by the School, especially the Staff and Student folders on the Loxdale server. Firewalls are in place on the school’s own network and it is the responsibility of all staff and students to report to us if they come across inappropriate materials.

Staff may use the school’s computer systems in the conduct of their duties, including lesson preparation, ensuring that any material accessed is appropriate for use with their class, taking into account the age and cultural sensitivities of the students.

Students may also use the computers in the Common Rooms, Computer Room and Self Study Room, or on their own devices, to access other websites.

Staff and students must be aware that their own 3G/4G networks may not have the same protection as our firewalls. It is the duty of any staff member encouraging or instructing their students to use their own devices either in or outside of class to monitor internet use to ensure that websites forbidden by this policy are not accessed.

The School will set up a Facebook, What’s App or Messenger group each term for students to receive information from the school or other students. Students sign up a Good Conduct Agreement when joining.

When you use our internet, Wi-Fi and facilities there are certain rules that you must follow to comply with UK law and best practice in schools and employment.
The rules below on technology use must be followed at all times:
• You are expected to treat equipment with respect and to behave in a polite, safe and responsible online manner.
• Downloading, looking or sending/posting illegal, offensive or immoral material (e.g. pornographic, homophobia or extremist view or other unsuitable material) is strictly forbidden.
• All downloaded text attachments, for example word documents that may contain word macros, must be virus scanned before opening.
• You are not permitted to install or download or remove any external software unless previously authorised. Files and data should be virus scanned before they are accepted.
• You must never disclose personal information about our students, hosts, the school or staff.
• Staff should not make negative comments about learners or Loxdale English Centre on any blogs or social networking sites. Negative commends such as these could be considered as gross misconduct as it potentially affects the reputation of the school and/or lowers morale.
• It must always be clear that any opinion you express is your own and you are not representing the views of Loxdale English Centre.
• You should be aware of all relevant laws on copyright, plagiarism, slander, defamation of character, libel and public interest disclosure. They are strict in the UK and can lead to police investigation.
• You should not use Loxdale English Centre’s facilities or network or services for personal financial gain, or for personal or private advertising.
• Staff and students must report any suspicion of misuse to their line manager.
• Staff must vet sites and materials before using them in class or for class activities.
• Staff and students should be aware of the potential for cyber-bullying.
• Learners should be taught to be critically aware of the materials/content they can access online and be guided to validate the accuracy of information.
• Staff and students should be taught of the need to acknowledge the sources of any information used and to respect copyright when using material accessed on the internet.
• Attempts to circumvent or ‘hack’ any of the school’s systems are treated as gross misconduct and may result in dismissal of staff or expulsion of students.
• Staff are not allowed to invite students aged 17 or younger to become friends/followers on social networking sites. They are also strongly advised not to invite older students to join as well.

Unacceptable use of internet and email services includes any action which could bring Loxdale English Centre into disrepute, interfere with the School’s business, its reputation or endanger the security of data, networks, equipment or software or cause harm to recipient’s students, hosts or staff.

Anyone found breaching these terms will be subject to formal disciplinary action and may be banned from using the School’s computers, and if found to be viewing illegal material, or acting illegally, will be reported to the police and be expelled/sacked from school.

Please do let us know if there are any problems with the computers.

Thank you for your understanding.

It is great to use social media, websites, blogs, podcasting, smart phones, tablets etc. in our free time and also as part of an English class. However, social media can make us feel stressed, confused, sad, worried or scared if they are not used properly.

Unfortunately, on the internet, as in life, there are people who are kind and helpful and others that are rude or dangerous. Some people pretend to be your friend online or through a game when really they want something from you or they want to trick you.

Through this policy Loxdale tries to protect you from horrible, inappropriate content or information and to keep you as safe as possible. We try hard to have a workplace that is kind and welcoming and we want all our students to feel happy and safe. Part of the way that we do this is that we do not allow anyone to use social media, computers and e-mail in ways that are bullying or mean to other people.

You are very welcome to use our computers and Wi-Fi whilst studying with us if you use equipment properly with respect and behave in a polite, safe and responsible manner online. There is Wi-Fi in all our buildings and there are several computers with internet access around the buildings including in the Computer Room and in the Self Study Room. You can use the Wi-Fi or computers if you follow the rules below.

Stay Safe
Be careful not to give out personal information to people your parents don’t know. These include your full name, e-mail address, phone number, address.

Don’t Meet up
Meeting someone you have only been in touch with online can be dangerous. Always ask permission from your parents and Anna or James.

Accepting Files
Accepting e-mails, files, pictures or texts from people you don’t know can lead to problems. They can be viruses or nasty messages.

Check information before you believe it. The information on the internet is not always true and people you meet online may be lying to you.

Tell Someone
If you see any websites or content that makes you worried or uncomfortable, please tell your teacher or Anna or James as soon as possible.

Loxdale English Centre has responsibility to provide a safe & healthy learning environment for all students and staff but especially for students under the age of 18 and vulnerable adults. Our policy is to provide and maintain safe and healthy working conditions, equipment and systems of work for all our employees, and students, and provide such information, training and supervision as they need for that purpose. We also accept our responsibility for the health and safety of other people who may be affected by our activities.

Qualified First Aid Staff
Loxdale English Centre regularly trains our staff in First Aid so that they are able to provide basic first aid if a dangerous incident or accident occurs.

The following members of staff have attended an approved course for ‘Emergency First Aid at work’ and hold a valid certificate:
• Anna Thatcher
• Jodie Morden
• Karen Lilley
• James Chiesa
• James de Malplaquet
• Jack Ratuszynski

First aiders are recruited on the basis of personal qualities (e.g. reliability, ability to remain calm in an emergency), ease of accessibility, providing a balance of administration and teaching staff, and to ensure adequate coverage for on and off site activities.

First Aid Kits
There are several first aid kits on the premises. These are located in:
• Reception Office • Anna’s Office (Principal)
• Reception at Sports Hall building • Kitchen in Pavilion
• School Minibuses • Business Centre kitchen & hall

It is the responsibility of the Accommodation & Welfare Officers to ensure that these are well stocked with the correct equipment and checked every 6 months.

Loxdale English Centre has a professional and moral duty to provide First Aid in case of an emergency.

We are happy to help make doctor, dentist and optician appointments if a student needs it. However, we do not take responsibility for administration of any medication. The reason for this is that merely giving a paracetamol to an individual could be life threatening if the individual is allergic to it.

If asked for cold or pain relievers, staff tell the students where the nearest pharmacy is located.

In the case of Young Learners where we have a duty of care, written permission is sought from the child’s parents on whether we can issue medicine, take them to a doctor or hospital.

Incident Procedure
Upon being summoned in the event of an accident, the first aider is to take charge of the first aid administration/emergency treatment commensurate with their training. Following their assessment of the injured person, they are to administer appropriate first aid and make a balanced judgement as to whether there is a requirement to call for an ambulance.

In the case of a serious accident or illness requiring professional medical attention, staff will contact the nearest local hospital.

In an emergency the injured person must be accompanied to the hospital casualty department, or an ambulance should be called by dialling 999, whichever is more appropriate.

In less serious circumstances, students should be advised to see a doctor.

In serious cases the Principal or the Accommodation & Welfare officer is responsible for contacting the employee or student’s family. The Accommodation & Welfare officer will also contact the student’s host family.

Recording of incidents
All incidents must be logged in the accident logbooks found in Reception Office and Anna’s Office. The following must be written in the logbook:
The name of the injured person, the type of injury, when it happened, how it happened, where it occurred, the name of the person dealing with the incident and the treatment given.

Under the ‘Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985 (RIDDOR)’ The Principal is required to report any major injury or condition which has occurred during the course of work to the local Health and Safety Executive.

This policy is reviewed and updated annually.

It is the policy of Loxdale Centre to develop a positive health and safety culture throughout the organisation.

To achieve this, the Company will progressively identify all workplace hazards and take appropriate measures to eliminate or control risks to employees and others affected by our operations by applying positive control standards and provision of information, training and supervision as needed.

Employees are reminded that they have a duty to ensure that the Company’s Health and Safety Policy is observed and in particular they are required:
• to take reasonable care for their own health and safety at work and of those who may be affected their actions, or by their omissions.
• to co-operate with their employer to ensure that any duty, or requirement, for health and safety imposed upon their employer by law is performed or complied with.
• not to intentionally, or recklessly, interfere with or misuse anything provided in the interests of health, safety or welfare.
• to report to supervisory staff hazardous conditions or defects in the company safety arrangements.

Our statement of general policy is:
1. To provide adequate control of the health & safety risks arising from our work activities.
2. To consult with our employees on matters affecting their health and safety.
3. To provide and maintain safe equipment and to ensure safe handling and use of substances.
4. To provide information, instruction and supervision for employees.
5. To ensure all employees are competent to do their tasks, and to give them adequate training.
6. To prevent accidents and cases of work-related ill health.
7. To maintain safe and healthy working conditions.
8. To review and revise this policy as necessary at regular intervals.

The company recognizes that it has the ultimate legal responsibility for health and safety. Accordingly the Principal accepts overall responsibility for policy formulation and implementation. In turn, all staff are responsible for reporting any concerns immediately to her. Where any staff feel that there should be a review of the Company’s Health and Safety Management Policy, they should inform the Principal.

Development of the Health and Safety Management Policy will be conducted through the normal staff meetings where health and safety will be given standing equal to other activities of the business.

Contents of this policy and our Health and Safety Procedures:
1. Responsibilities and Consultation Procedure
2. Risk assessment
3. Housekeeping and premises
4. Food and drinks – provision and supervision
5. Staff training
6. Disability considerations
7. Monitoring


1. Overall responsibility for Health & Safety: Anna Thatcher, Principal
The Health and Safety law poster is displayed on the wall in Reception.
The Certificate of Employers Liability Insurance is in the Principal’s Office, just ask to see it.

The following documents can also be referred to alongside this policy:
• Loxdale English Centre First Aid Policy
• Loxdale English Centre Fire Safety Policy and Procedures
• Loxdale English Centre Risk Assessment Policy and Procedures

Consultation Procedure:
All Loxdale employees have a responsibility to take all reasonable care of their own health and safety and to report when they see any part of the site that falls short of our Health and Safety aims to their line manager.

Health and safety may also be raised by any staff at their staff meetings. Any observations on risks must be recorded and action taken. The action will be reported at the next meeting.

Health and Safety Officer, responsible day to day for ensuring that this policy is put in practice: Michael Fitchie

2. Risk Assessments
All full Risk Assessments are available from the Principal. You may ask to see this whenever you wish. There is also a copy of each one in the file in the Staff Social Room.
Condensed versions are in your Loxdale Policy File.
Host families produce their own risk assessments and fire risk assessments to go through with their students on arrival.

3. Housekeeping and premises
Although various staff are involved in the upkeep of the building including the cleaner, Principal, Director of Studies and Office Staff, all of the following come under the ultimate responsibility of the Building Caretaker:

All floors and stairs are kept clean and not slippery.
The premises, furniture and fittings (e.g. lights) should be cleaned promptly and with action appropriate to the nature of the spillage e.g. cordoning off the area, use of protective clothing etc. Special arrangements must be made for the disposal of sanitary waste.
All waste paper bins should be emptied daily and rubbish stored safely until collection.
Toilet supplies should be maintained and regularly checked.

Safe Stacking and Storage:
All materials and objects should be stored and stacked so that they are not likely to fall and cause injury. On arrival, deliveries of supplies and equipment should be stored safely.

Exits, Corridors and Stairways:
All exits, corridors and stairways must be kept clear at all times.

All light bulbs/fluorescent tubes should be replaced as necessary in order to ensure adequate lighting at all times.

Comfortable conditions:
A reasonable working temperature should be provided at all times. The temperature should be at least 16ºC.

Visitors to Loxdale:
All visitors to our site are made aware of the fire procedures by the Caretaker or Office Staff.
Upon arrival all visitors and contractors are signed in at reception and issued with a visitor badge that they must display.
Contractors must ensure that dangerous tools, equipment and machines are not left unattended. The Caretaker is responsible for this.

Carpets and flooring must provide even surfaces to walk on. Carpets should not be worn through or frayed and floorboards should not be broken. Any broken tiles on the floor or ceiling must be replaced immediately.

Electrical Equipment:
All electrical equipment is visually checked and PAT tested annually by the Caretaker.
The Caretaker makes an inspection tour of the premises and arranges for replacements of any frayed or damaged cables, plugs, sockets or any other electrical equipment which is not working properly.
All extension leads must be used safely and fixed down securely to avoid anybody potentially tripping over it. All faulty equipment should be removed and labelled ‘Do Not Use’ until fixed by the Caretaker or someone he has organised.

Regular servicing is arranged. All staff should be careful when extracting jammed paper and take care not to touch the dangerous areas of the machine. The Caretaker will store and dispose of the toner cartridges.

Safe Handling and use of substances:
Sanitary waste is regularly disposed of by PHS Group.
Cleaning materials are kept in the dark room or cleaning stores away from students and open access.
Toner cartridges and inks are kept in the dark room away from students and open access. Asbestos was tested in April 2018 and not found in the Main building.

4. Food and drinks – provision and supervision
Food and drinks are provided by Alison Arnone from the school kitchens. She is entirely responsible for the provision of food at school for the students. There is also a vending machine. All staff are allowed to bring their own food for their personal consumption and keep it in the fridge in the staff room. At the end of each term, this fridge is emptied. A kettle and coffee machine is also available in the staffroom for staff to use. Caution should be used with hot liquid. If they spill any food or drink, they must immediately clear it up.

5. Staff training
All staff have training specific to their role early on in their contract e.g. general Health and Safety, Risk Assessments, Fire Safety procedures.

6. Disability considerations
The school will do everything it reasonably can do to meet the needs of staff, students and visitors with any type of disability.

Loxdale English Centre welcomes open and honest communication with students, staff, hosts and visitors. Our staff will discuss any concerns or problems that students or visitors may have in a polite and professional manner.

However, we will not tolerate any aggressive, rude or abusive behaviour towards our staff, students, host or visitors.

Our staff have clear guidance, which empowers them to terminate any phone call or interview that deteriorates to an unacceptable level. If needed, they will call the police to escort you off our premises.

Cartoon taken from the ‘How to be British’ Collection by Martyn Ford and Peter Legon.

Loxdale English Centre is committed to equal opportunities for all and to comply with the Disability Discrimination Act 1995. We will make any reasonable special arrangements within our capabilities in order to be able to accommodation and support students or staff who inform us of a disability, mental health issue or a learning difficulty.

Defining Additional Educational Needs:
The most common of issues that we accept at Loxdale are students with dyslexia but we have also had students with various degrees of autism, Aspergers or ADHD. Students with ADHD normally have this under control through medication. We occasionally have students with physical impairments such as an issue with their sight or mobility or bed-wetting.

Mild and moderate learning difficulties can include short attention spans and a lack of concentration, memory problems– both short and long term-poor-generalisation skills, auditory discrimination problems, visual discrimination problems, a lack of imaginative thinking and poor eye-hand co-ordination.

Mental health issues:
Our Welfare Officers/Safeguarding Leads are available to support students in a professional and confidential manner with any problems that might arise while they are away from home. However, students must be aware that our staff are not professional counsellors. If required, we can put the students in contact with a local GP or professional Counsellor. Regular professional counselling is an additional cost.

Loxdale English Centre has a professional counsellor who is available for student meetings at school one afternoon, once a month. These are free. To book, see James, Director of Studies.

We need to know of any needs and details of mental health issues before arrival so that we can better prepare for your learning and make sure that we have a host family and course suitable for your needs. We may also need to have full parental contact support throughout your course, even if you are an adult. It would be useful to have a report from your current English teacher so we can get advice from them about your learning requirements.

If you have a physical disability, we need to know at the time of booking in order to see whether we have a course and a host family suitable for your needs.

We can and do offer a basic level of support for learners with minor to moderate learning difficulties if you are able to join our regular group ELT classes and participate in school life.

All students and staff are asked to disclose disabilities, mental health issues or any special educational needs they may have. Disclosed information will be kept strictly confidential and will only be forwarded on a ‘need to know’ basis with your permission.

Teacher Support/Course materials:
Our Director of Studies and more experienced teachers at Loxdale can support and advise teachers to a certain extent. We offer Special Educational Needs training to all our year round teachers.

The English Language Teaching (ELT) industry understands that students learn in different ways and teachers are normally experienced at adapting and differentiating materials and lessons for individual learners. However, ELT schools do not have the same access to resources and expertise that is typically available in the state school system.

On-going assessment:
Class teachers are made aware of any student with additional needs by the Accommodation Officer, Principal or Director of Studies. Teachers and staff have regular meetings about all students and will discuss student progress, behaviour and integration with school life to see if they need more support and whether we are able to give it.

We will do our best to help as far as is reasonably possible within a group situation. One-to-one help in class, on social activities or with the homestay is an additional cost.

Regular meetings are held by the Director of Studies,Welfare Officers and Principal to discuss on-going concerns.

School life and Social Activities:
When booking a student, how they will integrate with school life is an important consideration. This is an important aspect of their stay in the UK and we expect our students to participate. The school ethos of learner centeredness and support includes social activities. All these students will have the opportunity to join in the school’s activities along with other learners.

For weekend trips or special events, the Social Manager will inform relevant companies of any special needs the student has and, where necessary, discuss how they can be accommodated.

We aim to ensure by liaising with the relevant exam centres that appropriate arrangements are made for any of our exam candidates with learning difficulties. These may include: allocation of extra time and breaks, provision of exam papers in larger print or suitable seating planning.

The rights of the school:
The school reserves the right to refuse admission if we consider that we cannot adequately cater for a student’s special needs through reasonable adjustment. Whilst we can cater for students in wheelchairs from a teaching point of view, there are also other considerations. These include accessibility to bedroom and bathrooms with our hosts and the student’s own independence.

Health and safety considerations override disability rights consideration and safety could be a justifiable reason for treating a disabled person differently. The Principal will always consider an individual risk assessment of the situation to make a decision. The risks must be acceptable.

If we feel that a student has not disclosed their Special Education Needs, disabilities or mental health issues before arrival, we would do a risk assessment and decide whether we can reasonably provide the student with the facilities and schooling that they need. If we don’t feel that this is possible, we contact the parents, sponsor and/or agent and inform them that we are not equipped to deal with such cases and that they should make arrangements for the student to leave school and the homestay to their home country. If necessary we will also involve the local mental health team. In these cases, every effort is made not to distress the student.

The school also reserves the right to ask a student or staff to leave the school if we feel that they are at risk to themselves or others.

We live in an age where digital technology has dramatically increased the use, and potential misuse, of photography. Even though the risk to harm for any of our student is very low, Loxdale English Centre wants to keep all our students safe and secure by having a policy to reduce risks.

Schools need and welcome publicity, especially independent educational charities like Loxdale English Centre. The use of photographs of our students and staff add colour, life and interest to our social media sites and articles promoting life at Loxdale. It can be motivating and increase morale of students and staff to see photographs of themselves in our publicity materials and on social media sites.

However, photographs must be used in a responsible way. We need to respect students’ rights of privacy and we need to be aware of potential child safeguarding issues. At Loxdale English Centre every reasonable effort is made to minimise the risk by following the guidelines detailed in this document and by securing the students’ consent (and for under 18 year olds, parental consent) for the use of photographs and film.

This policy applies to the use of photographs in school publicity materials, on its website, on the schools’ pages on social media sites, and in the press. The implementation of this policy is the responsibility of all staff.

Safeguarding our students:
There may be risk when individual students can be identified in photographs. To minimise this, Loxdale English Centre will never identify students by name in publicity photos. In the event of inappropriate use of photographs of any under 18 year olds, the Designated Safeguarding Lead will inform the relevant authorities.

Photographs and video images of students/staff are classed as personal data under the Data Protection Act 1998 and we need consent from the people involved. For Young Learners, Loxdale asks for consent as part of the Safeguarding Forms that parents fill in. For adults, in our Terms and Conditions, we ask them to let us know if they do not want us to use their photo in our publicity.

Where photographs are taken at an event attended by large crowds, this is regarded as a public area so it is not necessary to get permission of everyone in a crowd shot.

Loxdale English Centre will ensure that images are stored securely and only used by those authorised to do so.

Taking photos of children:
• Only staff authorised by Loxdale English Centre are allowed to take pictures of students and will wear their Loxdale Employee badge and lanyard.
• Students must never be photographed alone, but always in pairs or groups.
• The student must not be identifiable in photos.
• Students are asked permission before taking the photo, even if we have consent.
• Loxdale English Centre would only take photos of students in appropriate dress e.g. not bikinis.
• Anyone suspected of capturing unauthorised or inappropriate images should be reported to the Principal or Social Manager immediately.

Prevent Lead: Anna Thatcher
Prevent Officers: James de Malplaquet and Karen Lilley

1. Statement
Involving: Everyone
Loxdale English Centre understands its responsibilities under the Counter Terrorism & Security Act 2015 to prevent people of all ages being radicalised or drawn into terrorism and seeks to meet its obligations in the ways shown below, after setting the context.

2. Context
Involving: Everyone
• Loxdale English Centre accepts both young learner and adult students throughout the year and from many different countries around the world.
• In its busiest weeks it may have 150 students, 30 staff and work with 95 homestay providers.
• The school has always promoted a multi-cultural environment where respect for and tolerance of others beliefs is required.
• The school is located in a suburb of Brighton with a predominantly Caucasian local population.

3. Strong Leadership
Involving: Lead person for PREVENT
• Responsibility for ensuring Prevent Duty is met is with Anna Thatcher, Principal.
• Responsibility for the Prevent risk assessment and policy lies with Anna Thatcher.
• Their duties are to ensure delivery of an effective risk assessment and policy.

4. Risk Assessment of current situation
Involving: Lead person
A risk assessment has been produced showing what is already being done and what still needs to be done; it will be reviewed and updated at least annually.

5. Working with local partners
Involving: Lead person
• Anna has made contact with the local police Prevent Coordinator to understand their role and the support available.
• Share information with all local organisations as appropriate.

6. Understanding terminology
Involving: To be transmitted to staff, students, homestays, group leaders & any other adults
Radicalisation: act or process of making a person more radical or favouring of extreme or fundamental changes in political, economic or social conditions, institutions or habits of the mind.
Extremism*: holding extreme political or religious views which may deny right to any group or individual. Can be expressed in vocal or active opposition to
Core British values: including (i) democracy, (ii) the rule of law, (iii) individual liberty (iv) respectful tolerance of different faiths or beliefs.

* NB: extremism can refer to a range of views, e.g. racism, homophobia, right-wing ideology, as well as any religious extremism.

7. Understanding risk of extremism
Involving: To be transmitted to staff
• Staff, students & other adults (group leaders, homestays etc) may arrive at school already holding extremist views.
• Or, whilst part of the school, they may be influenced by a range of factors: global events, peer pressure, media, family views, extremist materials via hardcopy or online, inspirational speakers, friends or relatives being harmed, social networks.
• People who are vulnerable are more likely to be influenced.
• Their vulnerability could stem from a range of causes: loss of identity or sense of belonging, isolation, exclusion, mental health problems, sense of injustice, personal crisis, victim of hate crime or discrimination, bereavement

8. Ways to counteract risks
Involving: Lead person to ensure (a) training for all staff, students, homestays, group leaders so that (b) delivery is effective
• Promote a safe and supportive international environment via clear expectations of accepted behaviours and those, including radicalisation and extremism, that will not be tolerated.
• Promote core British values through documents given to students, notices around school, via stand-alone classes on British culture & traditions on arrival and via curriculum. Approach is to educate that this is how things are in UK; may be different to your country.
• Where possible, develop critical awareness and thought to counter accepting extremism without question, especially of online material.
• Challenge radical or extremist views in any context (formal or informal) via stated procedures. In most situations this would require an immediate response, referring to international environment of school, and tolerance expected, then reporting concerns (see section 10).
• Be ready to react when world or local events (e.g. Paris attacks) cause upset and the likelihood of conflicting feelings being expressed. Prevent lead to take initiative in these situations.
• Have filters on IT equipment and clear rules on accessing extremist/ terrorist websites/use of social networks to exchange extremist/terrorist views.
• Ensure that extremist speakers do not use premises to distribute material or expound views; have system for vetting any visiting speakers/presenters.
• Staff and homestays get to know students, their home circumstances and friendship groups. Through knowing students well, it is easier to spot changes in behaviour.
• Staff and homestays to be observant and vigilant in noticing any signs of radical or extremist behaviour.
• Welfare and all staff and homestays to work hard supporting any students identified as vulnerable.
• Always challenge anybody who you do not know is a student if you see them on-site

9. Training
Involving: Lead person to prepare materials to suit each group being trained; (a) staff (b) students (c) hosts (d) group leaders
• Documents & face to face training ensure staff understand this policy, i.e.
i) understand context and expectations of Prevent
ii) their duty to implement the policy
iii) understand terminology and risks associated with radicalisation and extremism
iv) how to identify and support vulnerable students
v) ways the school will counteract the risks,
vi) signs to notice that may cause concern
vii) know the lead Prevent person and procedures for communicating concerns
viii) know the importance of their own behaviour and professionalism in (a) being exemplars of British values and (b) not discussing inflammatory subjects with students (Code of Conduct).
• Training materials are adapted to ensure that homestay hosts understand the sections of the policy they need to be aware of.
• Students and group leaders must be made aware of key parts of the policy:
a) understanding terminology
b) importance of maintaining a supportive and tolerant society within school
c) what core British values are and why they are considered important
d) any changes to school rules, particularly those regarding IT
e) that they must report any concerns/incidents, and procedure for that.

10. Signs that may cause concern
Involving: Lead person to ensure all other adults are aware of signs
• Students talking about exposure to extremist materials or views outside school (in this event, information must be shared with relevant local authorities)
• Changes in behaviour, e.g. becoming isolated
• Fall in standard of work, poor attendance, disengagement
• Changes in attitude, e.g. intolerant of differences /having closed mind
• Asking questions about certain topics (e.g. connected to extremism)
• Offering opinions that appear to have come from extremist ideologies
• Attempts to impose own views/beliefs on others
• Use of extremist vocabulary to exclude others or incite violence
• Accessing extremist material online or via social network sites
• Overt new religious practices
• Drawings or posters (e.g. in accommodation) showing extremist ideology/views/symbols
• Students voicing concerns about anyone

NB: Any concerns relating to a person under 18 are safeguarding issues and should be dealt with by safeguarding staff, and, where necessary, the LSCB contacted.

11. How and when to react to concerns
Involving: Lead person to ensure everyone has info.
• Everyone given name of who to contact (lead person/persons), how to contact them (email, phone etc) and contact details. This is in the Crises Response Policy.
• Confidentiality assured for the person reporting a concern.
• Everyone told to report any concern or incident, however small.
• Reassurance that all will be dealt with sensitively and carefully.
• Should anything major happen on or off site, this must be reported to Anna, James and/or Karen so they can follow the Emergency Action Plan (EAP)

12. Policy preparation and review
Involving: Lead person(s)
Policy prepared by Anna Thatcher (after consultation with EnglishUK and associated outside agencies). Up-dated June 2018. All staff should report any omissions or concerns relating to any of the Prevent Policy or Risk Assessment.
Policy will be reviewed after 12 months or earlier if there are changes in relevant legislation or in response to any significant incidents or changes in circumstances.

Loxdale English Centre is committed to ensuring that our staff and students are as safe as possible at school and on our activities and trips. With this in mind, we have a series of Risk Assessments in order to help staff see the potential risks in all the different situations they may encounter at work.

All staff must be aware that an activity with students who do not have English as their first language has the potential to be more harmful and dangerous than it might for an English person.

Loxdale English Centre has the following printed Risk Assessments:
• General Risk Assessment; a detailed overview of all aspects of school life on site
• Off-site Risk Assessment; a detailed overview of trips and activities held off site
• Condensed Off-site Risk Assessment; an ‘essential’ guide for off site social activities and trips
• Condensed On-site Risk Assessment; an ‘essential’ guide for on site social activities
• Fire Risk Assessment; a detailed overview of the areas of risk at Loxdale
• Prevent Risk Assessment; how Loxdale English Centre can minimise the risk of extremism
• Each host also has their own risk assessment to go through with their students

However, as evaluating risk is a daily event, not all risk assessments are written down. If there is any increased risk to Loxdale life for students or staff, this will be written down in the relevant risk assessment.
Anna, the Principal, carries out risk assessments for all aspects of the school and course and up-dates these on an annual basis, or earlier if necessary.
Alice or James, the Social Managers, brief all staff about the potential risks of any activity and trip in a general meeting and then up-date them just before each trip or activity with special events e.g. weather, road works, extra crowds, demonstrations, rail strikes etc. Staff then use this to lead the activity or trip safely for the students.
At the end of each trip the members of staff will write any comments about the trip including observations of perceived changes to risks and return it to the Social Manager signed and dated. The Social Manager then up-dates the risk assessment accordingly.

Staff ratios
Each activity and trip is assessed for it’s risks, whether it is for adults or children, what age the children are, whether there are group leaders/parents attending or not, if – for adults – there will be alcohol served, whether the activity is on or off-site. The following ratios are normally applied:

8 to 12 year olds:
On site – 1 : 10 with a minimum of 2 staff
Off Site – 1 : 8 with a minimum of 2 staff

13 to 17 year olds:
On site – 1:15
Off site – 1:15

On site – 1:40
Off site – 1:30

If you have any concerns about any aspect of the risk assessments or if you have any additions or amendments you must bring them to the attention of the Principal as soon as possible.

All risk assessments form part of Loxdale English Centre Health and Safety Policy. As such there is a legal requirement for staff to follow the guidelines shown.

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