F) Welfare – Implementing Safeguarding for under 18s

F1) Risk Assessments

ELC’s teacher and ex-Social Programme Manager, Andrew Varney, is a member of the Safeguarding team and has specific responsibility for Risk Assessments. Andrew works closely with Lily, the Social Programme Manager to ensure that all risk assessments are updated and signed off by activity leaders prior to excursions/activities taking place.

Risk Assessments underpin every aspect of our Safeguarding Policy. We look at every situation our students, and in particular, those under 18, can find themselves in. We analyse those situations and we look for risks. If we identify a risk, we determine ways we can ideally eliminate or realistically minimise those risks and we adopt procedures accordingly.

Specific areas for analysis of risks include

  • Getting to and from England and to their accommodation
  • Getting to and from school from their accommodation
  • In the school buildings and grounds
  • In accommodation
  • Students and Staff risks
  • Educational activities – including photo trails, surveys, visit to the Law Courts
  • The social programme
  • During free time – risks considered include: Abuse, Stranger Danger, Getting lost, Road Safety, Alcohol, Drugs, Shoplifting, Accidents, Sickness, Losing mobile, Fights, Terrorism, Breaking school rules such as travelling without consent, breaking the curfew, going to school residences in the evenings etc. Breaking the law (shoplifting etc)

See Risk Assessment Policy Includes (F2 Supervision Ratios on page 3)

http://www.elcbristol.co.uk/school/students-under-18 other related policies


F3) Missing Students

  • On the first day, we make sure every student under 18 has a mobile phone and knows to keep their phones charged and switched on when they are not in school.
  • Students under 18 have to sign in daily in the office of the building that they study in. Safeguarding team members/office staff monitor.
  • If they are not in school we call them at 09.30 (15 minutes after classes begin).
  • If they don’t pick up, we phone the homestay provider.
  • If they don’t know where the student is, we ask the student’s friends in school.
  • If no one has any information and we can’t get through to the student, we go to the house.
  • If we still can’t find them, we call the parents/guardian/emergency services.
  • If the student doesn’t come back in the evening by 15 minutes after the curfew time, the homestay phones the school emergency number (the Principal)
  • The Principal will endeavour to track the student down. (he will phone student’s friends and visit places in town where he/she may be)
  • The same procedure follows if they are late home for dinner (30 minutes leeway given – although we don’t tell this to the students)
  • If an under 18 is scheduled to go on an excursion arranged by the school and they don’t appear by the time the coach is due to leave, the excursion leader will call the students mobile and if there is no answer will call the Principal who will follow up.
  • To minimise the chance of them going missing when given free time on Saturday excursions to another city, they have to go round in groups of 3 and the excursion supervisor has to have the mobile phone numbers of all 3 people


F4) Welfare Provision

  • The Principal, Director and Accommodation Manager are the members of ELC’s Welfare Team. There is a ‘It’s good to Talk’ poster on the wall in every classroom and in every student file There is also a Safeguarding Poster (‘It’s everyone’s responsibility’) in every classroom and there is a A3 poster with all the admin team’s photos up in every classroom, in the hallways and in the common rooms.
  • The ELC Safeguarding team is made up of the Welfare Team + the Vice Principal, the Social Programme Manager, the Self-Catering Manager, a teacher and the Admissions’ Officer. There are always a minimum of 2 members of the team in the school at any time.
  • There is always a member of the welfare or safeguarding team in every building where Under 18s are being taught.
  • The Principal’s office is right next to the entrance in Abon House and he sees when every student comes and goes in that building. He also endeavours to know the name and background of every student in the school and will go around classrooms and common rooms during every break time in all the school buildings.
  • The Principal can be contacted by students on the emergency phone 24 hours a day, 7 days a week. On the very rare occasions that he is out of contact, the emergency phone is diverted to the Vice Principal who will also pick up 24/7.
  • All unaccompanied visitors have to sign in and are given a flyer making them aware that there are Under 18s in the school and reminding them of their welfare responsibilities.
  • Under 18s are given an activity flyer whenever they go on a school activity or excursion reminding them of procedures and expectations.

Welfare systems in place at ELC include:

  • Pre-arrival information and Under 18s handbook are sent with the booking confirmation.
  • Welcome talks/orientation walk – day 1
  • Ease of identification – Under 18s have to wear wristbands and the school database allows for photo reports.
  • Under 18s handbook given to students under 18 on-line before they get here and a hard copy for their school file.
  • Class Reps
  • Under 18s rep
  • A safeguarding poster is up in every classroom, hallway and staff room which makes it clear that safeguarding is everyone’s responsibility and who they should contact if they have a concern or somebody has told them something.
  • NB system. An asterisk * is put against the students name on the database – this is also on class lists and on all student lists. An asterisk indicates there is some confidential information that staff need to be aware of. It could be anything from a medical condition, a recent bereavement, past history, issues at ELC and even if the student is a VIP for one reason or another.
  • Complaints and student issues system – password protected records are kept in the s-drive. Accessible only to the DOSs and the admin team
  • Signing in. Under 18s have to sign in every day (ticking the box is not acceptable)
  • Day 1 , new Under 18s meet at 3.30 with Kate Jackson, Mark Calland or John Duncan (Summer Centre).
  • Accommodation Manager phones the homestay accommodating under 18s at the end of the student’s first week and thereafter every second week to find out how the student has settled in an if there are any issues.
  • Friday interview with main teacher (first week, then every 3 weeks).
  • Friday staff meeting – we have staff meetings on Fridays at 1pm. The meeting is attended by the teachers and members of the welfare team. At the meeting, every student in the school is mentioned by name and feedback is given on how things are going in class, in their accommodation and with their welfare in general. Particular attention is paid to under 18s and teachers are reminded of any NBs in the system,
  • First week feedback form
  • Mid-course Feedback form
  • Leavers Report – all data entered onto our database.
  • Flyers (visitors)– given to all visitors when they sign in – with Health and Safety information and notice re under 18s with expectations re conduct
  • Flyers (U 18s on excursions) given to all under 18s when they go on a school excursion. Reminder about expected behaviour and procedures


F5) First Aid and Medical Provision

  • Students are advised they should have private travel / health insurance before they come to the UK to cover all non-emergency treatment.
  • 3 members of staff have first aid training (including the summer centre assistant). A poster showing who they are is displayed in every classroom and in the hall ways.
  • ! member of staff has had Mental First Aid training.
  • The First Aid box is checked every term (prior to the scheduled Health and Safety meeting) by the Registrar in Abon and the summer centre assistant in the Summer Centre. In their absence, they are checked the Vice Principal (Abon).
  • 2 Medical Centres – Students can generally see a doctor any day (Monday to Friday) provided they let us know first thing in the morning.
  • Boots Pharmacy – Clifton Down Shopping Centre (they can see the pharmacist 7 days a week – open 08.30 to 20.00 (10.00 to 16.00 Sundays)
  • Walk-in Medical Centre (33 Broad Street BS1 2EZ) open 08.00 to 20.00 (10.00 to 18.00 Sundays)
  • Call 111 for 24 hour medical support
  • Accident and Emergency (24/7) at the BRI (Bristol Royal Infirmary)
  • Appointments can be made with local dentists and emergency treatment is available at the University Dental Hospital Lower Maudlin Street BS1 2LY – 7 days a week from 07.00 to 20.00 – to ensure they are seen, students should get there early
  • Under 18s are accompanied by a member of staff if they have to visit the doctor, hospital or the dentist if the member of the safeguarding team deems it to be necessary and practical.
  • Under 18s who are sick and have to stay at home are visited by a member of staff (at lunchtime) if the homestay cannot stay home with them and if it is deemed by the member of the safeguarding team dealing with the case that the seriousness of their condition makes it necessary.
  • Procedure if a student feels unwell
    • while they are in class – informs teacher who tells the office staff
    • during break and lunch times – informs office staff
    • during an activity/excursion arranged by the school – informs social organiser
    • during the weekend – If an under 18 is sick at the weekend, they should ask their homestay family for help and then either go to the pharmacy, call 111 to speak to a trained medical practitioner or visit the Broadmead Medical Centre (full details are in their student handbooks). If it is an emergency they should go to the Accident and Emergency department of the BRI (Bristol Royal Infirmary) hospital and remember to inform the Principal on the school emergency number. They can also phone this number for assistance if they are not with or are able to contact their host family.

ELC requires to be fully informed of any medical condition/disability of a prospective student in order to be able to provide appropriate care for the student. In the case of such information not being provided we may have to refuse acceptance of the student and request that the student is returned home at his/her own expense.

  • The office staff, social organiser, homestay or Principal will assess the situation and decide what course of action to take: Possible courses of action
    • Administer first aid (if trained or if a First-Aider is available)
    • Book a doctor’s appointment (or a dentist’s appointment)
    • Take the student to the pharmacist
    • Take the student to the hospital (BRI) accident and emergency (or the Dental Hospital) or to the nearest hospital if the student is away from Bristol on an excursion – the contact details of the local hospitals is noted in all the excursion risk assessments.
    • Inform the student’s homestay and/or parents/guardian

See: First Aid Policy

For full policy links see:


NB Private Fostering When a child under the age of 16 (under 18 if disabled) is cared for for 28 days or more by someone who is not their parent or a close relative this is called a private fostering arrangement. It is a private arrangement between a parent and the carer. ELC Bristol does not accept any students under 16 and is not in a position to be able to accept students under 18 who are disabled for more than 28 days, so there is no requirement in the school for any Private Fostering arrangements.

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