G) Calendar Tasks and Safeguarding for under 18s

Admin before under 18s arrive

Ensure we have

  • Parental consent form to travel
  • Parental Agreement for student under 18 to study at ELC signed by the student and his/her parents.
  • Completed medical form
  • Photo for student card
  • Remind them about insurance
  • Check missing data (24 hour contact numbers) etc
  • Send out Under 18s handbook

During a student’s first week


  • Homestay to let DDSL know if under 18 does not arrive when expected.

First day (on arrival)

  • Check all under 18s have arrived in school
  • Check that their arrival was ok and they feel comfortable with the homestay family
  • Make sure the teachers leading the orientation walk know who the under 18s are and don’t let them out of their sight.
  • When out on the walk, get them to buy an adapter if they don’t already have one.
  • Tell Under 18s to come back to school at the end of their walk – meet with ADSL (Registrar), for an initial chat about expectations (mention curfew times, keeping phone charged and switched on. The same guidelines apply during July and August as when testing happens in the summer centre students still go to 1 The Avenue after the walk.
  • Make sure teachers know if they have an under 18 in their class

3.45 pm Monday at 1 The Avenue

  • New under 18s meet with DDSL (Registrar) for an initial chat about expectations
  • Mention curfew and meal times
  • Keeping phone charged and switched on. If they haven’t already got an English sim and they are happy to use one, give them a free sim (which we keep in stock) – take their new number and put it on the database. Tell them to give the number to their homestay families and to their parents. If they insist on continuing to use their overseas sim, as some do (so they can continue to use WhatsApp and Instagram with their friends at home), we make them aware of the costs and of importance of keeping it switched on and charged at all times.
  • Give them a copy of the under 18 handbook and make sure they have read it (check on Tuesday).
  • Check they know the homestay dinner time and what the laundry arrangements are.
  • Make sure they know they are not allowed in the residences at all.
  • If they haven’t already done it, take selfies and give them their student card
  • Make sure they know how to get home

If time also …………….. (or if not enough time on the Tuesday when they sign in)

  • Make sure they enter the emergency number on their saved numbers.
  • Update the report for all under 18s (with their photos) and distribute to admin team
  • Let DOSs know if any parents have ticked the ‘no photos’ box on the parental consent form.
  • ICT policy – answer any questions and get them to sign it
  • Medication – double check to see if they are on anything
  • Explain the role of the class reps
  • If we have specific concerns, identify their friends – put info on database.


  • Homestay officer emails Under 18s homestay to see how it is going – timekeeping etc
  • Class teachers give them the first week feedback form.


  • When they sign in, give new under 18s the social programme excursion flyer and go through the points
  • Check the feedback form
  • Main teacher interviews them – gives feedback in teachers’ weekly meeting
  • The Vice Principal/DOS should e-mail the admin and safeguarding teams in case there is a change of building for any U18

Weekly Routines

When U18s go on an excursion for the first time, when they pay for their excursion tickets give them the U18 excursion flyer which outlines procedures and expectations for under 18s when on an excursion – make sure they understand.

Every Monday

  • Review risk assessment from weekend’s excursion – update if required

Every Tuesday

  • Follow up meeting with DSS or ADSL for new under 18s in all school buildings if necessary

Every Saturday/Sunday

  • If they don’t have one with them, give all under 18s the U18 excursion flyer
  • Excursion leaders makes sure he/she knows who the other 2 students are who will be accompanying the under 18 during their free time and he/she also double checks he/she has their contact telephone numbers.


Safeguarding Team meeting

Safeguarding training (reminders and updates) – all staff February, May, October

Whenever an U18 homestay is visited a member of the safeguarding team discusses any concerns and reminds them of their safeguarding responsibilities.

Arrange Under 18s after school get together to meet the other under 18s – ice breaker followed by table-tennis competition
(possibly only appropriate from June to August.


Audit – review policy etc (April)

Annual training – full refresher for all staff (November)

Accommodation manager visits all homestays every 2 years and endeavours to visit homestays who take under 18s every year. If she is not able to visit annually she will always have an in-depth phone call instead.

When employing a new member of staff (teacher or admin)

The following need to be obtained or done:

  • Send Code of Conduct and Safeguarding policy with application form or at least before interview
  • Get a copy of CV and check for any gaps
  • Ask safeguarding related questions in the interview
  • Consent to have a DBS check done
  • Enhanced DBS clearance with children’s list check via Civil and Corporate security www.civilandcorporate.co.uk
  • 2 references
  • Overseas police check –if they have lived abroad for at least 12 months in the last 3 years. The onus is on the prospective member of staff to provide this themselves.
  • ID check – passport or driver’s licence
  • Proof of right to live in the UK – see passport and if necessary visa
  • Qualifications – for teachers. Look at original degree and CELTA/Trinity Cert Tesol certificates, take copies and sign and date them to say that you’ve seen the original.
  • Prohibited List check. For teachers only. Email employer.access@education.gsi.gov.uk
  • Safeguarding training and Prevent training as part of induction

When taking on a new homestay to accommodate under 18s

Take the following documents, forms and information to the host:

  • Completed questionnaire for the prospective host (go through all the information provided)
  • Homestay first visit check list
  • Homestay Guidelines
  • A copy of The Law and The Host
  • Accommodation Pricing
  • Safeguarding for Homestay
  • Prevent for Homestay
  • School brochure
  • Information about insurance cover (“Are you acting as a host family?”)
  • DBS Homestay consent form and ask to see the original of their driving license or passport.
  • Ask them to send us two references (ideally one personal and one work) through our website: Reference Form

Also take with you the following forms for the host family to read, sign and then return to you:

  • Code of Practice
  • Bank details
  • Fire Risk Assessment/Health & Safety Form

When planning a new excursion/activity on the social programme

  • Write a risk assessment