Key Policies & Procedures

Familiarisation and agreement with these policies and procedures constitutes Clause 24 of the Terms and Conditions of Booking, which can be viewed in its entirety at this link: Oxford Royale Terms & Conditions

Medical and Dietary Information Form

We will request all Students (or, where the student is aged under 18, their parent or legal guardian) to complete our Medical and Dietary Information Form prior to the Student’s arrival in the UK. It is essential to the safety and well-being of each Student that their form is completed accurately and fully. The form will be available to all summer students from the March before their summer attendance. The form will be available in the Portal.

Basic Medication

Please note that, if you or your child is unwell, the Programme Director, Nurse and Campus Administrator are authorised to administer the medication listed below (and only that listed below):

• Paracetamol (for pain relief and fever reduction)
• Piriton (to relieve symptoms of mild allergies, such as hayfever)
• Strepsils (for sore throat relief)
• Simple Linctus (for mild coughs)
• Rennie (for heartburn and indigestion)
• Olbas Oil (decongestant for colds / congestion)

As part of the Student’s Medical and Dietary Information Form, the student (or their parent / legal guardian where the student is under 18) is asked whether they agree for each medication type to be administered to them or their child without prior contact with the parent and/or legal guardian of the Student. It is possible to “opt out” of your child receiving these medicines without prior contact. For more information, please contact us.

Beyond-basic medication (prescription, storage and dispensing)

Oxford Programs Ltd. staff members will not prescribe or recommend or store or dispense beyond-basic medication for or belonging to the Student as they are not authorised or qualified to do so. For this reason the Student is responsible for keeping their beyond-basic medication with them at all times and taking the correct dosage at the correct times. Students unable to store/administer their beyond-basic medication personally are strongly recommended to notify Oxford Programs Ltd. in writing not less than 60 days before the start date of the course to ascertain whether an independent medical professional is likely to be available in or near the Campus to carry out this role. Should Oxford Programs Ltd. in the exercise of its absolute discretion make available an independent medical professional to fulfill this role, the Student shall nevertheless remain responsible for taking their beyond-basic medication in the correct dosage and Oxford Programs Ltd. shall neither be liable for any failure of the Student to do so nor for any medical advice given or treatment administered by the independent medical professional. Epipens, asthma inhalers or any similar medication that a student needs to carry on their person in case of a medical emergency will be treated as an exception to the above rule, and will need to be carried by the student. If, however, the parents or guardians would prefer a staff member to carry the medication, they should contact Oxford Royale Academy before the course to discuss a personal arrangement.

Injections

Oxford Programs Ltd.’s staff, including independent registered nurses engaged by it or other medical staff employed by it, are not authorised to administer medical injections to students. If a Student will require any such medical injections during the course, the Student is strongly recommended to notify Oxford Programs Ltd. of this fact at least 60 days prior to the start date of the course or immediately upon becoming aware of the need for the injection (if later). Upon receipt of such notice Oxford Programs Ltd. will consider whether arrangements can be made for the necessary injections to be administered but shall not be under any obligation to make provision for such. Should Oxford Programs Ltd. agree in the exercise of its absolute discretion to arrange for the administering of injections, the Student shall nevertheless remain responsible for ensuring that they receive their injections at the correct time and Oxford Programs Ltd. shall neither be liable for any failure to receive any injection or any incorrect administration of any injection nor for any medical advice given or treatment administered by the independent medical professional.

Oxford Programs Ltd. reserves the right to request medical evidence of the need for such injections and shall not be responsible for the provision of the appropriate prescription or other medical instructions to the person or body administering the injection which, for the avoidance of doubt, shall remain the responsibility of the Student.

Parents or guardians are responsible for ensuring that the student has sufficient amounts of medication to last throughout the entire course of their stay with Oxford Royale, regardless of the nature of this medication.

Familiarisation and agreement with these policies and procedures constitutes Clause 24 of the Terms and Conditions of Booking, which can be viewed in its entirety at this link: Oxford Royale Terms & Conditions.

Medical and Dietary Information Form

We request all Students (or, where the student is aged under 18, their parent or legal guardian) to complete our Authorization for Administration of Medication form, and our Youth Camp Health Exam form (including a confirmation of completed vaccinations according to the needs of the State where the campus is located) prior to the Student’s arrival in the United States. For any special need or medication brought an additional Individual Care Plan Form, signed by a Physician, is required. In addition we request all Students (or, where the student is aged under 18, their parent or legal guardian) to complete and sign our Dietary and additional personal Information online Form. It is essential to the safety and well-being of each Student that their forms are completed accurately and fully. The forms are available to all summer students as part of their onboarding and registration before their summer attendance. Prior to arrival parents or legal guardians will also provide emergency contact details and pre-authorise the campus staff in writing to seek emergency care for the student if this is deemed necessary. The forms are available in the OR Portal.

As part of our onsite staff, our Yale campus will have an onsite part time Certified Registered Nurse as a Welfare Officer who will be authorised to assess daily basic health care needs, including emergency first aid and medical administration of participant-brought, physician pre-authorised medications and select over-the counter medications according to the consulting physican’s orders to all students.

The Welfare Officer will also be authorised to refer the students for further care in a local facility if it is deemed necessary. While the Welfare Officer is not on shift, the designated Health Director/ Director of First Aid will be in charge of emergency First Aid and supervision of the self administration of participant brought, physician pre-authorised medication. Health Directors will have advanced First Aid and CPR training, while Directors of First Aid will be trained in Medication Administration, Basic First Aid and CPR. An appropriate amount of staff will be trained as Health Director/ Director of First Aid per campus to ensure 24-hour coverage is provided to all participants and on and off campus.

Medication Guidelines (Prescription, storage, and dispensing)

All campuses: Please note that in case of a medical emergency Oxford Royale team will take the Student to the nearest available medical facility. 

Yale Campus: Please note that the students will not be allowed to self-carry any medications, and all medications will be distributed by the appointed Registered Nurse or supervised by the Director of First Aid on Shift in accordance with the protocols provided by your Healthcare Practitioner in the intake Health Exam Forms. Please note that our basic policies require that all personal medications, both over the counter and Prescription Medications, must be notated in the Authorization for Administration of Medication form and given to the Welfare Officer/Health Director or Director of First Aid for safekeeping in the Welfare Office upon arrival. Any medications requiring self-administration (ie. inhalers, epi-pens) must be clearly marked on the form with permission from the prescribing physician. 

Medications must be in the original container and labelled with the child’s name, name of medication, directions for medication’s administration, and date of the prescription. Parents or guardians are responsible for ensuring that the student has sufficient amounts of medication to last throughout the entire course of their stay with Oxford Royale, regardless of the nature of this medication. Parents are responsible for administering at least one dose of the medication with the exception of emergency medications to the participant and ensuring that there were no adverse effects, in advance of the program. 

Barnard campus: Please note that in addition to the above for all students on our campus based in New York City. Oxford Royale staff members are not allowed to administer any medication. Students will not be allowed to take any medication unless it is documented by a healthcare provider in their pre-arrival forms with a Medication Administration Form and authorisation to self administer and under the supervision of an appropriately trained Oxford Royale Staff member(s). 

Immunizations

Yale campus: All students are required to complete the Youth Camp Health Exam form by a licensed physician in their home country prior to their arrival in the United States. In order to comply with Youth Camp Licensing regulations in the State of Connecticut, the only allowable exemptions to immunisation requirements are for medical or religious reasons, and must be notated on the form by a licensed physician. This form can be found in the OR Portal.

Barnard campus: In order to be admitted to the programme, students should return the provided OR template Health Exam Form that reflects a health history recently completed, signed and dated by a health care provider within 1 year of admission to the programme. Each student’s such medical record must include their immunization record with proof of immunization against diphtheria, tetanus, pertussis, poliomyelitis, measles, mumps, rubella, varicella, hepatitis B, pneumococcal disease and haemophilus influenzae type b (Hib) and the dates those vaccinations were administered.

Injections

Yale Campus: Prescribed injections must be notated on the Authorization for Administration of Medication form, and must be surrendered to the Welfare Officer for safekeeping and proper administration upon arrival for the duration of the course. Parents or guardians are responsible for ensuring that the student has sufficient amounts of medication to last throughout the entire course of their stay with Oxford Royale, regardless of the nature of this medication.  For medications such as insulin or epi-pens, parents or guardians should ensure that they have filled out the self-administration authorization form if they would like the student to self administer these medications. Otherwise, all administration will be done by the Welfare Officer or trained staff. Parents or guardians are also required to ensure they supply the student with enough alcohol prep pads/wipes for self administered medications. Any injections beyond what has been prescribed and signed off by a physician will be determined and administered at the discretion of the onsite Welfare Officer. 

Barnard campus: please note that Oxford Royale staff members will not be allowed to administer any medication, including injections. Our staff members will be allowed to give the students access to the medication and supervise them during the procedure, but only in case instructions and consent is provided from the student’s healthcare provider and parents prior to the program though the Medication Authorisation form and Care plan.

Diabetes and Blood Glucose Policy – Yale Campus

Blood glucose testing is testing that is performed at or near the site of participant care. This is accomplished by obtaining a blood specimen from the participant, often by pricking their finger with a fingerstick device and then using a portable, handheld blood glucose meter to obtain a reading. The testing provides an immediate result to inform the clinical management of a participant with diabetes. It is the policy of Oxford Royale Academy to adhere to evidence-based protocols and practices for glucose monitoring and insulin administration to reduce the risk of transmitting hepatitis B virus (HBV) and other infectious diseases during blood glucose monitoring and insulin administration.

For the purpose of this policy, “staff” refers to those in Oxford Royale Academy who hold credentials to perform blood glucose testing.The purpose of this policy is to provide staff with guidance on following safe blood glucose testing practices. It is Oxford Royale’s duty to protect participants and staff by ensuring safe practices are followed when performing blood glucose testing.

Procedure

Blood Glucose Monitoring (BGM)

1. Participants who require assistance with blood glucose testing will provide to the Welfare Office r(WO) all necessary and needed supplies, including the monitoring and testing device’s instructions for use and cleaning.
2. The WO shall gather all necessary supplies, including the glucometer, auto disabling fingerstick device (lancet), gauze, alcohol wipes, test strips, nonsterile gloves, and the products recommended for cleaning and disinfecting the meter.
3. The WO shall follow the participant’s physician order.
4. The WO shall verify that the blood glucose device being used belongs to the participant.
5. The WO shall perform appropriate hand hygiene. 
6. The WO shall clean the participant’s finger using an alcohol wipe. Ensure alcohol is dry prior to obtaining blood sample.
7. The WO shall prick the participant’s finger using the single-use, auto-disabling device (lancet), and properly dispose of the used fingerstick device. They will wipe off first drop of blood with gauze.
8. The WO shall transfer second drop of blood to the test strip and obtain the reading.
9. The WO shall apply pressure using gauze or an alcohol wipe to the fingerstick wound.
10. The WO shall discard all used supplies.
11. The WO shall remove and discard gloves and perform hand hygiene before and after each participant, and after cleaning and disinfecting meters.
12. The WO shall follow the participant’s physician orders for parameters including when notification of the physician is indicated.
13. Testing meters and devices will  be clearly labeled with the participant’s name and stored appropriately and in a manner that prevents contamination.
14. Meters will be cleaned and disinfected after each use prior to storage according to manufacturer’s instructions.
15. The disinfectant used will have a claim to inactivate (kill) hepatitis B virus (HBV), hepatitis C virus (HCV) and HIV. The WO shall wear gloves when cleaning and disinfecting the meter and only use products recommended by the manufacturer to ensure compatibility with the device. 
16. Some participants may utilize a continuous blood glucose monitoring device. For those, obtaining readings/test results is non-invasive and does not require adherence to the above protocols.

Fingerstick Devices (lancing devices)

1. Fingerstick devices will be restricted to use by individual participants.
2. Single-use lancets that permanently retract upon puncture will be used if possible.
3. Lancets will be disposed of at the point of use in an approved sharps container.
4. Lancets will never be reused.
5. If reusable fingerstick devices are used, they will be treated in a manner like other personal care items (e.g., razors and toothbrushes) and never be shared.
6. Reusable fingerstick devices will be clearly labeled and stored in a manner to prevent use by the wrong participant and prevent contamination.

Insulin Pens and Insulin Administration

1. Participants will provide their own insulin pens which are approved and labeled only for single-participant use. Under no circumstances will they be used for more than one participant.
2. Participant’s insulin pens will be labeled with the date opened and discarded within the stability period per manufacturer’s instructions and Oxford Royale policy.
3. Participants’s insulin pens will be stored in a secure location in the Welfare Office for the duration of the program, according to manufacturer instructions.

Safe Injection Practices

1. The WO shall practice hand hygiene according to evidenced-based recommendations (e.g., CDC, WHO) before and after performing injection.
2. The WO shall not use needles or syringes for more than one participant, including prefilled syringes and insulin pens.
3. The WO shall use aseptic (clean) technique when preparing and administering medications.  Verify that medication is within the expiration date.
4. The WO shall prepare medications on a solid surface that can be disinfected or place a disposable cover on the surface to provide a barrier in the event of blood contamination.
5. The WO shall disinfect the rubber septum on a medication vial with alcohol before accessing.
6. Single dose vials will be accessed one time only and for one participant only. Remaining contents of the vial should be discarded.
7. The WO shall never recap used/dirty needles. They will dispose of them immediately after use in a designated and appropriate sharps disposal container.

We take pride in the multicultural and diverse environment of our summer schools, having welcomed students from more than 175 countries throughout our history, and each year we assemble a diverse team of staff to run each programme. This diversity in our workforce significantly contributes to our ongoing success. We are fully committed to fostering and safeguarding a culture of respect for everyone at all times.

We do not tolerate behaviour that we determine, in our sole opinion, to be discriminative or racist in nature, nor do we tolerate hate speech of any kind. Any and all accusations of discrimination and harassment will be thoroughly investigated by a senior member of staff (a company Director, a member of the senior management team, or a Programme Director). Any student found, in the opinion of Oxford Royale, to have demeaned, bullied, harassed or caused distress or humiliation to any other student or any staff member on the basis of their race, their ethnicity or the colour of their skin will be instantly dismissed from the course pursuant to Clauses 6 and 7 of the Terms & Conditions.

We see bullying and harassment as obstacles to becoming internationally minded students. The following part of this policy describes our roles in responding to bullying and in supporting the culture of Oxford Royale.

What We Mean by Bullying 

Bullying occurs when a student, or group of students, attempts to take power from another student. Often bullying is repeated and intentionally harmful, where students fall into the roles of bully (the student that is bullying), bully-follower (a student that goes along with the bully), target (the child being bullied) and bystander (a student that sees the bullying but does nothing to stop it). The main ways in which bullying happens are:

Physical Bullying

When a student uses physical force to hurt another student by hitting, punching, pushing, shoving, kicking, spitting, biting, pinching, getting in their way, or holding them down. It is also bullying to interfere with another student’s belongings, to take or break their possessions and to demand or steal money.

Verbal Bullying

When a student directs words at another student with the intention of putting them down or humiliating them. This includes threatening, taunting, intimidating, shouting, insulting, sarcasm, name-calling, teasing, put-downs, and ridiculing. It is also verbal bullying when a student uses hostile gestures towards another student, such as making faces, staring, giving the evil eye and eye rolling. 

Relational Bullying 

When a student influences another student’s friendships and relationships through deliberately leaving them out, spreading gossip and rumours about them, whispering, giving them the silent treatment, ostracising or scape-goating. This also includes writing words or creating cartoons, posters or drawings about another student designed to hurt or humiliate that student. 

Cyberbullying

This refers to the use of cell-phones, text messages, emails, instant messaging, chat-rooms, blogs and social networking sites to bully another student. Examples of cyberbullying are sending threatening or insulting messages by phone and email; posting untrue information or embarrassing pictures about another student on message boards; blogs or social networking sites such as Facebook, Snapchat or Instagram; using another student’s email address or IM name to send messages that make the student look bad; creating a website devoted to putting down another student; forwarding a text-message or email that was meant for your eyes only. Engaging in these behaviours or any online activities intended to harm (physically or emotionally) another person, will result in disciplinary action. Any and all accusations of bullying will be thoroughly investigated by a senior member of staff (a company Director, a member of the senior management team, or a Programme Director). 

A list of persons whose profession qualifies them as “mandated reporters” of child abuse or neglect is found in Connecticut Penal Code Section 17a-101 and New York Social Services Law (SOS) Chapter 55, Article 6, Title 6, Section 413. The list is extensive and continues to grow. It includes all school/district employees, administrators, and athletic coaches. All persons hired into positions included on the list of mandated reporters will be informed, upon employment, that they are a mandated reporter and they will receive targeted training on their obligations to report suspected cases of abuse and neglect. All staff at Oxford Royale Summer Campuses will receive Mandated reporter training and be designated as mandated reporters for the duration of their employment.

All persons who are mandated reporters are required, by law, to report all known or suspected cases of child abuse or neglect. It is not the job of the mandated reporter to determine whether the allegations are valid. If child abuse or neglect is reasonably suspected or if a pupil shares information with a mandated reporter leading him/her to believe abuse or neglect has taken place, the report must be made. No supervisor or administrator can impede or inhibit a report or subject the reporting person to any sanction.

To make a report, an employee must contact an appropriate local law enforcement or county child welfare agency, listed below. This legal obligation is not satisfied by making a report of the incident to a supervisor or to the school. An appropriate law enforcement agency may be one of the following:

• A Police or Sheriff’s Department (not including a school district police department or school security department).
• A County Probation Department, if designated by the county to receive child abuse reports.
• A County Welfare Department/County Child Protective Services.

The report should be made immediately over the telephone and should be followed up in writing. The law enforcement agency has special forms for this purpose that they will ask reporters to complete. If a report cannot be made immediately over the telephone, then an initial report may be made via email or fax. A report may also be filed at the same time with a school district or county office of education (COE). School districts and COEs, however, do not investigate child abuse allegations, nor do they attempt to contact the person suspected of child abuse or neglect. These policies do not take the place of reporting to an appropriate local law enforcement or county child welfare agency.

Aim and Objectives

The aim of this policy is to embed a culture of inclusion for students with disabilities.

Oxford Royale Academy works with the Equality Act’s (2010) definition of a disabled person: “A person has a disability if they have a physical or mental impairment that has a substantial and long-term adverse effect on his or her ability to carry out normal day-to-day activities.”

The objectives of this policy are:

• To commit to having an inclusive environment, which facilitates disclosure of disability and gives all students the opportunity to demonstrate and realise their full potential;
• To provide fair and equal treatment to all students;
• To comply with the legislative requirements under the Equality Act (2010), in particular the need to avoid discrimination and to provide reasonable adjustments for disabled students.

Policy Statement

Oxford Royale Academy will ensure:

• That the requirements of those students who disclose a disability are assessed on an individual basis;
• That all discussions and information regarding a disability or specific learning difficulty are treated in a confidential manner and in accordance with ORA’s Student Privacy Policy;
• In the case of non-standard adjustments for disabled students, the Programme Directors will be involved in any discussions regarding adjustments to ensure that academic rigour is maintained and that the necessary resources are available;

All staff and students at Oxford Royale Academy are expected to be responsible for implementing this policy.

Monitoring and Review

A member of the Admissions Department will collate feedback received from disabled students, in order to monitor the effectiveness of the policy and will report findings to the Directors.

The policy is reviewed on an annual basis by Management, where any amendments or improvements will be discussed.

Oxford Royale uses the following definition of Special Educational Needs, as outlined in the Children and Families Act 2014 and the SEN Code of Practice (2015):

A child or young person has SEN if they have a learning difficulty or disability which calls for special educational provision to be made for him or her.

A child of compulsory school age or a young person has a learning difficulty or disability if he or she:

• has a significantly greater difficulty in learning than the majority of others of the same age, or
• has a disability which prevents or hinders him or her from making use of facilities of a kind generally provided for others of the same age in mainstream schools or mainstream post-16 institutions

For example:

• Behavioural/social (e.g. difficulty making friends)
• Reading and writing (e.g. dyslexia)
• Understanding things
• Concentrating (e.g. Attention Deficit Hyperactivity Disorder)
• Physical needs or impairments

At Oxford Royale, we welcome students with special educational needs. We recognise that we will need to consider the individual needs of students when planning our curriculum and we aim to provide a curriculum, which is accessible to the individual needs of all of our students. When a student registers for one of our courses, they will be asked to provide any relevant information about their medical and learning needs. In cases where significant additional needs are flagged, we will create an Individual Student Support Agreement, to detail how we will support the student’s needs during their time with us. This document is compiled with the input of the student and their parent/guardian if they are under 18. The document will be circulated to relevant members of staff (as agreed with the student) , to ensure that everyone who has a part to play in supporting the student is aware of their additional responsibilities. The document is reviewed and updated throughout the student’s stay to ensure it best meets their needs. Overall responsibility for ensuring the plan set out in the agreement is implemented lies with the SENCO and the Programme Director.

At Oxford Royale, our Special Educational Needs Inclusion Coordinators (SENCOs) are an appropriate member of staff. They are responsible for the day-to-day provision for SEN. The SENCOs maintain and oversee all records for students with SEN, and will liaise with other staff about the needs.

We will ensure:

• That the requirements of those students who disclose a disability are assessed on an individual basis;
• That all discussions and information regarding a specific learning difficulty are treated in a confidential manner and in accordance with Oxford Royale’s Student Privacy Policy;
• In the case of non-standard adjustments for students with SEN, the Programme Directors will be involved in any discussions regarding adjustments to ensure that academic rigour is maintained and that the necessary resources are available.

All staff and students at Oxford Royale Academy are expected to be responsible for implementing this policy. A member of the Registrations Department will collate feedback received from students with SEN, in order to monitor the effectiveness of the policy and will report findings to the Directors. The policy will be reviewed on an annual basis by Management, where any amendments or improvements will be discussed.

Medical, Religious and Disability Requirements

Oxford Royale commits to reviewing any Medical, Religious or Disability requests or requirements on an individual basis.

Should a Student have any particular requirements as a consequence of any disability or for other medical or religious reasons the Student shall notify Oxford Programs Ltd. in writing at least 60 days prior to the course start date so that non-standard adjustments can be considered and, if deemed appropriate, made. Oxford Programs Ltd. reserves the right to request medical evidence in such form as it in its absolute discretion deems appropriate of a medical complaint or disability giving rise to the requirements.

Oxford Royale is dedicated to students’ welfare and safety.

Oxford Royale takes seriously its responsibility under section 11 of the Children Act and duties under “working together” to safeguard and promote the welfare of children; to work together with other agencies to ensure adequate arrangements exist within our setting to identify, and support those children who are suffering harm or are likely to suffer harm.

Oxford Royale recognises that all staff have a full and active part to play in protecting our pupils from harm, and that the child’s welfare is our paramount concern.

Oxford Royale aims to provide a safe, caring, positive and stimulating environment that promotes the social, physical and moral development of the individual child free from discrimination or bullying where children can learn and develop happily.

This policy applies to all staff and volunteers working in our establishment.

The aims of this policy are:

• To support the child’s development in ways that will foster security, confidence and resilience;
• To provide an environment in which children and young people feel safe, secure, valued and respected, feel confident and know how to approach adults if they are in difficulties;
• To raise the awareness with all staff of the need to safeguard children and of their responsibilities in identifying and reporting possible cases of abuse;
• To provide a systematic means of monitoring children known or thought to be at risk of harm, and ensure we contribute to assessments of need and support plans for those children where appropriate;
• To acknowledge the need for effective and appropriate communication between all members of staff in relation to safeguarding children and young people;
• To develop a structured procedure within the summer school which will be followed by all members of the staff in cases of suspected abuse;
• To develop effective working relationships with the OSCB and other language and tutorial colleges in Oxford involved in safeguarding children;
• To ensure that all adults within our establishment who have access to children have been checked as to their suitability. This includes other community users of our facilities, following correct staff recruitment and selection procedures.

Prevention Policy

Oxford Royale 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. Oxford Royale has always promoted a multi-cultural environment where respect for and tolerance of others beliefs is required.

Oxford Royale Academy will:

• Make and maintain contact with the local authority Prevent coordinators to understand their role and the support available;
• Make contact with the local authority to ascertain other useful local agencies;
• Develop local area Prevent links with other similar organisations;
• Share information with all local organisations as appropriate.

Oxford Royale will endeavour to implement the following:

• 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 values through student inductions and notices around accommodation sites;
• Develop critical awareness and thought to counter accepting extremism without question, primarily through restricting internet access;
• Challenge radical or extremist views in any context (formal or informal) via stated procedures;
• Be ready to react when world or local events cause upset and the likelihood of conflicting feelings being expressed. The Prevent lead will take initiative in these situations;
• Have strong filters on IT equipment and clear rules on accessing extremist/ terrorist websites/ uses 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 will get to know students, their home circumstances and friendship groups, making it easier to spot changes in behaviour, and will be observant and vigilant in noticing any signs of radical or extremist behaviour, making it easier to identify vulnerable students.

Further information can be found in Oxford Royale’s Safeguarding Policy and Procedure.

All staff employed by Oxford Royale are over 18 years of age. Students will be supervised at a maximum of 1:8 ratio at all times, at our Yale Campus including overnight. This ratio will be the same for on campus activities and increased to 1:6 for off-site outings in NYC for our Barnard Campus. The ratio of staff to students, will be maintained at all times, including during free time and while travelling to and from classrooms. In order to exit the residential college during free time, the students may sign up in advance through the management office and once a group of eight (CT, Yale) or six (NYC, Barnard) students at maximum is created they will be assigned a counsellor to escort them to a destination of their choice, within the predetermined campus perimeter. No student is allowed to exit the residential college or leave the predetermined campus perimeter unsupervised at any time and breaching this rule can result in expulsion at the discretion of the Programme Director.

When exiting the college for classes or activities the students will be moving within the predetermined campus perimeter. The campus perimeter here is defined as all buildings and facilities within Yale University Campus or Barnard and Columbia Campus. Students will be pre-authorised by the parents or guardians to leave the campus for a day excursion as well as for pre-planned enrichment activities related to their programme on specified days and times under appropriate supervision.

Compulsory Staff training

Prior to the start of the programme all staff will be required to complete training on 

• The campus’s policies and procedures pertaining to behavioural management and supervision,
• Safeguarding policies and procedures targeting the recognising, prevening and reporting of child abuse or neglect including mandated reporting,
• Emergency preparedness & Campus Health and Safety procedures,
• The campus’s policies on First Aid, and Medication Administration,
• The campus’s surrounding location, available facilities and orientation including out-of-bounds and potentially hazardous areas,
• The company’s policies and procedures on planning and running activities and events. 

Emergency procedure (overview)

This policy sits separately as part of our list of policies relating to the safe running of the programmes.

Assess area

Ensure the area is safe for yourself, affected person(s), and any bystanders. Check for hazards (traffic, electricity, fire, water, chemicals/poisonous gases, high/low temperature). Remove the danger if possible, or move the affected person(s) if you are not likely to cause further injury by doing so. Raise the alarm if the building needs to be evacuated.

Assess affected person(s)

Assess order of priority if more than one person is affected. If anyone has collapsed: check response to command, then squeeze firmly on their shoulder. If still no response, deem the situation to be an emergency and undertake the emergency procedure immediately.

Emergency actions

• If on campus, send a member of staff to the Management and Welfare office (if applicable).
• If on a bus, liaise with the bus driver so that the emergency services can be met.
• Inform Campus Management Team. Wait for them to arrive if not already with you and follow all instructions.
• You should also ask a member of staff to get a copy of the student’s medical logs in case the emergency services need to refer to these.
• If the student has a chaperone, they should be notified of the situation as soon as possible.

If emergency services (911) are contacted, follow all instructions over the phone and provide as much information as possible.

Security and safety on campus

At all times all Campus Team Members should be vigilant on matters of safety and security. 

• Report all concerns immediately to the Campus Office.
• Politely enquire of anyone on site whom they do not recognise or who is not wearing an appropriate ID badge.
• Do not let unknown persons follow you into the building.
• Ensure that all rooms are locked after use and keys handed back.
• Ensure that students and staff are wearing or have on them their OR name badges at all times

Evacuation

Shelter in Place

Active Shooter

Fire Alarm

Evacuation