Policies – P6 Academy

Complaints policy and procedure

P6 Academy is dedicated to the people they serve, however, in any event there may be cause of concern and thus a requirement to make a complaint. Making a complaint can seem difficult, but we want to make it as easy as possible for you to get things right. We strongly encourage you to let us know if you are not happy about any aspect of the services we offer; whether we have got something wrong or there is a problem with the way we are working with you. The sooner you tell us, the sooner we can do something about it. If you have a concern about something, please let the academy know as soon as you can. Communications in the academy are very inviting, therefore you can call or email and we will aim to resolve the issue. Often this can sort the matter out but if it doesn’t, please feel free to make a formal complaint.

You will not be treated any differently because you have decided to make a complaint - you will be treated without prejudice or discrimination. If we have made a mistake, we will explain what went wrong and why and you will receive a written apology with any other relevant calls to action.

There may be occasions where individuals or employees from an external agency may disagree with a decision made by the academy. In such instances, the individual/agency is encouraged to use the complaints procedure and we will endeavour to resolve the matter as quickly as possible and without prejudice.

You should put your complaint in writing, or ask someone to do it for you if you require assistance. There are different people you might want to ask to help you make your complaint. You should direct your complaint to welfare@p6team.com and subjected: formal complaint; or put it in writing.

The SLT and relevant team members will assess your complaint and will discuss the complaint with any relevant parties in order to decide if your complaint is upheld. We aim to acknowledge receipt of your complaint within 48 hours. The academy aims to investigate complaints and resolve them within 14 working days, although we reserve the right to extend this time frame should the investigation demand. If we cannot give you a full reply within this time, we will tell you who is dealing with your complaint, the progress of your complaint and when you can expect a full reply.

The academy will keep a record of how we have investigated your complaint. We will give you the outcome of your complaint, detailing whether it was upheld or declined and the reasons for this decision in writing. If you disagree with the decision made, you may appeal against this decision. Appeals will be considered if they are made in writing and submitted within 21 days from the date of the decision.

Please send any complaints in writing to:

P6Academy

Suite 10, The Chubb Building,

Fryer Street

WV1 1HT

Approved Privacy, Data Protection & IT Acceptable Use

Introduction

Patishahi 6 Academy (“P6”) collects, stores and processes information about our staff and teachers, our partners and beneficiaries as part of our day to day activities, helping to provide effective and efficient support services.

P6 Academy is committed to protecting and preserving the privacy of visitors when using our websites or communicating electronically with us. This policy covers the use of personally identifiable information that is collected in this way. This document sets out P6’s policy regarding data protection, the collection, storage and use of data, and any other relevant information. It describes the procedures in place to ensure P6 Academy adheres to the General data Protection Regulation. This document also contains the IT Acceptable Use Policy for our computer systems and networks to be adhered to by all employees.

Section 1: Privacy and Data Protection Policy For stakeholders

Data protection

P6 Academy is committed to safeguarding your personal information. Whenever you provide such information, we will use and store your information in line with this policy and all laws concerning the protection of personal information, including the Data Protection Act 1998, the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR) 2016.

Our responsibilities

All individuals have the right to access personal information that is held about them. If you wish to make such a request, please contact the Data Controller at ICT@p6team.com who will also act as the contact point for any requests under the Privacy Policy.

Confidentiality

All data created and stored on P6's network or technology systems is controlled by P6 and subject to this policy. This holds true for all data, whether or not it was created for personal or business use, and whether or not P6 holds all copyright in such data. P6 complies with all aspects of the Data Protection Act and General Data Protection Regulations. Any data collected must not be retained for any period or purpose other than that for which its use has been authorised and must be disposed in an approved manner and as agreed with the Data Controller once that approval is removed or expires.

Should you have any extremely sensitive data you should contact P6’s Data Controller to have the access restricted to your specific requirements. These permissions can be applied to individual files or folders containing multiple files.

Security

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. While we strive to keep the information that you supply secure, please be aware that the internet is not a fully secure medium. We use secure servers for collecting sensitive information.

Collection of data

Requests for data are made directly to the individual/organisation involved. Data may also be sourced from third parties or collected from publicly available resources. Only data that is completely relevant and necessary will be requested from the subject.

Access to and sharing of data

Occasionally, P6 will need to share personal information relating to its community with third parties, such as:

professional advisers
government authorities
Fundraisers
appropriate regulatory bodies

Steps will be taken in order to anonymise data where appropriate. Some data will be anonymised to ensure our beneficiaries are not identifiable from information shared about grades and academic performance with external partners. For the most part, personal data collected by P6 will remain within the Charity and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis). Finally, in accordance with Data Protection Laws, some of P6’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only in accordance with P6’s specific directions.

Data processing

Data is only requested where necessary and because P6 requires it in order to provide its services or otherwise carry out its functions.

Why data is processed

Where you voluntarily choose to give us your personal details, the personal data you provide to P6 Academy will be used for providing you with the information or service you have requested and may also be used in our outcome reporting and to improve our services. We will always take all reasonable precautions to make sure that your data remains secure and is handled in accordance with this policy.

Sometimes, we will need to send personally identifiable information about you to other organisations. We will only do this where you have given your consent and where the General Data Protection Regulation, Data Protection Act and our Safeguarding Policy permits us to do so. Where sensitive personal data such as medical information or performance data is involved, the circumstances in which the General Data Protection Regulation would permit disclosure without your consent are very limited. Please be aware that the General Data Protection Regulation provides a high level of protection for personal data. P6 Academy expects that the following uses fall within that category of its “legitimate interests”:

For the purposes of client, staff, teacher, user and customer and beneficiary selection;
To provide education services and monitoring of students' progress and educational needs;
Maintaining relationships with our client, staff, teacher, user and customer and beneficiary community, including direct marketing or fundraising activity;
For the purposes of donor due diligence, and to confirm the identity of prospective donors and their background and relevant interests;
For the purposes of management planning and forecasting, research and statistical analysis, including that imposed or provided for by law;
To enable relevant authorities and funders to monitor P6’s performance and to intervene or assist with incidents as appropriate;
To give and receive information and references about past, current and prospective client, teachers, staff, users and user and customers and beneficiaries, including relating to outstanding fees or payment history;
To enable clients, teachers, staff, users and user and customers and beneficiaries to take part in national or other assessments, and to publish the results of P6’s achievements.
To safeguard welfare and provide appropriate pastoral care;
To monitor (as appropriate) use of P6's IT and communications systems in accordance with this policy;
To make use of photographic images of client, staff, user and customer and beneficiaries in publications, website and (where appropriate) on P6’s social media channels;
For security purposes;
To carry out or cooperate with any investigation process; and
Where otherwise reasonably necessary for P6’s purposes, including to obtain appropriate professional advice and insurance for the company.

In addition, P6 will on occasion need to process special category personal data (potentially referring to health, ethnicity, religion, biometrics) or criminal records information (such as when carrying out DBS checks) in accordance with rights or duties imposed on it by law, including about safeguarding and employment, or from time to time by explicit consent where required. These reasons will include:

To safeguard our staff's and beneficiaries' welfare and provide appropriate pastoral (and where necessary, medical) care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual's medical condition or other relevant information where it is in the individual's interests to do so: for example for medical advice, for social protection, safeguarding, and cooperation with police or social services, for insurance purposes or those who need to be made aware of dietary or medical needs;
To provide educational services in the context of any special educational needs of a student;
In connection with employment of our staff, for example DBS checks.
As part of any external complaints, disciplinary or investigation process that involves such data, for example if there are SEN, health or safeguarding elements; or
For legal and regulatory purposes (for example child protection, diversity monitoring and health and safety) and to comply with its legal obligations and duties of care.

Types of personal data processed by P6

This will include by way of example:

names, addresses, telephone numbers, e-mail addresses and other contact details;
bank details and other financial information, e.g. for billing, invoicing and paying salaries;
past, present and prospective client, user and customer, staff and beneficiaries' records (including information about any special needs);
personnel files, including in connection with academics, employment or safeguarding;
where appropriate, information about individuals' health and welfare, and contact details for their next of kin;
references given or received by P6 about students;
correspondence with and concerning client, user and customer, staff and beneficiaries' past and present; and
images of individuals engaged in P6’s activities, and images captured by P6 in accordance with P6’s policy on taking, storing and using images of children and vulnerable individuals.
Details of parents whose children are on our programmes
Student’s grades
Student’s demographics data and destination data

How long data is kept for:

P6 will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason. Typically, the legal recommendation for how long to keep ordinary personnel files is up to 7 years following departure from P6 or its programmes. However, incident reports and safeguarding files will need to be kept longer, in accordance with specific legal requirements. A limited and reasonable amount of information will be kept for archiving purposes, for example; and even where you have requested, we no longer keep in touch with you, we will need to keep a record of the fact in order to fulfil your wishes (called a "suppression record").

Disposal of records

P6 Academy has over the last year digitalised most of its records. Therefore, the disposal of records refers to the deletion of records and data from the online systems on which they are stored. Data that is held on Sharepoint should be deleted when appropriate. This will move the data into the Recycle Bin. At this point, this file should be deleted from the Recycle Bin. Items placed in the Recycle Bin will be permanently deleted after 93 days without intervention. Anything that is physical will be kept in a filing cabinet until the time to be disposed and then shall be destroyed though shredding it.

Rights of Access (Subject Access Requests)

Individuals have various rights under Data Protection Law to access and understand personal data about them held by P6, transferred to others, or for P6 to stop processing it – subject to certain exemptions and limitations.

Any individual wishing to access or amend their personal data or for it to be transferred to another person or organisation, or who has some other objection to how their personal data is used, should put their request in writing to the Data Controller at ICT@P6team.com.

P6 will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within time-limits. P6 will be better able to respond quickly to smaller, targeted requests for information. If the request for information is manifestly excessive or similar to previous requests, P6 may ask you to reconsider, or require a proportionate fee (only where legislation allows).

Keeping in touch

P6 Academy will use the contact details of collected at all points to keep them updated about the activities of P6 and events of interest, including by sending updates and newsletters, by email and by post where consent has been provided. Unless the relevant individual objects, P6 will also:

Share personal data, as appropriate, with organisations set up to help establish and maintain relationships with P6’s network;
Contact our networks by post and email in order to promote and raise funds for P6.

Should you wish to limit or object to any such use, or would like further information about them, please contact the Data Controller at ICT@p6team.com

You always have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising.

Cookies

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device; for example, computer or mobile phone. These include small files known as cookies. These pieces of information are used to improve services for you through, for example:

enabling a service to recognise your device so you don’t have to give the same information several times during one task;
recognising that you may already have given a username and password, so you don’t need to do it for every web page requested;
measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast.

Cookies do not contain any personal information about you and cannot be used to identify an individual user. If you choose not to accept the cookie, this will not affect your access to most of facilities available on our website. All computers have the ability to decline cookies. You can easily decline or remove cookies from your computer using the settings within the Internet Options section in your browser control panel.

Right of removal

Under GDPR, the right to be forgotten enables an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing. If you wish to have data erased a request, should be submitted in writing to the Data Controller at ICT@p6team.com Where records are removed, P6 shall retain basic information in the form to demonstrate a record of its suppression requests.

P6 Academy maintains a Subject Access Request document in order to track requests employing Rights of Access and Removal.

Requests that cannot be fulfilled

You should be aware that the Right of Access is limited to your own personal data, and certain data is exempt from the Right of Access. This will include information which identifies other individuals, or information which is subject to legal privilege. We will sometimes have compelling reasons to refuse specific requests to amend, delete or stop processing your personal data: for example, a legal requirement, or where it falls within a legitimate interest identified in this Privacy Notice.

Additionally, repeat requests made in order to cause inconvenience or malice may be denied. Requests must also be reasonable and not excessive as defined by the ICO. All requests will be considered on their own merits.

Clear Desk Policy

In order to comply with GDPR and general good data practice, at the end of every day, members of staff should ensure they have not left any loose pieces of paper on their desks that may contain personal data. As P6 Academy works in a co-working space, it is extremely important no personal data is left out. Any loose pieces of paper should be shredded unless they are still needed in which case they should be locked away in the cabinet. This extends to notebooks, journals and post its that may contain any personal information.

Home-working policy

When working from home, members of staff must remember that all policies and procedures relating to acceptable use of IT and GDPR must be adhered to. Members of staff must ensure there is no unauthorised access to their laptops. Staff must remember to keep their laptops safe and secure and to not leave them unattended when working with P6 Data.

Transporting personal data

Ideally, all personal data is only sent electronically. If this is not possible, hardcopies of personal data should be recorded delivered to the office as soon as possible and stored in the locked cabinet. If a USB is required to transport personal data, an encrypted USB should be used, this can be requested from the Data Controller.

Incident Reporting Procedure

In the event that personal data is lost, stolen, destroyed or inappropriately disclosed, please report this instantly to the Data Controller. Next steps will be taken by the Director after the line of communication. These include if there is a personal data breach that could affect the freedoms of the person who the data belongs to, notifying them as soon as possible. All incidents need to be recorded.

Subject Access Request policy

A Subject Access Request (SAR) can be made by individuals to exercise their Right of Access. All staff must be able to identify a SAR as there is no set format in which these are made and can be made to any member of staff. An individual can use a SAR in order to ascertain what personal information an organisation holds about them, how they are using it; who they are sharing it with; and where their data was sourced from.

How to recognise a SAR:

SARs do not have to be made in writing and can be made in the form of a verbal request (over the phone or in person). If an individual refers to their Rights of Access or makes clear they are requesting their information, this constitutes a SAR. (Individuals can also be represented by others such as parents, legal guardians and those given authority to act on their behalf.) At this point, please refer the information you have to the Data Controller as it is their responsibility to comply with the request.

Limitations to access

An individual is only entitled to information about themselves. If a document contains their details along with those of other people, the document must be redacted in order to only show the information that pertains to the individual making the request. The provision of the whole document would be a breach of GDPR with relation to the other individuals named in the document.

Timeframe

The timeframe to respond is 28 days but the request should be satisfied as soon as possible. If a request is complex and will take longer, the individual should be notified within one month that extra time is required. A further two months is then permitted in order to satisfy the request.

Exemptions

Exemptions can in some cases be applied. If the requested data also contains information relating to other individuals, the request could be denied. Information/guidance regarding exemptions can be found on the ICO website.

A notice to staff with regards to Privacy Policy

The aforementioned policies are also extended to staff members. The personal data of staff members shall be treated with the same respect and security as data from clients, suppliers, and other stakeholders. Two instances in which

personal data is shared are:

1) personal and sensitive information in order to obtain a DBS check

2) personal and sensitive information provided to an acceptable third party for example payroll

Section 2: IT Acceptable Use Policy

Confidentiality

P6 complies with all aspects of the Data Protection Act and General Data Protection Regulation. Any data collected must not be retained for any period or purpose other than that for which its use has been authorised and must be disposed in an approved manner and as agreed with the Data Controller once that approval is removed or expires.

As a member of staff, you must adhere to the principles of Data Protection and ensure you do not risk the accidental destruction, loss or misuse of any data you have access to. If you become aware of any form of data breach, you must inform the CEO as soon as possible.

Passwords

You are responsible for the security of data, accounts and systems under your control. Keep passwords secure and do not share account or password information with anyone, including other personnel, family, or friends. Providing access to another individual, either deliberately or through failure to secure its access, is a violation of this policy.

Passwords should be complex and consist of at least 8 characters. They should be made up of a combination of upper case and lowercase letters, punctuation marks and numbers. Network users are prompted to change their password every 42 days.

Anti-Virus Protection

Anti-virus software is installed on all computers used by the academy. Anti-virus software must not be uninstalled or deactivated. If you are in any doubt of the status of your virus protection you must immediately contact the Data Controller. Remote users are responsible for maintaining up to date anti-virus protection on their computers and can contact the Data Controller for help as required.

Extreme care should be taken when opening all attachments to emails, even those that appear to have been sent from trusted sources. If there is any doubt as to the trustworthiness of any files. Do not open or download the file, the Data Controller should be contacted to discuss testing for viruses.

Unauthorised software and hardware

All PCs within P6 have the necessary software and hardware installed on them. No other software or hardware may be installed without the express permission of the Data Controller. All software used will be purchased, registered and licensed in P6 name and used as permitted by the licensing agreement, through proper channels.

P6 Academy does not permit users to install or use unauthorised software or copy or remove software. No personal hardware includes items such as laptops, PCs, hand-held androids, USBs/Hard drives and smart phones should be attached to the network without authority from the Data Controller.

To maintain security and serviceability, all hardware and software is to be sourced through the Data Controller in accordance with Charity Policy.

Removable Media

Removable media can be defined as any portable device that can be used to store and move information. Media devices can come in various formats, including but not limited to:

USB memory sticks (also known as flash disks or drives)
Hard Drives
Compact disks (CD)
Digital Versatile Disks (DVD)
MP3 /MP4 players (such as IPods or any similar products)
Mobile Phones and other android devices
Digital Cameras

These devices create the possibility of contamination to our system via viruses or spyware. Spyware allows unauthorized people, outside P6, potential access to passwords and other confidential information. The use of these devices also increases the likelihood of data being lost or stolen.

The use of such personal media is restricted; however should you require access to P6 Removable Media please discuss this with the Data Controller.

Email

Use of email by employees of P6 Academy is permitted and encouraged where such use supports the goals and objectives of the business.

However, the employee must ensure that they:

Comply with current legislation
Use email in an acceptable way
Do not create unnecessary risk to P6.

In particular the following is deemed unacceptable use or behaviour by employees:

Forwarding of confidential messages and data to external locations
Distributing, disseminating or storing images, text or materials that might be

considered indecent, pornographic, obscene or illegal

Distributing, disseminating or storing images, text or materials that might be considered discriminatory, offensive or abusive, in that the context is a personal attack, sexist or racist, or might be considered as harassment
Accessing copyrighted information in a way that violates the copyright
Chain letters or mass mailings
Breaking into P6's or another organisation's system or unauthorised use of a password/mailbox
Broadcasting unsolicited personal views on social, political, religious or other non-business related matters
Transmitting unsolicited commercial or advertising material
Undertaking deliberate activities that waste staff effort or networked resources
Introducing any form of computer virus or malware into the corporate network

P6 Academy accept that the use of email is a valuable business tool; however, misuse of this facility can have a negative impact upon employee productivity and the reputation of the business.

Internet Access

Use of the internet by employees is permitted and encouraged where such use supports the goals and objectives of the business.

However, the employee must ensure that they:

Comply with current legislation
Use the internet in an acceptable way
Do not create unnecessary risk to P6.

In particular the following is deemed unacceptable use or behaviour by employees:

Visiting internet sites that contain obscene, hateful, pornographic or otherwise illegal material
Using the computer to perpetrate any form of fraud, or software, film or music piracy
Using the internet to send offensive or harassing material to other users
Downloading commercial software or any copyrighted materials belonging to third parties, unless this download is covered or permitted under a commercial agreement or other such licence
Hacking into unauthorised areas
Publishing defamatory and/or knowingly false material about P6 Academy, your colleagues and/or our users and user and customers on social networking sites, 'blogs' (online journals), 'wikis' and any online publishing format
Revealing confidential information about P6 Academy in a personal online posting, upload or transmission - including financial information and information relating to our users and user and customers, business plans, policies, staff and/or internal discussions
Undertaking deliberate activities that waste staff effort or networked resources
Downloading, storing or sharing data without the appropriate approvals and/or in a way that might conflict with other policies e.g. Safeguarding
Introducing any form of malicious software into the corporate network If you produce, collect and/or process business-related information during your work, the information is covered by the General Data Protection Regulation and must be stored securely and not shared without approval from the Data Controller. This includes such information stored on third-party websites such as webmail service providers and social networking sites, such as Facebook and LinkedIn unless permitted.

P6 Academy accept that the use of the internet is a valuable business tool. However, misuse of this facility can have a negative impact upon employee productivity and reputation. In addition, all of P6's internet-related resources are provided for organisational purposes. Therefore, P6 maintains the right to monitor the volume of internet and network traffic, together with the internet sites visited.

Monitoring

At any time and without notice, we maintain the right and ability to examine any systems and inspect and review any and all data recorded in those systems. Any information stored on a computer, whether the information is contained on a hard drive, USB or in any other manner may be subject to scrutiny by senior staff at P6 Academy. This examination helps ensure compliance with internal policies and the law. It supports the performance of internal investigations and assists the management of information systems.

In order to ensure compliance with this policy, P6 Academy may employ monitoring software to check on the use of the internet and block access to specific websites to ensure that there are no serious breaches of the policy. We specifically reserve the right for authorised personnel to access, retrieve, read and delete any information that is created by, received or sent as a result of using the internet, to assure compliance with all our policies. Such monitoring will be used for legitimate purposes only.

Breaches of this policy

Incidents which are determined to be in contravention of these policies will be assessed for their severity. Investigating such incidents may require the collection and evaluation of user related activity and evidence. Incidents will then be held with relevant parties starting with the first layer at head of the Data controller and then to SLT.

Adopted: 23^rd January 2021

Next review date: January 2022

EQUAL OPPORTUNITIES

1. Introduction

a) Legislative context

This policy has been developed in response to the Equality Act 2010. It has been designed to help the academy meet the duty to:

b) Eliminate unlawful discrimination, harassment, victimisation and other prohibited conduct.
c) Advance equality of opportunity between those who have a protected characteristic and those who do not.
d) Foster good relations between those who share a protected characteristic and those who do not.
e) The Equality Act defines The Equality Act defines such protected characteristics which are applicable to the academy.

2. General principles

The academy will:

Actively promote equality of opportunity in all areas of academy life.
Ensure that members of the academy community know their rights, and respect the rights of others.
Aim to ensure that prejudice or discrimination in all its forms is actively rejected.
Raise awareness of equality and equity issues for all members of the academy community, and through our links with organisations.
Establish strategies to ensure equal access to the curriculum where reasonably possible and enable each individual to fulfil his/her potential spiritually and temporally regardless of ability, gender, race, disability, religion or sexual orientation

3. Practice and policy

Equality and diversity principles based on the above aims will be embedded in our operative nature, as we are preserving cultural heritage in turn endorsing equality and diversity. The principles will be regarded in policies where reasonably possible and the processes of decision-making, including:

Admissions and attendance.
Students’ progress and achievement.
Students’ personal development and wellbeing, particularly in relation to safeguarding.
Parental involvement.
Working with the wider community.
Behaviour management.
Staff recruitment and professional development.
Curriculum access and participation.
Teaching styles and strategies.

4. Policy Commitments

a) Curriculum

We aim to provide all our students with the opportunity to succeed. To achieve this, we will ensure that:

Curriculum planning reflects a commitment to equality;
The curriculum prepares students for life in a diverse society and uses opportunities to reflect the background and experience of students and their families in the academy where possible;
There will be opportunities in the curriculum to explore concepts and issues related to identity and equality; and
Attitudes and values that celebrate and respect diversity and challenge discriminatory behaviour and language are promoted wherever possible.

b) Progress and Achievement

There are consistently high expectations of all students regardless of protected characteristics. To secure the best possible outcomes:

Staff will be expected to provide positive role models in their approach to all issues relating to equality of opportunity;
The particular needs of individuals and groups within the academy will be identified, and targeted interventions used to narrow gaps in achievement and progression;
A range of teaching methods will be used throughout the academy to ensure that effective learning takes place at all stages for all student; and
All students are actively encouraged to engage fully in their own learning.

c) Academy ethos and culture

We aim to achieve an ethos of inclusion, openness and tolerance which welcomes everyone to the academy community and encourages mutual respect.

Reasonable adjustments will be made to ensure access for students, staff and visitors (including parents) with disabilities (this not only includes physical access, but takes account wider access to academy information and activities including virtual academy endeavours).

Students’ views are actively encouraged and respected. Students are given an effective voice through the Academy Council and arrange of other leadership opportunities.

Positive role models are used throughout the academy to ensure that different groups of pupils feel welcomed and included.

d) Staff Recruitment and Professional Development

All posts are advertised formally and open to the widest pool of applicants as appropriate to the role in question.

Those involved in recruitment and selection are appropriately informed and aware of the need to avoid discrimination and ensure equality of opportunity.

Equalities policy and practice is covered in all staff inductions.

Employment policy and procedures are reviewed regularly to check conformity with legislation and the impact of policies are kept under review.

e) Countering and challenging harassment and bullying

The academy:

counters and challenges all types of discriminatory behaviour and this stance is made clear to staff, students, parents and governors;
has a clear, agreed procedure for dealing with prejudice-related bullying incidents and has a nominated member of staff responsible for recording and monitoring incidents;

f) Partnerships with parents and the wider community

The academy aims to work in partnership with parents and community members. We will:

Encourage all parents to participate in the life of the academy;
Maintain good channels of communication, ensuring parents and community views are captured to inform practice.

5. Roles and responsibilities

The Senior Leadership Team will:

oversee the effective implementation of the policy,
ensure staff have access to training which helps to implement the policy,
Monitor the effectiveness of this policy,
keep up to date with any development affecting the policy or actions arising from it.

The Moderation Team will:

ensure that the objectives arising from the policy are part of the Academy Development Plan,
support the Senior Leadership Team in implementing the policy,
evaluate and review the policy every year.

Students will be:

involved in the further development of the policy and objectives,
encouraged to actively support the policy and expected to act in accordance with it

Parents will be:

encouraged to actively support the policy,
informed of any incident related to this policy which could directly affect their child

Academy staff will be:

made fully aware of the Equality Policy and how it relates to them,
involved in the further development of the policy and objectives,
encouraged to actively support the policy and expected to act in accordance with it,
encouraged to make known any queries or training requirements.

6. Equality Objectives

Taking into account the views of students, parents, staff and community together with analysis of available information, specific and measurable objectives will be set that will help the academy to achieve the aims of the general equality duty. All policies will be excuted through the Gurmat-lense and will be reviewed every year.

Adopted: 23^rd January 2021

Next review date: January 2022

HEALTH AND SAFETY

P6 Academy is committed to upholding excellent levels of health and safety in order to safeguard the health and wellbeing of all our volunteers, staff, young people and visitors. To ensure this, P6 Academy is committed to:

providing adequate control of the health and safety risks arising from our activities through a risk assessment process
consulting with our workers and students on matters affecting their health and safety
providing and maintaining safe premises and equipment
ensuring information, support and guidance is provided on the safe handling and use of substances
ensuring all workers are competent to do their tasks, and to give them adequate training, instruction and supervision
preventing accidents and cases of work-related ill health
maintaining safe and healthy working conditions
reviewing and revising this policy as necessary at regular intervals.

P6 Health and safety officer role is to:

Ensure a policy is in place.
Ensure roles are allocated for its enactment.
Monitor and review the policy annually.
Consider reports of accidents and incidents.
Consider training needs.
Ensure adequate resources are allocated for Health and Safety training.

Workers and students

All workers have an obligation to take reasonable care for their own health and safety, and for that of others, and to co-operate with P6 with respect to health and safety matters. Workers and students are requested to:

Report any significant hazard or malfunction (e.g. trip hazards or broken equipment) to their supervisor.
Conform to all instructions, written or verbal given to promote personal safety and the safety of others.
Be sensibly and safely dressed for their particular task, location and conditions and to use appropriately and effectively all safety equipment and any other safety equipment that may be provided.
Avoid improvisation in any form which could create unnecessary risks to health and safety (e.g. climbing on a chair to reach heights)
Not bring into the academy, without the appropriate authority, any tool, substance or piece of equipment of their own which is potentially hazardous to the health and safety of themselves or others.
Report to their supervisor all accidents, whether injury was sustained or not, including any incidents of violence and aggression.
Attend and participate in training as required.
Be aware of the emergency evacuation procedures, positions of fire alarms, equipment and exits.

Accident Reporting

It is the responsibility of the P6 health and safety officer will ensure that the following procedures for reporting and investigation of all accidents are implemented, and that all volunteers are aware of these procedures:

All accidents (and ‘near misses’) are recorded on an Accident Form and then logged in the Accident Book; copies of Accident Forms and Accident Book is kept in the locked away filing cabinet with the supervisor in charge.
All accidents will be investigated by P6 health and safety officer and a note of the investigation will be made on the relevant Accident form.
Corrective action is taken to prevent a reoccurrence.
Report forms and full details of reportable accidents and incidents are kept and maintained.

Procedures and Guidelines

Whilst the P6 Academy has overall responsibility for Health and Safety, the Health and Safety Officer is responsible for co-ordinating the day to day implementation of the Health and Safety policy and procedures. This includes:

Regularly meeting with the First Aid Officer and the Fire Safety Officer to discuss issues
Ensure the First Aid Officer and the Fire Safety Officer are adequately trained and supported to carry out their roles
Carrying out necessary Risk Assessments with colleagues
Reporting any Health and Safety issues or incidents to the Board
Ensuring that Health and Safety information is included in new volunteer inductions

First Aid

A qualified First Aider will be present.
The First Aid kit will be regularly checked and restocked by the First Aider
The First Aid box is kept in a safe location.
The Accident Book is (in a confidential secure place) and Accident Forms are available from a locked cabinet under the supervision of the officer present.

Fire Safety

The P6 Supervisor will be aware of fire points and will take charge of any event of fire. Fire Alarms are present and when sound all line in an ordinary fashion and follow the supervisor to the exit point and assembly point.

The group has appropriate insurance for its needs. More information can be found at request of emailing info@P6Academy.co.uk

Risk Assessment

All P6 Academy activities are risk assessed to ensure that all necessary measures are put in place to safeguard workers, young people and the public. All risk assessments are carried out by a minimum of two workers (including worker supervising activity) and kept by P6 Academy health and safety officer and regularly reviewed and updated. The risk assessment template can be found in Appendix 1.

Whilst every risk assessment is different, it is likely that they will cover the need for:
Consent and Information forms for young people
Information and emergency contact details for workers
Continuous implementation P6 Academy Child Protection Policy and Procedures
Regular checking of all equipment and premises used by the academy
Appropriate insurance for all activities
Adequate worker ratios, training and supervision for all activities

LONE WORKER

Working alone is not against the law, but it can bring additional risks. Through the process of risk assessment, P6 Academy will identify activities that have a significant level of risk attached to them. P6 Academy will, so far as is reasonably practicable, employ controls to reduce the exposure to those risks or eliminate the risk all together.

The purpose of this policy and the guidelines it contains is to reduce and prevent risks involved to members of staff undertaking lone working as part of their daily work. The policy provides action that will be taken by P6 Academy to identify, manage and reduce the risks to members of staff involved in Lone Working.

All lone-working activity/tasks will be risk assessed prior to commencing. Copies of these risk assessments will be recorded on file and all staff should make themselves familiar with the assessments.
Where an activity has been deemed high risk, no staff member will be expected to work alone unless in the case of absolute emergency and in this instance, staff will be required to maintain regular contact with their line manager. (Regular contact may be via a text message every 15 minutes or a phone call – this will be agreed with staff in advance)
For low risk activities, staff will adhere to the standard lone-worker policy as outlined below.

Lone Worker Procedure

All staff are expected to adhere to the P6 Academy Lone-Worker policy, failure to do so, or a breach of this policy will result in disciplinary action against them.

All staff engaging in lone-worker activity such as:

House visits
Driving to/from activities
Accompanying to appointments or support sessions
One-to-one support sessions

Must be familiar with the risk assessment for their client or resident.

When engaging in lone -worker activities, staff must make the designated lone worker lead aware of their whereabouts, the time of the activity and the anticipated duration of the activity by either text message or telephone call to the pre- agreed number.
Should an activity extend beyond the anticipated and pre-advised duration, staff must notify the designated lone worker lead by text or telephone to the pre-agreed number
At the end of an activity /task involving lone-working, staff must text or telephone the designated lone-worker lead on the pre-agreed telephone number to advise and to confirm the lone-working task or activity has ended.

Safeguarding policy

1. P6 Academy Safeguarding Policy

1.1 P6 Academy’s commitment to safeguarding children

P6 Academy is committed to creating and maintaining the safest possible environment for students. We believe that it is always unacceptable for anyone especially a student to experience abuse of any kind and we recognise our responsibility to safeguard their welfare, by a commitment to practice that protects them.

We recognise that:

The welfare of the student is paramount at all times
All students, regardless of characteristics, have a right to equal protection from all types of harm or abuse
Working in partnership with children, young people, their parents, carers, school and other agencies is essential in promoting young and vulnerable people’s welfare.

We will seek to keep students safe by ensuring that we comply with all relevant legislation and will constantly monitor developments in this field. However, P6 Academy recognises that the best protection for all individuals is the vigilance and forethought of all involved in preventing circumstances where abuse of trust could occur and by sharing any concerns immediately. To that end, P6 Academy will strive to create a safe and secure environment where tutors, students, volunteers, P6 Academy staff, and students work together confidently in mutual respect. In the event of a safeguarding concern, P6 Academy will work with the partner school and other appropriate agencies to safeguard students.

This policy applies to all P6 Academy working on behalf of P6 Academy. It will use the term ‘student’ or ‘child’ to refer to the young people with which we work.

1.2 The purpose of this policy and supporting documents

provide protection for all the students in our care. Especially children and vulnerable adults, a child is defined as a person under the age of 18
provide guidance on procedures that staff should adopt if they suspect a student may be experiencing, or be at risk of, harm – including how to make a referral
provide all staff with guidance on what will happen if an allegation is made against them.

1.3 This policy will be reviewed annually

P6 Academy will ensure that the organisation’s child safeguarding procedures are continually monitored, developed and maintained and are appropriately communicated throughout the staff, tutor and volunteer network.

The SLT review this policy, and the organisation’s compliance with it at regular Board meetings and as a minimum annually.

1.4 This policy relates to relevant guidance on protecting children

Children Act 1989; 2004
United Convention of the Rights of the Child 1989
Data Protection Act 1998
Sexual Offences Act 2003
Protection of Freedoms Act 2012
Keeping Children safe in Education 2016
Prevent Duty of Care 2015
Working Together to Safeguard Children 2015 (amended 2016 and 2018)

1.5 Who to contact

If you have any safeguarding concerns regarding the P6 Academy programme, please contact the Safeguarding Lead on the P6 Academy staff team in the first instance. If they are unavailable, please contact the secondary Safeguarding Lead or Senior leadership team.

Safeguarding Lead: DSL@p6academy.co.uk

Name:

Contact no:

If none of the above are available please seek advice from the NSPCC helpline 0808 800 5000, your local Children’s Social Care department or the police as relevant to the situation.

2. Working safely in schools

The majority of P6 Academy’s work is carried out in regional centres and online therefore anyone involved in regional centre has to abide by safeguarding policy.

No student will be allowed to be admitted into P6 Academy sessions without full parental consent obtained unless they are over 18.
A risk assessment will be carried out annually at each centre and will include an acknowledgement of the issues around working with children
All staff, tutors and volunteers should be clear that other settings’ policies and procedures should be adhered to at all times.
Any setting at which P6Academy will operate has to provide P6 Academy with information about their procedures, including the contact details of safeguarding leads in the school and who to contact in case of urgent risk (e.g. local safeguarding board and/or police).

3. Recruitment and training

P6 Academy are committed to recruiting staff and volunteers safely and training them effectively.

All staff, tutors and volunteers are required to notify P6 Academy of any police record or other factor which may make them unsuitable to work with young people, or any changes to their situation which may bring this into question
P6 Academy will ensure that all staff, tutors and volunteers complete an enhanced Disclosure and Barring Service (DBS) check before working with P6 Academy students (renewed every year) and will always seek two formal references.
P6 Academy will check qualifications, verify identity and request references when appropriate for the role.
Basic safeguarding training will be provided to all staff, tutors and volunteers. This training is renewed at least every two years, or if this policy changes significantly.
All staff, tutors and volunteers are provided with a copy of Part 1 of Keeping Children Safe in Education (Appendix A), and this is reissued when the guidance changes.
When a tutor joins a new school, induction training is provided to ensure that they know who to contact at the school in the event of a safeguarding concern.
P6 Academy’s Directors and Safeguarding Senior attend relevant training courses in accordance to their roles in coordinating safeguarding matters.

4. Code of Conduct

This Code of Conduct has been developed for the protection of pupils, tutors, visitors and anyone else working or in contact with young people on behalf of P6 Academy. To this end, P6 Academy expects all staff to abide by this Code of Conduct and recommendations from P6 Academy in all activities with P6 Academy.

It is the responsibility of everyone at P6 Academy to protect the welfare of children and young people during sessions. In following the guidelines, maintaining a sense of proportion and applying common sense, you will ensure their welfare is a priority and that you are protected from false accusations and difficult situations.

Each Tutor:

Will inform P6 Academy of any relevant police record or other factor, or any change in his/her circumstances, which may make him/her unsuitable to work with children or young people.
Recognises that the position of trust for their students and undertakes to uphold that trust at all times.
Will treat pupils with dignity and respect.
Will not behave in any way, physically or verbally, that could be offensive to a pupil.
Remembers at all times that interactions between him/herself and pupils must be such that no reasonable person observing that interaction could construe its nature as abusive.
Ensures that there is no promotion of partisan political views, and that where there is discussion of political issues there is a balanced presentation of opposing views.
Undertakes to maintain, the confidentiality of any information relating to other P6 Academy staff, volunteers or pupils made available to him/her in the course of the role as a member of the P6 Academy team, unless there is a safeguarding concern.
Will not make physical contact of any kind with a pupil should it be misconstrued.
Will behave as role models and be suitable examples for their pupils.
Will not inappropriately offer a pupil a lift in a car.
Will not smoke or drink.
Will use appropriate language when conversing with pupils.
Will not inappropriately invite pupils to their homes or visit pupils in their own homes.
Will not inappropriately exchange personal email or phone numbers with pupils.
Will not inappropriately connect with pupils on any social media.
Will avoid being alone with a pupil and will not meet a student in a room with a closed door inappropriately.
Will ask a student to leave the session if they display inappropriate behaviour before recording it and notifying P6 Academy.
Will report any concerns about a child immediately to P6 Academy’s Safeguarding Lead or a P6 Academy Coordinator.

If you are unsure/feel uncomfortable about any aspect of work with P6 Academy, contact P6 Academy immediately.

5. Reporting procedures

5.1 Action to be taken if you are concerned about a child:

Refer to Appendix B for report template. Refer to Appendix C for flow chart. You do not need to make a judgement, but you do need to share your concerns as soon as possible with your P6 Academy Coordinator or the P6 Academy Safeguarding Lead who will proceed according to the P6 Academy Safeguarding policy.

You must report your concern, whether it relates to a P6 Academy session, or not (e.g. neglect at home). You might be concerned that a child is subject to one or more of the four official categories of child abuse:

Physical abuse (possible signs are: bruises, burns, cuts, marks, frequent ‘accidents’, unexplained injuries, aggressive play and behaviour)
Neglect (possible signs are: hunger, poor hygiene, poor attendance at school, tiredness, appearing withdrawn, poor achievement, poor appearance)
Emotional abuse (possible signs are: mood swings, poor relationships, excessive fear or anxiety, low self-esteem, withdrawn, very passive or dominating behaviour)
Sexual abuse (possible signs are: inappropriate sexual behaviour with others, inappropriate sexual language, self-harm, recurrent pains or headaches).

Your concerns may be very specific, relating to radicalisation, FGM, or bullying for example, or they may be more general. Concerns might amount to no further action needed or they could lead to something significant. Concerns must be reported even if they seem insignificant, as they may contribute to a larger case.

5.2 Action to be taken if a student discloses information to you:

Privacy is important, but if possible do not place yourself where you are alone with a child.
Listen to what the child says
Do not make a judgement
Do not put words into his/her mouth or ask leading questions
Do not promise to keep a secret
Explain you have to share the information with the appropriate person
Write down what the child says using the child’s own words, sign and date the document (see Safeguarding Incident Report Form)
Report your concern to your P6 Academy Coordinator, or the P6 Academy Safeguarding lead as soon as possible and always within 24 hours.

5.3 In the event of scenarios 5.1 or 5.2 occurring, actions to be taken by P6 Academy:

P6 Academy’s Safeguarding Lead will refer any concerns with relevant external authorities where appropriate.
Record the incident in the Safeguarding Incident Log, along with an account of any decisions made and subsequent actions taken

5.4 Action to be taken if you are concerned about the conduct of a P6 Academy tutor, volunteer or member of staff:

Report your concern to a P6 Academy Coordinator or P6 Academy Safeguarding Lead immediately
Write down your concern, sign and date the document (see Incident Referral Form)
If your concern relates to the Safeguarding lead on the staff team, please follow the same steps, but report to the Safeguarding lead on the P6 Academy Senior board instead.

5.5 Action to be taken if you receive an allegation about yourself:

Keep calm. Do not get involved in an argument which is likely to make the situation worse
Ensure that no one is placed in a position which could cause further compromise
Immediately inform P6 Academy. The quicker that action is taken to investigate the allegations, the sooner the situation will be resolved
Record the facts as you understand them, and sign and date the document
Do not contact another agency involved with P6 Academy
Await further contact from P6 Academy

6. Confidentiality

P6 Academy recognises that all matters relating to Child Protection are confidential but that we have a professional responsibility to share information with other agencies in order to safeguard children, vulnerable adults and employees

The Safeguarding Lead will only disclose information to other staff on a “need to know” basis.
All staff must be aware that they cannot promise a child to keep secrets.
Child Protection information must be sent through a secure electronic system or courier if required.
Pupil Records must not be sent by post.

7. E-safety

All digital communications between P6 Academy and parents and children should take place using official P6 Academy systems. P6 Academy staff, tutors and volunteers should not share their contact details with students or allow them to make contact on social media.

P6 Academy staff, tutors and volunteers should monitor the use of digital technologies, mobile devices, cameras etc. in sessions, and minimise the risks of students finding inappropriate material online when using the internet.

Links to external websites on the P6 Academy website will be chosen carefully to limit risk, but students will also be notified that when they leave the P6 Academy website they may be at risk.

8. Photography and Video

P6 Academy understand that photographs and videos can be misused. P6 Academy staff, tutors and volunteers should:

only take photographs and videos for a purpose related to the aims of the academy
store photographs centrally with P6 Academy and not leave copies on devices
not publish photographs alongside the personal details of any student and without the permission of TT staff

Appendix A – Keeping Children Safe in Education Refer to on-line document https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data /file/828312/Keeping_children_safe_in_education.pdf A hard copy is also available in TT central Office

Online learning safeguarding policy

1.1 P6 Academy Safeguarding policy

1.1 P6 Academy’s commitment to safeguarding children online

P6 Academy is committed to creating and maintaining the safest possible environment for children in which to be educated. We believe that it is always unacceptable for a child to experience abuse of any kind and we recognise our responsibility to safeguard the welfare of all children when learning online, by a commitment to practice which protects them.

P6 Academy is committed to utilising technology to best inform and support learning. We seek to develop ways in which we can improve learning opportunities for students. We believe that students and staff remain safe and free from the dangers implicit in the use of technology.

This involves the following provisions:

All teachers and administrators are enhanced level DBS checked, interviewed by P6 Academy or our recruitment partner, and have had two references taken up and verified
All communication between teachers and students takes place during sessions and appropriate channels and these conversations are accessible for review by the P6 Academy moderation team because all sessions are mandatory recorded and all communication is tracked.
Our terms and conditions for teachers do not allow any contact between teachers and students outside of sessions or outside the agreed facilities
All sessions are recorded and periodically screened by a member of the P6 Academy moderation team for quality check and safeguarding purposes
All session recordings are available upon request for safeguarding purposes but online for the student’s interface.
P6 Academy has an in-house safeguarding lead who can be contacted in relation to any concerns

1.2 The purpose of this policy and supporting documents

Provide protection for all those who use our service
To keep all associated parties aware of our escalation route and standard of behaviour when engaging in online teaching
To ensure that staff are professional in their use of online platforms
To ensure that our safeguarding policies are read and understood in advance

of a session taking place between a student and teacher

1.3 This policy will be reviewed annually

P6 Academy will ensure that the organisation’s online safeguarding procedures are continually monitored, developed and maintained and are appropriately communicated throughout the staff, teacher and volunteer network.

The development team will review this policy, and the organisation’s compliance with it, and present at the summer Board meeting each year or earlier if necessary.

1.4 This policy relates to relevant guidance on protecting children

Children Act (2004)
The Safe Use of New Technologies (Ofsted 2010)
Working together to Safeguard Children (Gov.UK 2018)
Keeping Children Safe in Education (Gov.UK Sept 2019)

1.5 Who to contact

If you have any safeguarding concerns regarding the P6 Academy programme, please contact the Safeguarding Lead on the Safeguarding team

Safeguarding Lead:

DSL@p6academy.co.uk

In relevant circumstance please seek advice from the NSPCC helpline 0808 800 5000, your local Children’s Social Care department or the police.

2. Working safely online

The P6 Academy code of conduct governs how teachers are expected to work online. (Refer to section 4)
No student will be allowed to take part in online P6 Academy sessions without full relevant consent provided through our consent forms.

3. Recruitment and training

P6 Academy are committed to recruiting staff safely and training them relevantly and effectively.

All staff, teachers and volunteers are required to notify P6 Academy of any police record or other factor which may make them unsuitable to work with young people, or any changes to their situation which may bring this into question
P6 Academy will ensure that all staff, teachers and volunteers complete an enhanced level Disclosure and Barring Service (DBS) check before working with P6 Academy students, and will renew this check yearly and will always request two references and verify these on receipt.
P6 Academy will check qualifications, verify identity and check right to work.
P6 Academy retains the right to provide information to relevant third parties upon confirmation of checks.
Teachers will be required to confirm that they have read our safeguarding policy and completed suitable safeguarding training before teaching online with P6 Academy.
All staff, teachers and volunteers are provided with a copy of Keeping Children Safe in Education (2019), and this is reissued when the guidance changes.
When a new teacher is recruited to conduct online sessions, induction training is provided to ensure that they know who to contact in the event of a safeguarding concern.

4. Code of Conduct

This Code of Conduct has been developed for the protection of pupils, teachers, and anyone else working with young people on behalf of P6 Academy. To this end, P6 Academy expects all staff to abide by this Code of Conduct and recommendations from P6 Academy in all activities.

It is the responsibility of everyone at P6 Academy to protect the welfare of students during sessions. In following the guidelines, maintaining a sense of proportion and applying common sense, you will ensure their welfare is a priority and that you are protected from false accusations and difficult situations.

5. Responsibilities

5.1 Teachers:

Will have an up to date awareness of e-safety matters and of the current P6 Academy policy and practices
Will report any suspected misuse of technology or problem to a Programme Manager
Outside of sessions, all digital communication with students must be carried out by a member of the central P6 Academy team through relevant channels.
Students are helped to access appropriate sites and resources to aid learning only when instructed to by their teacher. If inappropriate material is accessed, processes will be reflected on in order to minimise the likelihood of this happening again and a report will be made to the Programme Manager
Teachers will ensure that their environment does not display any inappropriate images or documentation capable of being viewed by the student.
Teachers will treat students fairly and without prejudice or discrimination, being sensitive to background and the learning needs of students
Teachers will always ensure language is appropriate and not offensive or discriminatory
Ensure any contact with the student is appropriate to their role as a teacher and confined to the relevant lesson/session
Not make any improper suggestions to a student and avoid language which could be misinterpreted
Ensure that no reference is made on social media to students, parents / carers or staff
Report any dispute with a student or parent/responsible adult to P6 Academy, in accordance with the Safeguarding document.
Report any inappropriate behaviour or illegal activity identified within a session by the student or third party, in accordance with the Safeguarding document
Ensure that if no parent/responsible adult is present during a lesson/session that the student is comfortable to continue the session; if not, they can terminate the session
Be aware that the sessions are recorded and they are available for review by a student.

5.2 The Safeguarding Lead:

The designated person for child protection (safeguarding lead) for P6 Academy will be trained in esafety issues in prevention detection and aftermath, and be aware of the potential for serious child protection / safeguarding issues that may arise from:

Sharing of personal data
Access to illegal or inappropriate materials
Inappropriate online contact with adults or strangers
Potential or actual incidents of grooming
Cyber-bullying

5.3 Students:

Should uphold copyright regulations
Students only use digital technologies, laptops, cameras, microphones, software, etc in sessions with due regard to the agreement for safe use of technology
Need to understand the importance of reporting abuse, misuse or access to inappropriate materials and know how to do so
Should understand the importance of adopting good esafety practice when using digital technologies
Should not cyber bully under any circumstance and act in accordance to P6 Academy behaviour policy
Should treat their teacher with respect and fairness, and not subject them to abusive behaviour or language
Not make improper suggestions to the teacher
Have no communication with the teacher outside the appropriate channels
Report any dispute with a teacher to a parent/responsible adult or to a safeguarding lead
Be aware of the learning environment system processes as per VLE introduction.

5.4 Parents / Guardians:

Will make sure that their child is aware of the P6 Academy safeguarding procedure
Will be responsible for the welfare of the student during a P6 Academy session
Will be responsible for the physical environment of the student during the session to ensure that it is safe and appropriate
They should be present or available during a teaching session so that any concerns encountered by the student can be reported as soon as possible and to ensure that their child behaves in an appropriate manner
They should report any unsolicited communications between teachers and students if appropriate
Should report any dispute with a teacher to the P6 Academy safeguarding lead

5.5 Senior Leadership Team:

Are responsible for handling disputes between any party involved in the delivery of a P6 Academy session
Will keep authorities informed of any issues or disputes as per that safeguarding procedure.
Will deal with reports of possible illegal activity promptly, ensuring the safety and wellbeing of the student and/or teacher in accordance with P6 Academy’s safeguarding procedure
If any incident is reported to the police relating to a specific session, they will make the recording available for the police to use as evidence in any proceedings if appropriate
Regularly review safeguarding policies

NB It is important to emphasise that these are child protection issues, not technical issues. The technology simply provides additional means for child protection issues to develop.

6. Escalation procedure

6.1 Action to be taken if you are concerned about a child:

You do not need to make a judgement but you do need to share your concerns as soon as possible with the P6 Academy Safeguarding Lead who will proceed according to the P6 Academy Safeguarding policy.

7. Confidentiality

Student data is not shared outside of the central team unless directly relevant to the planning, preparation and assessment of students in a teaching and learning capacity
The Safeguarding Lead will only disclose information to other staff on a “need to know” basis.
All staff must be aware that they cannot promise a child to keep secrets.
Child Protection information must be sent through a secure electronic system or courier if required.
Student Records must not be sent by post.
Data is to be stored on secure systems and any physical copy will be kept on premises in a locked secure filing structure.

8. E-safety

All digital communications between P6 Academy and parents and children should take place using official P6 Academy systems. P6 Academy staff, teachers and volunteers should not share their contact details with students, or allow them to make contact on social media.

P6 Academy teachers should be mindful of the use of digital technologies, mobile devices, cameras etc. in sessions, and minimise the risks of students finding inappropriate material online when using the internet.

Links to external websites on the P6 Academy website will be chosen carefully to limit risk, but students will also be notified that when they leave the P6 Academy website they may be at risk.

9. Compliance

Any teacher reported for a breach of the Safeguarding Policy will be suspended from teaching until the incident has been investigated by the appropriate authority. The reporter may be informed of the resolution if appropriate.
The final decision on action taken for breaches of the Safeguarding Policy will be the responsibility of incident board of P6 Academy
Any person reported for illegal activity whilst working under P6 Academy will be reported to police and will be barred from the service.

*Relevant forms are found in safeguarding policy appendix.

Adopted: 23^rd January 2021

Next review date: January 2022

Admissions policy

P6 Academy admission is completely inclusive and anyone with the passion to strive for spiritual and temporal growth is encouraged to admit into the academy. Please refer to charges and remission policy and equality policy for information on how inclusivity and costs are dealt with.

Application Process:

Student sign up to the academy via the online website. This will have the comprehensive admissions form and a £5 surcharge.
Student receives admission pack and ID card.
[At this point student will be considered P6 Academy student]

Student can enrol into any course – this will have a subsequent admission form and different materials will be delivered to the student.
[At this point student will be considered P6 Academy student for example]

If in the unlikely event there is an oversubscription a waiting list will be generated and this will be evident from the admissions page. This will be at a first come first serve basis.

Terms and conditions for admissions:

Acceptance Interpretation and Variation

(i) Every student of Patishahi 6 Academy (‘P6’) shall be subject to these Terms and Conditions. It is the Student’s responsibility to read the Terms and Conditions before signing the application form. By signing the application form the Student is deemed to have read, understood and agreed to be bound by these Terms and Conditions. If a student is under 18 then a parent or legal guardian may sign.

(ii) These Rules may be revoked, altered or added to from time to time by the Company, without prior notification to students. Any variations will be posted on P6 notice board.

(iii) The decision to accept any application shall be at the absolute discretion of the Company. The Company reserves the right to refuse an application from any applicant – but in case of refusal a notice will be delivered as to why the refusal has taken place.

(iv) Acceptance of an application for studentship shall constitute a binding and contractual agreement between the Company and the Student, upon these Terms and Conditions and the rules and regulations as well as policy and procedures.

Studentship and Fees

(i) Students must be of at least 5 years of age, unless written agreement is provided by P6.

(ii) Students shall pay Students shall pay a non-recurring £5.00 membership fee upon admission.

(iii) Students may terminate with membership with notice.

(iv) Paid services will be monthly through direct debit or as per payment procedure detailed on the page of each service.

(v) For monthly instalments Students shall pay the monthly studentship subscription as set out on the Application Form. Monthly Instalments are payable on the 1st of each calendar month, or if the 1st falls on a weekend/public holiday, on the next working day.

(vi) Should any issue with payment arise, notice is required, thereafter a notice will be made and attempted to be settled with the correct team.

(vii) Students must give written notice to the Centre of any changes of address and any other circumstance which can impact the dealings with the P6. Failing such notice, all communications shall be presumed to have been the same as system.

(viii) Any change in studentship fees will be posted on the Centre notice board 45 days prior to such increase.

(ix) Concessions may be applicable in line with individual service for example based on financial difficulty for selected services however, evidence will be required and will be accepted at the academy’s discretion.

(x) Termination can be done through expulsion in which case there will be no refund of charges. Termination can be done through not paying fees however, if this is the case notices, meetings will be occurring beforehand to ensure the reasoning as to why monies has not been paid.

Membership Cards

(i) Students will be issued with a membership card, which must be used every time they enter P6 activity. If any person other than a Student uses a membership card, that Student’s studentship may be terminated and no refunds of the joining fee or subscription will be given. Membership cards remain the property of P6 at all times and must be returned to P6 upon termination of membership.

(ii) P6 reserves the right to charge a fee for the replacement of a lost studentship card and initial fee will be £5.00

Inside P6

(i) P6 use its own facilities and that of other community hubs in different region’s and has the relevant insurance to be doing so. It is imperative that any facility, equipment or apparatus used by P6 and students of is treated with care and respect and according to relevant rules of the premises.

(ii) P6’s timetables are subject to change but can be found on the website or notice board, online notifications will be received whenever relevant.

(iii) It is the Students’ or Guests’ responsibility to ensure that they are capable of undergoing any activity within P6. All activities and treatments are taken at the Students’ own risk with respect to all precautions that will be taken on P6’s behalf.

(iv) Suitable attire, must be worn at all times while attending P6 facilities (loose clothing ideally Baaneh, Suits or Kurteh Pyjame). Students are requested to wear appropriate clean footwear when appropriate.

(v) Use of fitness areas and other Club facilities is at the Students’ or Guests’ own risk and under their own medical advice.

(vi) Mobile phone use during class hours are not permitted.

(vii) Students should comply with written guidelines, posted within P6 policy and procedures, rules and regulation.

(viii) Students are to arrive on time, and if not, have a valid reason as to why they are attending late. Where possible this should be notified beforehand.

(ix) A teacher may refuse entry, or may ask any Student to leave a class if they feel there, or another’s safety or learning is in jeopardy.

(x) P6 Academy reserves the right to impose disciplinary measures upon the student where necessary, such measures are highlighted in behaviour policy.

(xi) P6 reserves the right to refuse entry to premises occupied by P6 at its absolute discretion, however will seek to provide a reason for.

(xii) During peak hours we reserve the right to restrict the duration of use of the equipment.

(xiii) P6 Academy is committed to the deliverance of teaching for each and every student, but as a collective cohort. It is therefore the students collective and individual responsibility to ensure this is possible. Where this is being hindered, P6 academy will take action.

(xiv) P6 deems the practices of the expert teachers and instructors worthy of being utilised and therefore, accept practices that may differ to those elsewhere.

(xv) Any contact made will be done in good practice, and where this is doubted an immediate report needs to be taken out. All teachers and supervisors will be enhanced dbs checked to ensure precaution.

(xvi) P6 academy has a duty of care to all in within its vicinity, especially its students. Therefore, reserve the right to take action where there seems to be physical, emotional or mental distress by relevantly trained supervisors.

Data

It is necessary for the purpose of providing you with advice and support in relation to our facilities and further reasons to hold certain data concerning your identity, contact details and general health on files. By signing the application form expressly consenting to P6 Academy to keep this data for the duration of your studentship to P6 and for up to two years afterwards, to assist us in providing you with the best possible service. You are also consenting to us passing on your details where necessary from time to time to other departments within P6.

You are consenting to pictures, videos and recordings being taken by P6 of students and of members of the public during P6 events, these will be property of the P6 Academy and can be used for responsible purposes such as (not limited to) promotion and fundraising. For the avoidance of doubt, by signing the application form you are not affecting any of your rights under the Data Protection Act 1998. We comply to GDPR regulations and policy can be found online.

Liability

(i) Neither P6 nor the Company will accept liability for any damage or loss to Students’ or Guests’ personal property brought onto P6s’ premises unless for P6 negligence and causation can be proved.

(ii) All activities and treatments are taken at the Students’ or Guests’ own risk. Participation acceptance evidenced by a consent through membership form, passes liability of damage/loss to person or property to those involved beyond that caused by the negligence and causation of P6 academy.

(iii) Students or Guests who suffer an accident or injury on P6 premises must report the accident or injury, and the circumstances in which it occurred, to the welfare department immediately following the accident or injury.

(iv) Students and Guests must warranty and represent that they are in good physical condition and capable of doing activity; if through injury or other reason, such as pregnancy, this is not the case, they must consult a doctor before engaging in relevant activity. Furthermore, if attending class there is something that needs to be notified to the teacher it is the duty of the student to do so, and vice versa for teacher and student.

(v) P6 will uphold good practice and ensure relevant insurances, risk management and training are in place for relevant bodies.

Adopted: 23^rd January 2021

Next review date: January 2022

Behaviour Policy

The aim of this policy is to improve and/or sustain standards of achievement and attainment by ensuring high standards of behaviour and mentality and the provision of appropriate rewards and sanctions. The objective of this policy can be broken down into:

To provide clarity in raising the awareness of expectations of behaviour.
To have a fair balance between rewards and sanctions.
To create a solution focused environment where students are able to reflect and learn from their behaviour and reform it better through Gurmat.
To provide appropriate support to students who have difficulty in accessing education.
To support staff in providing a clear and transparent procedure for reporting and recording behavioural incidents and progressive achievements.

We aim to ensure that:

All members of the academy, students, staff and community will be treated respectively, as is their right.
The curriculum and environment are appropriate, and are recognised as essential to promoting good behaviour. This environment of humble and embracive learning is important to be created and will be consistent throughout the academy.
Praise, encouragement and reward and identification of individual strengths are key elements in managing behaviour within the academy, as are clearly defined boundaries for inappropriate behaviour, which we aim to deal with quickly and effectively. When an incident behaviour concern occurs, then staff will attempt to deal with it depending on level of issue. If the issue is minor, then staff will deal with it. Minor issues become major when they are repetitive. As such in the case of major issues (through the compound of minor issues) or through isolation of the issue, will be reported to the moderation team. The designated welfare officer will then intervene with behaviour review, rehabilitation and behaviour plan (See appendix 1).
All staff and students and parents are fully aware of expectations of behaviour as per academy-home agreement.
All students have the right to learn. All teachers have the right to teach. Everybody has the right to safety and respect.

Everyone has the responsibility to make positive impact on their own lives and subsequently others, ensuring good choices and actions are made throughout lesson time and beyond. This also means listening to others constructive help to ensure you also make the right decisions. The basic rules for any enrolled lesson period include:

Treat everybody with respect, virtually and physically and respect their space.
Respect the environment around you, virtually and physically.
Arrive on time and prepared for academy lessons.
Follow appropriate direction of members of staff
Dress code: academy uniform only as prescribed on course information, modest in any event.

The following provide further examples of the behaviours that are expected from students at all times; the list is not exhaustive but is there to provide further guidance:

To speak and behave quietly, politely and helpfully towards all members of the academy at all times.
To follow specific instructions related to the courses as per the procedure of lessons.
To be punctual to lessons and engage in preparatory work as provided.
To act inappropriate in any shape or form to any individual in the academy.
To not eat, drink or chew gum in lessons.
To be responsible for your own and others’ health by your actions and influence of action.

Contravention of acceptable academy behaviour conduct

The promotion of good behaviour in the academy is dependent on all staff creating an environment that allows student to thrive, and students interacting in positive ways consistently to cement this. Where incidents and issues arise and repeat, they should be fairly and firmly dealt with to ensure this is unacceptable behaviour and reported and monitored appropriately.

Where a student displays persistent low-level disruption despite interaction with teacher, within a specific subject area or around the site the report should be created by escalating this and the intervention should occur. This will be through student welfare assessment, and reformative process. However, the academy reserves the right to deploy sanctions where necessary.

Where students are acting inappropriately physically they should be verbally explained too, failing to understand they should be sent to a colleague who should then supervise the exclusion of the individual. Parents can be informed when necessary. Online, students can be told and then isolated from the class and worst-case scenario removal from the class.

The following incidents must be reported by to Welfare team without delay:

Continual/persistent behaviour problems
Fighting
Bullying
Physical assault
Indecent/sexual assault
Verbal abuse
Theft

Hierarchy of sanctions

Sanctions for inappropriate behaviour must be commensurate with the level of disruption caused. The management of behaviour in the classroom is the responsibility of the classroom teacher in the first instance. After which, it can be escalated head of department and/or welfare team.

A student will be disciplined by the teacher as proportionate response to the behaviour. If this is a major disruption then it can be incident reported straight to the welfare department who will intervene as appropriate to ensure the student improves behaviour. At first this will be an assessment to see what intervention is required. Student will then be subjected to disciplinary action, this could be a formal warning, a report card, a parent teacher meeting. The escalation route is displayed in appendix 1.

Principle of fairness:

Underlyingly, staff should also consider, when using sanctions, whether an apparent behaviour difficulty is in fact a manifestation of unidentified learning difficulties or other type of SEN or other vulnerability that maybe causing the outbreak.

Sanctions are more likely to promote positive behaviour if students see them as being applied consistently and fairly. Staff should adhere to the following guidelines:

Make clear they are dealing with the behaviour, rather than stigmatising the person. Ensure a solution focused approach is undertaken.
Avoid: early escalation to severe sanctions, sanctions becoming cumulative and automatic, and whole group sanctions that punish the innocent as well as the guilty
Use sanctions that are a logical and proportionate consequence of the pupil’s inappropriate behaviour, that help the pupil and others to learn from mistakes and recognise how they can improve their behaviour, and that help to put right harm caused
Never issue a sanction that is humiliating or degrading
Use sanctions in a calm and controlled manner
Ensure that sanctions are seen as inevitable and consistent

Exclusions

For more serious offences, e.g. persistent breaking of academy rules, disrupting the learning of others, inappropriate conduct, the senior welfare officer through authorisation SLT can internally exclude a student’s access up to 2 lessons. Parents will be informed of the reasons for this punishment and the incident will be recorded. Parents will be requested to discuss the incident with a member of SLT.

At welfare officer’s discretion subject to the approval of SLT, a student may be excluded for either a fixed term or permanently if deemed proportionate to the incident. This is normally only be used rarely and for very serious offences. An exclusion from academy will be one of the following:

In the event of an exclusion, parents will be contacted by a member of SLT and the situation explained to them before the student is sent home. A formal letter will follow, containing the following information:

Why the student has been excluded
The length of the exclusion
The arrangements for re-admission
Information about parents’ right to appeal

Adopted: 23^rd January 2021

Next review date: January 2022

Charges and remissions policy

General costs

There is no charge for admissions. This means you can admit into the academy without any cost.
There will be £5 surcharge of creating an ID card for the student.
To enrol in certain courses there will entail costs whilst others will be free. This information will be detailed on the respective courses. Brief information of cost related to specific subject areas below:
- Santhia – Free to enrol and engage, no other costs associated.
- Raag – Free to enrol and engage, Cost of instrument
- KS1—4 Tuition – Cost to enrol and engage, no other costs associated.
All live lessons will have a specific time period allocated that is the timetabled time to engage in. Resources outside live lessons will be available to enrolled students. The above mentioned is a brief view, full cost break down will be available on course information. If student requires extra live time allocation, then we reserve the right to charge as appropriate.
Any extracurricular activities, extended services and resources will be free to use unless otherwise stated.

Our cost ethos is to bare the burden of anything Gurmat vidya related and to provide equitable opportunity to all, this will be reflected in the costs of anything associated to the academy and will be transparent. Where learning is not Gurmat related there will be a cost associated where appropriate, however will be at reasonable rates in line with our non-for-profit goal. We save the right to charge where appropriate in line with regulations set by community interest company regulators. There will be no hidden costs to any student.

Refunds

Request for refunds will be dealt with in an individual basis. In all cases of refunds for whatever matter, they will be dealt with a fair and impartial lens. There needs to be valid and reasonable cause to bring refund for service or product provided by the academy. We save the right no to refund requests where appropriate, in line with our Gurmat philosophies and governance under domestic law in England and Wales.

All refunds to be directed to at admin@p6academy.co.uk

Damage to property

Where academy property has been wilfully or recklessly damaged by a student the academy may charge those responsible for some or all the cost of repair or replacement.
Where property belonging to a third party has been damaged by a student, and the academy has been charged, the academy may charge some or all the cost to those responsible.
If the academy or an agent of the academy has damaged in property of a student it will accept the charges if held responsible.
Whether or not these charges will be made will be decided by the SLT and be based on the individual situation.

Remissions and concessions

The academy will consider the remission and concessions of charges to parents or carers who receive the following support payments:

Income Support
Income based Job-seekers Allowance
Child Tax Credit (where the person is not receiving Working Tax Credit as well and have an annual gross income of no more than £16,190)
Support under part VI of the Immigration and Asylum Act 1999
Guaranteed Element of Pension Credit
Working Tax Credit run-on
Income related Employment and Support Allowance
Universal Credit

The SLT will authorise the remission of charges. Parents who are eligible for the remission/concession of charges will be dealt with confidentially. The academy may choose to subsidise part or all of the payment of some charges for certain activities and pupils, and this will be determined by the governing body.

Remissions and concessions will be on a case-by-case basis as all academy costs are driven down based of community interest purpose and therefore reserve the right to deny recession and concession and still be acting objectively fair in the eyes of the law.

Donations

The academy and the running entity may ask for voluntary contributions to the academy for general funds and/or to fund activities that will enrich our pupils’ education. There is no obligation for a parent or carer to make any contribution and the academy will in no way pressure parents to contribute.

Adopted: 23^rd January 2021

Next review date: January 2022

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