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Safeguarding Children Policy: Introduction, Key Roles AND 


Policy Statement


Oxford School of English acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and British Council and English UK requirements. The policy recognises that the welfare and interests of children are paramount in all circumstances. It aims to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socio economic background, all children:


  • and enjoyable experience of learning English at Oxford School of English in a safe and child centred environment
  • are protected from abuse whilst participating in class or social activities or outside of the activities for example, within their homestay or residence

Oxford School of English acknowledges that some children, including disabled children and young people or those from ethnic minority communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare. As part of our safeguarding policy Oxford School of English will:

  • promote and prioritise the safety and wellbeing of children and young people
  • ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people
  • ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern
  • ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored
  • prevent the employment/deployment of unsuitable individuals
  • ensure robust safeguarding arrangements and procedures are in operation.

The policy and procedures will be widely promoted and are mandatory for everyone involved in Oxford School of English. All adults issued with or directed to this policy are expected to comply with and uphold it. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation.


The policy will be reviewed a year after development and then every three years, or in the following circumstances:

  • changes in legislation and/or government guidance
  • as required by the Local Safeguarding Children Board or our accrediting bodies
  • as a result of any other significant change or event.

The review will be undertaken by the welfare officer in consultation with all staff members and the principal. If, feedback highlights safeguarding issues, or an incident has occurred, the response, actions taken and conclusion will be reviewed immediately and this policy amended where deemed necessary. The review will be signed off by the Child Protection Officer.


The Oxford School of English is an English Language School that receives students from all over the world. The students range in ages from 11 to adult and the school offers homestay and residential accommodation. Large numbers of under 18s are received throughout the year so it is essential that we have clear guidelines to ensure the safety and protection of our students. Oxford School of English has a main school for students aged 16 years and over, and a junior school which accepts students aged from 11 – 18 years old. Therefore this policy must be implemented consistently at both schools.


Safeguarding and promoting the welfare of children is defined as:

  • Protecting children from maltreatment;
  • Preventing impairment of children’s health or development;
  • Ensuring children learn and develop in circumstances consistent with the provision of safe and effective education;
  • Taking action to enable all children to have the best outcomes.

Child protection refers to the processes undertaken to protect children who have been identified as suffering, or being at risk of suffering significant harm.
Where a child is suffering significant harm, or is likely to do so, action should be taken to protect that child.

Child refers to any young person who has not yet reached their 18th birthday.

Parent refers to birth parents and other adults who are in a parenting role, for example step-parents, foster carers and adoptive parents.

Host refers to the main responsible adult at homestay accommodation

Group leaders refers to the assigned adults from the students' country of origin who are accompanying them and are responsible for them on their visit to the UK.

Adults refers to all adults working with under 18s in whatever capacity

Representatives of the school are all those who work for the school directly or indirectly, not including teaching and administration staff. Homestay providers, activity leaders, taxi drivers and coach drivers

Key Roles

Designated Safeguarding Leads: Rosa Lucia and Stefan Lacny (responsible for day to day matters, training and recording systems for the adult school and junior school)

Principal & Welfare Manager: Haydar Albasri (Principal responsible for major decisions)

Related Policies

Roles and Responsibilities

Everyone shares responsibility for safeguarding and promoting the welfare of children and young people, irrespective of individual roles. Nevertheless it is important that each individual is aware of and appreciates the role that they play.

  • Senior management are committed to the importance of safeguarding and promoting children's welfare through both the commissioning and provision of services.
  • All teaching staff, group leaders and homestay hosts are responsible for establishing and maintaining a culture of listening to and engaging in dialogue with children, seeking their views in ways appropriate to their age and understanding and taking account of those both in individual decisions and the establishment or development and improvement of services.
  • The Safeguarding manager is responsible for ensuring the commissioning and provision of services that safeguards and promotes the welfare of children and young people.
  • Everyone involved in recruitment will take into account the need to safeguard and promote the welfare of children and young people and ensure appropriate checks are carried out and best practice is adopted in the recruitment of new staff and homestay families.
  • All managers must ensure procedures for dealing with allegations of abuse are in place.
  • Managers must ensure that all staff undertake appropriate training to equip them to carry out their responsibilities and this must be kept up to date by refresher training at regular intervals.
  • Managers will ensure effective policies are in place for dealing with complaints.
  • Teachers will report any absences of under-18s to the DOS or the Welfare Officer and Office Managers, who will then follow the Attendance Policy procedures.
  • The Activities Manager will ensure all appropriate Health and Safety risk assessments have been conducted for any trips available to students under 18.
  • Activity Leaders will record any problems or issues on the Activity Register as appropriate. More sensitive or urgent concerns should be communicated to the Activities Manager or School Principal by phone or in person.
  • The Office Managers will check that all under-18s have the relevant signed parental consent before they book trips with our representative tour companies, or before they arrange activities independently (consent for such activities is obtained through the parental consent form).
  • In the case of groups, all students are requested to present a signed parental consent form on arrival Furthermore, the agents of the are required to sign a declaration confirming that their organisation obtains parental consent for all students attending the Oxford School of English.
  • All staff members are asked to remain vigilant and report any concerns for the welfare of any OSE student to their line manager who will consult with the welfare officer and/or safeguarding manager.
  • Oxford School of English will work in connection with Oxfordshire Safeguarding Children Board (OSCB) and the Police where appropriate with regarding any issues relating to safeguarding.
  • All under 18s are required to be respectful to each other, and to look out for each other at all times. Bullying, name calling, aggressive or threatening behaviour, violence or abuse are not tolerated and students are informed of this in their student handbook. If under-18s witness or are aware of any bullying or abuse, or are concerned about another student, they are advised to report it to an adult that they feel most comfortable approaching. This may be their group leader, their teacher, the DOS or direct to the welfare officer or safeguarding manager.

Registration of students

  • Oxford School of English requires all personal details from students on initial registration to the school to offer the opportunity for the student, parents/guardian or agent to tell us of any medical conditions or educational needs. This is stated both on our publicity and the paper and online enrolment forms for the junior and main school.
  • The Office Manager or Groups Administrator records all disclosed medical or behavioural conditions on the student’s record. This information is confidential and may only be accessed by key staff members. The Office Manager or Groups Administrator notifies the Principle, Director of Studies or Accommodation Manager as appropriate.
  • Arrangements will then be made by the Principle, Director of Studies or Accommodation Manager as appropriate to the requirements of each individual student.
  • Full next of kin details for all students are required prior to arrival in case of any emergency.
  • All parents/guardians of any under-18s coming to our school must complete, sign and return a Parental Consent Form.
  • Photographs of all under-18s are taken on the student's first day to enable easy identification by all staff members (consent for such photographs is obtained through the parental consent form).

June 2023
This policy is reviewed on an annual basis. However, if any issues relating to the policy should arise, the policy will be reviewed immediately.
Date of next scheduled review: June 2024

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