Boarding Handbook

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A very warm welcome to all our boarders, both returning and those new to Woodhouse Grove School this year! This handbook provides a comprehensive overview of the boarding experience at Woodhouse Grove, ensuring a supportive and enriching environment for all boarders.

Our Boarding Principles and Pastoral Care are built on a Philosophy that emphasises a caring, consistent, and tolerant environment to support academic, social, and physical development. Each boarder has a House Tutor for guidance and support, with regular contact with parents encouraged.

Daily life in boarding at Woodhouse Grove provides each boarder with a structured daily schedule including morning routines, meals, lessons, and evening prep. While the routines are in place, there is also flexibility for boarders to enjoy downtime and a wide range of co-curricular activities, sports, and weekend programs to promote everyone’s social development and well-being.

Our Boarding Houses create a homely environment with modern facilities focusing on emphasising a supportive and inclusive community. In each boarding house, high standards of behaviour, respect, and responsibility are an expectation of all, and we have clear policies on rewards and sanctions, with a focus on positive contributions and consistent discipline.

All boarders can expect open communication channels with House staff, tutors, and an Independent Listener for additional support if required. We have an on-site Medical Centre with nurses and access to local doctors. We run a comprehensive induction process for new boarders to help them adjust and feel supported as they begin their adventure at Woodhouse Grove.

Boarding Principles

The aim of the pastoral system in the boarding community is to provide each individual with a stable environment within which they can develop academically, socially and physically. For this to be achieved, we believe that a caring, consistent and tolerant environment must be sustained, so that all pupils will be able to express themselves freely. We also aim to ensure that each individual pupil is actively encouraged to be involved as positively as possible in the school community, academically and outside the classroom.

Identity, Equality & Fairness

All pupils are encouraged to be individuals, and their contributions are seen to be valued. An open and inclusive attitude by all boarders is expected, and any comment that suggests otherwise is challenged. All sanctions and disciplinary measures are designed to be consistent and to show no favour.

Monitoring & Supporting

The combination of tutors and resident staff provides for proper monitoring of both academic and social progress. Support is given both academically and socially within the formal framework of the house system and informally through contact with the duty staff.

Development of Positive Attitudes & Social Skills

Each member of each house has a clear responsibility for promoting a positive attitude to our school and the wider community. All pupils and staff are encouraged to be as active as possible in promoting positive attitudes from academic work to co-curricular activities to volunteering within the community. A polite and caring attitude is expected of both pupils and staff alike. Mutual respect and tolerance are positively fostered.

Involving Parents in Learning and in the Life of the House

There should be contact with parents on a formal basis each academic term. The letters/emails written, where necessary, would be followed up with telephone conversations about difficulties/ successes. Parents should be encouraged to come into the house and chat with staff. Parents should be actively involved in all subject choices, and problems will be discussed with them by phone/email or in person before any written communication.

Provision for Emotional, Physical and Social Needs

We aim to provide clear guidance and help to all pupils regarding their needs whilst with us. The use of tutors and assistants in addition to house parents is designed to give all pupils someone they feel able to talk to about emotional issues.

Woodhouse Grove School is committed to safeguarding and promoting the welfare of children and young people and expects all employees and volunteers to share our commitment.

Pastoral Care, Communication and Monitoring Progress

The boarding Houses are each staffed by a House parent and House tutors who are academic staff. Although pupils should consider their boarding House to be their ‘home’ during term time, regular contact with parents and guardians is encouraged by the school, and House staff are always prepared to make appointments to see parents and guardians. We are flexible in our arrangements for parents to visit the House, and they are always assured of a warm welcome.

The Boarding Team

Boarding Houses

Brodwell House
Brodwell House is a 44-bed boys’ house. The Brodwell bedrooms are twin rooms, and each room has its own en-suite shower room. There are three floors to the house. The ground floor has the social areas including two television rooms (one with Satellite TV and PS5), a pool room, a kitchen and the staff office. There is also a games area with table football and table tennis on the first floor and on the second floor a communal study room. Kitchens are also available on each floor.

Brodwell House is run by Head of Boys’ Boarding, Mr Dobson, who also teaches PE and maths. Mr Dobson is an experienced House parent who has been at the Grove since 2017.

Miller House
Miller House is a 37-bed girl’s house comprising single and twin rooms with shared bathroom facilities including modern shower cubicles. It is split into three wings – South, Macreanor and Warburton. South has a small snug and kitchen area and is geared more towards our younger boarders; Macreanor features the main common room with satellite TV, and a large kitchen dining area; and Warburton provides additional bedroom space as needed.

Miller House is overseen by Head of Girls’ Boarding, Mrs Bradburne, who lives on the school site with her family. Mrs Bradburne joined the Grove in 2022, after similar roles at Shrewsbury and Ashville College. Mrs Bradburne loves anything to do with the outdoors and sport.

Boarding Organisation

House Tutors

Each boarder has a House Tutor who oversees the social development of the pupil and monitors their progress. House reports are prepared by the House Tutor and sent to parents for their retention at the end of each term. Through daily contact and regular tutorials, the House Tutor builds up a relationship with each tutee and provides help, encouragement and support whenever necessary.

Heads of Year

The academic progress of pupils is monitored by Heads of Year, who have an overview of all academic matters. They should be the first point of enquiry if a parent requires clarification or explanation. Head of Year and School teachers liaise with House Staff who support their tutees appointed in the boarding house.

Pupil Problems

If pupils have any problems, they wish to discuss they should contact their House parent, their House or Form tutor or indeed any member of staff. Each pupil is advised to read the House noticeboard which details the names of suggested people they may wish to contact when in need of help or guidance, including the contact details of an Independent Listener.

Pupil Complaints

If a boarder wishes to make a complaint, the procedure is explained fully in the information page ‘Worries and Complaints – A Guide for Boarders'. A copy of this is available to download at the bottom of this handbook.

House Meetings

These are regular informal House meetings during which boarders may raise points of issue or ask questions. There is a weekly official house meeting every week in each of our two boarding houses. This is an important point of information for you and an opportunity for you to raise any issues and go through arrangements for the weekend. Meetings are compulsory for all who are staying in the boarding house.

Pupil Voice in Boarding

There are many committees set up to hear the boarders’ opinions:
The House Committee – to represent the views of the House members to their House parent.

Boarders Council – to represent boarders’ views on all Boarding matters and boarding developments to Mr Cadman who will discuss these with the boarding team.

Equality, Diversity and Inclusion Committee – to represent the boarders' views on boarding and whole school equality, diversity and inclusion, led by Miss Winks

Activities/Trips and Events Committee - to enhance boarding life by helping plan and organise engaging activities, outings, and events, led by House Captains/Heads of House and supported by Miss Winks

Meeting notes are taken at all committee meetings. Notes are then fed back to the relevant people, and then outcomes are to be typed up and displayed in the House and read out in the next available House meeting.

Family Visits

Family members may take boarders out for lunch and/or tea on the weekend if they have no school commitments. Requests should be made in advance to the House parent, please. We welcome as much contact as possible from parents, as the happiness of your child is central to us, and the teamwork between boarding and home can greatly contribute to this.

Settling In

Our boarding staff are very experienced at looking after and supporting the pupils in their care. Each pupil is allocated a tutor who oversees their academic progress, while House parents are responsible for all other aspects of a boarder’s life but work together to ensure excellent pastoral care.

Senior prefects act as role models and mentors, and friends act as a support network for each other. Staff understand that it is perfectly natural for boarders to become homesick from time to time and do all they can to ensure that boarders feel happy, settled and supported. Below is an outline of the procedures that are in place to help new boarders successfully join the boarding community at Woodhouse Grove School.

Before You Arrive

A welcome letter, arrival procedures, and this Boarding Handbook will be sent via email, which contains lots of useful information, such as boarding routines and what to bring. We also encourage you to start following our social media channels.

Upon Arrival

Boarding houses are open from 2pm on the day before term starts, so we encourage you to make travel arrangements to fit with this.

However, we understand this is not always possible and therefore ask you to liaise with Miss Wood over exact arrival time and mode of transport. New boarders should arrange their arrival time with Miss Humphries, which may include a school tour for accompanying family if required.

All boarders will be met at the main boarding office in Brodwell House, before being shown their room and given a brief tour of the boarding house. A school tour is usually provided by their school buddy the following day.

For those joining in September, a welcome tea is provided at 4.30pm in the Dining Hall for all boarders and their families. This provides an opportunity to meet boarding staff and House prefects, plus other boarders and their parents. There will be a full House meeting with formal introductions at 8pm when all boarders should have returned to school. For those joining us at other times, a bespoke schedule will be provided.

At the House meeting, new boarders will meet their allocated House buddy, who will guide them through the first few weeks of boarding. New boarders will meet their day buddy on the first morning of school, and he/she will collect them from the boarding house. We use an induction checklist to ensure we cover everything our new pupils need to know, and your buddies will help you along the way.

International students must show their passport and proof of entry to Miss Wood. All students are encouraged to hand in their passports to staff for safekeeping, although these are always available when requested.

Your First Few Weeks

House parents and tutors will meet new boarders regularly to make sure they have settled in well and will also contact parents during and after the first two weeks have been completed. All boarders will complete an induction with the school nurses and will register with the local NHS medical practice. Long term boarders will also be shown how to set up a UK bank account.

Boarders are encouraged to keep in touch with home. Pupils have access to their own mobile telephones and online platforms to contact family and friends. WGS also provide pupils with their own email address, and post is collected daily.

A Day in the Life of a Boarder (Monday–Friday)

Morning Routines
Boarders are woken up by house staff at 7.15am each weekday. Before breakfast, you should make your bed, pick up any belongings from the floor and open your curtains. Breakfast registration is at 7.40am. Boarders leave for school after breakfast at 8.25am.

Meals
All boarders have their meals in the school dining room alongside our day pupils. Pupils are given guidance on nutrition during their first few weeks in the boarding house. Drinks and snacks are available in the afternoon after lessons and in the evening after prep from house kitchens. Each boarding house also operates a paid-for tuck service.

Breaktime and Lunchtime
All pupils are encouraged to enjoy their social time outside in the school grounds when not attending lunchtime clubs and the library is always open for those wishing to read or study. Sixth Formers may also use their quiet study area, common room and café. Additional indoor provision is in place for bad weather.

After-School
All boarders are expected to return to House after lessons. If you have a co-curricular club, you must ‘sign-out’ of house before attending. We ask that pupils try to attend at least two co-curriculars a week. Pupils may also ‘sign out’ from the House during the week to go to local shops or external clubs. During weekday afternoons Brodwell and Miller House common rooms are open for visits from day pupils when a member of staff is present. Boarders will assemble for their evening meal at around 5:30pm during the week and a register will be taken.

Prep (From 6.30pm onwards)
The amount of homework will vary slightly from day to day, and this will inevitably increase as pupils move up the School towards the GCSE examinations and eventually A levels. Normally, three preps will be set each day, including some to be completed over the weekend. Year 7 to 9 boarders can expect to work for one hour each weekday evening, Year 10 and 11 pupils one and half hours and in Years 12 &13, two hours. Boarders can work in either a supervised classroom, the library or the sixth form centre. Where they work for prep is dependent upon their school year.

After Prep
Boarders can relax in each other’s houses and join in with the weekday activities programme. Each evening several recreational activities are held by staff for boarders such as art, swimming, dodge ball, basketball, football, squash, fitness suite, board games, baking and yoga.

Curfew Times
All boarders must be back in their boarding houses by 9:45pm

Bedtimes
Year 7: 9.15pm
Year 8: 9.30pm
Year 9: 9.45pm
Year 10 & 11: 10.00pm
Year 12 & 13: 10.00pm for 10.30pm (later by agreement with House parent)

These times can be extended Friday and Saturday evenings at the discretion of the member of staff on duty.

A Day in the Life of a Boarder (Weekends)

Saturday
12.25pm – Registration
12.30pm – Lunch
5.25pm – Registration
5.30pm – Dinner

Sunday
10.55am – Registration
11.00am – Brunch
4.55pm – Registration
5.00pm – Dinner

Local Leave & Day Leave
All leave must be recorded in the sign-out/sign-in book. Local leave to places which lie within the close vicinity of the school can be granted/taken between 4.00pm and tea, or after lunch/brunch at the weekend. Pupils below the sixth form are not allowed to take leave alone and must report to the appropriate member of staff on their return for the meal.

Day leave can only be authorised by your House parent prior to the weekend and those below 18 years of age must have parental consent recorded with the House parent. The latest return time from day leave is 7.00pm. Extensions to this return time can only be granted by the House parent. All meals (bar the one per weekend day agreed with you by your House parent) must be taken in school. This is a time for registration.

Weekends
Boarders may go home, visit guardians or go to friends on any weekend provided that:

they have fulfilled any school commitments (including fixtures).
an appropriate leave form/details record has been completed several days before the weekend concerned and all necessary permissions from parents and/or guardians are in place and they return to school as arranged with the House parent. Boarders must report to the member of boarding staff on duty on their return.

School/Parental Responsibilities
The Children’s Act places responsibility for boarders with the school during the whole term. This situation of ‘loco parentis’ remains with the school unless a pupil spends the weekend with parents or a legal guardian. Thus, parents should inform the House parent, in writing, if they wish their child to stay elsewhere than at home for any weekend leave.

The parents of day pupils wishing to invite a boarding pupil home for the weekend must also give written notice and obtain the permission of the appropriate House parent in agreement with the boarder’s parent.

Mobile Phones, Personal Computers and Securing Belongings

All boarders may bring mobile phones to School, but they may not be used at the following times:

During Prep

After ‘lights out’

In the School Dining Hall

During lessons or around school when not in communal social areas

During our house meetings, we educate our boarders as we believe it is important that our boarders understand how to keep safe while using their mobile. We would strongly advise that all parents only allow their children to access the school Wifi on their devices and avoid purchasing additional data, which circumvents our school firewall, etc.

Dependent upon your school year and age will be if you hand in your phone at night or not. However, we do discuss in-house meetings that there is a need to take time off from your device, therefore, any boarder may hand their device in at any time.

All boarders sign the IT agreement at the start of their time with us. However, please understand that most boarders share bedrooms and the use of devices to video call must be done in consideration to roommates. Photos must NOT be taken of any other boarders without their consent.

Boarders may also bring a personal computer to School. The school reserves the right to confiscate personal computers, phones, etc., if equipment is found to have been used inappropriately, e.g. for downloading or viewing illegal or inappropriate material, cyberbullying, or taking images and recordings of fellow pupils without staff permission and supervision.

Boarders are advised not to lend their equipment to other pupils and all valuable possessions must be insured. Each bedroom has a safe that you can keep valuables in, and House parent’s operate a bank system where money can be handed in for safekeeping.

Trips and Activities Programme

The school actively encourages the social development of all boarders and, with this aim in mind, provides a varied and interesting selection of weekday afternoon, evening and weekend activities. The website is updated annually with a list of trips and activities. However, extra charges incurred such as ticket price etc will need to be paid via the House card machine. To participate in these activities, it is essential that all parents complete, sign and return an Annual Consent Form.

Sport
Sport plays a major part in our co-curricular, offering a broad spectrum of opportunities, to represent the School at rugby, basketball, football, badminton, swimming, cricket, golf and squash. Boarders can go to the fitness suite at the allocated times or enjoy a jog around the schools’ extensive grounds.

Co-curricular Clubs
Boarders are advised to attend as many clubs as possible each week. Sixth formers should also get involved with the Community Service Programme offered. Clubs are advertised at the beginning of each term on noticeboards and the school website.

Weekend Activities Programme
A termly list is available to view on the school website, and sign-up sheets are published during the week to enable pupils to decide which activities they wish to participate in. Activities may include outings to Leeds, York, theme parks, paintballing, go-karting, the seaside, sports tournaments, swimming, climbing, squash or discos and movie nights.

Holidays

Boarders returning from all holidays should plan to arrive no earlier than 4pm and in good time for lights out on the day before the school academic timetable begins.

When a boarder is not travelling to his/her home address for holidays, details should be given to Miss Wood who then relays all travel information to the House parent. Any boarder who wishes to stay elsewhere must have written permission from their parents and from the person they will be staying with who must be over 21 years old. This must be received by the Miss Wood no later than one week before the intended visit. The House parent reserves the right to refuse permission. Boarders may travel to and from School in casual clothes.

Parents are notified of holiday dates well in advance, and it is their responsibility to ensure that adequate travel arrangements are made on the last day of term, and that early departures and late returns are avoided wherever possible. If parents cannot arrange travel at the appropriate times, they should write to Mr Cadman before booking any flights that would entail a loss of academic time. Should boarders be unexpectedly delayed in returning to School, the House parent / Miss Wood should be advised at the earliest opportunity.

Overseas pupils are asked to complete a travel form detailing their travel details well in advance; all travel information will be made available from Miss Wood. While boarders are in transit to and from school for the start and end of half terms and holidays, they are the responsibility of their parents. Once the boarder comes into the boarding house and reports to a duty member of staff, they become the responsibility of the school. As an example of best practice, we ask that the parents of overseas pupils email Miss Wood and the appropriate House parent to confirm that your son/daughter has been safely received at home after travelling for holidays. Likewise, the House parent will endeavour to email parents when the overseas boarder is received into the boarding house on the return from holidays.

Ms Wood can book taxis/train tickets to transfer pupils to and from airports to connect with their inward and outward flights. The cost of taxi/train transfers will need to be paid via the House SumUp (card machine), by the students, or Evolve by parents / guardians.

Arriving and Departing
To comply with UKVI visa regulations boarders will be asked to complete a travel request form in collaboration with parents and/or guardians. We must have written parental consent for boarders to travel and where they are travelling to.

Miss Wood requires all travel information no later than two weeks prior to departure. For all information and help with travel arrangements please contact the Boarding Administrator, Miss Wood (wood.j@woodhousegrove.co.uk).

Storage
At the boarder’s own risk, the school will provide storage facilities for returning students over the summer holiday period. Should bedrooms be required during other holiday periods, storage will also be provided. We regret we cannot provide luggage storage for any pupils who will not be returning to Woodhouse Grove, e.g. Year 13 boarders starting a UK university. In this instance storage must be arranged independently and off-site.

Guardians

Overseas boarders must have a registered guardian resident in this country to be able to study at the school. A guardian is a responsible adult, over 25 years old to whom parental responsibility has been delegated by the parent and who must permanently reside in England.

The school recommends families use Aegis/BSA approved guardians where possible and it is the parent’s responsibility to ensure the guardianship arrangements are satisfactory to both themselves and the school. Parents should be fully aware that any guardians they appoint are responsible for the welfare of their children whilst they are staying with them.

The school maintains a record of where all boarders are for holidays, and we ask that the information provided by the parents/guardian is exact and accurate. Miss Wood will contact all or a cross-section of details provided to ensure that they are accurate and always confirm your whereabouts. We have a duty of care to our pupils, and our visa sponsorship is dependent upon our knowledge of your whereabouts at approved venues. Mr Cadman through Miss Wood reserves the right to deny any arrangements that the school do not feel are appropriately in line with Aegis legislation or the school’s perception of suitable and safe guardianship. The School’s guardianship policy can be found on our school website – https://woodhousegrove.co.uk/boarding/

Between departing and arriving at school, students are the responsibility of the guardians. The same when departing school at the end of term and returning home.

Privileges, Behaviour and Sanctions

A Woodhouse Grove Pupil should be expected to:

• Adopt high standards of social responsibility.

• Be polite and helpful to all members of the school community.

• Move about the school in a quiet and orderly manner.

• Make every effort to keep the premises tidy.

• Wear school uniform smartly each day.

• Be mindful of good timekeeping.

• Complete work to the best of their ability and according to deadlines set.

• Always uphold the reputation of the school.

• Participate positively in as many areas of school life as possible, including House and School events. Respect the property and feelings of others.

• Behaviour of tolerance, acceptance and respect

Rewards and Sanctions
Every member of the House is treated as an individual, and as such, boarders earn rewards or can be sanctioned due to unsuitable behaviour. We use a system of Positive Contributions and depending on how many Positive Contributions you earn in a term, you will receive a different reward. House staff may also choose to sanction you for behaviour, and again, depending on the number of sanctions you receive, the consequences are greater. The page below gives further detail on this.

House Captain, Deputy House Captain and Prefects
House Captains and their Deputies and prefects are positions of great honour but also carry with them added responsibilities. They are appointed by the House parent and undertake a full induction programme prior to taking up their posts. They are expected to lead by example and share in the responsibility for the welfare of all members of the House.

Duties
All boarders are responsible for keeping their own rooms tidy and always organised, and on a rota basis, pupils will be expected to carry out several duties, including kitchen and laundry duty and tidying communal areas of the House.

Bullying
All House staff are vigilant and regularly circulate the boarding house and adopt an open policy of counselling both the bullied and the bully. All boarders are asked to report immediately any teasing or bullying that becomes evident. All suspicious incidents are logged, and staff are constantly on the alert for pupils whose behaviour patterns have altered. By being open and honest in our approach, we hope to help pupils to respect each other and live to work together in a cooperative manner. To help make everyone’s life comfortable and happy, there are strict guidelines for all pupils:

Do not torment or tease, anybody, it may happen to you.

Speak to somebody if you feel that you are being teased or bullied.

Tell someone immediately if you think someone is unhappy.

The Grove seeks to nurture a culture in which pupils are valued as people. When bullying is identified, it is dealt with firmly and sensitively. If, once tackled, bullying problems persist the school will reserve the right to exclude the bully from School.

Co-Educational Behaviour
All students are expected to always follow an appropriate code of conduct and avoid any compromising situations. Failure to do so may lead to suspension and, in some circumstances, permanent exclusion. There are additional rules for boarding pupils in House (please see House Rules).

Sanctions
Sanctions are incurred for repeated breaches of School or House rules and are always taken in the context of a pupil’s previous record at School. Every member of the House is responsible for ensuring they are acquainted with the rules, for exercising common sense and showing courtesy towards others. Offences that constitute a significant health and safety risk, have an adverse effect on the school community or are a flagrant challenge to the school’s authority, will be treated most severely. Boarders are constantly reminded of serious issues that may lead them to lose the opportunity to study at the school.

Combustible Materials
Boarders are strictly forbidden to have in their possession any form of combustible materials, e.g., matches, cigarette lighter, joss sticks, candles, fireworks, vapes, etc.

Smoking/Vaping
The school disapproves of smoking and vaping. Both damage health, are fire hazards and forms of drug addiction. Sanctions for those who offend will be Saturday Detention and, for repeated offences the school reserves the right to suspend the pupils concerned. Woodhouse Grove School is a smoke and vape-free site.

Drinking
In inexperienced hands, alcohol is far more immediately dangerous than tobacco. Sanctions against those who have possession of, or who use alcohol in School, include suspension.

Drug Abuse
Solvent abuse or the use or possession of illegal drugs will be regarded very seriously, particularly regarding the possible influence on others. We will act strongly, and expulsion will be likely for actions involving the use or possession of drugs. Any pupil who brings illegal drugs into the school with the intention of supplying others can expect to be expelled.

Dangerous/Prohibited Items
Any dangerous object which could harm others such as knives, pellet guns and lasers must not be brought onto school site. Likewise, fake or toy objects looking like weapons (such as toy pistols, rifles etc) are prohibited. If suspicion is raised of this rule being abused the school reserves the right to conduct a reasonable search of clothing, bags, lockers and bedrooms following the school’s ‘Search Policy’.

Senior members of staff will deal with any of these offences and may need to involve external agencies, e.g., police. Any pupils found to have broken these rules will be dealt with by the Headmaster and the school reserves the right to expel the student in the interests of the wider community.

Theft
Prevention is clearly the best policy, and parents and pupils are asked to consider carefully what is and what is not appropriate to bring to school. All clothing and equipment should be clearly named, and care should be taken to lock away valuables in the safes provided. If theft is detected, the sanctions may involve suspension or expulsion.

Signing In & Out
Boarding staff have a duty of care for every boarder at the school. Pupils are therefore expected to always account for their whereabouts, and there are clear procedures and protocols in place to facilitate this. If a boarder leaves their House without permission, this inevitably prevents us from exercising our duty of care and is likely to result in the pupil’s permanent exclusion from school. The Headmaster reserves the right to suspend pupils or, in the last resort, to exclude them.

School Boundaries
All pupils should make themselves aware of the school boundaries. No pupil may go outside the boundary of the school, during the school day without the permission of their Head of Year. They must sign out at Reception and sign in again when they return to the school.

The following areas are ALWAYS out of bounds:

The railway line and railway property (including under the railway bridge)

All roofs and Fire Escapes

The Mound

The Estates Compound, kitchen and staff areas

The areas behind the 4G pitch and beyond the wall leading to the pylon field.

The following areas are out of bounds at different times:

The Mound footpath during the school day

Form rooms and locker rooms during lessons

The Hastings-Long Gallery, Sports Centre balcony and Sports Centre facilities (unless with specific permission and/or staff supervision).

School playing fields – These may be used by pupils at break and lunchtimes during the first half of the autumn term and in the summer term (subject to weather); otherwise, they are out of bounds.

Boarding Rules

Privacy

Living within a close community, each student is entitled to privacy; pupils are not allowed to enter another student’s room without obtaining permission first. Pupils are not to enter Houses other than their own without speaking to the House Parent first.

Signing Out

We have a responsibility to parents to ensure the security of pupils in our care. For this reason, no student should leave the House without signing out with the Boarding Tutor on duty.

School Site

Students are not allowed out of the school site except during free time, with permission from their House Parent or a member of boarding staff on duty and written consent from parents/guardians.

Computer Use

Computer use in the House is subject to the Acceptable Use Policy for School Computers stated in The School Rules & Disciplinary Section.

Decorations

Pupils may decorate their rooms within the bounds set by decency and good taste. Decorations should not damage or deface the room in any way. Pupils will be billed for the cost of repairs for any damage incurred during the year.

House Hours

Boarding pupils are expected to observe the lights-out times. Pupils out of their Houses after check-in times are liable to severe disciplinary action, including the possibility of suspension or dismissal from school.

Electrical Appliances

Heaters, cooking appliances, refrigerators, televisions etc. are not permitted in the rooms. Access to Houses

The Houses are closed during the school day. Year 13 may return to Houses in the afternoon subject to permission from the House Parent and good academic standings.

Prep

Pupils in Years 7 to 9 can expect to work for one hour each weekday evening, Year 10 and 11 pupils for one and half hours, and in Years 12 & 13, two hours.

Boarders in Years 7 to 11 will work under staff supervision within the T5 or the Library. Boarders in Years 12 and 13 can work independently in their rooms or attend the Library or Sixth Form Centre.

Common Areas

All kitchen and common rooms must be taken care of by all pupils. Any issues should be reported immediately to the member of staff on duty.

Bedrooms

Pupils are expected to always keep their rooms neat and tidy. As rooms are shared, it is important to always respect your roommate. Pupils should not enter other pupils’ rooms without consent or permission.

TVs/Music/Games

Pupils are allowed to play music if this does not interfere with the comfort and interest of other members of the community. During prep hours, students with independent study privileges may only play music in their rooms with the use of headphones. TVs and game consoles are prohibited in bedrooms.

Phones

Pupils may not make or receive phone calls during meals, prep periods or after lights out. Unauthorised use of mobiles phones will result in disciplinary action. If a Boarder is found to have two phones, or to be handing in a ‘fake’ mobile phone, this will also result in disciplinary action.

Cars

Car-parking is available on site for boarders once sanctioned by the appropriate staff in school. Boarders are only allowed to be transported in cars driven by other students subject to parent permission which must be signed off by the House parent.

Weekday and Weekend Registration

All boarding pupils are required to meet various weekday and weekend check-ins unless they have permission to be off-site for longer This is to ensure a student’s welfare and to establish his or her whereabouts.

Weekday registration takes place at 7.40am and 5.40pm

Weekend registration takes place at 12.20pm (10.50am on a Sunday), 5.20pm (4.50pm on a Sunday)

On the weekends and after holidays pupils must check in with the duty team on return to school site.

Rewards, Privileges & Sanctions

The school aims to encourage and reward good behaviour and to follow a consistent policy on discipline, punishment and the use of restraint, and staff should be firm, fair and positive in their dealings with boarders.

The placing of a pupil on House report or restricting them to the school site are the only other punishments allowed in boarding, and these sanctions may be applied to pupils who leave the school bounds without permission, who repeatedly flout House Rules or who are involved in incidents of inappropriate behaviour.

When dealing with serious misdemeanours, such as bullying or vandalism, both staff and pupils are required to make written statements, which are passed to the House parent for consideration and appropriate response. (NB. In the case of bullying, specific reference must be made to the school’s anti-bullying policy.)

All serious disciplinary offences and punishments are recorded and reviewed each half term by the Head of Boarding.

The School’s Policies and Standards outline the response to offences within the school as a whole and sets out those offences for which, on the Headmaster’s authority only, a boarder may be temporarily or permanently excluded from boarding. Where it is necessary to impose sanctions, they must be in accordance with the following principles:

All punishments should be fair and reasonable and consider any special needs or circumstances that may apply to a particular pupil. Pupils should not be punished twice for the same offence.

Pupils should not be humiliated or demeaned in front of their peers, or others, or deprived of any facilities necessary for leading a normal, civilised life.

The House parent and House tutor responsible for the pupil who receives punishment should always be notified.

Group punishments, where many pupils are likely to be innocent of the offence, should not be used.

All pupils have the right to make use of the school’s complaints procedures (pupils).

Ideally, there should be no need for physical contact when dealing with disciplinary issues, but there may be occasions when it becomes necessary, for safety reasons. (Please refer to the school’s Positive Handling Policy)

House Captains and prefects are selected from sixth form boarders who have proven their ability to show maturity, responsibility and initiative. They are not endowed with any disciplinary powers and abuse of their role may result in loss of position.

Rewards

5 Positive Contributions – an item from tuck

10 Positive Contributions – two items from tuck

15 Positive Contributions – an extended curfew on the weekend

20 Positive Contributions – Year 7 to 11 device for an extra 15 minutes for a week

-Year 12 & 13 a midweek takeaway

25 Positive Contributions – a £10 Amazon voucher

Punctuality

Punctuality marks are given for lateness.

5 Punctuality Marks – Loss of privileges for a week, meaning all prep must be done under supervision, handing phone in during prep and all devices in at bedtime, attending all meals at the weekend, cannot go into Leeds, and be first reserve for assistance with any additional duties.

Medical Care

The school is in loco parentis for all children within its care, and this principle operates even when the child is over 16. The effect of this is to require the school authorities to use the care and skill appropriate to a parent in dealing with the child’s needs as the situation arises.

Where the child’s ailments are clearly of a minor nature, Boarding House staff may administer simple remedies (e.g. plasters or paracetamol) as appropriate. Where these remedies are seen not to be effective (e.g., the headache persists after a single dose of paracetamol) the child is to be referred to the Medical Centre and if necessary, an appointment with a doctor will be organised. House staff are to check medical information before administering any medicine (to ensure there is no known allergy problem) and are not to administer more than one such dose of medicine without reference to the Medical Centre (in order that important symptoms may not be artificially suppressed).

Where children bring a course of medicine to school with them, House staff are to store all medicines in a secure cabinet and the medicine is given at their discretion to ensure no overdoses can be taken. The nurse is to be informed of all medicines that are kept in the House for that purpose, and she has the right to hold and administer the medicine at the Medical Centre. No medicines where the instructions are not clearly written in English are allowed in School unless authorised by the nurse or local doctor.

Any decision to call an ambulance or to take a child to hospital is to be taken by the school nurse during the normal operating hours of the Medical Centre. Children who are admitted to hospital for emergency treatment will always be accompanied by a parent or school nurse. Outside these hours, the responsibility lies with the House parent.

Seeing the Nurse

If a pupil needs to see a nurse during lessons, they must ask permission from their teacher to go to Reception. Reception staff will call medical and give permission to access the medical centre. The medical centre is available for all boarders during term time Mon-Fri from 8.00am to 5.00pm.

Doctors’ appointments

All international boarders will be registered at a local doctor’s surgery. Appointments should be made by the Medical Centre, who will advise House parents who will then organise transportation.

Medical History

All boarding pupils, upon entering the school, are required to fill in a Medical Questionnaire. Boarders should not be admitted to the school without this document, as it lists medical history and medical issues.

Illness during the holidays

Any serious illness or accident during the holidays and any contact with infectious or contagious illnesses should be reported to House parents and the Medical Centre staff upon return to school.

Medicines

All medicines and tablets should be communicated to the House parent and handed to the staff immediately on arrival.

Only medicines which have been assessed by the Medical Centre to be safe are allowed into School. Medicines will be kept in a secure location in each House; medicines will be administered in the presence of staff, and all medicines being administered will be recorded in the medical diary as well as being communicated to the Medical Centre.

Communication with parents

The Boarding House will not, unless specifically requested to do so, inform parents if a child is admitted to the Medical Centre. The Medical Centre staff will, of course, make every effort to contact parents or guardians if the pupil requires further medical care or support.

Health, Safety and Security

Fire and Fire Alarms

Prevention of fire is the responsibility of everyone. Electrical apparatus must not be left unattended, and you must ensure they are made available to the school for PAT testing. Pupils should be aware that it is a criminal offence to interfere with or damage any piece of safety equipment such as smoke detectors or fire extinguishers. Special instructions for individual buildings and rooms are posted throughout the school, and it is the duty of every boarder to know the following:
Where to assemble if the fire alarm sounds
The exit routes from study bedrooms
The position of the nearest ‘Break Glass’ alarm.

Anyone discovering a fire should immediately raise the alarm, inform a member of staff and quickly leave the building.

Electrical Equipment

To ensure that the school complies with the “Electricity at Work Regulations 1989”, it is necessary for all pupils’ personal electrical equipment to be checked and recorded (PAT testing) at the beginning of each school year. However, any new equipment brought into school during the year must be submitted for testing too. The equipment will be tagged in such a way to ensure that it can be readily seen that the equipment has been checked and is suitable for use on school premises. Boarders’ electrical cooking equipment is only to be used in the House kitchens but can be stored when clean in bedrooms.

Security

Boarders must take responsibility for ensuring their possessions are safe and secure. They are provided with a lockable safe for storing cash, travel documents, iPads and mobile phones. Passports can be given to House parents for safekeeping but will always be available on request.

Money

Boarders are encouraged to be responsible for their own money, and we recommend boarding pupils open a UK bank account which provides a debit card. Money can then be withdrawn at the ATMs at Greengates (Sainsbury’s store).

Boarders are strongly advised to restrict the amount of cash in their possession. For younger boarders up to a sum of £10 per week is recommended for pocket money. Larger sums of money may be given to the House parent for safekeeping. Wallets or purses should not be left lying around or in pockets of clothes left in the changing rooms. Cash must never be left unattended. Parents are advised that the school does not accept liability for loss of money whilst at school.

Insurance

Every pupil is covered for personal accident insurance, details which will be sent with the joining information. However, parents are advised that the school does not accept liability for loss or damage to the property of pupils while at the school. If pupils come to school with expensive personal equipment e.g. electrical equipment, musical instruments, sporting equipment as well as personal clothing, parents should ensure that appropriate insurance is taken out. Similarly, the School does not accept any liability arising from the theft of, or damage to, motor vehicles or the contents thereof whilst parked on the school grounds. However, if your child is a boarder, his or her personal property is covered by insurance (sum insurance £3,000) which will be added to Fee Bills on a termly basis. Details of all school insurances are available on Firefly.

Illness

In the event of the non-return of a boarder through illness, the House parent must be informed. A written note of explanation is usually required when the pupil returns. If a boarder becomes ill at any time of the day, they will be seen by a member of the School’s Medical Centre and, where appropriate, parents will be contacted by telephone.

Medical Centre

Qualified nurses are in school Monday to Friday, 8am-5pm. All boarders, whether full or weekly, are registered with the school doctor (Yeadon Medical Practice), who will hold their medical records. Should medical help be required during the school holidays, your own GP can treat your child as a “Temporary Resident” which does not require the child to be re-registered, as to do so causes administrative problems.

If the school doctor feels a child should be referred to a specialist, they will try to contact either the parents or guardian to seek their approval before doing so. The doctor or school nurses can be contacted via the school to discuss any medical problems affecting your child. A local dentist is also available for emergencies but we expect pupils to make routine dental appointments at home during the holidays.

Simple remedies such as ibuprofen, and paracetamol are available from house parents, house tutors and school nurses who will also administer all prescription medicines. The school should be notified on the relevant form of any medical condition affecting a boarding pupil.

Personal Standards

Manners

Pupils are expected to always uphold the School’s tradition of courtesy and good manners and to contribute to the friendly and harmonious atmosphere in the House.

Uniform, Sports Clothing and Casualwear

Pupils should maintain a smart and clean appearance, both on school uniform and casuals. All school uniform and sports clothing must comply with the School Uniform Regulations and should be obtained by via the school suppliers. All articles of clothing must be named, either with name tapes, permanent marker or stickers, to ensure their safe return after laundering. Casual clothes must be able to be washed and tumble dried, and it is inadvisable for pupils to bring expensive designer clothing to school. The Woodhouse Grove School Appearance code can be found on the school website.

Nightwear/Slippers

All boarders should wear appropriate nightwear for bed, and they can wear a dressing gown over these in the evenings after showering and in the mornings before changing. It is preferred that dirty outdoor shoes are not to be worn in the houses and pupils should wear slippers or clean footwear indoors.

Hygiene

Pupils are expected to shower every day, wash their hair regularly and keep clothes and shoes clean. Each boarder should bring a washbag and have in a supply of shower gel, shampoo, deodorant, hairbrush, comb, toothbrush and toothpaste, and a shoe cleaning kit. Where necessary, boarders should have appropriate shaving equipment.

Laundry

A laundry service is provided for all boarders, who should change their shirts/blouses and underwear each day. Uniform and other articles of washable clothing should be regularly laundered, and baskets are placed in designated areas in all Houses for this purpose. Dry cleaning services are available too.

Bed Linen

Duvet, duvet covers, pillow, pillowcases and sheets are provided by the school. Bed linen is laundered regularly, and pupils are expected to make their own beds. Boarders can bring their own duvet covers and pillowcases (2 sets required) if they wish.

Music

In bedrooms, music should be played at a volume that allows personal enjoyment and should not be intrusive or disturb other members of the House.

Kitchens

House Kitchens are for the enjoyment of all boarders. Any equipment, crockery or utensils used by pupils must be washed, dried and put away after use.

Food

Boarders should restrict the number of snacks they bring to school and all perishable foods should be kept in airtight containers. Ingredients for making snacks should be stored in House fridges and all food and drinks should be consumed in House kitchens/social areas and not in pupils’ bedrooms. Takeaways are only to be ordered with permission from House Staff on Friday, Saturday or Sunday. Tuck is available to buy in each House.

Damages and Breaks

Every boarder is expected to take care of the House. Any damage or breakages must be reported immediately to the member of staff on duty, who will ask pupils to fill out a Pupil incident form. Boarders may be charged if the damage is caused by thoughtlessness, but the cost will be kept as low as possible if the damage is reported immediately.

Repairs

Pupils should notify the duty member of staff if they notice that any House fixture or fitting needs repairing. Television and Games Consoles. All houses are equipped with televisions and game consoles, which should be used with care and concern for the wishes of all those in the boarding community. Boarders should not have televisions or games consoles in their bedrooms.

Safeguarding

Boarders’ Welfare – Child Protection and ISI

Child Protection
The school has a detailed Child Protection Policy which aims to protect boarders from any form of abuse. Our designated Senior Persons for child protection is Mr Anthony Cadman (Deputy Head Pastoral) and parents may contact them at the school at any time.

Woodhouse Grove School is committed to safeguarding and promoting the welfare of children and young people and expects all employees and volunteers to share our commitment.

Boarders Welfare and ISI
All boarders will be allocated a personal Boarding Tutor with whom they will work closely with throughout the academic year and will be their first port of call regarding academic, co-curricular or pastoral questions or support. House parents of both houses will also be available for support.

Boarders are also provided with the opportunity to speak to someone separate from the school known as an Independent Listener. Further information is available on the House noticeboards.

ISI are responsible for inspecting all boarding schools to ensure that a series of minimum standards are met. Copies of the standards which cover all aspects of boarders’ welfare are available for parents to view on the school website.

Complaints and Worries

Relevant to whole school policy: Senior School Complaints Procedure - https://www.woodhousegrove.co.uk/school-info/policies-handbooks/

Woodhouse Grove School (the school) has long prided itself on the quality of the teaching and pastoral care provided to its pupils. However, if parents do have a complaint, they can expect it to be treated by the school in accordance with this Procedure. This policy applies to all pupils at The Grove.

We have created an open and transparent boarding community where we hope pupils feel safe to come and speak to members of the boarding team when on duty. If boarders are worried about something or wish to make a complaint they can follow some simple steps. Parents who have concerns that pupils are not being properly cared for or have been treated unfairly are free to contact any member of the School staff by telephone or in writing.

Things which might upset you or cause you to make a complaint:
• You find it difficult to make friends.
• Someone is making fun of you.
• Someone is making suggestions that you do not think are right.
• You feel that nobody understands the difficulties you are having with some of your work.
• You feel that you have been treated unfairly or spoken to in an unreasonable way by a member of staff.
• A prefect or senior pupil has treated you unkindly.
• You feel that there is not sufficient respect for your privacy.
• Someone has hurt you.
• You have taken drugs and don’t know what to do next.
• You think you are being treated differently and unfairly because of your skin colour or religion.
• You do not feel safe.

Making a complaint
If you feel you would like to complain about how you are being treated or about something that is upsetting or worrying you, the first thing you could do is to speak to any member of staff you trust. If you think it will help, take a friend with you. If the matter cannot be dealt with easily to your satisfaction, then you can make a formal statement.

The procedure for this is outlined below:

Write or talk directly with your House parent, Head of Boarding, Chaplain, Deputy Head, or Headmaster stating that you wish to take the matter further. The complaint will then be recorded online and passed to Deputy Head

You will receive written confirmation that your complaint has been received and recorded and that it will be dealt with.

You will then be asked to talk the matter through (you may have a friend or adult with you).

You will be advised of the course of action to be taken. After this advice, you will then need to make a decision.

All pupils should be aware that there is a parental complaint procedure.

Stage 1 - Informal Resolution (Staff),

Stage 2 – Formal Resolution (Headmaster)

Stage 3 – Panel Hearing (Governors)

Other Contacts

1. The Local Government Ombudsman
PO Box 4771, Coventry, CV4 0EH Tel: 0300 061 0614 or 0845 602 1983 - Email: advice@lgo.org.uk

2. Ofsted
Piccadilly Gate, Store Street, Manchester M1 2WD – Telephone: 0300 123 4234 Email: enquiries@ofsted.gov.uk – Website: www.ofsted.gov.uk

3. Independent Schools Inspectorate
CAP House, 9-12 Long Lane, London, EC1A 9HA – Telephone: 020 7600 0100

Remember - it is your right to be treated fairly and with respect.

Independent Listener

If you wish to talk to somebody, you may have close friends who could help, possibly an older boy or girl to whom you feel you can turn. You may also think about talking to your Form Tutor, House Tutor, House parent or indeed any member of staff you know and with whom you feel comfortable.

There may be times when you feel you want to talk to somebody not primarily connected with the school or boarding, such as:

• Your parents or guardians
• Reverend Drost
• Your GP at the Medical Centre
• ChildLine – Freephone 0800 1111 / www.childline.org.uk
• NSPCC Helpline – Freephone 0800 800 500
• Independent Listener – (Rev David Barker)

Woodhouse Grove School has an Independent Listener allocated for the boarding community. It is a fundamental value of the School that we can help our pupils remain healthy, and we are committed to ensuring our pupils are safe and that you have someone to talk to when the need arises outside of the School Staff. You can contact the Rev Barker at any time and if no one answers, you should leave a voicemail with your name and number, and they will get back to you at the earliest opportunity. Further information is displayed on the House noticeboards.