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Key Policies & Procedures

Important policies and procedures relating to students’ medical, religious, disability, learning and other requirements.

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Medical and Medication Policy

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

Medical and Dietary Information Form

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

Basic Medication

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

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

Beyond-basic medication (prescription, storage and dispensing)

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

Injections

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

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

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

Student Disability Policy

Aim and Objectives

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

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

The objectives of this policy are:

Policy Statement

Oxford Royale Academy will ensure:

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

Monitoring and Review

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

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

Student Special Educational Needs Policy

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

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

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

For example:

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

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

We will ensure:

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

Medical, Religious and Disability Requirements

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

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

Safeguarding Policy

Oxford Royale Academy is dedicated to students’ welfare and safety.

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

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

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

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

The aims of this policy are:

Prevention Policy

Oxford Royale Academy understands its responsibilities under the Counter Terrorism & Security Act 2015 to prevent people of all ages being radicalised or drawn into terrorism and seeks to meet its obligations. Oxford Royale Academy has always promoted a multi-cultural environment where respect for and tolerance of others beliefs is required.

Oxford Royale Academy will:

Oxford Royale Academy will endeavour to implement the following:

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