CLAN Policies

Accessibility Policy

Our Commitment

CLAN Language Schools Ltd. (CLAN) endeavours to deliver accessible environments that value and promote inclusivity for all students, staff, Group Leaders and visitors regardless of their educational background, mental, physical, spiritual, emotional and/or cultural needs.

CLAN is committed to challenging negative attitudes about disability and accessibility and to developing a culture of tolerance, mindfulness, acceptance, and inclusion. All CLAN affiliates are committed to providing equal and supportive learning experiences across the entire business.    

CLAN strives to remove barriers that impose challenges on any individuals related to the school or in its care.  

Our Policies

The CLAN Accessibility Policy will include an annual accessibility assessment undertaken by anyone affiliated with the school, including its premises and facilities. All CLAN venues will maintain records of completion to:

·        Improve access to the physical environment of the school through any required reasonable adjustments and operational arrangements before arrival.

·        Enhance access to academic content for learners of all backgrounds and abilities though our strategies outlined in our SEND Policy.

·        Facilitating a non-discriminatory and inclusive recruitment process to allow equal opportunities for different educational backgrounds, mental, physical, spiritual, emotional and/or cultural needs.

·        Ensuring our website is accessible to any impairments and can utilise accessibility software, such as text-to-speech, zoom, video captions.

·       Provide awareness training for all staff members during induction to prevent disability discrimination.

The CLAN Accessibility Policy should be read in conjunction with the following documentation: 

·       CLAN Curriculum 

·       Teaching and Learning Materials

·       Health & Safety Policy

·       SEND Policy

·       Disciplinary Policy

·       Safeguarding Policy

Website

Our website is continuously updated and developed further to be more accessible to any impairments. Our website can utilise browser features such as text-to-speech, video captions, zoom and text size.

We have live chat feature and a contact number in order to ask for help or any further assistance. Upon request we can make any PDFs into a document that can be used with text-to-speech.

We aim to continuously improve the website and develop our systems to achieve the AAA rating based on the Web Content Accessibility Guidelines      

Recruitment

At CLAN Language Schools Ltd. (CLAN), we are committed to ensuring that our recruitment processes are inclusive and accessible to all individuals, including those with disabilities. We recognize the importance of providing equal opportunities for employment and strive to eliminate any barriers that may prevent individuals with disabilities from fully participating in our recruitment procedures.

To uphold our commitment to accessibility in recruitment, we adhere to the following principles:

Non-Discrimination:

We do not discriminate against any individual on the basis of disability during any stage of the recruitment process, including application review, interviews, and selection decisions.

Reasonable Adjustments:

We offer reasonable adjustments to accommodate the needs of candidates with disabilities throughout the recruitment process. This may include providing alternative formats for application materials, offering additional time for assessments or interviews, or making physical adjustments to interview venues.           

Accessibility Information:

We provide clear and accessible information about our recruitment process, including details on how candidates can request reasonable adjustments. This information is available on our website and in all recruitment communications.           

Training:

Our recruitment staff receive training on disability awareness and the importance of ensuring accessibility throughout the recruitment process. This training equips them with the knowledge and skills needed to support candidates with disabilities effectively.

Risk assessments:

Firstly, we will conduct risk assessments on every aspect of our operation to ensure our environment is safe to operate and highlight any risks. As part of our onboarding process we will conduct a risk assessment with any new employee that has requested reasonable adjustments or has communicated a disability, highlighting any actions we can take to support them.     

Consultation:

We actively seek feedback from candidates with disabilities regarding their experiences with our recruitment process. This feedback informs our ongoing efforts to improve accessibility and inclusivity in recruitment.    

By adhering to these principles, we strive to create an inclusive recruitment environment where all candidates, regardless of disability, can compete fairly and accessibly for employment opportunities at CLAN Language Schools Ltd.      

On the Programme

CLAN recognises that the nature of an individual’s disabilities may cause them to struggle to access suitable education due to challenges with surroundings or environments. Committed to providing inclusive educational experiences, CLAN attempts to ensure that all students receive equally high educational and recreational opportunities. This is achieved by:

·       Informing all CLAN affiliates, including prospective employees, of this policy to enhance awareness of varying learning needs.

·       Providing appropriate training for all employees.

·       Encouraging all visitors to school including vendors, to adhere to similar policies towards disabled students.

·       Using a multi-sensory learning approach in our teaching practices, more information in our SEND policy.

·       Confer with disabled pupils, parents, Group Leaders, agents, staff and disability organisations.

·       Monitor the use and effectiveness of this policy on a regular basis.

·       Uphold a complaints procedure, making any affiliated individuals aware of how to take steps to rectify shortcomings.

·       Ensure access to the information within this policy is available on the CLAN Language Schools website.

Making adjustments for the future

Although the Equality Act 2010 does not indicate that schools are expected to completely transform their facilities to meet the needs of students with disabilities, CLAN will endeavour to take proactive steps to ensure all course participants’ needs can be accommodated.

Reasonable adjustments may comprise:

·       amending practices, procedures, schedules or routines

·       changing physical features (entrances, exits, rooms)

·       altering assessment methods (see SEND Policy)

·       offering extra support and aids (where applicable and/or requested)

CLAN will consider making investments for year-round students wherever practicable, taking into account costs and the current financial climate.


Admissions Policy

CLAN Language Schools Ltd. (CLAN) accepts all students interested in improving their existing knowledge of and/or learning a language foreign to them, under the pretence that they have obtained the required documentation (such as a visa and/or any other statutory regulations) to study with CLAN, irrespective of their ability to acquire new languages.       

Some programmes or courses may require students to be able to communicate at a higher level of language. Where a student’s level is determined to be too low to meet these requirements or where staff feel the student’s level has been misrepresented, CLAN reserves the right to make alternative arrangements for the student. For example, if the required level for a course is (CEFR) B2 and the students communicates at A2, CLAN’s staff will discuss options with the student, their Group Leader, their agent, or their parents to either move them to a different course or discuss alternative options.

CLAN will gladly accept students throughout the year and will try their best to make arrangements to accommodate any learning requirements.          

For more information about our prices and centres, please refer to our website.

Equal Opportunities

CLAN Language Schools welcomes students of all backgrounds, cultures, nationalities, gender, sexual orientation and is committed to uphold British values across all of its facilities and venues. These core British values include:

­   Democracy

­   Rule of law

­   Respect and tolerance

­   Individual liberty

Special Needs (SEN) and/or Special Educational Needs and Disabilities (SEND)

CLAN will receive SEN and/or SEND students where CLAN’s staff feel they are to deliver content that is suitable to the student’s learning requirements.

Students with physical disabilities can attend CLAN’s programmes so long as their safety and wellbeing can be assured. Where this cannot be reasonably assured and/or adjustments cannot be made to accommodate needs, CLAN may opt to turn away SEND students.

For further details, please refer to Accessibility Policy and CLAN SEND Policy.

Language Requirements

CLAN will accept complete beginners. However, CLAN reserves the right to refuse admission onto its young learner courses if it feels that a student’s level may adversely affect their safety. Students, parents, and agents are advised to contact CLAN if unsure about a student’s ability to partake in any courses.

Courses are divided by ages, specifically:

­   8-11 years old (Juniors: Younger Learners)

­   12-17 years old (Juniors: Young Learners)

­   18+ (Adults)

Where Younger Learners and Young Learners find themselves sharing locations, facilities and/or venues, CLAN will endeavour to keep both groups of juniors separate. These can be located in the brochure available on CLAN’s website here. In instances in which Younger Learners and Young Learners share courses, CLAN’s team will work to prepare content suitable for both age groups and may combine older Younger Learners with younger Young Learners to produce appropriate classes.

Students must be within the 8-17 year old age range when starting the course. Students found to be either under 8 years old or over 17 years old when starting their course are not permitted to join Juniors programmes. Students under 8 years old may book at any age, but must be at least 8 years old when their programmes commence. Students who are 17 at the time of booking who turn 18 prior to the date on which their programmes commence, will be required to move to an adult course (see Booking Terms & Conditions).

Students whose language level is considered either too low, or for whom there is no appropriate course for their chosen dates, may be refused admission or may be allocated to alternative dates when more appropriate classes, student cohorts, courses and/or programmes are available. See Booking Terms & Conditions for more information. In some instances where, for example, students in question are travelling with at least one sibling or friend whose language level is adequate, CLAN may make an exception. Such cases will be determined at the discretion of CLAN’s academic personnel.

Enrolment and Studies

CLAN students will take a comprehensive language test to assess their level and allocate them to appropriate classes. CLAN’s placement tests consist of key communication elements, including:

­   Reading

­   Writing

­   Speaking

­   Listening

A student is officially ‘enrolled’ once their application forms have been completed and returned to CLAN with their course fees paid in full. See Booking Terms & Conditions for further information on registration.

Language lessons are developed, and students are placed in lessons are gauged based on the Common European Framework of Reference (CEFR). These consist of seven stages that determine in which class each student is allocated:

Other factors for classing include age and nationality.

·       Nationality: Providing a nationality mix to provide students with more opportunities to practice their new language and interact with their peers.

·       Age: Juniors will be in classes with students with a maximum age gap of three years. Under no circumstances will 18+ be mixed with Juniors.

Courses

Juniors: GE, Closed Groups, Discover and Immerse Programmes

Minimum language requirement: Pre-A1

Young Learners General English

What is more important than a 21st century child speaking English?

Our courses are designed to expand young learners' language skills while immersing them in an engaging learning environment. Through interactive lessons, fun activities, and unforgettable cultural experiences, students will develop their fluency, interpersonal skills, and boost their confidence in using English in everyday life.

We can proudly say that after studying with us, our young learners can

1.     Use English Effectively: Express their own ideas, and gain confidence in using the English language

2.     Become Autonomous Learners: They take initiative and lead their learning, conducting research and cross-checking language elements

3.     Enrich Vocabulary: by immersing themselves into native level speech and learning idiomatic expressions and everyday expressions

4.     Improve Pronunciation: Experiment with dialects, acquire correct pronunciation, and achieve fluency

5.     Cultural Awareness: Gain insights into English-speaking cultures and customs, fostering cross-cultural inclusivity

Adults: General English and Exam Prep (GE)

Language requirement: Pre-A1

General English Language and Exam Preparation Course

This Course provides the language skills and strategies necessary to succeed in both everyday communication and English language exams.

 Over the course of 30 hours, learners will engage in targeted instruction, exam-focused practice, and skill-building activities for popular exams such as IELTS, TOEIC, TOEFL, University of Michigan, Trinity College, or LanguageCert.

Learning Outcomes:

Upon completion of the course, learners will be able to:

1.     Unfold Your Speaking Talent: Master a wide range of topics, express opinions, and mediate information with accuracy and fluency.

2.     Listen Actively: Immerse into spoken English in a wide range of contexts, from conversations or lectures, to presentations or debates.

3.     Read Between the Lines: Enhance your literacy skills through articles, reports, essays, and exam-style passages, and learn how to extract key information.

4.     Finesse Your Writing: Produce solid formal texts, such as emails, letters, essays, and reports, with a focus on accuracy, coherence, and task achievement.

5.     Enrich Your Lexis: Expand vocabulary knowledge and use pronunciation and intonation effectively to enhance spoken communication.

6.     Develop Exam Strategies: Familiarise yourselves with specific exam requirements, develop exam-specific strategies, including test-taking techniques, time management, and understanding exam formats and question types, and build confidence.

7.     Receive Feedback and Guidance: Receive personalized feedback and guidance from experienced, qualified tutors to identify strengths and areas for improvement, and develop strategies for successful exam preparation and autonomous learning.

Adults: English for Specific Purposes (ESP)

Minimum language requirement: A2

English for Specific Purposes (ESP) Courses

These courses are tailored to the unique language needs of adult learners in specific professional fields, focusing on language skills and jargon relevant to their chosen field or area of expertise. Through individualised instruction and practical application, participants will enhance their English proficiency and confidence in using English for niche purposes.

Learning Outcomes: By the end of the course, participants will be able to:

1.     Master Field-specific Vocabulary: Acquire a comprehensive understanding of specialised vocabulary, terminology, and jargon relevant to their professional or academic field.

2.     Develop Effective Communication Skills: Enhance their ability to communicate fluently and confidently in English within their specific context, whether it be professional meetings or technical discussions.

3.     Improve Reading and Comprehension: Develop advanced reading skills to understand and analyse reports, articles, and papers related to their field of expertise.

4.     Enhance Writing Proficiency: Write clear, concise, and coherent documents, reports, emails, and other written materials appropriate to their professional context.

5.     Refine Listening and Speaking Skills: Practice listening to and focusing on detail in various professional contexts, and improve their ability to express ideas and opinions effectively

6.     Advance Your Career: Use of your improved language skills as an asset to achieve further your career, especially on an international level

Closed Group Courses

CLAN Language Schools is able to provide programmes for closed groups of any age from 8 years old and over. These can be developed and customised to a groups’ needs and/or requirements.

CLAN can cater for a wide range of English for Special/Specific Purposes and groups are invited to discuss this prior to booking.


General admission requirements for all courses

Admission requirements for CLAN programmes include:

·       Completed application form(s)

·       Proof of identity

·       Proof of relevant visa (if required)

·       Completed parental/guardian consent forms for any under 18-year-old students

·       Deposit payment

Students will be fully enrolled once remaining fees are paid in full a minimum of five weeks prior to the start of any programme(s).

Further conditions

·       Any additional requirements for admission imposed by CLAN are subject to be made at CLAN’s discretion, and all instances will be reviewed individually.

·       CLAN will operate as per the criteria of any accrediting bodies and the UKVI.

CLAN Contractual Terms and Conditions

Further information can be found at Booking Terms & Conditions.      

Grievances

If there are any grievances with regard to the admissions process prior to programme commencing, the Complaints Procedure can be consulted for further information and/or the admissions team can be contacted at admissions@clanlanguageschools.com

Complaints Policy (External)

CLAN Language Schools Ltd. (CLAN) is dedicated to providing exceptional educational experiences for our students. We understand that occasionally concerns may arise, and we value the opportunity to address and resolve these matters promptly and effectively. This policy outlines our commitment to handling complaints in a fair, transparent, and customer-centric manner.

Definition of Complaint

A complaint is any expression of dissatisfaction or concern raised by a student, their guardian, or any other individual regarding the services provided by CLAN Language Schools Ltd., including but not limited to issues related to teaching quality, facilities, communication, or customer service.

Complaint Handling Process

Informal Resolution:

·       We encourage individuals to first raise their concerns directly with the relevant staff member or department involved. Open communication and resolution at this level are often the quickest and most satisfactory way to address issues.

·       Staff members receiving a complaint should actively listen, empathize with the person, and seek to resolve the issue promptly whenever feasible.

·       If the complaint cannot be resolved immediately, the staff member should escalate the matter to their supervisor or the appropriate manager for further investigation and resolution.

Formal Complaint Procedure:

·       If a complaint cannot be resolved informally or if the complaint is not satisfied with the outcome, they may submit a formal written complaint to the respective Sales or Admissions representatives at CLAN Language Schools Ltd.

·       The formal complaint should include details such as the nature of the complaint, relevant dates, names of individuals involved, and any supporting documentation.

·       Upon receipt of a formal complaint, CLAN will acknowledge receipt within 48 hours and initiate a thorough investigation into the matter.

·       Throughout the investigation, CLAN will maintain open communication with the complainant, providing regular updates on the progress of the investigation and seeking additional information or clarification as needed.

·       Once the investigation is complete, CLAN will provide a comprehensive written response to the complainant, outlining the findings of the investigation and any remedial actions or resolutions proposed.

·       If the complainant is dissatisfied with the outcome of the formal complaint procedure, they may escalate the matter to the Head of Operations & Customer Experience for further review and resolution.

Escalation Procedure

If a complainant remains dissatisfied after the formal complaints procedure has been exhausted, they may escalate the matter to the Head of Operations & Customer Experience at CLAN Language Schools Ltd. The Head of Operations & Customer Experience will conduct a thorough review of the complaint and the actions taken to date and provide a final written response to the complainant, outlining any additional steps or resolutions proposed.

Record Keeping

All complaints, whether informal or formal, and their resolutions will be documented and maintained in a secure and confidential complaints register by the Complaints Officer. This information will be used for the purpose of continuous improvement, monitoring of service quality, and compliance with relevant laws and regulations.

Review and Revision

This complaints policy will be reviewed annually to ensure its effectiveness and relevance. Any necessary revisions will be made in consultation with relevant stakeholders, including students, staff, and external partners, and communicated to all stakeholders through appropriate channels.

Feedback

If a complaint is raised about a member of staff. The feedback is then passed to the relevant department head. An action log to track the feedback and the actions taken will be completed. Any feedback relevant to their role and performance will be relayed to them by their line manager.

Confidentiality & Fair Treatment

All complaints will be handled with sensitivity, confidentiality, and impartiality. Any person(s) involved in the complaints process are expected to treat each other with respect and professionalism at all times.

Final Decision

The decision reached at the conclusion of the complaints process will be final and binding, subject to any applicable appeals process or legal recourse.

Should anyone wish to escalate a complaint to CLAN’s accrediting body, this can be done by contacting the British Council of Accreditation at Student complaints | British Council.

Diversity and Inclusion Policy

Introduction

At CLAN Language School, we are committed to fostering an environment that upholds the principles of diversity, inclusivity, and equal opportunity in alignment with our vision, mission, and values. Our Diversity and Inclusivity Policy is designed to ensure that all students, faculty, staff, and stakeholders experience a welcoming, respectful, and nurturing environment.

Policy Objectives

1. Promote a Culture of Inclusion and Respect: Create an atmosphere where individual differences are respected and valued as part of the global community.

2. Prevent Discrimination and Harassment: Implement procedures that prevent and address any incidents of harassment, bullying, and discrimination.

3. Support Diverse Learning Needs: Provide appropriate accommodations to support the diverse learning requirements of our students, ensuring everyone has access to the same educational opportunities.

4. Enhance Cultural Awareness and Expression: Encourage understanding and appreciation of diverse cultural, linguistic, and personal backgrounds through our curriculum and extracurricular activities.

Scope

This policy applies to all members of the CLAN Language School community, including students, faculty, staff, and partners, across all programs and activities conducted by the school.

Policy Guidelines

1. Non-Discrimination and Accessibility: CLAN Language School does not discriminate on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or any other characteristic protected under applicable law. We are committed to providing accessible educational facilities and learning resources for all, including those with disabilities. Necessary adjustments and accommodations are made to facilitate the learning and participation of all school members.

2. Cultural Competence and Engagement: The curriculum and teaching methods will reflect our commitment to cultural diversity and sensitivity. Programs and initiatives to promote cultural competence among students and staff will be regularly implemented.

3. Prevention of Harassment and Bullying: A zero-tolerance stance towards harassment, bullying, and any form of abuse within the school environment. Any reported incidents will be taken seriously and investigated promptly. Regular training sessions on diversity, inclusivity, and anti-bullying will be conducted for all members of the school community.

4. Inclusive Participation: Foster an environment where every member of the school community feels valued and empowered to contribute openly and without fear of discrimination. Encourage and support the participation of underrepresented groups in all aspects of school life, including leadership roles and decision-making processes.

5. Monitoring and Reporting: Establish clear procedures for reporting incidents related to discrimination and harassment. Regular monitoring and reporting on the effectiveness of diversity and inclusivity initiatives and policies.

6. Continuous Improvement: The school will regularly review this policy and related practices to ensure they remain effective and aligned with our evolving understanding of diversity and inclusion best practices.

Implementation

This policy shall be communicated to all members of the CLAN Language School community through orientations, training sessions, and relevant documentation. It is the responsibility of every member to uphold the principles laid out in this policy. The school's leadership and designated Diversity Officers will be responsible for the implementation, monitoring, and review of this policy.

Conclusion

At CLAN Language Schools, we believe that a diverse and inclusive environment is essential for the holistic development of all individuals. Through this policy, we commit to creating and maintaining an educational space that respects and values diversity, promoting a culture of inclusion where everyone can thrive.

GDPR Policy

CLAN Language Schools Ltd. (CLAN) is committed to protecting the privacy and security of personal information in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

Data Collection & Use

CLAN collects and processes personal information only for specified and lawful purposes, and does not use this without obtaining consent. Personal data is collected directly from individuals and/or their parents/legal guardians.

CLAN does not sell any personal information to any third parties.

Data Security

CLAN implements appropriate technical and organizational measures to safeguard personal data against unauthorized access, disclosure, alteration, or destruction.

Access to personal data is restricted to authorized personnel who have a legitimate need to access such information for the purposes outlined in our Privacy Policy.

Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.

When personal data is no longer needed, we securely dispose of it in accordance with our data retention policies. Personal data may be stored for up to 6 years as per the SSRO Policy. 

Data Subject Rights

Individuals have the right to request access to, rectification, erasure, or restriction of their personal data held by us.

CLAN will respond to such requests in a timely manner and in accordance with applicable data protection laws.

Data Transfers

CLAN may transfer personal data to third parties or service providers located outside the European Economic Area (EEA) only if adequate data protection safeguards are in place, such as standard contractual clauses or adequacy decisions.

Data Breach Notification

In the event of a data breach involving personal data, we will notify the relevant supervisory authority and affected individuals in accordance with GDPR requirements.

Privacy by Design

CLAN integrate data protection considerations into our business processes, products, and services to ensure that personal data is protected by design and by default.

For more information about how CLAN collects, uses, and protects personal data, please refer to the Privacy Policy available on our website.

Health & Safety Policy

CLAN Language Schools Ltd. (CLAN) is committed to providing a safe and healthy environment for all students, staff, and visitors. Our Health & Safety Policy outlines our commitment to ensuring compliance with relevant health and safety legislation and implementing measures to prevent accidents, injuries, and incidents.

Responsibilities

CLAN Language Schools (CLAN) acknowledges its ethical and legal responsibilities to adhere strictly to health and safety regulations, specifically the Health & Safety at Work Act 1974 and the Management of Health & Safety at Work Regulations 1999. Our commitment ensures the safety and well-being of our team members, students, and visitors on our premises. We also aim to fulfil our obligations to external authorities overseeing our operations. This policy is reviewed annually, although revisions may occur more frequently to reflect updates in legislation or advancements in best practices.

Senior management is committed to providing adequate resources and support to maintain a safe and healthy working and learning environment and will regularly review and update the Health & Safety Policy to reflect changes in legislation, best practices, and organizational needs.

All staff members are responsible for adhering to health and safety procedures, reporting hazards and incidents promptly, and actively participating in training and awareness programmes. Department heads and supervisors are accountable for implementing health and safety measures within their areas of responsibility and ensuring that staff receive appropriate training and supervision.

CLAN is committed to the safety and well-being of our students and will take reasonable steps to prevent accidents and injuries during language classes, activities, and events.

Health and Safety Terminology    

At CLAN Language Schools, we aim to make safety and welfare standards straightforward and effective for all team members, students, visitors, and International Group Leaders. Below is a glossary of commonly used terms devised for all team members who are responsible for safety and welfare at CLAN Language Schools.

a. In Loco Parentis (acting as ‘in place of a parent’)     

Loco parentis refers to the authority delegated by parents to 'responsible others'. All team members are responsible for the health, safety, and welfare of all children in their care once their parents are not present. It literally means, "in the place of a parent".

b. Pastoral Care       

Pastoral care is the provision made by CLAN Language Schools to ensure the physical and emotional welfare of children. A successful pastoral care programme means that children are safe, healthy, involved, and able to perform to their potential.

c. Duty of Care        

All team members and students have the right to live their lives free from violence and abuse. Duty of Care is defined simply as a legal obligation for team members to:

  • Always act in the best interest of individuals and others;
  • Not act or fail to act in a way that results in harm;
  • Act within your competence and not take on anything you do not believe you can safely do.

d. Higher Duty of Care      

A higher duty of care is owed to children and young persons. Team members must be prepared for children to be less careful than adults would be in a similar situation. This consideration should be even greater if a child is known to have learning difficulties or a medical condition which may make them more vulnerable than the average child to foreseeable risks of harm. For example, Activity Leaders should be aware of any medical conditions that their students may have and be prepared if the condition is affected within training or a competition. For example, checking to see if those within the student body with asthma have their inhalers; if not, the Activity leader must know how to deal with an asthma attack if this situation arises. Please note that all team members are made aware of all special requirements for students, however, under no circumstances can team members give medicine to children.

e. Vicarious Liability          

Vicarious liability applies to a situation where a team member is held responsible for the actions of another. This can apply in any number of situations at CLAN Language Schools, where one person has a duty of care for the health and safety of another person. For example, a team member responsible for leading an activity is responsible for that group of student’s wellbeing. However, the responsibility can pass onto CLAN Management if it’s proven that:

  • The team member wasn’t trained or briefed;
  • There were insufficient safety procedures;
  • Management didn’t check that procedures were in place.

f. Negligence

Negligence is the failure to adhere to the standards of behaviour that the law puts in place to ensure the safety of others. CLAN Language Schools can be found negligent with regards to their teams if it is proven that team members are not provided a safe work environment to work in or an unsafe environment for students to study in.

g. Hazard      

A hazard is a potential source of harm or adverse health effect on a person or persons.

h. Risk Management           

The process of putting control measures into practice and monitoring the results, with the intention of reducing, or eliminating, the potential risks to health and safety at the CLAN centre.

Risk Assessment & Management

CLAN has developed and will maintain Emergency Protocols to ensure an effective response to emergencies such as fires, medical emergencies, and evacuations. Emergency evacuation routes, assembly points, and emergency contact information will be clearly communicated to staff and students.

Arrangements for Implementing Health and Safety      

Management Meetings on Site      

Centre Management will meet onsite regularly to discuss safety and welfare issues relevant to specific departments or work areas. The Designated Safeguarding Person (DSP) will lead these meetings.     

Daily management meetings, departmental meetings, and weekly team meetings are held at each CLAN school site where safety and welfare matters can be raised by everyone. If team members need to be made aware of a safety concern prior to a meeting, they will be informed by email, text, phone call, or a notice in their workplace.

CLAN Language Schools Central Support Visits          

CLAN Language Schools Central Support conducts regular visits to the language centers throughout the year and works closely with the Student Experience Managers (SEMs) at every CLAN Adult school to ensure that safety procedures are in place at every location. CLAN Language Schools Central Support Management also collaborates with the Designated Safeguarding Leads (DSL) of the host school/college during pre-summer visits to cover safety planning for team-student ratios, fire safety, pre-student arrival risk assessments, construction work, managing the site in collaboration with other ELT schools, and the usage of on-site equipment.

Risk Assessments    

CLAN's safety procedures are all developed based on an assessment of risks in line with the requirements of the Management of Health and Safety at Work Regulations Act 1999. Some situations require further detailed assessments of the activity at the school/centre (e.g., equipment, weather conditions, educational visits, different group sizes, and other external factors); in these cases, the relevant Activities Manager or Welfare Manager must undertake the assessment at the school or residential centre. Others are generic risk assessments and where activities comply with the assessment there is no need to record a separate assessment. Where an activity differs from the generic assessment, the team member responsible for the activity must ensure there is a reassessment to account for these variations. If minor, this may be no more than adding a simple local variation to the generic assessment. See risk assessments for detailed risk assessments of different environments.

Implementation and Review         

Centre Management at the centres and schools are responsible for ensuring risk assessments are drawn up and implemented for activities under their control. For many such activities, line managers should arrange for a departmental safety procedure to be drawn up as a generic assessment, although local variations may be needed when it is necessary to deviate from the generic assessment.

Centre Management (in most cases the Activities Manager or Welfare Manager) should review the Risk Assessment and procedures at the end of every activity or excursion and discuss any amendments if necessary. All changes should be made directly to the document, dated, and communicated to every team member.

Additional Guidance          

Below are some examples of typical hazards and the risk management required to maintain safety and welfare for team members, students, visitors, and International Group Leaders. (The list isn’t exhaustive) Please refer to the CLAN Risk Assessment Handbook and follow the steps to complete a risk assessment and how to maintain these working documents.

CLAN endeavours to mitigate risk factors by completing Risk Assessments for any variables that could pose risk to anyone in CLAN’s care. These are written by CLAN’s DSL, DDSL(s) and/or DSP(s).

Health & Safety Training

Every CLAN team member will undergo comprehensive Health and Safety training compliant with the Health and Safety at Work Act 1974, including safeguarding training. Centre Management will participate in intensive health and safety compliance and safeguarding training in person at the managers induction. All non-management staff will complete a thorough health and safety induction on-site, led by Centre Management, and will undertake an online Level 1 safeguarding training course before their arrival at the centre or school. Each school/centre will have at least two contracted management members who are First Aid trained (Emergencies at Work) and accredited by St John’s Ambulance. (Please refer to the CLAN First Aid Policy).

During training and inductions, all general risks to teams and students, along with health & safety information and terminology, will be covered comprehensively. Team members will be equipped with knowledge on the following essential safety and welfare protocols:

  • Monitoring student attendance across academic sessions, activities, excursions, and residence registers.
  • Conducting student absence checks.
  • Managing special requirements including dietary needs, allergies, and accommodations for special needs.
  • Identifying risk areas for all activities, both on-site and off-site.
  • Developing and implementing plans to mitigate risks.
  • Executing emergency response actions.
  • Identifying and locating First Aiders, whether on-site or off-site.
  • Advertising First Aider availability to students.
  • Accessing HSE safety information, including posters, reporting protocols, and forms.
  • Locating First Aid kits on-site.
  • Recognizing the roles of the Designated Safeguarding Person (DSP) and Designated Safeguarding Officer (DSO) at each centre/school.
  • Obtaining contact details for the Designated Safeguarding Leads (DSL) and Deputy Designated Safeguarding Leads (DDSL).
  • Providing safety briefings to students.
  • Following fire safety procedures.
  • Maintaining contact with key external Health & Safety and Local Authority contacts.

To ensure accountability and a uniform understanding of these protocols, every CLAN team member will sign an induction declaration confirming they have received the appropriate level of training.

Fire Safety & Response

CLAN considers the safety and well-being of our students, staff, and visitors to be of paramount importance and is committed to ensuring compliance with fire regulation standards to minimize the risk of fire-related incidents and to provide a safe learning and working environment for all.

Adhere to the regulatory requirements outlined in the Regulatory Reform (Fire Safety) Order 2005 and other relevant fire safety legislation applicable to language centres in the UK, CLAN’s fire safety measures are designed in consultation with local and relevant regulatory bodies to ensure compliance with national standards and best practices.

Hazards are identified and addressed promptly through measures such as fire detection and alarm systems, emergency lighting, fire-resistant materials, and safe storage practices for flammable materials.

General Fire Evacuation Instructions

To ensure the safety of all individuals in the event of a fire, follow these essential steps meticulously:

  1. Raise the Alarm: Immediately activate the nearest fire alarm to alert all occupants of the building.
  2. Evacuation Leadership:
  • Teachers, Welfare Leaders and Activity Leaders will assume the role of Fire Marshals.
  • Fire Marshals are responsible for guiding students safely out of the building.
  • Exit the Building:
    • Calmly leave the building using the nearest exit.
    • Proceed directly to the designated fire assembly point without stopping.
  • Assembly Point Protocol:
    • Once at the fire assembly point, ensure that no one leaves the area.
    • Maintain constant supervision of all students to ensure their safety.
  • Attendance Check:
    • Conduct a roll call to account for all students and staff.
    • Record the attendance to ensure no one is missing.
  • Contact Emergency Services:
    • Dial 999 and request the Fire Brigade.
    • Provide them with accurate details about the location and situation.

    Inductions

    Staff, students and GLs will receive a health and safety induction upon enrolment and/or onboarding, including information on emergency procedures, accident reporting, and general safety guidelines.

    Accident Reporting & Investigation

    All accidents, incidents, near misses, and hazards must be reported to management or designated health and safety personnel as soon as possible. Incident Reports are used to document both during and after investigations. The results are analyzed to identify root causes and implement corrective actions.

    Lifting Procedures

    CLAN team members are advised to exercise their judgment when deciding whether an item is too heavy to move. When lifting, always follow these best practices:

    1. Plan Ahead: Think before you lift. Plan your route and check for obstacles.
    2. Position the Load: Keep the load close to your waist for better balance and control.
    3. Stabilize Your Stance: Adopt a stable position with your feet apart.
    4. Secure Grip: Ensure you have a firm hold on the load.
    5. Straight Back: Do not bend your back. Instead, bend your knees.
    6. Keep Back Stable: Keep your back straight and avoid bending further while lifting.
    7. Avoid Twisting: Do not twist your body when lifting or carrying the load.
    8. Focus and Assistance: Look ahead and ask for help if the load is too heavy or awkward.

    Electrical Equipment Safety

    Electricity is essential yet can pose serious risks if not handled properly:

    1. Report Damaged Cords: Inform onsite maintenance immediately if power cords are damaged.
    2. Prevent Outlet Overload: Do not overload electrical outlets.
    3. Minimize Extension Cord Use: Avoid using extension cords unless absolutely necessary.
    4. Avoid Electricity in Damp Conditions: Never use mains-powered equipment in wet or humid conditions.
    5. Protect Students: Keep all electrical hazards away from students.
    6. Operate with Knowledge: Do not use any electrical appliance without proper knowledge of its operation.

    Centre Security

    At CLAN Language Schools, maintaining a secure environment is crucial for the safety of both staff and students:

    1. Secure Valuables: Keep valuables out of sight to prevent theft.
    2. Lock Unused Rooms: Ensure that rooms not in use are locked.
    3. Secure Entrances: Keep windows and external doors locked when not in use.
    4. Appropriate Signage: Display correct signage clearly, including areas that are out of bounds, fire exits, no smoking areas, and restroom locations.
    5. Visitor Management: Challenge or greet unknown visitors upon arrival and ensure they sign in and out.
    6. Identification: Require that students and staff wear CLAN lanyards at all times.
    7. After-Dark Vigilance: Be especially vigilant around accommodation blocks after dark.
    8. Enforce Curfews: Set and enforce curfew times, requiring staff to sign in and out as necessary.
    9. No Substance Use: Prohibit smoking, vaping, and alcohol consumption on site.
    10. Report Suspicious Activity: Immediately report anything suspicious to the Centre Manager.

    Inspections

    CLAN will conduct regular inspections of premises and facilities to identify and address health and safety hazards promptly. Inspections will be documented, and corrective actions will be prioritized and implemented in a timely manner.

    Consultation & Communication

    CLAN will consult with staff members and their representatives on health and safety matters, including the identification of hazards, risk assessments, and the development of control measures (see IPC Measures Policy). Staff are encouraged to raise health and safety concerns with management or designated health and safety representatives.

    Continuous Improvement

    CLAN will regularly review and update our Health & Safety Policy and procedures to ensure they remain effective and compliant with legislation and best practices. Feedback from staff, students, and relevant stakeholders will be considered in the review process.

    Publicity Statement

    CLAN Language Schools Ltd. (CLAN) understands the importance of effective publicity and marketing efforts to promote our language programs and services. This Publicity Statement outlines our approach to publicity and the principles that guide our communication and promotional activities.

    Purpose

    The purpose of this document is to:

    ·       Raise awareness about the language programs and services offered by CLAN.

    ·       Attract prospective students and clients who are seeking high-quality language education.

    ·       Maintain a positive reputation and brand image in the community and beyond.

    Values:

    All CLAN activity will be in line with the company values below, more information can be found on our Vision, Mission and Values page.   

    Integrity & Inclusion:

    Do what you say. Mean what you say. Treat everyone with respect. Upholding the highest standards of integrity, honesty, and ethical conduct in all interactions.

    Diversity & Development:

    Embracing diversity as a strength and celebrating the richness of cultures, languages, and backgrounds within all communities, providing opportunities for continuous learning and development.

    Engagement with Education:

    Actively engaging with students, educators, and communities to promote lifelong learning and academic excellence.

    Awareness:

    Recognising the value of cultural expression and integrating this into CLAN’s curriculum and activities.

    Language:

    CLAN believes in the power of language to connect people, and bridge cultural divides, and is dedicated to providing high-quality language education that equips individuals with the skills and confidence to communicate effectively.

    Accuracy & Transparency

    CLAN is committed to providing accurate and truthful information in all our publicity materials and communications.

    Any claims or statements made about our language programs, services, facilities, and achievements will be based on factual evidence and verifiable data.

    CLAN will disclose any terms, conditions, or limitations associated with our programs and services to ensure transparency with our audience.

    Respect for Privacy

    CLAN respects the privacy of its students, clients, employees, and other stakeholders. Personal information collected for publicity purposes will be used only with the consent and in accordance with applicable privacy laws and regulations, and will not disclose personal information without proper authorization, except as required by law or with the consent of the individual, and/or their parents/legal guardians.

    Integrity & Professionalism

    CLAN’s publicity materials and communications will reflect the values, mission, and standards of professionalism and will avoid engaging in deceptive, misleading, or unethical practices in its publicity efforts.

    All promotional activities will be conducted with integrity, honesty, and respect for the audience and competitors.

    Compliance & Regulations

    CLAN will comply with all relevant laws, regulations, and industry standards governing publicity and marketing practices and any publicity efforts will adhere to advertising regulations, consumer protection laws, copyright laws, and other applicable legal requirements.

    Continuous Improvement

    Committed to continuously improving publicity strategies and practices to better serve audiences and achieve objectives, CLAN will gather feedback from students, clients, employees, and other stakeholders and use it to enhance the effectiveness of any publicity efforts.

    Accountability

    CLAN’s leadership team members are accountable for upholding the principles outlined in this Publicity Statement and any concerns or complaints regarding CLAN’s publicity practices will be promptly addressed and resolved in accordance with established procedures.

    Safeguarding Policy

    Introduction to CLAN's Safeguarding Policy

    1.1. Why Safeguarding Matters:

    The importance of safeguarding cannot be overstated. Every child deserves to grow and thrive in an environment where they feel valued, respected, and supported. Unfortunately, the reality is that children may be vulnerable to various forms of harm, ranging from physical abuse and neglect to emotional trauma and exploitation. Safeguarding is our collective responsibility to protect children and vulnerable adults from these risks and ensure their safety and well-being in every aspect of their lives.

    The Role of CLAN:

    At CLAN, we are unwavering in our commitment to keeping children safe. Our Safeguarding Policy outlines robust procedures, protocols, and guidelines designed to prevent, identify, and respond to safeguarding concerns effectively. By following these principles and procedures, we aim to create a culture of safety, trust, and accountability where every child can thrive and reach their full potential.

    In conclusion, safeguarding is not just a policy or procedure—it's a fundamental commitment to the well-being and protection of children. At CLAN, we stand firm in our dedication to upholding the highest standards of safeguarding to ensure that every child feels safe, valued, and empowered to succeed.

    1.2. Scope

    This policy applies to all staff, volunteers, contractors, agents and GLs, and anyone associated with CLAN who may come into contact with children and vulnerable adults during the course of our activities.

    1.3. Definitions

    For the purpose of this policy.

    ·       "Children" refers to individuals under the age of 18.

    ·       "Vulnerable Adults" refers to individuals who may be at risk of harm due to age, disability, or other factors.

    ·       Safeguarding: Safeguarding refers to the measures taken to protect the health, well-being, and rights of individuals, particularly children and vulnerable adults, from abuse, neglect, exploitation, or harm. It encompasses a wide range of actions aimed at preventing harm, promoting welfare, and creating a safe environment where individuals can thrive. Safeguarding is not limited to reactive responses to incidents but also involves proactive efforts to identify risks, mitigate hazards, and promote the overall welfare and safety of those at risk.

    ·       Child Protection: Child protection is a specific aspect of safeguarding that focuses on protecting children from abuse, neglect, or harm. It involves identifying and responding to concerns or allegations of abuse or neglect and taking appropriate actions to ensure the safety and well-being of the child. Child protection measures may include implementing safeguarding policies and procedures, conducting risk assessments, providing support and intervention services, and collaborating with relevant authorities to investigate and address instances of abuse or neglect. The goal of child protection is to safeguard the rights and welfare of children, ensuring they are protected from harm and supported to reach their full potential.

    2.0 Key Principles

    CLAN is committed to:

    ·       Creating an environment that is safe, welcoming, and free from harm for all participants, including staff, clients, partners, and anyone affiliated with CLAN.

    ·       Treating all individuals with dignity, respect, and fairness.

    ·       Taking all reasonable steps to prevent harm and protect individuals from abuse, discrimination, or exploitation.

    At CLAN Language Schools Ltd. (CLAN), we are committed to upholding key principles that guide our safeguarding efforts and promote the well-being of all participants. These principles form the foundation of our approach to safeguarding and reflect our dedication to creating a safe, supportive, and nurturing environment for children and vulnerable adults.

    2.1 Reporting Procedure

    At CLAN Language Schools Ltd. (CLAN), we have established a clear and transparent reporting procedure to ensure that safeguarding concerns are promptly addressed and appropriately managed. Our reporting procedure is designed to facilitate the timely reporting, investigation, and resolution of safeguarding incidents, thereby safeguarding the well-being of all participants.

    Reporting Safeguarding Concerns:

    If any staff member, volunteer, contractor, or participant becomes aware of or suspects any safeguarding concern, they are required to report it immediately to the designated safeguarding person (DSP) or the deputy designated safeguarding lead (DDSL). Safeguarding concerns may include, but are not limited to, instances of abuse, neglect, exploitation, or inappropriate conduct.

    Incident Reporting Policy:

    Our incident reporting policy outlines the procedures for reporting safeguarding concerns, including the completion of incident report forms and the submission of relevant documentation. All reported incidents are taken seriously and investigated promptly and thoroughly in accordance with our safeguarding policies and procedures.

    Involvement of LADO Officers:

    In cases where safeguarding concerns involve allegations of abuse or misconduct by a staff member, group leader, or contractor, CLAN will cooperate fully with Local Authority Designated Officers (LADOs) or relevant authorities. LADOs are responsible for coordinating the response to allegations against individuals who work with children and have a duty to ensure that appropriate action is taken to safeguard children and manage the risk posed by the alleged perpetrator. More information is in the Responsibilities section.

    Transparency in Confidentiality

    Any staff member must not promise students confidentiality if a student is disclosing safeguarding issues to them and asks them not to tell anyone. It is our legal obligation to report such issues if a student makes us aware of a safeguarding incident. Training will be provided on this during the induction.

    2.2 Dignity, Respect, and Fairness

    We treat all individuals with dignity, respect, and fairness, regardless of age, gender, race, ethnicity, religion, disability, or other characteristics. We believe in the inherent worth and value of every person and strive to create a culture of inclusivity, acceptance, and understanding.

    Dignity:

    We are committed to treating all participants with dignity and sensitivity. This means acknowledging and respecting their autonomy, privacy, and personal boundaries. We strive to create an environment where individuals feel safe, empowered, and respected, regardless of their age, gender, race, religion, sexual orientation, or background.

    Respect:

    Respect is fundamental to fostering positive relationships and creating the optimal learning environment. We believe in treating everyone with courtesy, consideration, and empathy, and listening to their concerns and perspectives with an open mind. Respect also entails valuing diversity and different cultures, ensuring that all individuals feel welcome, accepted, and valued within the CLAN community.

    Fairness:

    Fairness is essential to maintaining trust and integrity in our safeguarding practices. We are committed to upholding the principles of equity and justice, ensuring that all individuals are treated fairly and impartially. This means applying our safeguarding policies and procedures consistently and transparently, without bias or discrimination.

    2.3 Prevention of Harm

    At CLAN Language Schools Ltd. (CLAN), we are committed to taking proactive measures to prevent harm and protect the safety and well-being of all individuals participating in our programs and services. Prevention of harm is a fundamental aspect of our safeguarding approach. We employ various strategies to identify risks and create a protective environment that minimizes the potential for abuse, exploitation, or neglect.

    Risk Assessment:

    We conduct regular risk assessments across our facilities and activities to identify potential hazards and vulnerabilities that may pose a risk to the safety or well-being of participants. These assessments consider factors such as physical safety, emotional well-being, and safeguarding concerns, allowing us to implement appropriate control measures to minimize risks and prevent harm.

    Safe Environment:

    We prioritize the creation of a safe, welcoming, and inclusive environment where participants feel secure and supported. This includes maintaining clean and well-maintained facilities, ensuring adequate supervision and staffing levels, and implementing security measures to prevent unauthorized access or incidents. For more information on supervision ratios, see student supervision policy.

    Student Welfare Team:

    We employ a team that is dedicated to student welfare. The purpose of their role is to support individual students who do not have a dedicated group leader. Their daily welfare meetings present an opportunity for individual students to raise any problems or concerns. The welfare team will also support teachers and activity leaders to ensure safe adult-to-student ratios, supervise and care for students with a medical problem and check rooms for students who are not present in class/activity.

    Registers

    To ensure the safety and well-being of all participants, including children and vulnerable adults, CLAN Language Schools Ltd. (CLAN) maintains accurate and up-to-date registers for all activities and sessions. Registers are essential tools for monitoring attendance, tracking participants' whereabouts, and responding promptly to any concerns or incidents that may arise. Key components of our register system include:

    1. Attendance Monitoring:     Registers are used to record the attendance of all participants at the beginning of each session or activity. Registers are completed promptly and accurately to ensure that all participants are present. More information is in the Attendance Policy.

    2. Register Information:     Registers contain essential information for each participant, including names and any relevant medical or special needs information, such as allergies, required medicine, etc. Any sensitive information, such as contact information is accessible only to managers that have access to the master list.

    Vetting Suppliers:

    To uphold our commitment to safeguarding, CLAN implements rigorous vetting procedures for all suppliers who collaborate with us to deliver programs, services, or facilities. Key aspects of our supplier vetting process include:

    Supplier Selection: CLAN carefully selects suppliers based on their reputation, reliability, and ability to meet our safeguarding standards. We prioritize suppliers with proven track records of excellence in safety and security practices and conduct thorough assessments to ensure they align with our values and objectives.

    Safeguarding Requirements: CLAN communicates clear safeguarding requirements to all potential suppliers during the selection process. These requirements outline our expectations regarding safety, security, and required background checks to safeguard participants from harm or risk during their engagement with CLAN programs or activities.

    Contractual Obligations: CLAN includes safeguarding clauses in supplier contracts to formalize expectations and responsibilities regarding the protection of participants and adherence to safeguarding policies and procedures.

    Ongoing Monitoring and Evaluation:

    Once suppliers are engaged, CLAN maintains ongoing communication and oversight to monitor their performance and compliance with safeguarding requirements. We conduct regular evaluations and reviews to assess their adherence to agreed-upon standards and address any issues or concerns that may arise.

    Continuous Improvement:

    We are committed to continuously improving our safeguarding practices through ongoing review, evaluation, and feedback. This includes monitoring and reviewing incidents and near misses, conducting regular audits of policies and procedures, and incorporating lessons learned into our training and development programs.

    By prioritizing the prevention of harm, we aim to create a safe and secure environment where all individuals can participate fully, thrive, and achieve their potential, free from the threat of harm or abuse.

    2.4 Recruitment

    By adhering to strict recruitment requirements, CLAN ensures that it attracts and selects qualified, competent, and ethical individuals who are committed to upholding its values and safeguarding principles. See more in CLANs recruitment policy here.

       - All applicants must possess relevant qualifications and experience suitable for the position they are applying for, as outlined in the job description.

       - Academic staff, including teachers and instructors, must hold appropriate educational qualifications and relevant certifications in their field of expertise.

       - Non-academic staff, such as administrative personnel and support staff, must have the necessary skills, knowledge, and experience to perform their roles effectively.

    Background Checks: CLAN conducts thorough background checks on all prospective employees to verify their credentials, qualifications, and employment history. Background checks will include criminal record checks, DBS checks, reference checks, and other relevant inquiries to ensure the integrity and suitability of candidates.

    Safer Recruitment: Our recruitment team undergoes specialized training and holds qualifications in safer recruitment practices to ensure that all hiring processes are conducted in line with best practices and legal requirements. By prioritizing safer recruitment practices, CLAN aims to mitigate potential risks and uphold the highest standards of safeguarding across its programs and services.

    Cultural Sensitivity and Inclusivity: CLAN values diversity, inclusivity, and cultural sensitivity in its workforce and seeks candidates who share these values. Applicants should demonstrate an understanding and appreciation of different cultures, languages, and backgrounds to create a welcoming and inclusive environment for all participants.

    2.5 Training

    We prioritize ongoing training and development to ensure that all staff, volunteers, and contractors are equipped to fulfil their safeguarding responsibilities effectively. The goal is to empower anyone within CLAN to have the knowledge to identify, respond and report any safeguarding concerns.

    1. Initial Safeguarding Training: This training covers essential topics such as recognizing signs of abuse, understanding safeguarding procedures, and knowing how to respond to safeguarding concerns. All staff must undergo this training as part of their induction. This will be safeguarding level 1 or equivalent.

    2. Regular Refresher Training: Safeguarding training is not a one-time event but an ongoing process. Regular refresher training sessions are conducted to reinforce key principles, update staff on any changes to policies or procedures, and address emerging issues or challenges in safeguarding practice.

    3. Managers: More comprehensive safeguarding training will be provided for managers during the manager's induction. This will enable them to take on the responsibility of DDSPs and DSPs. The training will be safeguarding level 2 or equivalent.

    4. Documentation and Records: Attendance and completion of safeguarding training sessions are documented as part of each staff member's personnel file. This documentation serves as evidence of compliance with training requirements and provides a record of staff members' ongoing commitment to safeguarding.

    3.0 Responsibilities

    All staff and contractors must:

    ·       Attend training on safeguarding policies and procedures.

    ·       Read the Safeguarding policy and send a signed copy to HR.

    ·       Report all concerns or incidents of abuse, neglect, or harm to the Designated Safeguarding Person (DSP) or the Deputy Designated Safeguarding Lead (DDSL) to be escalated.

    ·       Promote an open and transparent environment encouraging individuals to speak up about safeguarding concerns.

    ·       Ask for more training if they do not understand any aspect of safeguarding.

    ·       Inform CLAN of any new criminal charges brought against themselves during their employment with the organization.

    CLAN Head office:

    ·       Follow appropriate procedures for recruiting staff and volunteers, including background checks, DBS/PVG and reference checks.

    ·       Review and update the safeguarding policy every 12 months.

    ·       Report all incidents of abuse, neglect, or harm to the Local Authority Designated Officer, LADO.

    ·       Keep a record of incidents, through incident reports, and minutes record of any safeguarding related meeting with staff members.

    ·       Ensure safeguarding training is delivered to a high standard and training material is relevant and up to date.

    4.0 Safeguarding Structure & Roles

    CLAN’s Safeguarding structure ensures that its students and those in its care remain at the core of its focus by:

    a)     Overseeing the implementation of safeguarding policies and procedures.

    b)     Providing support and advice to staff, volunteers, and participants.

    c)     Ensuring that any concerns or incidents are reported, investigated, and appropriately addressed.

     

    ·       The DSL is responsible for the company-wide oversight of all safeguarding matters.

    ·       The DDSL supports the DSL and is the first point of contact in escalating incidents beyond the local school or centre. For Centre Managers, this is generally their line manager (specifically, the Head of Operations), though HR and the Academic Head may be deputised to support the DSP and DSL in place of the regular DDSL.

    ·       The DSP is, typically, the Centre Manager.

    ·       The DDSP is, typically, the Welfare Manager at a centre (though, in smaller centres, this may be the Director of Studies or Activity Manager).

    ·       DSOs are made up of the remaining staff team in a school or centre.

    ·       In line with CLAN’s attitude toward and commitment to safeguarding in that everyone has a duty of care, GLs are given the role of DDSO to support the staff team in ensuring the well-being and welfare of the students.

    ·       Students are given information and instructions during their Centre/School Introduction (Welcome Talk) on how to ask for, look for, and receive help. Students are made aware that they are in a safe environment and that the wider staff team is trained to and will do their best to assist in a variety of matters.

    4.1 Local Authority Designated Officer (LADO) Officers

    In addition to the internal safeguarding structure outlined within CLAN Language Schools Ltd., it is important to recognize the role of external agencies in safeguarding children and vulnerable adults. One such key external figure is the Local Authority Designated Officer (LADO).




    4.2 Role of the LADO:

    The LADO is a representative of the local authority who oversees the management and coordination of allegations against individuals who work with children and vulnerable adults. Their primary role is to provide advice and guidance to organizations, including schools and educational institutions, when allegations of misconduct or abuse are made against staff or group leaders.

    4.3 Responsibilities of the LADO:

    - Provide Advice: The LADO offers advice and support to CLAN Language Schools Ltd. regarding the handling of allegations or concerns raised against staff members or group leaders. They ensure that appropriate procedures are followed and that the welfare of children and vulnerable adults is prioritized.

    - Coordinate Investigations: In cases where allegations are made, the LADO coordinates the investigation process, working closely with relevant agencies and organizations to ensure a thorough and fair inquiry. They may provide guidance on gathering evidence, conducting interviews, and determining appropriate actions to be taken.

    - Monitor Cases: The LADO monitors the progress of cases involving allegations against staff or group leaders, ensuring that timelines are adhered to and that appropriate actions are taken in a timely manner. They may also review the outcomes of investigations to assess the effectiveness of safeguarding procedures.

    4.4 Reporting to the LADO:

    CLAN Language Schools Ltd. is required to report any allegations or concerns regarding staff members or group leaders to the LADO for review and guidance. This ensures that external oversight and expertise are brought to bear on safeguarding matters, enhancing transparency and accountability.

    Conclusion:

    The involvement of LADO officers underscores CLAN Language Schools Ltd.'s commitment to safeguarding and child protection. By working in partnership with external agencies such as the LADO, CLAN ensures that its safeguarding practices remain vigilant, responsive, and aligned with best practices in child welfare.

    5.0 Abuse

    Recognizing signs of abuse is crucial for safeguarding children and vulnerable adults. Abuse takes many forms, though generally found to be linked to or derivatives of physical abuse, emotional abuse, sexual abuse, or neglect. If you suspect abuse of any form, report it immediately to you DSP.

    5.1 Types of Abuse

    Physical Abuse indicators may include:

    ·       Unexplained bruises, burns, fractures, or other injuries.

    ·       Injuries that are inconsistent with the explanation provided.

    ·       Marks on the body indicating the use of restraints (e.g., rope burns).

    ·       Fear of physical contact or flinching when touched.

    Emotional Abuse indicators may include:

    ·       Withdrawn or uncommunicative behaviour.

    ·       Low self-esteem or self-confidence.

    ·       Fear of making mistakes or trying new things.

    ·       Aggressive behaviour towards self or others.

    ·       Extreme mood swings or sudden changes in behaviour.

    Sexual Abuse indicators may include:

    ·       Difficulty walking or sitting.

    ·       Bruising or injuries to genital or rectal areas.

    ·       Changes in behaviour such as becoming withdrawn or unusually secretive.

    ·       Inappropriate sexual behaviour or knowledge for their age.

    ·       Displaying sexualized behaviour towards others.

    Neglect indicators may include:

    ·       Poor hygiene, unwashed clothes, or untreated medical conditions.

    ·       Lack of adequate food, clothing, or shelter.

    ·       Being left alone for long periods without appropriate supervision.

    ·       Poor attendance at school or frequent lateness.

    ·       Inappropriate clothing for the weather conditions.

    6.0 Radicalisation

    Recognizing signs of radicalization is crucial for safeguarding individuals from extremist ideologies and/or harm.

    Signs may include, but are not limited to:

    ·       Sudden adoption of extreme or rigid beliefs, often characterized by black-and-white thinking and intolerance of differing viewpoints.

    ·       Increased isolation from friends, family, or mainstream society, accompanied by hostility towards those who do not share their beliefs.

    ·       Expressing admiration for extremist leaders or groups and seeking to emulate their actions or ideologies.

    ·       Engaging with extremist material including spending significant time-consuming extremist propaganda, including online videos, literature, and social media content promoting violence or hate, as well as sharing or endorsing extremist content on social media platforms, forums, or websites.

    6.1 The Prevent Initiative:

    The Prevent initiative is a key component of the UK government's counter-terrorism strategy, with aims to safeguard individuals from being drawn into terrorism or extremism by addressing the root causes and underlying vulnerabilities that make people susceptible to radicalization.

    Prevent focuses on identifying and supporting individuals who may be at risk of radicalization, whether through extremist ideologies or involvement in terrorist activities. It works to engage with individuals at risk of radicalization and provide them with support and interventions to steer them away from extremist paths. This may involve mentoring, counselling, or access to education and employment opportunities.

    7.0 Differences & Recording of Concerns & Allegations

    Concerns are the initial signs or worries about potential harm, while allegations are formal accusations that require a structured investigation and response process to address. Both concerns and allegations are taken seriously, handled confidentially and with urgency to ensure the safety and wellbeing of those at risk.

    7.1 Concerns:

    Safeguarding concerns refer to any worries, suspicions, or observations about the safety, welfare, or wellbeing of a child or vulnerable adult.

    These concerns may arise from a variety of sources including staff members, parents, students, or other individuals who come into contact with the child or vulnerable adult.

    Concerns may include, but are not limited to, physical abuse, emotional abuse, neglect, sexual abuse, exploitation, bullying, self-harm, or radicalization.

    Safeguarding concerns should be taken seriously and reported promptly to the DSL or appropriate authorities for further investigation and action.

    7.2 Allegations:

    Safeguarding allegations refer to specific accusations or reports of abuse or harm towards a child or vulnerable adult by one or more individuals.

    Allegations are formal complaints or claims made against one or more individuals alleging that they have engaged in behaviour(s) that constitute abuse or harm towards a child or vulnerable adult.

    Allegations may include, but are not limited to, physical abuse, emotional abuse, neglect, sexual abuse, exploitation, or inappropriate conduct towards a child or vulnerable adult.

    Safeguarding allegations trigger a formal investigation process led by the DDSL or DSL involving gathering evidence, interviewing relevant parties, and taking appropriate action to address the allegations to protect those at risk and ensuring the safety of others.

    7.3 Procedures for Reporting

    Any member of CLAN who has a safeguarding concern must:

    a)     Report the concern to the designated safeguarding person as soon as possible.

    b)     Maintain confidentiality, sharing information only with those who need to know.

    7.4 Confidentiality

    All information related to safeguarding concerns will be handled confidentially and shared only with those who have a legitimate need to know, in accordance with data protection laws.

    8.0 Related Documentations

    For more information the following policies, procedures and protocols should be refenced:

    ·       Accessibility Policy

    ·       Student Supervision Policy

    ·       Admissions Policy

    ·       Complaints Procedure

    ·       Disciplinary Policy

    ·       Emergency Protocols

    ·       First Aid Policy

    ·       GDPR Policy

    ·       Health & Safety Policy

    ·       IPC Measures Policy

    ·       IT & Social Media Use Policy

    ·       Recruitment Policy

    ·       Relationships Policy

    ·       SEND Policy

    ·       Behaviour Policy