A to Z of Boarding
ABSENCE
Absence from School is discouraged, apart from genuine illness or essential family or educational engagement. Parents who are aware that their child needs to be away from School for any reason should inform the School as soon as possible, and at least four days before the planned absence. Permission for such absences will be granted at the discretion of the Head of Boarding and the Headmaster.
ACCOMMODATION
Walbrook was opened in 2014 with boys and girls sharing the building. Both the boys and girls section is split into 3 pods. Each pod has its own bathroom with showers, baths and toilets. There are two living rooms for both, in which pupils can enjoy watching tv and socialising. Bedrooms are either singles or twins and each room has a sink and adequate storage space. Within the house there are two kitchens, a lounge area, private study space, a creative room and laundry room.
ALCOHOL
Alcohol and all illegal substances are not permitted on the School premises. Any pupils found to be in possession of alcohol or illegal substances will be subject to very severe consequences, as set out in the School Rules and Policies. This is in order to keep all members of the School community safe. Members of the Sixth Form may, according to their legal age, have an alcoholic drink with a meal outside of School, but must first obtain permission from the member of staff on duty. Pupils are not permitted to be drunk or otherwise intoxicated whilst on the School premises. Staff members have the right to test a pupil for intoxicating substances if they have a reasonable suspicion that School rules have been breached.
ANSWER PHONE / EMERGENCY CONTACT
The Walbrook landline number is +44 (0)1372 822460 and the Walbrook mobile number is 07786 854939. These should be used in an emergency, but for non-emergencies it is often better to email a member of staff directly. If you try to phone and there is no answer, the answer phone will pick up on our behalf. Please leave a message and contact number so the staff can call you back. The answer phone is checked at regular times throughout the day and you will normally get a call back that same day. Please do not think we are ignoring you if you get the answer phone. You will normally get a call back within 24 hours or even sooner.
ARRIVAL
Details of your first day will be sent in advance of your arrival at Freemen’s.
AWARDS
A number of awards will be handed out during the School year to pupils in Walbrook. These will cover categories such as leadership skills, punctuality, community awards; and of course, tidiness and cleanliness awards.
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BEDDING
Pupils should bring their own sheets, duvets and duvet covers to Freemen’s at the start of the year. There are limited spares of these for use in emergencies.
BEDTIMES
At the start of each term, pupils are understandably excited about their return to School and seeing their friends again. However, the School day is a very busy one and all our pupils need a good number of hours sleep in order to maximise their energy levels during the day time. Bedtimes are therefore strictly adhered to and it is imperative that the house is quiet by 10.30pm. Bedtimes are staggered and are based upon the age of the pupils. Final shower times are also important, to ensure that all pupils are ready for bed in good time. The table below shows the timings for each year group. Of course, pupils are welcome to go to bed earlier than these times, if they so wish!
YEAR GROUP:
Upper 4 (Yr 9)
Lower 5 (Yr 10)
Upper 5 (Yr 11)
Sixth Form
INTO ROOMS: 9.30pm 9.45pm 10.00pm 10.15pm
LIGHTS OUT: 9.45pm 10.00pm 10.15pm 10.30pm
Remember – you may not think you feel tired, but the chances are that others in your pod will be tired, so you must be quiet for the rest of the community. Extra sleep never hurt anyone.
BELONGINGS / VALUABLES
Students are provided with one small cupboard, a desk and drawers next to their beds. As storage space is limited, a small amount of casual clothing is needed for after school and weekend activities. One reasonable smart outfit is required for school
outings and socials. Students may bring their own laptop computer and any other belongings that make them feel comfortable and at home.
Students are strongly advised not to bring valuable items to school, unless required for school use. Valuable items may be deposited with House Staff for safe keeping.
BICYCLES
Boarders in the Sixth Form are permitted to keep a bicycle in the boarding house. They must have parental permission to use a bicycle. Bicycles may be ridden into Ashtead village, and as far as Ashtead train station, but under no circumstances should a bicycle be ridden on the A24, the main road between Epsom and Leatherhead. Helmets must be worn at all times, and bicycles must be well maintained, road safe and equipped with appropriate lights. It is the responsibility of the individual bicycle owner to ensure that the bicycle, helmet and lights are in good condition at all times.
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BREAKFAST
Often described as the most important meal of the day, this is perhaps even more true for busy teenagers with a long day ahead of them. Breakfast, as all meals, is compulsory.
Monday to Friday breakfast and roll call is at 8.00am in Walbrook House. From Monday to Friday you will need to finish breakfast by 8.25am, so you must be fully prepared for the school day when you leave the Boarding House at 8.00am. On Saturday and Sunday breakfast is replaced with brunch at 11.00am.
CONFIRMATION OF ACADEMIC STUDY
Please see Page 22.
CATERING
Sodexo (the School’s external catering providers), provide three meals a day during the week, two meals a day at weekends, and provide evening snacks for boarders. Food allergies and intolerances are also catered for in full and pupils must make sure they inform the School of any allergies and intolerances as soon as they arrive in the School. There is a pupil catering committee which takes feedback and suggestions to Sodexo, so if you have something to tell the caterers, good or bad, make sure you tell someone on the committee, or better still, join it yourself. Please also see ‘Food in Rooms’ on Page 11.
CHARITY
The School supports a number of charities throughout the year. In addition, boarders are encouraged to undertake their own charitable activities, supporting the School’s ethos of working together to help those in need.
CARS
Only Upper 6 students may have a car at school. They must follow the school rules concerning the use of cars and complete a form, which can be obtained from the Head of Sixth Form. Students must have permission to have a car at school and their car must be parked in the students’ car park, at all times. Students who drive are only allowed to carry passengers if they have written permission to do so, from a parent of the driver and from the parent(s) of the passenger(s). There is easy access to public transport in Ashtead, so cars are not really necessary.
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CHURCH
We are fortunate enough to have a church aligned with the School grounds. St Giles’ Church is a two minute walk from the boarding house and holds a very accessible Christian service on a Sunday morning at 10.00am. In addition there are a number of Boarders’ Services scheduled throughout the academic year, led by our School Chaplain, which pupils are encouraged to attend.
CLOTHING
It is important that all clothing is clearly marked with the pupil’s name. Unmarked clothing is more likely to go missing in the laundry and is very difficult to return to the owner if found in the lost property box.
We encourage shoes to be taken off in the house especially in the wetter, muddier winter months. It does get cold here in the winter and pupils should make sure they bring appropriate warm clothing for the winter months. They should not be walking over to the Dining Hall for meals in shorts and flip-flops when it is cold outside. Please work with us to maintain some sensible levels in the amount of belongings (particularly clothing) that your child brings to School each term. It does tend to stockpile and become unmanageable!
Pupils must also ensure that they are dressed appropriately at all times when in the House. Staff on duty may visit the rooms and pods at any time during the evening, and pupils should be in a suitable state of dress to avoid embarrassment.
CO-CURRICULAR ACTIVITIES
There are a number of activities run by staff members each day which take place before the School day, at lunchtime and after school. These range from debating societies to musical and sporting activities. They are designed to supplement the academic curriculum and enhance the experience of every pupil in the School. Increasingly, universities are looking for far more than outstanding academic results and the Co-curricular Programme at Freemen’s is designed to broaden the horizons of the pupils and introduce them to new activities. Boarders are particularly lucky to have these opportunities on their doorstep and are strongly encouraged to take part in as many activities as possible. The Fitness Suite is available for Sixth Formers before breakfast, during lunch and after school.
COMMUNICATION
In the majority of cases, we expect the pupils will prefer to contact parents/guardians via their own mobile phones or social media. However, if this is not possible or practical, there are alternatives available and pupils simply need to ask the member of staff on duty for assistance. Whilst we encourage a healthy amount of contact with families at home, we are aware that too much contact can sometimes be a distraction and prevent pupils from settling in well. We would ask that parents are sensible about the amount of contact they have with the pupils whilst they are at School, of course offering love and support as appropriate, but with a sense of how well the pupil is settling in. If you have any concerns about how your child is settling in, please don’t hesitate to get in touch. On the other hand, if you are concerned that you have not heard from your child for some time, please also get in touch and we will nudge them towards the telephone.
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CONSENT FORMS
Certain trips and activities throughout the year will require a parent or guardians signature before your son/daughter may attend a particular trip. On occasions it may be difficult to get the form signed but the Head of Boarding may sign on a parent or guardians behalf if they contact her via email giving permission for your son or daughter to attend the trip. When parents email asking for the Head of Boarding to sign, the email must include your child’s name, the title of the trip and the date(s) the trip is taking place.
COUNSELLING
Whilst we do our very best to ensure that all the pupils in our care are happy and coping with the rigours of School life, there may be times when a pupil feels the need to talk confidentially to another person about their experiences. Some pupils may feel comfortable talking to their peers, their tutor, a member of medical centre staff or a member of boarding staff.
Pupils and staff are encouraged to be a good listener and to support others in need. Staff are trained to deal with situations in which a pupil wishes to confide in them, and all staff are proactive in supporting pupils in need.
In addition, the School Counsellor is able to offer appointments throughout the week. This service is completely confidential, and pupils and staff will not be aware of a pupil making use of this service.
Our School Counsellor is Lucy Douglas who can be contacted on 07476 789 835 or by emailing counsellor@freemens.org
DAY PUPILS
Whilst we are keen to maintain the homeliness of Walbrook for those for whom it is home during term time, we also encourage boarders to build strong relationships with the Day pupils in the school. Much as you might when at home, boarders may invite friends into the boarding house to study or just ‘hang out’. In order to respect the privacy of boarders, visitors will be restricted to the social areas in the boarding house. Under no circumstances should a visitor enter a boarders’ bedroom.
Boarders are responsible for their own visitors throughout their stay in the house, and must ensure that they sign in on arrival, introduce themselves to the member of staff on duty, and behave appropriately before signing out upon departure.
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DAILY ROUTINE
Wake Up
Breakfast
School Day
After-School Clubs
Supper
Prep (Mon to Thurs)
DAILY ROUTINE
DEVICES
Pupils in Upper 4, Lower and Upper 5 are provided with School iPads and our Sixth Form have a Bring Your Own Device (BYOD) policy. However pupils are allowed to bring other devices and mobile phones with them to Walbrook. The value of these devices as educational aids is recognised but we are aware that such devices can also provide great distraction from educational studies and restrict social opportunities for pupils. Mobile phones are not permitted to be used around School during the working day and this includes the Hub area of Walbrook. Pupils needing to use phones or devices to contact home during the school day must seek permission from a member of staff first. Sixth Form students only may use phones to listen to music whilst studying in the Hub, but otherwise phones are restricted to the Pod areas. Computer games and DVDs are strongly discouraged during the working week, and should be used with restraint during the weekends. Pupils must take responsibility for the security of the equipment that they bring to School and it is strongly advised that parents ensure that appropriate insurance cover is arranged. All laptops should be securely packed away before
lights out and any use of electronic equipment after lights could result in a period of confiscation. Boarders in Upper 4 and Lower 5 are required to hand all devices in for safe storage overnight from Sundays to Thursdays. We encourage parents to work with us in continuing to encourage safe use of the internet and to support us in occasionally having to curb excessive, unproductive computer usage. As noted above, please do not share email addresses and passwords with other pupils. There are storage drawers away from the rooms which pupils are encouraged to use to avoid becoming distracted by devices. Please also see ‘ICT Usage’ on Page 13.
DISCIPLINE
We know that the vast majority of boarders are well behaved and follow the School and house rules at all times. However, inevitably there will be some breaches of rules which will require a disciplinary procedure to be followed. The purpose of discipline is to show pupils the error of their ways and prevent re-occurrence of the offence. Discipline should be related to and proportionate to the offence. Minor offences will be dealt with in house by the tutor on duty, and may require consultation with the Head of Boarding. More serious offences are likely to draw the attention of the Head of Section and possibly also the Deputy Head Pastoral, Deputy Head Academic or Headmaster. Possible disciplinary procedures in the boarding house might include, but are not limited to:
• Confiscation of a dangerous item, or an item that is causing anti-social behaviour or rule breaking;
• being sent to bed, or woken earlier than usual;
• having prep time extended;
• being temporarily excluded from the kitchen;
• having the privilege of exeat or town leave withdrawn for a period of time.
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Wake Up Brunch Supper MONDAY TO FRIDAY
to 8.25am
to 4.00pm 4.00pm to 5.15pm 6.00pm
to 8.30pm SATURDAY & SUNDAY
11.00am 6.00pm
7.15am 7.55am
8.35am
7.00pm
10.55am
ELECTRICAL EQUIPMENT
The Boarding House must maintain very strict rules on the use of electrical equipment in order to protect the health and safety of the community. For this reason we do not allow high risk items to be kept in rooms. These include, but may not be limited to, electric heaters, heated blankets, kettles and other cooking appliances. Duty staff hold the right to remove any electrical item that they think might be a potential hazard. Any removed item will be subject to testing before a decision is made on its authorisation for use. Standard electrical items such as alarm clocks, radios, laptops etc. will be PAT (portable appliance testing) tested for compliance at least once each academic year. Please be very careful when purchasing adapters and chargers that they are compliant with UK fire safety regulations.
WEEKEND OR OVERNIGHT EXEATS
If a pupil would like to be away from School for the weekend, an exeat can be granted. Parents/ guardians must contact the Head of Boarding by Wednesday before the exeat is to take place with full details, including travel arrangements of the exeat. Exeats are granted at the discretion of the Head of Boarding and will take into account, amongst other things, the academic progress of the pupil, their social integration within the house, and any other School commitments the pupil may have. All pupils should return to the Boarding House in time for Roll Call on Sunday evening.
Exeat forms are also required if a pupil wishes to go to London for any amount of time (please also see ‘London’ on Page 14).
EVENINGS
When Prep finishes in the evening, each pupil has at least one hour of free time before the bed time routine begins. During this time, pupils may make use of all the facilities on offer; the kitchens, music rooms, board games, X-Box, DVD player. In the summer months pupils may play outside if it is still light.
EVENING ROUTINE
At the end of the School day, pupils are encouraged to join one of the many Co-curricular activities on offer in the School.
MONDAY - THURSDAY
6.00pm
6.00pm
7.00pm
8.30pm onwards
9.45pm onwards
10.30pm
FRI, SAT AND SUN
6.00pm
9.00pm
ACTIVITY
Roll Call Supper Prep
Evening activities
Bedtimes House is quiet
ACTIVITY
Supper
Roll call (all pupils to return to the Boarding House by this time)
Bedtimes on Friday and Saturday may be more flexible than during the School week, at the discretion of the duty member of staff.
On Sunday evening the Boarding House should be quiet by 10.00pm, allowing pupils some extra time to organise and prepare for the week ahead.
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FIRE ALARMS
The School has a sophisticated and sensitive fire alarm system with smoke and heat detectors. Ifthe fire alarm sounds during the School day, pupils should evacuate with their class. If the fire alarm sounds when in the Boarding House, pupils should leave by the nearest exit, leaving everything behind. The meeting point is on the patch of grass outside the front of the Junior school. As with all Fire Alarms, pupils should remain quiet and calm and respond quickly and efficiently to the requests of the member of staff in charge.
FLEXI-BOARDING
Day students may board occasionally, when space permits, and the usual rules apply. We require 48 hours advance notice in order to prepare the room and inform necessary staff.
FLIGHTS
Many pupils will be arranging flights for each of the holidays. It is important to note that pupils must not arrive late for the start of term / half term, or leave early at the end of term / half term and therefore flights must be carefully selected to ensure no academic lessons are missed. If you are unsure whether a particular flight would be suitable, please check with the Head of Boarding before booking the flight. Pupils are required to log their flight details in Orah before each trip, as part of the Tier Four Visa license.
FOOD AND FOOD IN ROOMS
Pupils are able to buy and store their own food. A weekly shopping trip takes place to the Sainsbury’s supermarket in Epsom and pupils are free to visit the shops after lessons and at weekends. In recent times there has been an increase in pupils buying food online for delivery
to the Walbrook. This is discouraged because of the onus on grounds staff to carry potentially very heavy bags of food to the Boarding House, and because the freshness of the products is compromised between delivery and collection in the Boarding House. As a rule, pupils should not keep any food in their rooms. There is ample storage space in the kitchens. That said, a pupil may wish to have a packet of crisps, biscuits or sweets on the desk whilst they are working. As long as food can be resealed and does not require refrigeration, it may be kept, in a tidy state in the rooms at the discretion of the Walbrook staff. If the staff believe there is a risk of contamination, smell or mess from crumbs, the food will be removed to the kitchens.
FRIDGES
Each kitchen has fridges and freezers in which pupils may keep food. Food should be clearly labelled with a name, and pupils are responsible for throwing food away when it passes its ‘use-by’ date. The Boarding Staff carries out regular checks on the products in the fridge, and has the right to throw away any food which has passed the ‘use-by’ date, or anything that appears unsafe. Pupils who package their own food must use appropriate packaging such as cling film or tin foil, and must label it with the date at which it was placed into the fridge.
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GENERAL APPEARANCE
During lesson times, students must follow the School uniform rules. At School and after School, students are expected to maintain a smart appearance and to ensure their hair is neat and tidy. Check the uniform list carefully and be sure to bring enough warm clothing.
GUARDIANS
For students whose parents are living abroad, the students must have a relation or responsible adult (over 25) who is appointed Guardian to act on behalf of the parents. The Guardian should live within 50 miles of the school and be prepared to make the journey to school at short notice in case of an emergency. The Guardian should take on responsibility of the parent such as travel arrangements, exeats and parents evenings and communicate closely with House and School Staff. The Head of Boarding MUST be informed if a Guardian is unavailable or changes at any time.
HOST FAMILIES
On occasions a pupil may wish to visit another pupil’s house for an exeat or have a friend over to stay at his house. This is totally acceptable providing the parents / guardians of both the visitor and host have confirmed arrangements through Orah by the Wednesday prior to the visit.
HOTEL STAYS
Boarders are not permitted to stay in hotels, B&Bs or any accommodation other than those approved by the boarding staff, unless they are a ccompanied by a parent or guardian. This includes during School holidays and exeat weekends. This rule applies to all boarders, regardless of their age or their reasons for doing so.
HOUSES
All students will be allocated to one of three School Houses: Gresham, Hale or Whittington. These are connected to the Boarding House, but Heads of Houses play an important role in pastoral care.
HOUSE FACILITIES
HOMEWORK (PREP)
All students have a minimum of one hour’s prep each evening (Monday to Thursday) which is supervised by House Staff. During this supervised time, prep is done in silence. Music should not be audible and students should not make or receive phone calls.
We are very fortunate that Walbrook has excellent kitchen and laundry facilities for the Boarders to use. These are a privilege and it is imperative that pupils use these areas sensibly and safely. Each pupil is expected to tidy up after themselves, and there is a duty rota for the general cleaning of the kitchen each night.
THE ‘HUB’ OR COMMON AREAS
Common rooms are places for leisure and relaxation. Students are able to watch DVDs and TV programmes. Board games and books are also available.
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ICT USAGE
When a pupil arrives in the School they will sign an ICT Safe Usage Agreement. It is important that all pupils read this carefully and are aware of what they may and may not do whilst using ICT in School. The Agreement covers both School owned and personal devices. In particular, pupils may NOT use their own Wifi hot-spots which connect via the School internet as this can affect the Walbrook Wifi signal. Virtual Private Networks are also banned by the School. Pupils must also take particular care with pop-ups and cookies, which are often of an inappropriate nature and will be flagged up by the ICT department. Gaming is a popular recreational activity, but it should not be conducted in bedrooms or pods. Gaming should take place in the Hub to ensure it does not become unsociable.
INSURANCE
Students’ personal belongings are not covered by the School Insurance Policy. Parents are advised to include their children’s belongings in their own personal insurance and ensure they are adequately covered.
KITCHEN EQUIPMENT
The kitchens are fully equipped, but students may if they wish, provide their own plate, bowl, mug and cutlery for use in the Boarding House
KETTLES
Kettles in rooms are a great hazard and potentially extremely dangerous. Consequently, pupils are not allowed to keep kettles in their rooms.
LANGUAGES
The language to be used in the Boarding House and in all public places in the School is English. We are sympathetic to the fact that for some new pupils, speaking in their own language is both a comfort and gives them a break from the difficulties of working in a second language. However, use of a foreign language in public can alienate others and does not help foreign pupils to improve their English language. Of course, pupils may chat in their native language quietly when in their own rooms or pods, as long as it does not alienate others. Language lessons are offered twice a week in order to improve the students’ confidence in both written and spoken English. All staff promote the use of English whilst in communal areas and around school.
LAUNDRY
Laundry is done by laundry staff in Walbrook during the weekdays. Boarders simply bring their numbered laundry baskets downstairs and once it is cleaned it is ready to collect from outside the
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laundry room. Additionally, there are some domestic machines in the laundry room which can be used by boarders in the evenings. Older pupils are encouraged to try these machines in preparations for university living.
LEADERSHIP
This is huge part of the educational ethos at City of London Freemen’s School. Not only do we ask our pupils to lead themselves and take responsibility for their own actions as they proceed through the School, but we also ask them to take on extra leadership roles in the house. These are generally taken up in their senior Sixth Form years in positions such as Head of House, Head of House Sport, Head of Academics or Head of Social Activities. They will help to organise house events and activities, lead and coach younger students in these activities and generally take on the role of prefects in all aspects concerning the running of the house. At all times they will be guided and overseen by house staff.
LONDON
We are very fortunate to be so close to London, with easy and direct rail links into the City. However, London is a very large city and can be daunting, as well as dangerous. We know that not all parents are happy for their children to visit London, and so exeat forms are required, and parental consent will be sought for each requested visit to London.
MEALS
All meals during the week are provided by the School and every boarder is expected to attend every meal. Mealtimes are a sociable occasion as well a chance to re-fuel. Mobile phones and headphones are not permitted at the table and staff may remove these devices from pupils who are using them during meals. At weekends, meals are not compulsory and boarders sign a register during the week to indicate whether they intend to eat School meals.
MEDICAL
Boarding students are registered with the local Doctors’ Surgery. Medical care is provided by the School Doctor and Nurse and we ask that parents do not seek to make arrangements with alternative practitioners. Parents should already have completed a Medical Information Form, sent out by the Admissions Office. If you have not returned it, please do so as soon as possible. On arrival at the School you should also return your child’s Medical Card to the Nurse.
MEDICATION
It is imperative that staff in Walbrook know exactly what medication a pupil is taking at any time. As a consequence, ALL medication must be dispensed by the Medical Centre of Boarding House staff. Pupils are NOT permitted to keep any medication in their own rooms and any pupil requiring regular medication should hand it in to boarding staff at the earliest opportunity. This includes ‘homely’ remedies, such as those which can be bought over the counter to treat minor illnesses and ailments. Medication from another country, with writing in foreign language is particularly dangerous as we may not know what it contains. Boarding Staff are qualified to hand
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out medication and a full record of medication dispensed is kept confidentially. Parents who withhold consent for the administration of any homely remedies must inform the School immediately. Further details can be found in the School’s Homely Remedy Policy.
MENTAL HEALTH
Mental health is taken very seriously at Freemen’s and spoken about openly and without taboo. We understand that the boarding experience can sometimes add challenges and stresses to a pupil’s mental health. These might include homesickness, difficulty settling into a new culture, friendship issues or academic pressures. Walbrook staff are well trained to identify and support any issues that pupils may be having, and the safety, welfare and happiness of the pupils is always of paramount importance to us.
All boarders will be introduced to Lucy Douglas, the School Counsellor, when they join Walbrook, and will be invited to have a short conversation with her. Lucy is available throughout the term for confidential meetings. There are a range of people within in the school to whom a boarder can speak if they wish, and staff can help pupils to make appointments outside of school, such as with doctors, counsellors or support groups.
MUSIC PRACTICE
We are fortune that the Music School runs beside Walbrook and the pupils are able to use the facilities in evenings and weekends. The rooms are large enough to all small groups to rehearse.
NUTS
We are a nut-aware school, but we must be particularly cautious in the Boarding House, where traces of nuts can easily be transferred. As well as boarders with nut allergies, we must also be aware that visitors to the house may suffer from allergies. Therefore nut- based products are NOT permitted in the Boarding House. This includes chocolate spreads that contain nuts, such as Nutella. These are potentially dangerous and will be confiscated if found.
ORAH
Orah is the software that we use in Walbrook to register pupils, record medical and pastoral issues and where pupils apply for consent to go off site. On occasions a request from a pupil will require parental consent (for example, for a trip into London) and on these occasions an email will automatically be sent to the parents. It is essential that we have up-to-date email addresses for all parents
OUTINGS
There are several outings arranged for the pupils at weekends throughout the year. These are designed to give boarders an opportunity to discover the local area, the historically and culturally important sites nearby, as well as an opportunity to shop! Boarders are strongly encouraged to attend all outings and will only be able to decline an outing if there are suitable
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alternative arrangements for supervision available in Walbrook.
House outings, as well as heightening cultural awareness, create fantastic social opportunities, as well as the opportunity for a well-deserved break from the School site. Some outings may incur an additional cost which can be added to your School fees invoice.
PETS
Pupils are not permitted to bring pets into school.
POCKET MONEY
PARCELS
Pupils are likely to receive parcels from time to time, and these are delivered to Walbrook. We may ask pupils to open parcels in front of a member of staff to ensure that products coming in are safe and suitable for this environment. Deliveries for boarders should be addressed to Walbrook and boarders are not permitted to request delivery for collection in other locations.
PARENTS
We welcome parent visits to Walbrook. Please do let us know you are coming so that we can be here to welcome you. Please sign in as per the protocol for visitors, and please do not visit your son or daughter’s bedroom without prior permission from the staff member on duty. You will appreciate that the pods and rooms are the homes for several pupils, not only your own, and we must protect the sanctity and security of their private space.
There is no set amount, but we request that pupils do not keep more than £50 cash in Walbrook. It is strongly recommended that students open a bank account in the UK as this negates the need for large amounts of cash to be brought into school. Students have a small lockable cupboard for cash and valuables.
Boarding Staff can be authorised to issue pocket money; especially for more junior students, however we do encourage students to manage their own finances.
POLICIES
Further information on many boarding issues, including safeguarding, guardianship, medical information and trips can be on our website: www.freemens.org/policies
POSTERS AND PICTURES
You can put up posters / photographs to personalise your area with suitable images. Posters may only be fixed to the pin boards provided, and are not to be fixed to walls. The Head of Boarding’s definition of ‘suitable’ is final.
Photographs of house events will be posted in the
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social areas of the Boarding House and pupils are encouraged to share any photographs showing the boarding experience.
PREP
Prep is another word for ‘homework’ and is short for ‘preparation’. Teachers will set prep tasks at various times during the week, which may consolidate and / or extend the work covered in class. Boarders sit down for a prep session each weekday evening at 7.00pm. This is an important time and must not be wasted.
To ensure a studious atmosphere, there should be NO TALKING, NO NOISE and NO MOVEMENT. Music is permissible during prep, but ear-phones must be worn so that others are not disturbed. Phone calls are not allowed during prep time and we ask for the support of the parents in this matter to ensure that pupils are not telephoning home between 7.00pm and 8.30pm each day. It is possible on occasion that some pupils will finish their set prep before their prep time ends. However, the rules for prep time still apply and pupils should read or otherwise extend their knowledge until the prep session is finished. It is likely that there will also be days when a pupil has not finished their prep by the end of prep time. It is the individual responsibility of the pupil to ensure that prep is completed by the hand-in date. This may mean working later in the evening, sacrificing activities and kitchen time.
RECREATION
The use of the Sports Hall and Fitness Centre is encouraged. Both activities are under the supervision of appropriately qualified House Staff. The Music Practice Rooms, Tennis Courts and the grounds in general may be used with the permission of House Staff when weather and hours of daylight permit. Outings and other activities may also be planned from time to time. Many students prefer the option of having some time to themselves, but where there is a demand for an activity, House Staff are happy to arrange an outing or activity for them.
REGISTRATION (PASSPORT)
Non-British / EU passport holders will be required to register at the Police station within seven days of your entry date into the UK. They will require the name of the airport or other port of entry. The Walbrook and Admissions staff will assist you with the necessary documents and take you to the Police station when required. Please also see Confirmation of Academic Study (CAS) on Page 22
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RESILIENCE
We do recognise that some pupils are spending time in a boarding or senior school environment for the first time. There are times in the first term or at really busy work times of the year when they might appear to be homesick or unduly stressed. The boarding staff are experienced at recognising these times of the year and we can reassure you that this is normal, and that pupils come through these periods with support from house staff, parents, teachers and friends. Pupils are taught that it is okay to have bad days sometimes. The boarding experience is like no other in preparing young people to cope with difficult situations, and they will learn a number of strategies to develop resilience. If there is something we are not aware of with your child’s happiness, please let us know and we do our best to support them in the appropriate way.
ROLL CALLS
These take place in either the Dining Hall or in The Hub, at the times set out in the timetable and on the House Notice Board. These are compulsory and essential, as important notices are given at these times. Pupils must arrive on time, as the activities after roll call must not be delayed, and it is impolite to keep the rest of the house waiting.
ROOM CHECKS AND CLEANING
It is important that all boarders maintain an adequate level of tidiness to allow cleaners to do their job properly. Walbrook staff will inspect rooms during the course of a day, and will reprimand anyone leaving their room in an untidy state. The cleaners are only able to do their job properly if the floors and desk space are tidy. Sunday evening is a good time for pupils to tidy their rooms whilst preparing themselves for the week ahead.
ROOM MOVEMENTS
The Boarding house will be used outside of term time and as such pupils will be required to pack up their belongings at the end of each term. Belongings will be kept safely onsite by the school.
ROOM SEARCHES
A pupils’ room is a private space but there may be times when it is necessary and appropriate for staff to search a room. These times might include when there is a suspicion that a pupil is harbouring cigarettes, alcohol, drugs or other illegal substances, or when there has been a suspected theft in the Boarding House. The procedures for a room search are set out in the Appendix at the end of the Handbook.
RULES
During the day the same code of discipline applies to all students. Copies of the Code of Conduct and School Rules are given to all students as they join the School as well as to their parents. The School welcomes parental support in upholding its Code of Conduct. It is important that parents and students both read the rules carefully and become familiar with them.
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SAFETY AND SECURITY
Walbrook is regularly inspected by ISI and Fire Safety Officers and there are regular fire drills which form part of an active Health and Safety programme. All visitors must report to House Staff before admission to Walbrook. The residential areas of the House are private to the residents and this should be respected. At key times during the day, when many people are coming in and out, the doors will be open. At other times, pupils may need to ring the buzzer for access. This ensures that those inside remain safe from intruders, and that staff can monitor access. At no time should a pupil let a stranger into the house. The main public areas of the House are covered by CCTV. Please also see ‘Day Pupils’ on Page 8 and ‘Visitors’ on Page 21
SANCTIONS
Although no staff member enjoys issuing sanctions, from time to time it may be necessary in order to uphold the School or House rules, which are designed to keep pupils happy and safe. Any pupils breaking a School rule should expect to receive an appropriate sanction, and pupils who persistently fail to meet expected standards, either academically, socially or behaviourally, should also expect to receive a sanction. Sanctions are designed to remind pupils of acceptable behaviours and deter others from committing offences. If any pupil believes they have received an unfair or unreasonable sanction, they are able to discuss this with the Head of Boarding, or their tutors.
and ironed. Pupils should familiarise themselves with the School rules regarding uniform. Anyone not meeting this criteria may be sent back to their rooms to change.
SECURITY OF PERSONAL ITEMS
All boarders have a lockable drawer in their rooms. This should be used for all items that might be lost, stolen or damaged.
SHOES
Shoes are valuable items, and at school it is necessary to take good care of them. Shoes should always be named CLEARLY in an OBVIOUS place, so if they are lost, they can be easily returned. Unfortunately shoes often become dirty and smelly. For this reason, there is an equipment room in the House in which dirty and smelly shoes can be stored. Walbrook staff will remove any shoes from rooms if they are thought to be the source of a bad smell.
SIGNING IN AND OUT
It is very important, and a legal requirement, that we know the whereabouts of all boarders at all times. We use a digital signing in and out system (Orah) to enable this to happen. When the pupils leave the house to go to School in the morning they are automatically signed out. When they return to the house, they must sign in again.
If a pupil is then going out again for an evening activity, lesson, fixture or any other activity, they must sign out appropriately, indicating their whereabouts should we need to find them for any reason. This is particularly important at weekends.
SCHOOL UNIFORM
School uniform should be treated carefully and hung up on a hanger in the wardrobe when it is not being worn. Uniform must always be worn correctly, be of an appropriate size, and be clean
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SMOKING
Smoking in school at any time, in any building, area within the school grounds, and when traveling to and from school, is strictly prohibited and there exists a system of sanctions to considerably reduce the freedom of any offenders. This prohibition extends to the use of e-cigarettes and any vapourising device.
STAFF
The Walbrook staff are listed at the beginning of this Handbook. They are here to keep the pupils safe and happy, and to offer pastoral and academic support where needed.
There will always be a minimum of two staff members on duty at any time. These may be either male or female. Staff will be an active presence in the Boarding House, visiting rooms and engaging with pupils throughout the afternoon, evening and at weekends. It is therefore important that pupils are in an appropriate state of dress, and lock their rooms when changing, to avoid embarrassment.
TAKEAWAY FOOD
Boarders are permitted to order takeaway food on a Friday night, Saturday or Sunday only. Takeaways are not permitted during the week. Walbrook staff may ask boarders to open takeaway boxes in front of them so that we can check that the products coming in are suitable and safe.
TAXI / TRAVEL
Ashtead Taxis (01372 271271), Leatherhead Taxis (01372 370307) and Mole Valley Taxis (01372 278599) provide local taxi services and have all been vetted by the School. They are also happy to collect and take students to and from the main London Airports from approximately £40. Students can travel to Epsom by bus or train and to London by train from Ashtead or Epsom. A ticket to London costs about £9. It is worth getting a Young Person’s Railcard for cheaper fares. Visit www.16-25railcard.co.uk for more information.
TERM DATES
These are published in advance on our website and parents should note that students are not permitted to leave earlier than the specified dates. Lessons continue until the very last day of every term and there are many corporate school events held at this time. It is important that all students are able to take part in these events.
TOWN LEAVE
Ashtead, a ten minute walk, is a small village with a few shops, restaurants and a post office. Epsom, a ten minute bus ride away, is larger than Ashtead and has a small shopping centre, high street shops, banks, restaurants and a cinema. Guildford, a 30 minute train journey, is a bigger town to the south with banks, more shops and restaurants.
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London is 40 minutes by train. Ashtead train station is 20 minutes walk or a five minute taxi ride from school. Pupils may visit Ashtead after School commitments during the week and at the weekend. Permission does not need to be sought, but pupils must sign out in the Boarding House and should return in time for roll call at 5.55pm. Pupils may also visit Epsom or Leatherhead for private shopping on Saturday or Sunday afternoons when they have no other commitments. This is regarded as a privilege and is granted after consultation with the Head of Boarding. Permission is not automatic and the number of occasions per term when it will be given is dependent on progress with their work and behaviour. Pupils must ensure that the member of staff on duty is aware of their whereabouts and must sign in and out using the book in the lobby of the Boarding House. Please also see ‘London’ on Page 14.
TOWN LEAVE EXEATS
At weekends, boarders are able to visit Epsom, Leatherhead, Guildford and London (with special permission). In the interests of safety, they must apply for leave for these visits in advance. Ifa boarder wishes to go anywhere other than Ashtead Village during their free time, they must complete an exeat form, which can be found on the FreeLearning site. They must not travel alone, must specify their travel arrangements and must return before the next roll call. Boarders should wait for their form to be approved before they leave the house. If return is delayed for any reason, they should contact Walbrook using the duty staff mobile.
TRUNK ROOM
Students have a place where they can leave their suitcases during the term. These rooms can be found underneath staircases in each wing of the house. During the longer holidays, students’ belongings must be packed into boxes and put into storage and their rooms vacated. They need to remove all their belongings when they leave the school, as the school has no long-term storage space.
TUCK/SNACKS
All students must keep snacks and food within their lockable locker located in the kitchen space. The Boarding House provides students with tuck twice a week, such as bread, cereal, chocolate bars, crisps, juice and tea.
TUTOR GROUPS
Throughout the Upper School and Sixth Form, pupils are placed in Tutor groups based on the house which they are assigned. Each group will have between 12-14 pupils in it.
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VISITORS
Visitors are welcome in the Walbrook and should sign in using the visitors book. The pupil should meet their visitor in the lobby of the Boarding House and accompany them throughout their stay. A pupil must never admit a stranger into the Boarding House.
WAKE UP
Pupils are encouraged to develop independence in being able to wake themselves up and ensure that they are prepared to start the school day. Every room is issued with an alarm clock and boarders are expected to get up, dress and present themselves to a member of staff at breakfast before 8.15am each weekday morning. Pupils who regularly struggle to be ready by this time may find themselves being woken earlier.
WELCOME
Every effort is made, particularly in the case of young or first-time Boarders, to ensure that they settle happily. Boarding Staff are very quick to spot the signs of homesickness and deal with it promptly and caringly. All new students will be helped to settle in quickly into Walbrook and procedures and support systems will be clearly explained. There is a specific induction programme for new boarders, run by current boarders and staff including activities and a whole house orientation trip to London.
WHY BOARD?
Boarding is the most wonderful experience; a semi-permanent sleep-over with your friends, an opportunity to live away from home, gaining all the experiences of university and adult life under one very safe roof. It is well known that boarders learn to be extremely sociable, able to get on with anyone, and develop a confidence and maturity that others may lack at school age. Boarders become independent, able to look after themselves domestically and academically.
Living on the School site means access not only to the learning environment but to the Music School, Sports Centre, Swimming Pool and beautiful grounds seven days a week. What’s not to love?
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