Volunteer Tutor Handbook
School of Skills for Life ESOL, Literacy and Numeracy
Volunteer Tutor Handbook Contents Why Volunteer? Communication The Matching Process Guidelines for Volunteers Assisting in a Class Documentation Record of Work form Sample Record of Work form Volunteer College Partnership Agreement End of Year evaluation form Volunteer Job Responsibility Profile College Documentation
p.2 p.3 p.4 p.5 p.6 p7 p8 p9 p 10 p11 - 12 p13 onwards
Jane Kessler Volunteer Co-ordinator School of Skills for Life Barnet College Grahame Park Way London NW9 5RA Telephone 0208 266 4394 E-mail: jane.kessler@barnet.ac.uk
Why Volunteer? During the last academic year alone over 60 volunteers successfully supported students in the Skills for Life Department at Barnet College. Skills for Life tutors have a lot of demands on their time and effort: mixed levels, tutorials, students with a literacy level lower than the majority of the class to name but a few. A Volunteer Tutor can help students to improve their language, literacy and numeracy skills, achieve more and progress to higher levels or into work. The students, tutors and volunteers have the opportunity to work together as a team to impact positively on each other‟s lives. The volunteer tutors are greatly appreciated by the staff and students at Barnet College. This support is invaluable to the motivation of the students we serve. Roles and Responsibilities What can you expect from us? Help with finding a Barnet College Volunteer Tutor placement that suits your availability and interest. Liaison between you and staff if and when necessary. Termly meetings and workshops with other volunteers. A termly newsletter updating you on volunteer issues at the College. A chance for you to provide feedback on your experience by filling in an evaluation form if you wish. What can we expect from Volunteer Tutors? The ability to work alongside tutors. Good literacy and communication skills. A regular commitment of at least six months. A time commitment of at least two hours per week. Information about any change to your contact details over the year.
Communication Contacting the Co-ordinator You can phone or email Jane at any time. If she is not at her desk, she will be teaching or in meetings but will get back to you as soon as she can. Jane also checks her emails on a daily basis. You are welcome to come in and see Jane at Grahame Park. Please phone first to make an appointment.
Contacting the tutors Please exchange phone numbers with the tutor you are working alongside. You may also find it helpful to exchange email addresses. There can be timetable changes or alterations to the usual schedule due to illness, College trips or exams and so it is best if you keep in close contact with each other throughout the year. If you cannot come in for some reason, please let the tutor know as soon as possible as the lesson will have been planned with your help in mind and the tutor may need to re-plan if you cannot attend. Your number will be subject to our data protection commitment.
The Matching Process How do I know where to volunteer and what happens next? 1. The Co-ordinator will send you a placement sheet at the beginning of the academic year asking you what days and times you are available, which site you would like to work at and what type of work you are interested in. Obviously the more flexible you can be, the easier it will be to find you a class. 2. Return the placement sheet as soon as possible. 3. Wait for the Co-ordinator to contact you with tutor requests for the times and venues you are interested in. 4. Choose from the placements you are offered. 5. Wait for the tutor to contact you. If she has not contacted you within a couple of weeks, contact the Co-ordinator to ask about it. 6. Meet the tutor before the class to find out more information about the students and to fill in the Volunteer College Partnership Agreement. 7. Exchange phone numbers and email addresses with the tutor. 8. Start your placement. 9. Complete your Record of Work form and give it to your tutor at the end of each term. Whilst every effort is made on your behalf to find you a suitable placement, we cannot guarantee you volunteer work. The amount of tutor requests that we receive dictates the placements we have. We will wait for suitable classes that match days and times you have expressed an interest in before contacting you. However if you wish to contact us in the meantime or your details have changed, please feel free to do so.
Guidelines for Volunteers Assisting in a Class There is often quite a wide range of ability within the same class for a variety of reasons. Therefore the services of the Volunteer can be a great asset to the tutor but more importantly to the students. You can help in a number of ways and the tutor may ask you to work with one particular student, a small group of students or to “float” around the class, assisting whoever requests help. However you end up helping, please bear the following guidelines in mind: Avoid contradicting or interrupting the tutor while s/he is teaching. If you wish to discuss any aspect of the class with the tutor, s/he will most likely be happy to do so at any arranged time. If you are working with an individual or small group of students in the same class, please try to be quiet when the tutor is addressing the rest of the class. Do try to be punctual and make every effort to let the tutor know as soon as possible if you are unable to attend a particular session. S/he may have planned activities which require your presence and may have to alter the lesson plan accordingly. Students at all levels appreciate encouragement and positive feedback. Please be generous with your praise! Do speak to the tutor or Co-ordinator if you have any qualms or queries. We hope you will enjoy the class.
Documentation Volunteer Record of Work forms We need to be able to evidence the work that is done by all volunteers at the College so that the tutors and Volunteer Co-ordinator has an overview of the support that is offered and can show this to inspectors. We would therefore be very grateful if you could help us to compile a realistic picture of the provision we offer as a College by completing the Record of Work forms each term. There is one in this handbook and you can ask the tutor if you can photocopy it. They are also emailed to you every term. A sample Record of Work is also enclosed to give you an idea of what to write. Volunteer College Partnership Agreement You will be asked to sign a copy of this with the tutor when you start your placement. This is to make sure both of you are reminded of the role and responsibilities of the volunteer. Another copy is enclosed in this handbook. End of Year Evaluation You will receive an end-of-year evaluation form to enable us to make alterations and improvements to the Volunteer Scheme for the following year. Volunteer Job Responsibility Profile You were given this when you started at the College. Another copy is enclosed in this handbook. Staff Code of Conduct All members of staff have to follow the College Code of Conduct and Safeguarding Procedure. These documents are enclosed. Donâ€&#x;t forget, you are welcome to contact me at any time if you have any questions or problems.
VOLUNTEER TUTOR SCHEME RECORD Volunteer‟s Name ……………………… Name……………………………….
VOLUNTEER Tutor‟s
WEEK 1 LESSON
How I contributed
WEEK 2 LESSON
How I contributed
WEEK 3 LESSON
How I contributed
WEEK 4 LESSON
How I contributed
WEEK 5 LESSON
How I contributed
WEEK 6 LESSON
How I contributed
At the end of term or when completed, please return this form to the tutor for their Record of Work book.
VOLUNTEER TUTOR SCHEME SAMPLE VOLUNTEER RECORD Volunteer‟s Name ……………………………………………….. Tutor‟s Name Jane Kessler WEEK 1 LESSON Asking and answering questions Reading jumbled sentences WEEK 2 LESSON Reading and writing numbers Filling in a questionnaire WEEK 3 LESSON Alphabet work Singing alphabet song Small group work and class activities WEEK 4 LESSON Everyday activities Matching pictures and words Matching words and sentences
WEEK 5 LESSON Spelling test Email about myself
WEEK 6 LESSON Shopping Matching objects to names of foods Complete dialogue in a shop Role play
How I contributed Supervised Shukri and Fauzia with diagnostic Reading and Writing tests (new students). Helped Rayna who had problems with spelling. Went round class as directed by Jane.
Went round class helping supervise. Fauzia had problems with spelling her surname so worked with her.
Jane divided class into groups of 3. I worked with Biana, Fatma and Fariba who needed extra support with reading. Biana has problems with personal pronouns (I/she; my/her) Fatma has some difficulty understanding, we had to ask her friend also from Afghanistan to translate.
Went round checking that spellings had been corrected accurately. Fauzia has problems copying from the board. She cannot see very well. Mentioned this to Jane. Supported Biana who needed help with her answer. She seemed to need more help than last week.
Helped students copy from board. Helped with pronunciation – Miu found the “r” difficult. Performed role play with Jane to show students how to do the task.
VOLUNTEER COLLEGE PARTNERSHIP AGREEMENT The partnership between the class tutor and the volunteer will work effectively to benefit the learners and promote value added learning. It is important that both the tutor and the volunteer read and agree to the following points. A copy is to be returned to the Volunteer Co-ordinator within two weeks. 1. The tutor needs to exchange telephone numbers and email addresses with the volunteer so that both can be contacted outside college hours. 2. The tutor needs to let the volunteer know if the class is cancelled/the volunteer is not needed and the volunteer needs to let the tutor know if he/she is unable to attend the class. 3. The tutor should go through the class profile or the profile of the student with the volunteer. 4. The tutor and volunteer should spend time discussing the lesson. 5. It is the tutor‟s responsibility to maintain discipline and order in the classroom. 6. The tutor and the volunteer are to review the Volunteer/Tutor Partnership termly. 7. All staff including volunteers are expected to display their identity swipe card so that the photo can be seen at all times, show it when asked and never to allow it to be used by another person. 8. The volunteer is not to solicit for private tuition or use College materials for his/her own use. 9. The volunteer is required to complete a log of the work that they are doing in the class – a copy of this is to go to the tutor for their Record of Work Book. 10.The volunteer needs to understand the College Health and Safety regulations, and pay attention at all times to their own and other peoples‟ health and safety. 11.The volunteer is sent a termly newsletter, invited to social and training events and evaluation forms to fill in. It is hoped that you will participate in this. 12.if there are any issues which cannot be resolved, please contact the Volunteer Co-ordinator on extension 4394 or by email: Jane.Kessler@barnet.ac.uk. Extra comments: Signed: Tutor: Date
Volunteer:
BARNET COLLEGE JOB RESPONSIBILITY PROFILE POST TITLE:
Volunteer in School of Skills for Life
POST REFERENCE: SALARY:
Not Applicable
HOURS:
Minimum of one per week during term time – days and times as requested by yourself and matched with tutor requests. This must be for a minimum of six months.
LOCATION:
Any Barnet College site – as requested by yourself and matched with tutor requests.
RESPONSIBLE TO:
Volunteer Co-ordinator (School of Skills for Life)
PURPOSE OF POST: To provide additional support to students to help them to improve their language, literacy and numeracy skills, achieve more and progress to higher levels or into work. The students, teachers and volunteer tutors have the opportunity to work together as a team to impact positively on each other’s lives. Volunteer Tutors are greatly appreciated by the staff and students at Barnet College. This support is invaluable to the motivation of the students we serve.
CORE RESPONSIBILITIES (Designated by the Tutor): 1.
To work with an individual student to help them keep up with the lesson.
2.
To work with an individual student on separate work to develop their skills.
3.
To work with a specific group of students working at a higher or lower level than the rest of the class.
4.
To supervise the class on extension work/practice prepared by the tutor.
5.
To assist with role play/dramatisation/dialogue, where a two way conversation is required.
6.
To discuss any queries or issues with your designated tutor or the Volunteer Coordinator.
7.
To ensure that you contact the tutor if you are unavailable for a session.
8.
To provide details about any change to your contact details or emergency contact details over the year.
9.
To implement College policies and procedures.
PERSON SPECIFICATION QUALIFICATIONS AND EXPERIENCE: 1.
Experience of ESOL (eg Level 2 ESOL students) and/or
2.
CELTA, PTLLS or equivalent qualification and/or
3.
Completed the ESOL Volunteer Training Course and/or
4.
Be a retired teacher with language, numeracy or ICT background.
SKILLS AND ABILITIES
1.
Interpersonal skills and a friendly manner are essential.
2.
A tactful and sympathetic approach with colleagues and students.
3.
The ability to work with initiative and flexibility.
4.
The ability to work within and implement the Collegeâ€&#x;s Equal Opportunities Policy is essential.
Barnet College Code of Conduct 1. Introduction 1.1 Our mission is to provide high quality education and training for economic and social well being. We achieve this through the loyalty, professionalism and hard work of our staff, putting service users first, striving for further improvement and by promoting and applying the values set out in the College Value Statement.
1.2 We value each person’s contribution; we will invest in our staff and give positive support; we will treat our staff with respect.
1.3 In turn we expect our staff to demonstrate the highest standards of conduct; being helpful and professional; working hard as part of the College team, with commitment, trust, fairness and openness at all times. 1.4
This Code covers all staff, including agency staff and casual staff.
2. Purpose of this Code 2.1 This Code of Conduct will help us all fulfil our aims and clarifies expectations. It sets a positive framework that openly and clearly sets out expected standards of conduct and behaviour. The general rule is that we should all behave in a way that enhances and protects the reputation of Barnet College. 2.2 The Code cannot cover every area of working life. It is therefore important to see it as a set of principles to apply in every situation at work or at work related events. The Code should be read in conjunction with other corporate standards of conduct including the following, found on the MLE: The College Value Statement The Equal Opportunities Policy Race Equality Policy Disability Statement Barnet College Safeguarding Children, Young People and Vulnerable Adults Policy Alcohol and Drug Misuse Policy The Health and Safety Policy Staff IT Procedures Manual, including the Internet and Electronic Communication – Acceptable User Policy 2.3 It is important that we all read and understand the Code. If any employee is not clear about any part they should discuss it with their manager. If any behaviour falls below the standards in this Code action would normally be taken under the College Disciplinary Procedure. 2.4 The Code will be revised and updated from time to time for example in response external initiatives affecting the further education sector; to reflect changes in law; best practice or in the way in which Barnet College conducts its business.
3. Recruiting 3.1 The College is committed to a fair and open approach to recruitment. Appointments are made without bias, on the basis of the candidate‟s ability and suitability for the job. It is therefore important that we all: Follow the College Recruitment and Selection policy, available on the MLE, at all times, appointing on merit and ability to do the job and not for any other reason Are open and honest and provide complete and accurate information on any application form and at interview Disclose if we are a friend, partner, associate or relative of a member of the recruitment panel or of a candidate applying for a job within the College Disclose if we have any criminal offence when applying for a post that is exempt / excluded from the provisions of the Rehabilitation Act. If the post being applied for is not exempt / excluded employees must disclose any criminal offence for which they have been convicted unless not required to do so under the terms of this Act. See the College Recruitment of ExOffenders Policy on the MLE. Apply the principles of the College Safeguarding Children, Young People and Vulnerable Adults Policy in relation to recruitment Not give a job reference to any employer on behalf of the College, or in our capacity within the College, without consulting the HR Team 4. Working with others, including staff, managers, learners, external parties 4.1 We should always follow the College Values Statement in relation to respecting each other and our Equal Opportunities Policy. In particular we should all: Treat everyone with dignity and respect Recognise, acknowledge and celebrate difference Oppose all forms of harassment, bullying or prejudice in respect of gender, age, ethnic, national or social origin, religion or belief, sexual orientation, language, disability, political opinion, social or economic condition Avoid any behaviour which could be intimidating or excluding for others or bullying or harassing and follow the College Dignity at Work policy Acknowledge the right of others to, within the law, express different views and opinions Be considerate of the feelings of others and seek to recognise their needs Be aware of the power of communication and seek to use it respectfully – avoid using words in oral, written or electronic communication which are unnecessarily aggressive, offensive, over personalised or intimidating Avoid injuring others, their property or reputation Abide by the standards on Relationships at Work found at Appendix A.
5. Working with your manager 5.1 We should mutually value and respect each other and build good working relationships. As part of this process managers should apply the principles of the College Value Statement in particular to: Ensure that all members of staff are clear about the roles and standard of work expected of them Give clear and constructive feedback on staff performance
Ensure that professional and personal development is supported and encouraged Be accessible to staff and provide clear and effective leadership Encourage a healthy work life balance Foster a listening culture Encourage staff to contribute ideas for innovation, improvements and modernisation and progress
5.2 Staff should also follow the principles of the College Value Statement and follow any reasonable instructions that management gives. 5.3 If any member of staff is unclear about any standards or what is expected of them, they should speak to their line manager in the first instance. 6. Working with learners 6.1 The College will ensure that your professional and personal development is supported and encouraged. We should all: Value all learners and apply all the principles of the College Value Statement relating to learners Maintain a commitment to academic excellence Maintain high standards for teaching and learning Treat all students fairly and be aware of the diversity of learning patterns among students Support specific needs identified in relation to disability, age, language and experience Set appropriate professional boundaries and provide a positive role model for learners Promote the welfare of College students and apply the Barnet College Safeguarding Young People and Vulnerable Adults Policy at all times. 6.2 Note that it is an offence, under the Sexual Offences Act 2003, for a person aged over 18 years to have a sexual relationship with a young person aged under 18 years where that person is in a position of trust in respect of that young person, even if the relationship is consensual. This applies irrespective of whether the College employee teaches the young person or not. 6.3
See Appendix A – Relationships at Work, for further information.
7. Working safely 7.1 Whilst the College has primary responsibility for ensuring the health and safety of staff and all others who attend College premises, we should all aim to provide a safe and healthy working environment at all times including: Making sure the working environment is safe for ourselves, colleagues and the people who visit our premises and that no one is put in any danger Co-operating with all health and safety activities, including any training, that are organised to promote health and safety Familiarising ourselves with and following our health and safety policies and procedures at all times Not intentionally or recklessly interfere with, or misuse, anything provided in the interests of health, safety and welfare Following hygiene standards Never smoking on College premises or in any public no smoking areas
Attending any medical examination as required Telling our manager if we are taking any medication that may affect our ability to do our job
Never selling, purchasing or possessing controlled substances (drugs) or drug-related paraphernalia during the course of our work or on College premises Not being under the influence of alcohol when attending work or a work related event and not to drink whilst at work. Staff may however, exceptionally, drink alcohol at any work related social events authorised by management but such consumption must not result in any improper conduct or damage our reputation in any way Following the College incident procedure if suffering an accident or injury or near miss anywhere or at any time while on College business
Reporting any abusive / aggressive or bullying / threatening behaviour experienced by ourselves or those we come into contact with during your work Complying with the sickness absence reporting procedure when sick, including as a result of any injury sustained in the course of work, otherwise we may not be paid Following the advice given if working from home
8. Working hours and attendance 8.1 Lateness and unauthorised absence can cause serious opening problems for the College. They can lead to inefficiency and are an additional burden to colleagues which affects the quality of service to our students. With this in mind we should all: Be on time when we come to work or have work appointments Let our manager know if we are going to be late or off sick Follow College rules on reporting any sickness absence Follow College rules and conditions for all leave schemes including maternity, sickness, flexible working hours, special leave and religious leave Agree in advance with our manager any leave or time off requests and any requests to work additional hours 8.2
Whilst on sickness leave we should: Act sensibly to speed our recovery and return to work Do nothing which is inconsistent with our illness or injury Do nothing which may delay our recovery or worsen our health Get permission from our manager if we intend to travel
9. Working honestly, openly and with accountability 9.1 The College Value Statement, in particular the section ‘Valuing Responsibility and Accountability’, shows us all the ways in which we can demonstrate accountability through professional behaviour; fostering honesty, accountability and integrity and scrupulously observing the principles of social justice. This helps us all deliver high quality services to learners. 9.2 In this context we should all consider how our actions appear to others and always act fairly and impartially. In particular there should not be any grounds for suspicion that our
personal needs or interests or those of our family or friends influence any of our actions or decisions relating to work. The following points help us achieve these objectives: Use College resources with absolute honesty and integrity Respond openly, truthfully and honestly if called upon to give evidence in any College proceedings and fully co-operate with College investigators Never defraud Barnet College or others Never accept a bribe and disclose if anyone tries to bribe you or another employee Never accept a gift that may be construed as a bribe Disclose if you have a friend, partner, associate or relative who provides goods or services to Barnet College (or anyone within the education sector with whom you have work related dealings) so that we can determine whether there is any conflict of interest. See also the Appendix A – Relationships at Work. Disclose if you suspect that any employee may have falsified financial records; engaged in unethical conduct; been involved in a conflict of interest; defrauded or stolen any money or equipment or broken the law – see also Section on Whistleblowing. 9.3 Hospitalities are drinks, meals, entertainment, sporting events, overnight accommodation, travel and holidays offered to employees by corporate or public organisations not by individuals. This section helps us understand how to deal with hospitalities at work so that we do not leave ourselves open to suggestions that we have behaved unprofessionally or dishonestly. Hospitalities: Should not be requested Should be disclosed, where offered, as soon as possible, whether accepted or not May be accepted if they are modest, such as a light lunch, although these should always be disclosed. Other hospitalities may only be accepted with the express permission of line management in advance and should be recorded in the hospitality register Should never be accepted if they are meant to corrupt or influence, or could be seen to corrupt or influence or are against College interests and/or where they are more than a modest value unless line management has given express permission in advance 9.4 These rules do not apply to any snack or refreshments given when visiting other establishments during the course of work. 10. Working within the College environment 10.1 We are located on a number of sites and the College Value Statement ‘Valuing the College Environment’ helps us understand how best to look after our environment and resources. In particular to keep classrooms, offices and common spaces clean and tidy; maintain facilities; encourage the use of green products; avoid wasting resources; be security conscious. 11. Working with our money and property 11.1 Good budget and financial management is critical, especially when our resources are under increasing pressure. Financial rules, regulations and procedures help us all manage our finances efficiently and we should all ensure that we understand the elements that are
relevant to our job, including those relating to personal expenses. 11.2 Documents, forms or records e.g. attendance records, sickness self-certification forms, time sheets, petty-cash forms and overtime forms, help us demonstrate transparency in College budget and financial processes. They should be completed honestly, clearly and accurately and never changed or falsified, particularly for financial gain. 11.3 College property is an important resource that helps us do our job in the best way and helps create a pleasant environment for staff and learners. College property, or that of other organisations we use in the course of work, should therefore be carefully looked after, not damaged or neglected. To help safeguard our resources any losses or damage, no matter how minor, should be immediately reported to the College and a written report prepared if required. If loss or damage is due to an employee’s own negligence the College may hold them liable for any costs incurred in replacing the property. 11.4 When leaving College employment, any College property issued during the course of work, should be returned on or before the employee‟s leaving date or when line management requires. If any property is not returned this may delay the final salary payment. Property including electronic records / information should not be removed from the College nor any electronic records / information forwarded to a personal email address unless line management gives permission. 11.5 Information technology – We have a Staff IT Procedures Manual, including the Internet and Electronic Communication – Acceptable User Policy, which covers hardware and software and helps us all understand how we should use these valuable resources. Everyone should read and apply the manual at all times in order to keep our communications safe, efficient and appropriate. 11.6 Phones – Phones are provided for Barnet College business. Essential personal calls can however be made in line with any rules that are set by line management and should be kept brief. Phone calls cannot be made outside the United Kingdom unless line management agrees but may have to be paid for. Phone calls to premium-rate lines including chat lines are not allowed. 11.7 Franking machines – These are provided for College business only and not to send personal items through the post at any time. 12. Working and the law 12.1 We are all expected to keep within the spirit and letter of the law during our employment at all times to help maintain our reputation and standing within the community and maintain the confidence of our learners. In this respect employees should disclose if they are charged with any offence, including driving offences. The College will then decide, taking account of the employees job and looking at each case on its merits, whether the charge, for example indecent assault or theft, makes the employee unfit to do their job or if the College’s reputation may be damaged as a result. 12.2 If anyone has been convicted of any offence, has been bound over or cautioned they should declare it. However if an employee’s job is not exempt / excluded from the Rehabilitation of Offenders Act 1974 and the offence is spent under this Act they do not have
to tell their manager about any conviction. 12.3 If anyone finds out or thinks that an employee is breaking the law in the course of their work they should disclose this to their manager, again so that we can maintain our reputation with our learners and the community. 12.4 All of us should be familiar with and comply with the law in respect of working with children, young people and vulnerable adults, as set out in the College policy found on the MLE. 13. Working for yourself and other organisations 13.1 We are all expected to act in the best interests of Barnet College at all times so that our learners and the community have confidence in our services. In the context employees should not have another job, or be in any way directly or indirectly engaged or concerned in any other business or undertaking, if there is likely to be a conflict of interest between that job, business or undertaking and the job they carry out at the College, or where the other job, business or undertaking affects the College adversely in any way. 13.2 If anyone does have another job it must not affect their College work or their ability to do their College job. It must not damage our reputation or have a negative effect on the College in any way. 13.3 Any other job, business or undertaking should not be carried out on College premises nor using any College facilities, for example, phones, computers, printers, and photocopiers. Any other job must not be carried out during the hours of College employment, including not carrying out any other work whilst off on sickness leave from the College.
14.
Miscellaneous
14.1 Dress – We all represent the College and as such it is important that we present a positive image of the College so that learners and the community have confidence in our services. We should all dress appropriately during normal working hours and when attending work related events, recognising the diversity of dress amongst different communities. As a general guideline, dress should be clean and smart casual whilst at work except for attendance with external clients / organisations where the following rules apply:  
Men should wear a suit or jacket and smart trousers (tie optional) or smart outfit Women should wear skirts of a suitable length or smart trousers with suitable top or suit or smart dress or outfit
14.2 Certain staff are provided with corporate wear so that they are easily identifiable to learners or the community and it is important that such clothing is smart and presentable. College ID badges should always be worn when in College buildings.
14.3 In general jeans or shorts are not permitted at work. However, there are areas of the business where the wearing of jeans are permissible, e.g. Art & Design; Science and Construction. If anyone is unsure of what to wear, this can be discussed with line management.
14.4 Confidentiality – We all have responsibility to safeguard the College’s information and should not at any time during employment (except if it is part of an employee’s job), or after the termination of employment, use for any purpose (other than the College’s business) or disclose to any person or body, any confidential information obtained during employment. 14.5 „Confidential Information‟ means any information of a confidential nature relating to the College, its learners, employees or its business, finance, transactions or affairs, which belongs to and is of value to the College or in respect of which the College owes an obligation of confidence to a third party. 14.6
We should all therefore take steps to: Know what information the College treats as confidential Know who is entitled to have access to what information Be responsible and professional in using and allowing appropriate access to confidential / sensitive information Comply with the Data Protection Policy found in the MLE
14.7 If anyone is unclear about any aspect of confidentiality this should be raised with line management. 15.
Whistleblowing
15.1 It is important to us all that we work in a professional and safe environment. In this regard the College is committed to stamping out any malpractice, fraud, corruption, harassment and any other actions which are illegal or not in the interests of the College community. If anyone detects or has reason to suspect that colleagues or managers are acting improperly, the College has a reporting process that can be followed without fear of victimisation, discrimination or disadvantage. The process is set out in the Whistleblowing Policy found on the MLE.
16. Gross Misconduct 16.1 All organisations have rules and the law says that it is important that employees know which rules, if breached, may lead to disciplinary action. Gross misconduct is conduct or behaviour which destroys the relationship of trust and confidence between the College and an employee. Examples of gross misconduct are given below. If found, these would normally lead to dismissal. 16.2
Note that these are examples and the list is not exhaustive: Theft or fraud Physical violence or bullying
Deliberate or serious damage to property Falsification of college registers, reports, accounts, expense claims or selfcertification forms Deliberately accessing internet sites containing pornographic, offensive or obscene material Bribery or corruption Refusal to carry out duties or reasonable instructions or to comply with college rules Serious acts of insubordination Causing loss, damage or injury through serious negligence Being under the influence of alcohol or illegal drugs (other than drugs taken solely for medicinal purposes) Violation of the college’s rules and procedures concerning health and safety at work Sexual, racial or other harassment Concealing any serious matter that you should have known to report Failure to carry out a reasonable management instruction
Appendix A Relationships at Work 1. Introduction 1.1 Barnet College recognises that personal relationships may develop and exist within the College or that individuals applying for employment or enrolling may also have a personal relationship with someone at the College. This Policy is intended to protect the interests of all parties in these circumstances and provide guidance in areas where personal and professional relationships overlap. 2. Definitions 2.1 A personal relationship is a relationship / close friendship between an employee and a family member or a friend or partner (business, commercial, financial, romantic or sexual). 2.2 A professional relationship is a working relationship between an employee and another employee including casual / agency staff; or with a manager / supervisor; or with a learner; or with a contractor or consultant; or with a job applicant. 3.
Standards on personal and professional relationships
Relationships between staff and learners 3.1 Learners aged under 18 years – It is an offence, under the Sexual Offences Act 2003, for a person aged over 18 years to have a sexual relationship with a young person aged under 18 years where that person is in a position of trust in respect of that young person, even if the relationship is consensual. This applies irrespective of whether the College employee teaches the young person or not. 3.2 Learners aged over 18 years – The College believes that the professional relationship between a student and a member of staff is based on trust, confidence and dependency which should not be compromised in any way. Also a personal relationship between a member of staff and a student may be perceived by others as leading to favouritism and preferential treatment. With this in mind staff are strongly advised not to enter into a sexual / romantic relationship with a student aged over 18 years for whom they have or may have a responsibility for assessing, supervising, tutoring, teaching, for pastoral care or for whom they are required to provide administrative, technical or professional support. 3.3 Neither should staff enter into any business, commercial, financial or dependency relationship with a learner which could compromise, or could be perceived to compromise, the objectivity and professional standing of the teaching / working relationship. This includes not making financial loans / payments to any student or allowing a student to reside at the staff members home for whatever reason e.g. because they have left the family home due to dispute or abuse however sympathetic the staff member may feel about the learnerâ€&#x;s personal circumstances. Relationships between employee and a manager / supervisor 3.4 The College will not normally permit a manager / supervisor who has a personal relationship or a close friendship with a staff member to play any part in any decisions relating to promotion or appointment or appraisal involving that staff member; any financial
process which could benefit the staff member, including determining salaries, authorising timesheets, overtime or expense claims; any other management activity. 3.5 Any such involvement could advantage or disadvantage the staff member and/or leave the manager open to allegations or concerns from others about favouritism, bias or improper conduct. Relationships between two employees 3.6 Such relationships may be permitted to exist but will be subject to the considerations set out in Section 4 below. Relationship between an employee and an agency worker, contractor or consultant 3.7 The College will not normally permit an employee to hold a position of authority in relation to an agency worker, contractor or consultant where a personal relationship exists or develops between them. Meetings to resolve any potential or actual conflict of interest would normally involve discussion with the agency or contractor as well as the individuals. 3.8 Refer also to the procedures for registering a financial interest, under the Collegeâ€&#x;s Financial Regulations. Relationships with job applicants 3.9 An employee who has a personal relationship / close friendship with a job applicant will not normally be permitted to take any part in the short listing or recruitment process for the job being applied for. 4.
Declarations
4.1 Declarations about relationships should be made confidentially to the following persons: Relationships that develop or exist between staff Head of Department/Director and Head of and learners during a programme of study or a HR relationship between an external job applicant and a learner or a relationship between an external person who wishes to enrol as a learner and a member of staff Relationship between an employee and manager/supervisor
Head of Department/Director
Relationship between two employees
Line manager
Relationship between staff and agency, contractor or consultant
Line manager
4.2 All declarations will be treated confidentially and only shared with relevant parties e.g. the HR Team or other manager on a need to know basis. Managers should always seek advice from the HR Team when any declaration is made.
4.3 The College will respect an individualâ€&#x;s right to privacy. Meetings to discuss declarations will therefore be used for the purpose of ascertaining whether there is a potential or actual conflict of interest not to discuss personal aspects of the relationship. 4.4 Where a potential or actual conflict of interest is established the following options are available, depending on the nature of the conflict: Relationships that develop or exist between staff and learners during a programme of study or relationships between an external job applicant and a learner or relationships between an external person who wishes to enrol as a learner and a member of staff
Consideration of alternative teaching, tutoring or assessment arrangements or transfer of learner or staff member
Relationship between two employees or relationship between staff and agency, contractor or consultant
Consider any adjustment or reallocation of duties; clarification of professional / personal boundaries; different agency placement; transfer of staff member or any other alternatives proposed by the Contractor
Relationship between staff and manager
Consider alternative line manager or transfer of either party
Relationships with job applicants
Removal of the staff member from the recruitment process
Consider declining the application or enrolment
4.5 The College will seek the views of individuals before any decisions are taken and will confirm all decisions in writing. 4.6 Students may seek guidance on the implementation of the policy on a confidential basis from one of designated Safeguarding Officers (a list of officers is obtainable from the Safeguarding Policy). 5. Appeals 5.1 Any employee who is dissatisfied with a decision made under this policy can raise the matter under the College’s Grievance Procedure. Job applicants and agency staff may raise any concerns in writing to the Director of Human resources. Contractors or consultants may raise concerns in writing with the Director of Finance.
Safeguarding
Barnet College and all members of staff including volunteers is committed to following Safeguarding procedures. Please see the link to the College Policy: http://www.barnet.ac.uk/The-College/college-policies2 Safeguarding aims to promote the welfare of learners by protecting them from sexual, physical or emotional harm. The box below shows the difference between safeguarding and child protection
The responsibility for creating safer learning environments is shared by everyone working in the Learning and Skills sector. An open and supportive culture promotes the safety and well-being of all members of the organisation and means that: Learners can thrive and achieve Staff, volunteers and visitors can feel secure Everyone is assured that their welfare is a high priority Organisations’ Obligations Leaders must ensure the following obligations have been fulfilled: There is a comprehensive and effective safeguarding policy in place. There is a designated person for safeguarding There are effective measures for the safer recruitment of staff There are appropriate arrangements for dealing with allegations of misconduct Increased awareness and effective safeguarding policies provide you, your learners and your colleagues with a safer working environment. As part of the
inspection process, you are expected to know how you can safeguard learners and ensure you are familiar with current legislation, procedures and guidance. The other page explains the procedure if you have safeguarding issues at the College.
Safeguarding Children, Young People and Vulnerable Adults Policy Procedure
Appendix 6
Allegation
Concerns
A young person under 18 years or a vulnerable adult makes an allegation to you, alleging abuse by another person, of any age.
You have concerns about a young person under 18 years or a vulnerable adult in the college and are not sure what to do.
Always take an allegation seriously. Do listen supportively, not judging.
Do discuss your concerns with a senior manager/colleague or one of the Designated Safeguarding Officers without necessarily revealing the identity of the young person or vulnerable adult.
Communicate in a way appropriate to the age, understanding and preference of the young person or vulnerable adult.
This can be an important way of understanding further the reasons for your concerns.
Do listen. Your job is to understand what is being alleged. Do say, ‘and what happened next?’ Do not ask leading questions, such as ‘did s/he hit you?’ Do not investigate in any way. This may jeopardise any future police investigation. It is not your job to prove if the allegation is true, but it is your job to report it.
You may decide to refer to Student Services advice workers or counsellors.
If you still have concerns, and consider the young person is a ‘child in need’, or you believe the young person or vulnerable adult is at risk of significant harm – see notes on ‘When to refer’.
Do explain that you are concerned but do not promise confidentiality. Explain that the College has a Safeguarding Policy and that you have to report your concerns. Do say that they will be kept informed of what happens next.
You must report your concern to a Designated Safeguarding Officer within on working day.
Do make notes of what has been told to you, with time and date of conversation, name, age, ethnicity, gender, person with parental responsibility and or primary carer(s), and contact details of young person or vulnerable adult. This report is confidential.
Out of Hours Contact the Duty Principal where you cannot get hold of the Designated Safeguarding Officer.
Contact one of the Designated Safeguarding Officers the same working day. Tell them what has happened and give them a copy of your report. They may want to discuss it further with you.
Danger of Violence In the event of concern about any immediate danger of violence, staff should contact the Duty Principal on their site, and/or security and/or the Police.
Keeping confidentiality; support for you. Only tell the Designated Safeguarding Officer. Do not disclose information which reveals the identity, to any other person who does not need to know. Many people may find this situation difficult and want to talk to someone. You can speak to a College counsellor or talk further to the Designated Safeguarding Officer.
The Designated Safeguarding Officer will then follow the procedure outlined over. Designated Safeguarding Officers Contact Details: Preksha Patel Raj Perera Charleene Davies Suzanne Direk
Ext 4119 Ext 2911 Ext 4358 Ext 5195
GP WS GP WS
Charles Nelson Julie Crabb Susanne Datta
When you cannot contact the above, please report to the Duty Principal ext 2300
Ext 4235 Ext 4018 Ext 4186
GP GP GP