BUTTERCUP PRIMARY SCHOOL
VISITORS IN SCHOOL POLICY AND PROCEDURES ‎INCLUDING SITE SECURITY

Please note that this policy should be read and reviewed in conjunction with ‎the school’s Safeguarding and Child Protection policies and guidelines.‎

Buttercup Primary School welcomes visitors from the local community and outside ‎agencies to promote learning and well-being through their experience and expertise. ‎As a school we aim to provide our pupils with a broad, balanced and enriched ‎curriculum. We see the inclusion of visitors’ input into the school’s curriculum as one ‎means of ensuring that we meet this aim. This enables our pupils to question and ‎learn from people from various walks of life and disciplines which allows our pupils to ‎gain a wider view of the world and gain insight into the lives of other people. We ‎recognise the valuable contribution this makes to children’s learning and life ‎experiences.‎

VETTING PROCEDURES

The following vetting procedures are implemented to ensure the safety and security ‎of all pupils, staff, volunteers and visitors. These procedures have been carefully ‎designed to ensure school forges effective partnerships with visitors who can ‎contribute to the welfare, well-being and learning of the whole school community.‎

VOLUNTEERS

The school supports parents/carers and other adults who wish to work as volunteers. ‎There are two main ways of helping:‎

 Occasional support for school events, visits or trips. This is where ‎parents/volunteers commit to supporting an individual event. This is classed ‎as an infrequent contact and does not require an enhanced Criminal Records ‎Bureau (CRB) check, and permission to undertake this role is at the discretion ‎of the headteacher. However, where trips involve more frequent contact, e.g. ‎residential trips, an enhanced CRB check will be a mandatory requirement.‎

 Regular support in school. This is when parents/carers or other adults offer ‎regular support to the school for a period of time. This commitment will be ‎discussed with a member of the school’s Senior Leadership Team and ‎mutually agreed duties will be defined. All regular volunteers who support ‎school will have an induction briefing to ensure they are aware of school’s key ‎policies and procedures. They will not have unsupervised contact with pupils ‎and will be fully supported by suitably qualified members of staff. All ‎volunteers will be required to undertake an enhanced CRB check prior to ‎commencement of their work in school. Details of the CRB check will be kept ‎on the school’s Single Central Record (SCR). The cost of the CRB check will ‎be met by school.‎

WORK EXPERIENCE AND TRAINING PLACEMENTS

The school offers work experience placements for adults in childcare and teacher ‎training as well as young people wishing to have work experience in a school setting. ‎In such cases the vetting is carried out by the applicant’s host agency or place of ‎study and a formal statement, together with the student’s CRB clearance information, ‎will be provided to school prior to commencement of their placement. This ‎information will be held on the school’s SCR until the end of their placement. Where a ‎student is at secondary school a statement of assurance as to their suitability will be ‎obtained from their school. Whilst these measures are strictly adhered to we wish to ‎assure all volunteers of our commitment to supporting their learning experience and ‎stress that we value their contribution.‎

CONTRACTORS

Where possible, maintenance work carried out on the school site will be outside of ‎pupil access hours. However, there are times when this is not possible. In such ‎cases delivery staff, maintenance engineers and contractors may access and carry ‎out routine and emergency work on the school site. These visitors are required to ‎meet the school’s safeguarding requirements which consist of the following ‎procedures:‎

 All contractors are required to sign and date the visitors log book.‎

 They will be requested to present photographic identification related to their ‎employment. In cases where this is not possible a telephone call check will be ‎made with the relevant employer before entry is permitted.‎

 A school visitor badge will be issued and prominently worn. This is to assure ‎all school staff that contractors have completed the above procedures and are ‎known to be on site. Where a contractor does not display their school visitor ‎badge they can expect to be politely challenged by our staff who are vigilant in ‎ensuring the above procedures are adhered to. Pupils are also encouraged to ‎report to a member of school staff any visitor they encounter on site without a ‎school visitor badge.‎

 In some special circumstances contractors may be required to have CRB ‎verification in place, e.g.:‎

Where contractors, during on-going building work, will be regularly ‎working in close proximity to play areas or internal areas where pupils ‎are present.‎

Where the nature of the contractor’s works means they will have ‎access to sensitive nature, e.g. computer maintenance/management ‎information service companies.‎

In such cases, school will not carry out the CRB checks. Before work commences ‎the contractors will be required to supply their employees’ CRB numbers and dates of ‎clearance. Such contractors are not required to present their employees’ CRB ‎certificates due to the risk associated with potential loss or misuse by others. This is ‎in line with government guidelines.‎

Visiting staff from the Local Authority, private companies that have Service Level ‎Agreements with school do not have to comply with the aforementioned vetting ‎procedures as their organisations have issued a statement of assurance to the school. ‎These statements assure school that enhanced CRB checks have been carried out ‎on all staff who visit school. If these staff will be working directly with pupils for two or ‎more days a week or four times within any one month their details will be recorded on ‎the SCR. The only fields to be populated will be the visiting staff’s name, CRB ‎number and their organisation name.‎

Infrequent visitors such as artists, authors and theatre companies are fully supervised ‎at all times and will not be required to submit CRB verification, in line with government ‎guidelines. However, they will still be informed that they will need to provide ID ‎evidence when visiting the school. ‎

Specific guidance for members of staff organising visits from external ‎agencies:‎

The following procedures should be followed by all school staff involved in organising ‎visits from external agencies and speakers:‎

 Prior to the visit, discuss with the visitor how their session will add value to the ‎pupils’ learning experience.‎
 Ensure the visitor/external agency learning outcomes complement school’s ‎planned programmes or schemes of work and are in line with school policies.‎
 Be confident that the visitor/external agency has the required expertise in the ‎subject they are delivering together with the necessary experience and skills to ‎deliver sessions that are age appropriate and factually accurate.‎
 Discuss and agree the aims/desired learning outcomes of the session, ‎professional boundaries, including responsibility for classroom discipline.‎
 Inform each visitor/external agency of all information to ensure the inclusion of ‎all pupils. This may include the age and gender ratio of students, background, ‎ethnicity and culture of students and special education needs (if applicable).‎
 Provide each visitor with a named school contact.‎
 Ensure the activity meets Health and Safety guidelines. If appropriate carry ‎out a risk assessment of the activity/session.‎
 Staff must ensure such visitors are aware of the school’s safeguarding ‎procedures and allow access to such policies as Child Protection, ‎Safeguarding, Risk Assessments.‎
 All staff must inform the relevant school staff of the intended visit and remit of ‎the visitor, e.g. headteacher, office staff.‎
 Organise, meet and greet arrangements and classroom/assembly layout.‎
 Ensure the relevant staff members, e.g. class teacher, is present during the ‎session as they are responsible for class discipline, monitoring and evaluation.‎
 Ensure the students are given time to reflect on what they have learned.‎

The school contact will be responsible for ensuring the visitor/external agency is ‎thanked for their contribution and, where applicable, ensure the Finance Officer is ‎aware that fees are to be paid. Invoice will need to be provided for payment to be ‎made. ‎

SITE SECURITY FOR VISITORS TO SCHOOL

To ensure the school site remains safe and secure during pupil access hours ‎the following rules will apply:‎

 Pedestrian access to the school site between pupil access times ‎‎(08:30 – 15:45) will be restricted. The access doors are locked and ‎entry will be by intercom to the main office

 All external doors to the school premises are locked. Entry to the ‎school premises is through the main school entrance where the ‎following will apply.‎

 Visitors will be asked to identify themselves and will be asked who ‎they are visiting. Admin reception staff will have already been ‎informed of visitors to school. ‎

 ALL visitors are required to sign and date the visitor’s book and a time ‎sensitive visitors badge will be issued. This badge must be ‎prominently worn.‎

 If a visitor fails to wear a visitor’s badge or enters school without being ‎signed in at the main school office then this will result in them being ‎politely challenged by staff that are vigilant in the school’s ‎safeguarding procedures.‎

 ALL visitors must ensure that they sign out and return their badges to ‎a member of the admin reception staff before leaving the school ‎premises.‎