Our Policy – Anselhill Academy

Anselhill Academy

Policies & Procedures

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Policies and Procedures

1. Policy Statement

Anselhill Academy is committed to providing high quality tutoring services to support and enhance student learning outcomes. Our primary objective is to bridge educational gaps through structured and targeted academic support. This tutoring program operates in both in-person and online formats and is delivered by qualified teaching staff. This policy sets out the Academy’s standard procedures and expectations regarding tutoring arrangements, with particular focus on safeguarding, learner privacy, resource use, and professionalism. The purpose of this policy is to ensure that all private tutoring provided by our staff whether to students of Anselhill Academy or external learners is conducted in a manner that is safe, ethical, transparent, and consistent with our core values. We are dedicated to maintaining a supportive, protective, and professional environment for all students, parents, and staff involved in the tutoring programme.

2. Scope

This policy applies to all private tutoring activities delivered under the name or authority of Anselhill Academy, whether conducted in-person or online. It covers:

All teaching staff, regardless of employment status, who provide tutoring services during or outside school hours.

All students and learners receiving tutoring through Anselhill Academy, including enrolled and external students.

All tutoring locations and platforms, including physical settings like homes, libraries, or centers, and online platforms such as Zoom, Google Meet, and Microsoft Teams.

All materials and methods used in tutoring, which must conform to the academy’s approved resources and content policies.

All individuals involved in tutoring must adhere to this policy to uphold Anselhill Academy’s integrity and safeguarding standards.

3. Tutor Policy

Anselhill Academy recognises that tutors play a critical role in shaping the academic and personal development of learners. As such, we are committed to maintaining the highest standards of professionalism, accountability, and care in all our tutoring engagements.

This Tutor Policy outlines the expectations, responsibilities, and code of conduct that govern all individuals engaged in tutoring through Anselhill Academy, whether in-person or online. It provides guidance on tutor recruitment, training, evaluation, professional boundaries, safeguarding, and use of Academy resources.

All tutors are required to read, understand, and comply with this policy as a condition of their engagement with the Academy. Failure to adhere to these guidelines may result in disciplinary action, including termination of services.

3.1 Recruitment & Vetting

Anselhill prides herself on her quality and professional tutors. Anselhill Academy is committed to recruiting qualified, competent, and trustworthy tutors who align with the values and standards of the Academy. In selecting tutors, all tutors must undergo a comprehensive recruitment process

which includes;

Submission of CV/Resume;
Identity and qualification verification;
Proof of academic qualifications;
Interview and teaching demonstration;
Background check (DBS in accordance with the UK provisions);
Two professional references.

3.2 Conduct and Professionalism

Efficiency and professionalism are the core of our program. All tutors are expected to be professional and proficient in their assignments. This includes to;

Arrive on time and be prepared for sessions
Dress professionally during both in-person and online sessions,
Tutors shall maintain appropriate and supportive language, tone, and boundaries when interacting with learners, students, parents, and staff whether in person or online;

Tutors are prohibited from offering or accepting gifts, personal favors, or engaging in undisclosed private tutoring arrangements with students or parents;

Tutors are required to maintain the confidentiality of learners’ personal, academic, and behavioral information, and only disclose such information to authorized individuals. Breach of confidentiality will be treated as a serious offence and may result in dismissal or legal action;

Avoid any form of discrimination, harassment, or inappropriate behavior.

3.3 Training and Evaluation

Anselhill Academy is dedicated to providing its tutors with the necessary resources, training, and support to ensure high quality and consistent tutoring that meets the Academy’s standards. All Tutors of Anselhill academy are required to go through compulsory trainings that involves and are not limited to:

Attending mandatory training on child safeguarding, privacy, and teaching best practices;
Participating in ongoing professional development and workshops;
All teaching and learning materials must be sourced exclusively from the Anselhill Academy platform unless otherwise authorised in writing. Tutors are strictly prohibited from using third-party resources or personal teaching materials without prior approval from the Academy;

Attendance at mandatory training is recorded and forms part of each tutor’s compliance record. Failure to complete required training may result in disciplinary action or removal from the tutoring roster; Be subject to regular performance reviews and student/parent feedback evaluations.

3.4 Boundaries

Anselhill Academy maintains strict professional boundaries between tutors and learners to protect the integrity of the tutoring relationship and ensure student safety.

Tutors must maintain a professional relationship with learners, avoiding personal or social interactions outside of official tutoring sessions. This includes not meeting learners outside of tutoring hours, not sharing personal contact details, and not engaging in private online interactions.

Tutors are not permitted to contact students using personal mobile numbers, private emails, WhatsApp, or social media platforms. All communication with students should go through official Anselhill Academy platforms. e.g., school emails, approved messaging systems, learning portals.

Any concerns about a learner’s behavior or wellbeing must be reported to the Academy, rather than being handled privately by the tutor

4. Child Protection Policy

At Anselhill Academy, we prioritize safeguarding and promoting the welfare of all learners. We believe every individual, regardless of age, ability, or background, deserves a safe and supportive environment. This Child Protection Policy outlines our procedures, responsibilities, and expectations for ensuring learner safety during in-person and online tutoring sessions. All staff and tutors are expected to comply with this policy, upholding our commitment to protecting learners from harm, abuse, or exploitation.

4.1 Safeguarding Principles

Anselhill Academy upholds the right of every child to feel safe and protected during each learning session. All tutors and staff are expected to be vigilant, responsible, and proactive in identifying and addressing any safeguarding concerns. We are committed to:

Preventing harm or abuse by creating a safe and supportive learning environment. This involves implementing robust safeguarding policies and procedures, conducting regular risk assessments, and ensuring that all tutors and staff are trained to recognize potential issues.
Anselhill Academy responds swiftly and appropriately to ensure safeguarding concerns. This involves having clear reporting procedures in place, responding promptly to incidents or concerns, and collaborating with relevant authorities and agencies. The Academy’s swift response helps to mitigate the impact of the concern and provides reassurance to learners that their safety and wellbeing are taken seriously.

The Academy empowers children to speak up and boldly. It fosters a culture of trust and openness, where learners feel confident expressing their concerns and worries. By encouraging self-advocacy and teaching learners how to report issues safely.

4.2 Legal and Ethical Duty

Anselhill Academy acknowledges its legal and ethical duty to safeguard learners. We are committed to complying with all relevant UK laws and guidance, including:

The Children Act 1989 and 2004
Keeping Children Safe in Education (KCSIE) guidance
Local authority safeguarding protocols

All tutors must understand that they have a duty of care to protect learners from harm, abuse, exploitation, and neglect. By adhering to these laws and guidelines, we prioritize the safety and wellbeing of our learners and ensure a secure learning environment.

4.3 Recognising Signs of Abuse

Tutors and staff at Anselhill Academy must remain vigilant to the possible indicators of abuse and neglect. While no list can be exhaustive, the following signs may suggest that a child is at risk and may require safeguarding intervention:

a. Physical Abuse

Unexplained injuries, bruises, cuts, or burns
Fear of physical contact or flinching
Frequent absences or injuries that prevent participation
Wearing long sleeves in hot weather to cover injuries

b. Emotional Abuse

Low self-esteem or extreme withdrawal
Fearfulness or sudden changes in behaviour
Excessive need for approval or attention

c. Sexual Abuse

Age-inappropriate sexual knowledge or behaviour
Avoidance of a specific person or place
Unexplained soreness or discomfort in private areas

d. Neglect

Poor hygiene or consistently unclean clothing
Unmet physical needs (e.g. malnutrition or constant hunger)
Frequent absences or tiredness in sessions

4.4 Tutor Responsibilities

All tutors at Anselhill Academy are required to complete mandatory safeguarding training before starting any tutoring activities and undergo annual child protection training updates. This ensures tutors are equipped with the knowledge and skills to identify and respond to safeguarding concerns, prioritizing learner safety and wellbeing.

Tutors are not expected to investigate allegations of safeguarding concerns, but rather to report them promptly and accurately to the designated safeguarding lead. Additionally, tutors must not promise confidentiality to learners if a safeguarding issue is disclosed, ensuring that concerns are shared and addressed appropriately. They should report any suspicions or disclosures of abuse to the Designated Safeguarding Officer (DSO) within 24 hours.

Avoid private one on one communication with students outside of official platforms. For in-person tutoring, sessions should take place in open, visible environments, or within the home under the supervision or awareness of a parent/guardian. Tutors must not meet students outside of scheduled sessions unless authorized, supervised and with third party.

4.5 Designated Safeguarding Officer (DSO)

Anselhill Academy shall appoint a Designated Safeguarding Officer (DSO) to lead and coordinate all safeguarding efforts across the organisation. The DSO must act with professionalism, confidentiality, and urgency where child protection is concerned.

The DSO is responsible for:

Handling safeguarding concerns with confidentiality and sensitivity
Liaising with external child protection agencies and services as needed
Maintaining accurate and dated records of concerns and actions taken
Supporting tutors and staff in understanding their safeguarding duties
Ensuring safeguarding training is provided regularly to all tutors and staff.
Monitoring the implementation of safeguarding policies and recommending improvements when needed.

4.6 Reporting Process

Anselhill Academy maintains a clear reporting process to address concerns about a child’s safety or wellbeing promptly. All tutors and staff must report suspicions, disclosures, or evidence of abuse to the Designated Safeguarding Officer (DSO) without investigating themselves. If abuse or any safeguarding concern is suspected, the following steps must be taken promptly and responsibly:

a. Tutor/Staff Completes an Internal Report

The individual who identifies or receives a concern must document the issue using the Academy’s Safeguarding Concern Report Form.
The report should include factual, objective information (what was seen, heard, or disclosed), and avoid assumptions or personal judgments.

b. Report Submission to the Designated Safeguarding Officer (DSO)

All safeguarding reports must be submitted immediately and confidentially to the Academy’s Designated Safeguarding Officer (DSO).

Reports should be submitted in hard copy or through the secure reporting portal, depending on urgency and accessibility.

c. DSO Assesses and Determines Next Steps

The DSO will review the report and decide on the appropriate course of action. This may include:

Monitoring the situation internally;
Engaging in a sensitive conversation with the learner and/or parent/guardian;
Making a formal report to external child protection authorities or local safeguarding boards, in line with legal obligations.

Important: Reporting a concern is a professional and legal duty. The responsibility is not to investigate but to report accurately and promptly. Tutors and staff must not confront the child or alleged abuser, attempt to investigate the issue independently, or promise confidentiality to the student. Instead, they must reassure the student that their concern will be taken seriously and reported to the appropriate person who can help.

5. Learner Privacy and Policy

At Anselhill Academy, we prioritize the protection of personal and academic data in accordance with UK data protection laws, including; UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018. This policy applies to all tutors, administrative staff, and any third-party, ensuring learner data is used only for legitimate educational purposes and safeguarded against misuse, loss, or unauthorized access.

5.1 Collection and Use of Data

Personal data collected (e.g. name, contact details, academic records) is used solely for the purposes of:
Delivering tutoring services,
Communicating with parents/guardians,
Monitoring learner progress and safeguarding wellbeing.

5.2. Consent and Access

Where required, consent will be obtained from the learner or parent/guardian before collecting or processing sensitive data.

Learners or their guardians have the right to access, correct, or request deletion of their data in accordance with data protection regulations.

5.3. Tutor Obligations

Tutors must not store, share, or use learner data outside the scope of tutoring duties.
Tutors must only use official Anselhill Academy platforms and resources when handling learner information or conducting sessions.

5.4. Data Security

All data is stored securely in encrypted systems.
Tutors must not download or save learner data on personal devices.
Session recordings, if applicable, are stored in compliance with safeguarding and data retention policies.

5.5 Data Storage and Retention

Anselhill Academy securely stores all learner and tutor data in accordance with the UK GDPR and relevant safeguarding requirements.

All data is stored in secure, encrypted servers with restricted access.
Physical records (where applicable) are stored in locked filing systems accessible only by authorised personnel.
Session recordings, if used, are stored for safeguarding and quality assurance purposes only, and deleted after a defined retention period.
Data is retained only for as long as necessary to fulfil its intended purpose and legal obligations, after which it is securely deleted or anonymised.
Tutors must not download, retain, or share any learner data on personal devices or third-party platforms.

5.6 Data Sharing

Anselhill Academy is committed to upholding the confidentiality of all learner information.

Personal and academic data collected and stored is not shared with third parties without the learner’s or parent/guardian’s written consent, except:
When required by law, or
In cases involving safeguarding or child protection concerns.
Tutors only receive information strictly relevant to the student(s) they are assigned to for educational support.
All tutors and staff are required to sign a confidentiality agreement and complete data protection training prior to engagement.

5.7 Online Safety

Anselhill Academy takes online safety seriously and implements strict measures to protect learners during virtual sessions.

All virtual tutoring is conducted through secure, password-protected platforms authorised by the Academy.
Tutors and learners must not use personal video calling apps or communicate outside the approved platforms.
Online sessions may be recorded for quality assurance and safeguarding purposes, but only with prior written consent from the learner and/or parent/guardian.
Tutors must maintain a professional setting during sessions and avoid any form of interaction that could compromise the learner’s privacy or safety.

6. Resource Use Policy

To maintain consistency, quality, and compliance across all tutoring activities, Anselhill Academy has established strict guidelines on the use of teaching and learning materials. These guidelines promote effective learning, protect intellectual property, and maintain academic integrity.

6.1 Educational Materials

Tutors are provided with standard lesson plans and supplemental materials aligned with national curriculum standards. Tutors are required to use only the official teaching and learning materials which must be downloaded exclusively from the Anselhill Academy website or other official repositories provided by the Academy. The use of external or third party materials is strictly prohibited. Tutors may adapt external materials (books, videos, worksheets, apps, etc.) to meet individual learning needs of students, only with written approval from the Program Director.

6.2 Intellectual Property

All academic content, materials, and resources provided by Anselhill Academy are its intellectual property.
Tutors are not permitted to reproduce, alter, distribute, or use these materials outside their Academy duties.
Any content created by tutors during their engagement may be considered Academy property, unless otherwise agreed in writing.

6.3 Quality and Consistency

Tutors are expected to adhere to the Academy’s curriculum structure, tone, and academy standards as outlined in the teaching materials. Any alterations or omissions of core content require prior authorization to ensure consistency and quality in tutoring activities.

6.4 Resource Updates

Tutors must regularly check the Academy’s official portal for curriculum updates, new resources, and instructional guidelines.
Tutors are expected to implement updated materials immediately and discontinue the use of outdated or unapproved resources.
Use of personal or unauthorized software during tutoring is highly prohibited

7. Communication Policy

Anselhill Academy is committed to maintaining clear, professional, and secure communication between tutors, learners, and guardians. This policy outlines the expectations for all communication conducted in the course of tutoring services.

7.1 Official Communication Channels

All communication between tutors, students, and guardians must be conducted through official Anselhill Academy platforms, such as the Academy’s email system, learning portal, or approved messaging tools.
Tutors must not initiate or engage in communication with students via personal phone numbers, emails, social media, or other unauthorised channels.

7.2 Professional Conduct

Communication must be respectful, courteous, and appropriate at all times.
Tutors must refrain from using informal language, slang, or any tone that could be misinterpreted as unprofessional.
Any sensitive information shared should be done securely and in accordance with the Academy’s privacy policy.

7.3 Availability and Response Time

Tutors are expected to be respond to messages from students, parents, or Academy staff within 24–48 hours during working days, except in cases of scheduled leave, weekends or emergencies.
Tutors must clearly communicate their availability to the Academy and to assigned students, including any changes to tutoring schedules.7.4 Reporting and Confidentiality
Any communication concerns, including inappropriate messages, harassment, or breach of boundaries, must be immediately reported to the Academy’s designated contact or safeguarding officer.
All reports will be handled with confidentiality and appropriate follow-up actions

8. Health and Safety Policy

At Anselhill Academy, we prioritize the health, safety, and wellbeing of students, tutors and staff in both online and in-person tutoring activities. This policy outlines responsibilities and procedures to maintain a safe learning environment, ensuring compliance with relevant regulations and standards.

8.1 In-Person Tutoring Sessions

Tutors must ensure that tutoring sessions are conducted in safe, clean, and appropriate learning environments.
Tutors are expected to be alert to any physical hazards, discomfort, or concerns in the learner’s environment and must report any issues to the Academy immediately.
In the event of an emergency during a session (e.g. injury, fire, medical issue), the tutor must ensure the learner’s safety and contact emergency services where necessary, followed by prompt reporting to the Academy.
Ensure learners are supervised appropriately at all times during sessions.

8.2 Online Safety Measures

All online sessions must take place on secure, password protection platforms approved by Anselhill Academy.
Tutors should conduct sessions in professional, quiet environments with minimal distractions.
Tutors must obtain prior written consent from parents/guardians before recording sessions.

8.3 Safeguarding Welfare

Tutors must remain attentive to signs of emotional distress, abuse, or neglect in learners and report concerns following the Academy’s safeguarding procedures.
The wellbeing of the student must always take precedence in all interactions.

8.4 Other Public Health Concerns

In the case of contagious illness or public health concerns:

Tutors must comply with any public health guidelines issued by the Academy or local authorities during pandemics or health-related restrictions.
Tutors who are unwell or unable to attend a scheduled session must notify the Academy at least 24 hours in advance, where possible, so that appropriate arrangements can be made.
Students and tutors are encouraged not to attend in-person sessions when experiencing contagious symptoms or illness. Virtual sessions should be used in place of physical meetings where required for safety.

9. Review and Compliance

All tutors, staff, and affiliated personnel must sign a declaration confirming understanding and compliance with these policies. Anselhill Academy is committed to maintaining high standards through regularly updated policies that reflect current legal, educational, and safeguarding requirements.

9.1 Review Cycle

This Tutor Policy shall be reviewed annually and updated by the Academy’s leadership team or sooner where necessary due to regulatory changes, educational standards or operational feedback.
Tutors will be notified of any revisions and are expected to familiarise themselves with updates as a condition of continued engagement.

9.2 Amendments

Anselhill Academy reserves the right to amend, update, or revise this policy at any time.
All amendments will be communicated in writing via the Academy’s official channels, and the updated version will be made available on the Academy’s website and internal portal.

9.3 Compliance Monitoring

Anselhill reserves the right to monitor tutor activity, including communication records and sessions recordings, to ensure compliance with this policy. Regular performance reviews and feedback sessions will also be conducted to maintain high standards and address any concerns.

9.4 Breach of Policy

Noncompliance with the provisions of this policy may result in:

Verbal or written warning
Suspension from tutoring duties
Termination of contract or engagement
Reporting to relevant external authorities (in serious cases such as safeguarding breaches)

All tutors are expected to act in good faith, adhere strictly to these guidelines, and seek clarification when uncertain about any part of this policy.

10. Contact Information

For further information, reporting concerns, or policy clarification: