Care of under 18s in Residential Accommodation

1. Purpose

The Oxford Scholars Programme (OSP) is committed to providing a safe, supportive, and enriching residential experience for all students under the age of 18. This Care of Under 18s Policy sets out the standards, responsibilities, and procedures that govern the supervision, welfare, and safeguarding of minors participating in the programme.

The purpose of this policy is to:

Ensure the physical, emotional, and psychological well-being of all students under 18.
Define clear expectations for staff, chaperones, and residential supervisors.
Provide parents and guardians with confidence that robust safeguarding measures are in place.
Ensure compliance with UK safeguarding best practices and partner-college regulations.

This document serves as a reference point for consistent safeguarding practices across all OSP residential and academic settings.

2. Residential Accommodation

2.1 Housing

OSP students are accommodated in partner colleges of the University of Oxford, which may include but are not limited to:

St Hugh’s College
Linacre College
Keble College
St Edmund Hall

All accommodation is selected to meet high standards of safety, accessibility, and student welfare. Key features include:

Secure, gated entry systems with 24/7 porter or reception support.
CCTV monitoring in public and shared areas in accordance with data protection regulations.
Clearly communicated fire safety procedures, evacuation routes, and regular safety briefings.
Gender- and age-appropriate room allocation, with strict separation where required.
Access to common areas that are supervised and subject to quiet-hour regulations.

Room checks may be conducted by staff at reasonable times to ensure safety, welfare, and compliance with programme rules.

2.2 Overnight Supervision

OSP maintains robust overnight supervision procedures to ensure student safety at all times:

A minimum supervision ratio of 1 adult per 15 students during overnight hours.
Designated residential staff reside in the same building or an immediately connected wing.
A trained first aider is present or on-call throughout the night.
Clear night-duty rotas ensure that staff are alert, reachable, and prepared to respond to emergencies.
Emergency medical support is accessible through a local nurse, on-call medical professionals, and NHS services.

Students are required to remain in their assigned rooms overnight unless a medical or safeguarding issue arises.

3. Daily Life and Welfare

3.1 Curfews & Conduct

To maintain safety and structure:

Curfew times are communicated clearly during induction and displayed within residences.
Mandatory check-in procedures are enforced each evening.
Staff actively supervise students during:
- Meals
- Free time
- Evening and social activities

Quiet Hours begin immediately after curfew and last until breakfast. During quiet hours:

Students must remain in their own rooms.
Noise must be kept to an absolute minimum.
Use of communal areas is prohibited.
Students may not visit other rooms or residential buildings.

Any breach of curfew or quiet hours is recorded and addressed according to the behaviour management process.

3.2 Health & Medical Needs

Student health and wellbeing are prioritised throughout the programme:

Parents/guardians must disclose all relevant medical conditions, allergies, and support needs prior to arrival.
Medication is stored securely by staff unless written permission for self-administration has been provided.
First aiders respond promptly to illness or injury and maintain incident records.
Staff monitor students who are unwell and provide appropriate rest and support.
Parents/guardians are contacted immediately in the event of:
- Significant illness or injury
- Hospital visits
- Any health concern requiring escalation

Students are encouraged to communicate health concerns early to staff.

3.3 Laundry & Hygiene

OSP supports students in maintaining appropriate personal hygiene:

Weekly laundry services are provided.
Students under the age of 16 receive additional reminders and assistance if required.
Staff monitor hygiene-related concerns sensitively and discreetly, ensuring student dignity at all times.
Any welfare concerns linked to hygiene or self-care are addressed through supportive intervention rather than disciplinary action.

4. Supervision Outside the Residence

4.1 Mixed-Age Group Activities

OSP activities such as lectures, debates, workshops, and excursions may include students of mixed ages (14–18). In such settings:

Staff ensure interactions are appropriate, inclusive, and respectful.
Activities are age-appropriate in content and structure.
Supervision ratios of 1 adult per 15 students are maintained at all times.

Staff are trained to identify and address any safeguarding or welfare concerns arising during group activities.

4.2 Off-Site Boundaries

For student safety:

Students may not leave designated campus or activity boundaries without explicit staff permission, in accordance with the OSP Campus Leave Policy as outlined in Clause 22 of the Terms and Conditions.
Entry and exit points are monitored by staff and partner-college systems.
Town visits or external excursions operate under a register and check-in/check-out system.
Headcounts are conducted regularly during off-site movement.

Any unauthorised absence is treated as a serious safeguarding concern and escalated immediately.

5. Behaviour Expectations

All students are expected to:

Treat peers, staff, and members of the wider community with respect.
Remain within permitted areas at all times.
Not enter another student’s bedroom under any circumstances.
Follow staff instructions promptly and respectfully.
Use mobile phones and social media responsibly and safely.
Refrain from bullying, harassment, discrimination, substance use, or risky behaviour.

Serious or repeated breaches of behaviour expectations may result in:

Formal warnings
Parental notification
Early withdrawal from the programme at the parent’s expense

6. Communication with Parents and Guardians

OSP maintains transparent communication with parents and guardians. Parents will receive:

Emergency contact details for senior staff and welfare leads.
Clear arrival and departure instructions.
Updates regarding significant welfare, health, or behavioural concerns.
Immediate notification of serious illness, incidents, or misconduct.

Routine daily updates are not provided unless a concern arises; however, parents may contact OSP welfare staff at any time.

7. Early Departure Protocol

If a student is required to leave the programme early due to illness, behavioural issues, or family decision:

Parents/guardians are contacted immediately.
A safe and appropriate collection or travel plan is agreed.
All actions and decisions are formally documented by OSP.
The student remains under full supervision until handover to a parent, guardian, or authorised representative.

OSP’s primary concern during early departure is the continued safety and welfare of the student.

This policy applies to all OSP staff, contractors, and volunteers and is reviewed regularly to ensure best safeguarding practice.