Familiarisation and agreement with this policy forms part of the Terms and Conditions of Booking. This policy is designed to ensure the health, safety, and well-being of all students aged 13 to 18 attending Quintus Scholars summer programmes. All students, or their parent or legal guardian if under 18, are required to complete the Medical and Dietary Information Form prior to arrival. For students with specific medical needs or those bringing prescribed medication, an Individual Care Plan must also be completed and signed by a qualified healthcare professional. Accuracy and completeness of all forms are essential to safeguarding students during their stay. Parents and guardians are asked to provide emergency contact details and authorise the programme staff to seek emergency medical care if necessary.
During the programme, the Welfare Director, supported by trained medical and first-aid staff, is responsible for overseeing student health, providing emergency care, and administering pre-authorised medications. Basic over-the-counter medications may be provided by the Welfare Director or designated staff for common ailments such as pain, mild allergies, colds, sore throats, coughs, and digestive discomfort, provided that prior consent has been given by the student or their parent or guardian. Parents or guardians may choose to opt out of this provision.
Students who require prescription or specialised medications remain primarily responsible for their own treatment. These medications must be clearly labelled and stored safely. In certain cases, the programme may, at its discretion, arrange for a qualified medical professional to assist with administration, but the ultimate responsibility for correct dosage and adherence remains with the student and their guardian. Emergency medications, including epipens or asthma inhalers, should be carried by the student unless alternative arrangements have been agreed in advance with the Welfare Director. Parents and guardians must ensure that students have a sufficient supply of all medications for the duration of the programme.
The programme does not provide injections except under pre-arranged circumstances with prior notice and written instructions from a licensed healthcare provider. Students are responsible for ensuring that any prescribed injections are available and administered correctly. Welfare Directors and medical staff supervise the process, providing guidance and oversight without assuming primary responsibility for the medication itself.
All medications brought to the programme must be in their original containers, labelled with the student’s name, the medication name, instructions for use, and the prescription date. Students may only self-administer emergency medications if prior authorisation has been provided by a healthcare professional. Staff members are trained to supervise medication administration, first aid, and emergency response, and ensure that medications are not shared between students. In cases of medical emergency, students will be taken to the nearest appropriate healthcare facility.
Students must provide evidence of up-to-date immunisations according to the requirements of standard healthcare guidance. Exemptions for medical or religious reasons must be documented by a licensed healthcare provider. For students requiring blood glucose monitoring, Welfare Directors and trained staff will supervise the process, ensuring safe practices, including single-use testing devices, appropriate hand hygiene, and secure disposal of sharps. Insulin pens and other injection-based medications are treated as single-user items and must be labelled, stored, and administered according to manufacturer and healthcare provider instructions.
All staff involved in student care are trained in first aid, CPR, medication administration protocols, and emergency procedures. Their role is to safeguard students, provide guidance, and intervene in emergencies, while parents and guardians remain responsible for ensuring students receive their prescribed treatments correctly. This policy ensures that all students can participate in the programme safely while receiving appropriate medical support and supervision.
At our summer school, we are committed to creating a safe, respectful, and inclusive environment. Bullying and harassment are not tolerated, as they prevent students from learning, developing, and becoming responsible, internationally minded individuals and global citizens. All students are expected to treat one another with respect and kindness, and staff are trained to respond promptly to any incidents of bullying.
Bullying occurs when a student or group intentionally seeks to harm, intimidate, or exert power over another student. It is often repeated and deliberately hurtful. In bullying situations, students may take on different roles. The bully is the student who initiates the harmful behaviour. The target is the student being bullied. A bully-follower is someone who goes along with the bullying, encouraging it or participating indirectly, while a bystander is a student who witnesses the bullying but does not intervene. Recognising these roles helps staff respond appropriately and support all students involved.
Bullying can take many forms. Physical bullying involves hurting someone with force, such as hitting, pushing, kicking, or holding them down, as well as interfering with or damaging their belongings, stealing, or demanding money. Verbal bullying includes using words or gestures to intimidate or humiliate another student, such as name-calling, teasing, shouting, insulting, sarcasm, threats, or hostile facial expressions. Relational bullying occurs when a student damages another’s social relationships, for example by deliberately excluding them, spreading rumours or gossip, giving the silent treatment, ostracising them, or creating hurtful drawings, posters, or messages. Cyberbullying uses digital tools; phones, messaging apps, email, social media, blogs, or websites; to threaten, embarrass, or harm another student. Examples include sending insulting messages, posting false or embarrassing content online, impersonating another student, or creating online material to humiliate someone.
All reports of bullying are taken seriously and are investigated promptly by senior staff, which may include a Programme Director or member of the senior management team. Disciplinary action will be applied where necessary. Support is provided to students affected by bullying, and students are encouraged to report any incidents. By fostering a culture of respect and responsibility, we aim to ensure that all students can thrive in a safe and supportive environment.
Quintus Scholars is committed to creating and maintaining a welcoming, inclusive, and respectful environment for all students, staff, and visitors. Our summer programmes bring together young people from diverse backgrounds and cultures, and we take pride in fostering a community where every individual is treated with dignity and respect.
Discrimination, harassment, bullying, or any form of hate speech will not be tolerated under any circumstances. This includes behaviour based on race, ethnicity, nationality, religion, gender, sexual orientation, disability, or any other personal characteristic. All allegations of discrimination or harassment are taken seriously and will be investigated promptly and thoroughly by senior programme staff, including the Welfare Director, Programme Director, or other members of the senior management team.
Any student found to have engaged in behaviour that demeans, intimidates, harasses, or causes distress to another student, staff member, or member of the programme community will face immediate disciplinary action. This may include removal from the programme to ensure the safety and wellbeing of all participants, consistent with the Terms and Conditions of Booking.
Quintus Scholars is committed to providing a safe and supportive environment where every student can thrive. Students, staff, and parents or guardians are encouraged to report any concerns regarding discriminatory behaviour or hate speech immediately, so that appropriate action can be taken. See our terms and conditions.
Quintus Scholars is committed to ensuring the safety, wellbeing, and protection of all students. All staff members are required to uphold the highest standards of child protection and safeguarding throughout their employment. Individuals in positions of responsibility for students; including teachers, programme directors, welfare staff, and other supervising personnel; are designated as safeguarding officers and are required to report any reasonable suspicion of child abuse, neglect, or harm.
Staff are trained in their obligations as safeguarding officers upon joining the programme and receive ongoing targeted training to recognise the signs of abuse, neglect, or exploitation. Staff are not responsible for investigating or determining the validity of allegations. Their legal and professional duty is to report any suspicion of abuse or neglect promptly to the appropriate local authorities or designated safeguarding body.
If abuse or neglect is suspected, staff must make a report immediately to the relevant law enforcement or child protection agency. This may include: local police, child protection services, or other officially designated authorities responsible for investigating and safeguarding children. Reports should initially be made verbally (by telephone) and followed up in writing using the forms or procedures requested by the relevant authority. If immediate verbal reporting is not possible, a report may be submitted via secure email or other formal communication channels, in accordance with local guidance.
Internal reporting to a supervisor or programme leader does not satisfy the legal duty to report; no supervisor or colleague may prevent or discourage a report, nor may a staff member face any sanction for reporting concerns in good faith. Staff should also document any concerns and actions taken, in line with Quintus Scholars’ internal safeguarding procedures, to ensure continuity of care and protection.
Quintus Scholars takes allegations of abuse and neglect extremely seriously. The safety and wellbeing of all students is our highest priority, and our safeguarding policies are applied consistently across all campuses.
Quintus Scholars is committed to fostering a culture of inclusion, ensuring that all students, including those with disabilities, are supported to participate fully in all aspects of the programme. The aim of this policy is to create an environment in which students with disabilities can realise their full potential, feel valued, and have equal access to learning, activities, and campus life.
The objectives of this policy are to:
Quintus Scholars ensures that any student who discloses a disability or learning difficulty will have their needs assessed individually. Support and adjustments will be tailored to each student, balancing accessibility with the academic and experiential goals of the programme. All discussions and records concerning a student’s disability will be handled with strict confidentiality, in accordance with Quintus Scholars’ Student Privacy Policy.
Where non-standard adjustments are required, programme leaders will be involved in planning to ensure that academic rigour and programme quality are maintained while providing the necessary support. This may include adjustments to teaching methods, learning materials, assessment procedures, or participation in activities, as appropriate.
All staff and students are expected to uphold this policy and contribute to an inclusive, respectful, and supportive environment.
Quintus Scholars’ Admissions and Welfare Teams will collect feedback from students with disabilities to monitor the effectiveness of support measures and to identify areas for improvement. Findings will be reviewed by senior management, and any adjustments or enhancements to policy and practice will be implemented to ensure ongoing compliance and continuous improvement.
This policy is reviewed annually to ensure it remains current, legally compliant, and aligned with best practices in inclusive education.
Quintus Scholars is committed to providing an inclusive, supportive, and accessible learning environment for all students, including those with special educational needs, disabilities, or other individual requirements. The aim of this policy is to ensure that all students can participate fully in the programme, access all learning opportunities, and realise their potential while maintaining the high academic and experiential standards of the programme.
Special educational needs may include, but are not limited to, learning difficulties, physical or sensory impairments, social or behavioural challenges, attention or concentration differences, and other conditions that require adjustments or support to enable full participation. All students are encouraged to provide relevant information regarding their learning, medical, or other needs during registration, and parents or legal guardians are invited to provide additional context for students under the age of 18.
Where significant support needs are identified, an Individual Student Support Agreement will be developed in collaboration with the student and their parent or guardian if appropriate. This agreement outlines the specific support, resources, and adjustments required, including curriculum modifications, teaching strategies, activity accommodations, or access to specialised equipment. The agreement is shared confidentially with relevant staff to ensure coordinated and effective support, and it is reviewed and updated throughout the student’s attendance to maintain its effectiveness.
The responsibility for overseeing the implementation of the support agreement rests with the Special Educational Needs Coordinator (SENCO) and the Programme Director. SENCOs are appropriately trained staff responsible for monitoring day-to-day support, maintaining records, liaising with staff, and ensuring that any adjustments are applied consistently and appropriately without compromising programme quality. All staff and students are expected to uphold the principles of inclusion and actively contribute to a respectful and supportive learning environment.
Quintus Scholars also considers medical, religious, and disability-related requirements individually. Students or their parent or guardian should provide written notice at least sixty days prior to the start of the programme if any non-standard adjustments may be required. The programme may request supporting evidence from a qualified professional to ensure that appropriate adjustments can be made. Adjustments are designed to comply with international safeguarding and disability standards and to meet the needs of students while ensuring safety, wellbeing, and equal opportunity for all participants.
All information regarding students’ needs, disabilities, or medical conditions is treated confidentially, in line with Quintus Scholars’ privacy and data protection policies. Staff are trained in their legal and ethical responsibilities to provide appropriate support, and feedback from students and families is collected to monitor the effectiveness of adjustments and to inform ongoing improvements. The policy is reviewed annually by senior management to ensure compliance with relevant international legislation, best practice in inclusion, and safeguarding standards.
Quintus Scholars is committed to providing a safe, inclusive, and equitable environment where every student is respected, supported, and empowered to thrive, regardless of their individual needs.
Quintus Scholars is fully committed to the welfare, safety, and protection of all students. The organisation recognises that safeguarding is the responsibility of every staff member, volunteer, and affiliate, and that the wellbeing of students is always the paramount concern. Quintus Scholars seeks to provide a safe, caring, positive, and inclusive environment where students can learn, grow, and develop, free from discrimination, harassment, bullying, or any form of harm. All staff and volunteers are expected to actively contribute to maintaining this environment.
The aims of this policy are to ensure that students feel safe, valued, and respected, and that they are confident in approaching staff if they have any concerns. The policy provides a clear framework for identifying, reporting, and responding to suspected abuse, neglect, or any form of harm. It establishes procedures to support students at risk, fosters communication among staff, and ensures that concerns are escalated appropriately to designated safeguarding personnel. Quintus Scholars requires that all adults who have access to students have undergone appropriate screening and recruitment checks, and that these checks are regularly updated to ensure continued suitability.
Quintus Scholars acknowledges its responsibility to prevent all forms of exploitation, harm, and abuse, including radicalisation and exposure to extremist ideologies. The organisation promotes a multicultural and inclusive environment in which respect for and tolerance of different beliefs, backgrounds, and identities is actively encouraged. Staff are trained to be vigilant in recognising changes in behaviour, signs of vulnerability, or indicators that a student may be at risk of harm, including radicalisation, and to respond in accordance with the organisation’s safeguarding procedures.
Preventative measures include fostering open communication, promoting critical thinking and awareness, providing guidance on acceptable behaviours, and maintaining robust IT and internet safety policies to restrict access to extremist or harmful material. Staff are expected to know students, understand their social and personal context, and maintain awareness of potential risks, ensuring that any concerns are raised immediately with designated safeguarding leads. Visiting speakers or presenters are carefully vetted to ensure they do not promote extremist or harmful ideologies, and any materials shared on-site are monitored to maintain a safe and inclusive environment.
All concerns, disclosures, or allegations of abuse, neglect, or exploitation are taken seriously and investigated promptly by designated safeguarding staff. The organisation cooperates fully with relevant local authorities and agencies to ensure that students are protected, and that any necessary support, intervention, or referral is provided. Policies and procedures are regularly reviewed and updated to reflect current safeguarding legislation, international best practice, and emerging risks to student welfare.
Quintus Scholars aims to create an environment where every student is supported, protected, and empowered, and where all staff and volunteers understand and fulfil their safeguarding responsibilities at all times.
All staff employed by Quintus Scholars are over the age of 18 and have undergone thorough vetting and training in safeguarding, child protection, and student welfare. Students are supervised at all times, both during structured programme activities and free periods, to ensure their safety, wellbeing, and proper engagement in the programme.
Staff-to-student ratios are maintained according to the activity and setting to provide effective oversight. For most on-site activities and residential supervision, the ratio is one staff member to every seven students (1:7). For off-site excursions or activities with potential increased supervision that may be necessitated, the ratio is adjusted to one staff member to every five students (1:5). Maintaining these ratios is essential to minimise risks, ensure prompt response to emergencies, and allow staff to provide appropriate guidance and support. Failure to maintain these ratios is considered a serious breach of safety procedures and could lead to immediate corrective measures.
Students may only leave residential or programme facilities under the supervision of authorised staff. Groups leaving the premises are formed according to the designated maximum group size, and each group is assigned a specific staff member to escort and supervise them. No student is permitted to exit programme facilities or leave the designated programme perimeter unsupervised at any time. Any breach of this rule may result in disciplinary action, including possible removal from the programme, at the discretion of the Programme Director.
When attending classes, workshops, or on-site activities, students move within a defined programme perimeter, which includes all facilities, buildings, and spaces designated for their use. For off-site excursions, day trips, or pre-planned enrichment activities, students may only participate with prior written authorisation from a parent or legal guardian and under the supervision of appropriately trained staff. Supervision is maintained continuously throughout transit, during the activity, and while returning to the residential or programme facilities, in accordance with international safeguarding standards and best practice.
Quintus Scholars ensures that supervision procedures are consistently applied to protect the safety, security, and wellbeing of all students while allowing appropriate levels of independence within a structured and risk-assessed environment. Staff are trained to observe students carefully, identify potential risks, and take prompt action to prevent harm or respond to any incident. The maintenance of staff-to-student ratios, is a key part of these procedures, and deviations from these standards are treated seriously to prevent potential safety issues.
Prior to the start of each programme, all staff employed by Quintus Scholars are required to complete comprehensive training to ensure they are fully prepared to safeguard and support students. This training includes familiarisation with all campus policies and procedures related to behavioural management and student supervision. Staff are trained in safeguarding practices, including recognising, preventing, and reporting any form of child abuse or neglect, and their obligations under mandated reporting frameworks.
All staff complete training in emergency preparedness, health and safety procedures, and protocols for responding to incidents on campus. Staff are also trained in the administration of First Aid and the safe management and administration of medication. They receive detailed orientation to the campus environment, including awareness of facilities, restricted areas, and any locations that may present potential hazards.
Finally, staff are trained in the company’s policies and procedures for planning and conducting programme activities and events, ensuring that all student engagement is conducted safely, inclusively, and in accordance with best practice and international regulatory requirements. Completion of this training is compulsory, and staff must demonstrate understanding and competence before assuming responsibilities for student supervision or programme delivery.
The safety and wellbeing of students and staff are the highest priority at Quintus Scholars, and all staff are trained to respond effectively to emergencies. Staff should first assess the area to ensure it is safe for themselves, the affected person(s), and any bystanders. Hazards such as traffic, electricity, fire, water, chemicals, extreme temperatures, or other risks should be identified and, where possible, removed. If it is unsafe to remove the hazard, staff should carefully move the affected person(s) only if doing so does not risk further injury. Staff must raise the alarm and initiate an evacuation of the premises if the situation requires it.
Staff should assess the condition of any affected person(s) and prioritise care if multiple individuals are involved. If a student or staff member is unresponsive, immediate emergency procedures should be initiated, following the training provided in first aid and emergency response protocols.
During an emergency, staff should inform the management team immediately and follow any instructions provided. Staff should secure any relevant medical information for the affected student(s) so that emergency responders can have access to essential information, and notify parents or guardians as soon as possible. Staff should cooperate fully with emergency services, providing accurate and detailed information as requested.
Security and safety vigilance is required at all times. Staff must report any concerns immediately to the management team, verify the identity of any unfamiliar persons on campus, ensure that no unauthorized individuals gain access to programme facilities, and confirm that all rooms are locked when not in use and that keys are returned securely. Students and staff must wear identification badges at all times to maintain safety and accountability.
Quintus Scholars is committed to maintaining a structured and proactive approach to emergency management. Staff are trained to prevent hazards, respond calmly and effectively in emergencies, and ensure the safety of all students and personnel, in accordance with international best practice and regulatory requirements.
Additional Emergency response plans are individualised to our summer school locations are provided in the students portal.
