Is there a risk of danger?

Fighting, risk of injury due to damaged equipment, public threats including terrorism and protests, missing or unaccounted for student.

Is there a welfare issue of high concern? 

Catering not supplied, board insufficient, student injury or risk of injury including self-harm and harm to others, drug or alcohol use, negative mental health concerns, student sickness or absence.

Is there a risk of an activity or event not proceeding as planned?

Strikes, closures, insufficient staff/student ratio, ticketing errors, booking errors, severe weather, team rotas. 

Are any students experiencing welfare issues?

Feeling homesick, falling out with other students, student isolation, poor attendance, repeated illness, hygiene issues, self-care and cleanliness, conflict with group leaders, Language in Action team members, facilities staff, or a member of the public. 

Are any team members experiencing welfare issues?

Feeling homesick, overworked, sickness, absence, unhappy, poor work attitude, lack of enthusiasm.

Do all team members know the plan for the day?

Accurate, clear, and easy-to-read scheduling and events plan, attend the office to check in with management before event, and again after each event, is the WhatsApp group succinct and not diluted with general chat. 

Are the Group Leaders fully informed of the schedule for the day?

Aware of who has been assigned to them for each activity, familiar with the excursion sheet (provided day before)

Are there any concerns from clients/facilities teams?

Complaints from residential staff or cleaners, complaints from members of the public, changes to plans previously agreed for catering or other facilities, booked equipment and rooms etc.

Are there any requests from the Programme Manager or the rest of the Head Office team?

Next week’s rota for review, weekly summary of events, response to emails, tickets and catering bookings complete, one-to-ones arranges/completed.

WhatsApp

You Programme Manager will always be available on WhatsApp for you to contact with any queries. It is better to ask than not be sure and make a mistake, they are here to help you. 

Programme Managers are your first point of contact for all situations, however if for any reason you cannot contact them and it is an emergency, you can call or message the Operations team in Head Office.

Email

During daily operations, WhatsApp is by far the fastest method of communication, however if the need arises, you can email any member of the management team. It is important to periodically check your emails, as tickets, bookings and communications may come through this channel. 

Your Programme Manager will provide you with a list of email addresses, and will give you login details for a Gmail account set up specifically for your centre 

Meetings

Throughout the summer your Programme Manager will visit your centre to help with organisation, planning and to ensure that you are comfortable completing your tasks. Your programme manager will schedule meetings to which all on-site management need to attend, and during which an overview of recent events, and a breakdown of future events will be discussed. There may be times when the programme manager attends your team meetings or group leader meetings, but these meetings are yours to run, and the programme manager is there for support, to answer any questions or discuss additional agenda points. 

Are there any requests from team members?

Changes to rota, scheduling or working groups, day off requests, suitable uniforms, further detail on job role, tasks or excursions.