Where appropriate, and in a way that does not cause further distress to anyone involved, speak to the following people in the following order:

1. The complainant (teacher, activity leader, group leader, other student) – find out exactly what happened in their own words. In more serious situations, you must make notes as you talk about it. 

2. The Group Leader of the student involved (if there is a suggested victim, speak to the victim’s group leader first)

3. The student accused of misconduct (If there is a suggested victim, speak to the victim first)

Note: When investigating what has happened do not promise any particular outcome, or imply guilt (particularly in hearsay and he said/she said scenarios). You should always tell the group leaders and students that you are taking it seriously, that you will investigate it fully, and you will return with an outcome in due course. 

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. 

Although used for minor instances of misconduct, these must be reported to the Welfare Manager and recorded in the designated section of the staff drive. It may come to nothing, but will need to be evidenced if further stages are taken.

Example: a student makes an inappropriate comment during class or whilst on an excursion (e.g. swearing or poor classroom behaviour)

Most commonly used for repeated action from Stage 1. These warnings are to be given by the Welfare Manager to the student, in the presence of their group leader. The group leader should be told about what will be said in the meeting. 

It is common for the group leader to suggest punitive measures as a form of punishment (e.g. missing out on an activity), however you cannot condone these at this stage, and it is not your place to suggest anything to the group leader. It is important to note that at no point must a group leader allow for a student to miss classes, mealtimes or sleep as a form of punishment. Group Leaders may wish to remove students from activities or excursions, but it must be made clear that the student would be the responsibility of the group leader for the duration and must be monitored by them at all times. 

Example: two students decide to skip class and return to the residence, walking there unaccompanied. 

If a situation is more serious than that which warrants a verbal warning, or the student continues to display poor behaviour after a verbal warning, a letter can be drawn up. 

First Written Warning

A letter that is written outlining the conduct, the fact an investigation has taken place, and the outcome of that investigation. A clear warning that further misbehaviour of any kind will result in a Final Written Warning. 

Final Written Warning

A letter outlining all prior misconduct, the fact an investigation has taken place, and the outcome of all current and previous investigations pertaining to that particular student. A clear warning that any further misbehaviour of any kind will result in expulsion from the summer programme, and the policies and requirements that entails. 

Example: a student is caught fighting or displaying extreme violent behaviour at any time during the summer programme – including throwing chairs, fighting another student, or putting any person (clients, group leaders, teachers, activity leaders etc.) at harm or risk of injury 

You can find templates for all disciplinary letters in the Staff Drive

Expelling a student is an absolute last resort and can only be done with authorisation from the Head or Deputy Head of the juniors’ department. 

Students who are expelled from the programme will have transport and accommodation provided in discussion with the group leaders and agency. The student remains the responsibility of Language in Action until passing through airport security for their homeward flight, however most logistics will be arranged by the group leaders.

This procedure will be dealt with by higher level management, and your involvement at a centre level will be liaison only.