Health & Safety Policy

Introduction

RiseUp Tuition is dedicated to providing a safe and secure online learning environment for our students. This Health and Safety Policy outlines the measures we have implemented to ensure the well-being of our students while they engage with our tutors. The Health Officer responsible for overseeing the implementation of this policy is Ashre Moses.

General Reporting Guidelines:

Reporting Channel: Students or parents/guardians should send any health and safety concerns to the designated email address: management@riseuptuition.com. Please include the specific issue or concern in the subject line for clarity. Unless stated otherwise in specific sections of this policy, this is the primary channel for reporting all health and safety concerns.
Response Time: RiseUp Tuition Management is committed to responding to all health and safety concerns within 2 working days of receiving the report. Immediate concerns will be prioritised and addressed as a matter of urgency.
Confidentiality: All reports made regarding health and safety will be treated with the utmost confidentiality. The information shared will only be disclosed to relevant parties involved in resolving the issue, ensuring that privacy is respected throughout the process.
Follow-Up: After a concern has been reported, the student or parent/guardian will receive confirmation of receipt and an outline of the steps that will be taken to address the issue. Follow-up communication will be provided as the concern is addressed, ensuring transparency and keeping the reporting party informed of the progress.

Responsibilities:

Student:
1. Adherence to Health & Safety Guidelines: Students must follow the health and safety guidelines set out in this policy to ensure their own well-being as well as that of their peers during tutoring sessions.
2. Active Participation: Students are expected to actively engage in tutoring sessions, follow instructions from tutors, and contribute to a productive learning environment.
3. Reporting Concerns: If a student identifies any potential health or safety issues, they must report them promptly to RiseUp Tuition Management using the designated communication channels.
Parent/Guardian:
1. Supportive Learning Environment: Parents or guardians of minor students are responsible for ensuring that the student’s workspace is safe, quiet, and conducive to focused learning. This includes providing the necessary equipment and ensuring the environment is free from distractions.
2. Supervision: Parents/Guardians should supervise minor students during online sessions to ensure they adhere to the health and safety guidelines and maintain appropriate behaviour.
3. RiseUp Tuition Management:
  1. Implementation and Oversight: RiseUp Tuition Management is responsible for implementing and overseeing the Health & Safety Policy for students, ensuring all participants are aware of their responsibilities.
  2. Guidance and Support: Management will provide guidance on health and safety matters, address concerns raised by students or parents, and ensure compliance with all relevant regulations.
  3. Policy Review: Management will regularly review and update this policy to align with any changes in applicable laws or best practices.
  4. Corrective Actions: In the event of a health and safety issue, management will take corrective actions to address and resolve the matter efficiently.

Online Platform Safety:

Platform Use: Students must access tutoring sessions through the secure and approved Microsoft Teams platform provided by RiseUp Tuition. This ensures all sessions are conducted in a safe and monitored environment.
Privacy and Confidentiality: Students should avoid sharing sensitive personal information during sessions. Any information shared should adhere to the platform’s code of conduct, ensuring both the student’s and their peers’ privacy is protected.
Account Security: Students are responsible for maintaining the security of their Microsoft Teams account. This includes keeping login details confidential, using strong passwords, and following any additional security guidelines provided by RiseUp Tuition.
Compliance with Platform Rules: Students must follow all Microsoft Teams’ terms of service and usage policies to maintain a secure learning environment.

Work Environment:

Ergonomic Setup: Students should ensure their workspace is comfortable and ergonomically designed to prevent strain and discomfort during tutoring sessions.
Camera Usage: Students should have their cameras on during tutoring sessions to facilitate effective communication and engagement.
Lesson Recording: While students are not responsible for recording sessions, they should be aware that all tutoring sessions will be recorded by tutors for quality assurance and training purposes. These recordings will be securely stored by RiseUp Tuition.
Session Review: Management may review session recordings as needed to ensure the quality and effectiveness of tutoring sessions.
Lighting and Environment: Adequate lighting, proper seating, and a clutter-free environment are essential to ensure a conducive and effective learning atmosphere.
Background Visibility: Students should ensure that there are no visible personal or graphic images in the background during tutoring sessions to maintain a professional and distraction-free environment.

Technical Requirements:

Device Standards: Students should ensure their devices (e.g., laptops, tablets) meet the necessary technical standards to participate effectively in online tutoring sessions. Devices should be capable of running Microsoft Teams smoothly, without interruptions.
Internet Connection: A stable internet connection with a minimum upload and download speed suitable for video conferencing is essential.
Software Updates: Students are responsible for keeping all software, including Microsoft Teams and other required applications, up to date. Regular updates help prevent security vulnerabilities and ensure compatibility.
Antivirus and Security: Devices should be protected with up-to-date antivirus software and firewalls to prevent unauthorised access or security breaches during tutoring sessions.
Backup Solutions: Students should have a backup solution in place, such as a secondary device or alternative internet connection, to handle unexpected technical failures. This ensures continuity in case of device malfunctions or connectivity issues.

Communication Guidelines:

Respectful Communication: Students must communicate respectfully with tutors, fellow students, and any other participants during tutoring sessions. All communication should be courteous and aligned with the standards of RiseUp Tuition.
Appropriate Channels: Students should use the designated communication platforms (e.g., Microsoft Teams) for all interactions related to their tutoring sessions. Communication should be kept relevant to the session and any questions or concerns should be directed to the tutor during the session or through appropriate channels afterward.
Data Protection Compliance: Students must ensure that their communications adhere to data protection laws, including safeguarding personal information and respecting the confidentiality of other students. Misuse of personal information will not be tolerated and may result in disciplinary action, which may include termination of services without refund.
Reporting Concerns: If students experience or witness any inappropriate behaviour or misconduct during sessions, they are encouraged to report these incidents to RiseUp Tuition Management using the provided contact channels. Confidentiality will be maintained throughout the process.
Consequences of Misconduct: Inappropriate behaviour, harassment, or disruptive actions during tutoring sessions will not be tolerated. Students engaging in such behaviour may face consequences, including suspension from tutoring sessions or termination of their lesson plan without a refund.

Emergency Procedures:

Emergency Contact Information: Students and their parents/guardians should have the contact details of RiseUp Tuition management easily accessible for any immediate support during an emergency.
Technical Glitches and Interruptions: Students should have a plan to address any technical issues or unexpected interruptions that might arise during a tutoring session. This plan should include steps to either continue or reschedule the session. Students or parents must contact RiseUp Tuition management using the designated booking email, bookings@riseuptuition.onmicrosoft.com, to report and manage the situation.
Session Absence: If a student is unable to attend a scheduled session, they or their parents/guardians must inform RiseUp Tuition management at least 24 hours in advance to allow for proper adjustments. Failure to provide the required 24-hour notice will result in the session being non-refundable. In the event of any emergency that impacts a scheduled session, students must promptly communicate with the tutor or RiseUp Tuition management to explain the situation and provide an update on the session’s status.
Tutor Cancellations: If the tutor informs RiseUp Tuition management of a cancellation at least 24 hours before the scheduled session, the student or their parents/guardians will be promptly informed. In the event that the cancellation occurs within 24 hours before the session, the session may be rescheduled or addressed according to RiseUp Tuition’s cancellation policy.

Health and Well-being:

Support for Illness and Personal Challenges: If a student is unwell, experiencing personal challenges, or facing mental health concerns, they should inform their parent/guardian and RiseUp Tuition’s management as soon as possible to arrange any necessary adjustments. This may include rescheduling sessions, adjusting workload, or taking a break to recover.

Confidentiality and Sensitivity: All health and well-being matters disclosed by students or their parents/guardians will be treated with the utmost confidentiality. RiseUp Tuition is committed to providing a supportive environment where students feel comfortable discussing their well-being without fear of judgement or negative repercussions.
Commitment to Student Well-being: RiseUp Tuition is dedicated to supporting its students in maintaining a balanced approach to learning and well-being. Management will work with students and their parents/guardians to ensure that the student’s well-being is prioritised and that any necessary accommodations are made to their learning schedule or workload.

Reporting Health and Safety Concerns:

Student Reporting: Students should promptly report any health or safety concerns regarding themselves, their peers, or their tutors to RiseUp Tuition Management. This can be done via email at management@riseuptuition.com. Reports should be made following the established reporting procedure to ensure that issues are addressed appropriately and efficiently.

Compliance with Policies:
- Following Rules: Students are expected to follow all the rules and guidelines that help keep everyone safe and protect everyone’s privacy during tutoring sessions. This includes being respectful, not sharing personal information, and listening to instructions from tutors.
- Protecting Privacy: It’s important for students to keep any personal information shared during tutoring sessions private. This helps protect everyone’s safety and privacy. Sharing personal information without permission could lead to consequences.
- No Sharing of Materials: Students are not allowed to share any materials, lesson content, or recordings they receive from their tutor during a session. These materials are provided for their personal use to aid their learning and must not be distributed to others.
- Understanding Rules: While students might not know all the specific laws, they should try to understand the basic rules that help keep everyone safe and secure during their time with RiseUp Tuition. Breaching any of these policies on a severe level may result in the termination of their lesson plan without refund. If there is anything they do not understand, they should promptly seek clarification from RiseUp Tuition.

Annual Review and Acknowledgement:

Policy Review: This Health & Safety Policy is subject to, at the very least, an annual review to ensure it remains current and effective.

Acknowledgment Requirement: Students and their parents or guardians will be required to acknowledge this policy annually, either when booking a session or through direct communication from RiseUp Tuition. Any updates or changes to the policy will be communicated to them, and they are encouraged to review the revised policy. If there is anything they do not understand or agree with, they should promptly contact RiseUp Tuition for clarification.

Record Retention:

Maintaining Records: RiseUp Tuition will maintain records of all student-related health and safety reports for a minimum of three years from the date of the incident, in compliance with legal requirements. This ensures that all incidents are documented and can be reviewed for compliance, safety improvements, and legal purposes.
Data Storage and Security: Records will be securely stored and protected in compliance with GDPR and other relevant data protection laws to ensure confidentiality and prevent unauthorised access.
Access and Review: Access to these records will be restricted to authorised personnel only and will be reviewed periodically to ensure ongoing compliance and to identify areas for safety improvements.