Olive Ridge School Policies
1. Admission Policy
Olive Ridge School is a private primary school dedicated to delivering accessible, high quality education that use a blend of International Preschool Curriculum and CAPS Curriculum. Olive Ridge School offers a uniquely individualised educational opportunity for scholars by focusing on each scholar’s needs in the classroom. At Olive Ridge School, we know that excellent education is as much about character development as academic achievement. To that end, Olive Ridge School emphasise the core values of Confidence, Responsibility, Compassion, Greatness and Perseverance in the classroom, in the Learning Centres, during sport, on the playground, and in the community. Every day, scholars repeat the Olive Ridge School Ethos, a daily promise that summarises these core values and reminds them that they are Olive Ridge scholars at all times. Olive Ridge School teachers and tutors discuss these core values with scholars throughout the school day and work with families to implement them at home. Our core values are essential to setting our scholars on a path of learning and personal success at Olive Ridge School and beyond!
2. Admission and Enrolment
- This admission policy as adopted by the school from time to time, has been written in accordance with section 29 of the South African Schools Act 84 of 1996 and the National Education Policy Act No. 27 of 1996.
- The admission and enrolment of scholars to the school is at the discretion of the principal who may refuse a scholar’s admission to the school without giving reasons therefore or may grant temporary or provisional enrolment to the school subject to such further terms and conditions which the principal may impose. The principal may, at his/her sole discretion, cancel enrolment in accordance with the school’s Code of Conduct and Instalment Agreement. The prospective parents and -learner may/may not, by discretion of the principal, be interviewed before final approval is given for enrolment.
- For the sake of clarity, this admission policy, regulates the enrolment and admission of the scholar to the School, the relationship between the school, the scholar, yourself and/or the payer once the scholar is admitted and enrolled with the school.
- You will only receive the Instalment Agreement if the scholar’s Olive Ridge Application has been accepted. The school therefore agrees to enrol the scholar, for the duration of their school education, subject to the terms and conditions of the Financial Policy and the Code of Conduct, and subject to your agreement hereto.
- The scholar is only considered to be formally enrolled at the school when the Application Fee; the non-refundable fee payable by the parent/s upon online application to the school, as set out in the Schedule of Fees and relates to certain administrative costs involved in applying for a position for a student at the school, has been paid, this Agreement has been signed and the Enrolment Fee has been paid.
- You acknowledge that it is a privilege for the scholar to attend an independent school such as Olive Ridge School, and not a right.
- As such you agree that you and/or the Payee; the person or entity who undertakes to be responsible for the payment of the scholar’s fees, as the case may be, are responsible for the full payment of all fees as set out in the Fees Structure; which sets out all fees payable.
- In light of the above you agree and acknowledge that failure to pay Fees will result in termination of your agreement with the school and the scholar’s enrolment at the school.
3. Admission Process
- The School’s centralized enrolment team at Olive Ridge School Support are responsible for the administration of the admission of scholars into Olive Ridge School.
- A non-refundable Application fee is charged for administration and must be paid at the time of application.
- The application form requires the parents to furnish the school with the following:
- Complete Olive Ridge Application form for enrolment, available online.
- An unabridged birth certificate for the candidate / Olive Ridge scholar (or an abridged birth certificate as well as a copy of the receipt for your unabridged birth certificate (if you are still waiting for one).
- A vaccination/immunization certificate, with all pages and the scholar’s name clearly visible, for the candidate / Olive Ridge scholar.
- A current report card for the candidate Olive Ridge scholar, if applying for Junior Preparatory (Gr 1-3).
- Proof of residence for the parent/payee.
- A certified copy of the parent/payee’s identity document.
- A signed copy of the instalment agreement. This is provided to you during the enrolment process.
- Proof of payment of application fee (using the following reference: OR+SURNAME+INITIALS of child) Example: OR Smith CJ
- The application will be processed and you will be informed within 3 business days of the outcome of your application. Hereafter, the enrolment fee is payable within a period of 1 month. During this period the parent/payee will also receive the instalment agreement to be signed and submitted to the school’s office or emailed to email@example.com
- The parent/payee will be required to supply the school with full personal details of both parents and Olive Ridge scholar/s.
- Copies regarding the scholar:
- 2 x ID Photos
- Unabridged Birth Certificate, ID Document / Study Permit.
- Clinic Card / Immunization card.
- Latest School Report (if currently attending another school).
- Transfer letter from previous school.
- Copies of the parent/s:
- ID Document
- 3 Months Proof of Income
- 3 Months Bank Statements
NOTE: The above stated copies will not be required for annual payers.
The above documentation can either be attached to the application form or emailed to firstname.lastname@example.org
4. Age Norms
- The scholar must be of an appropriate age for that particular grade.Olive Ridge School will accept a scholar into a grade provided that the scholar has passed, in the reasonable opinion of the Olive Ridge School leadership team, and upon presentation of requisite documentation (report card), the previous grade at their last school.
- Olive Ridge School will enrol a scholar in a grade as follows:
- Grade Appropriate Age scholar may not exceed
- Grade R: 4 years (scholar must turn 5 by 30 June of the school year) 5 years, turning 6 years old
- Grade 1: 5 years (scholar must turn 6 by 30 June of the school year) 6 years, turning 7 years old
- Grade 2: 6 years, 7 years
- Grade 3: 7 years, 8 years
- Grade 4: 8 years, 9 years
- Grade 5: 9 years, 10 years
- Grade 6: 10 years, 11 years
- Grade 7: 11 years, 12 years
School zoning is irrelevant for admission to the school.
5. Admission of Non-Citizens
Non-citizens will be admitted to the school provided that parents are in the possession of a temporary or permanent residence permit and the scholar must have a study permit. A certified copy of the original permit must be submitted with the application.
Once a scholar is enrolled at Olive Ridge School, they will:
- Receive a blended tuition.
- Adhere to Olive Ridge School values.
- Be taught in the language of instruction; i.e. English, Afrikaans and Sesotho.
- Adhere to the Code of Conduct for Learners and the Dress Code.
- Respect the school leaders and staff at all times.
- Refrain from bringing any illegal substances into the school grounds.
7. Parents’/Payee’s Obligations
- In order to fulfil our obligations we need your co-operation. Without detracting from any specific obligations contained in the Parent Enrolment Agreement, you are required to:
- Encourage the scholar in his/her studies, and give appropriate support at home;
- Keep the school informed of matters which affect the scholar;
- Maintain a courteous and constructive relationship with school staff;
- Attend meetings and otherwise keep in touch with the school where the scholar’s interests require you to do so.
Placement will only become final when all of the above has been processed, signed by the enrolment department and electronic notice is given to the applicants via email.
Section 1 – Introduction
This Code of Conduct has been developed in accordance with the South African Schools Act, 1996.
It promotes the Ethos of Olive Ridge School in Bloemfontein and works towards a well-balanced, broad education for pupils, a professional environment for teachers and an atmosphere for the extension of generally accepted family principles. It applies to all aspects of school life and incorporates both behavioural goals and disciplinary codes. The code defines the standard behaviour expected of and required from all stakeholders.
It is accepted that this code is a dynamic document, requiring frequent deliberation, and possible revision, in order to always satisfy the needs of the Olive Ridge School community. To this end, stakeholders are invited to submit any suggestions that may be reviewed from time to time.
If all parties adhere to both the spirit and the letter of the code, healthy working relationships will be created between parents, teachers and pupils, these relationships being the essential foundation for the creation of a constructive teaching, learning and growing environment. The disciplinary codes are intended to promote the maintenance of discipline and order at Olive Ridge School
The Code of Conduct is to be presented to all parties concerned on first acceptance to Olive Ridge School. Signature by parents/guardians of the Contract of Enrolment indicates an acceptance of the Code, as does the employment contract for teachers.
Section 2 – Code of Conduct
The Code of Conduct applies to all within the ambit of Olive Ridge School. It promotes the good of pupils, teachers and parents. Regardless of specific age or role, all associated with Olive Ridge School will conduct themselves appropriately at all times to ensure optimum accomplishment.2.1 Code of Conduct – Pupils
By attending Olive Ridge School pupils will endeavour to:
- mature through their adolescent years;
- develop their intellectual, sporting, cultural abilities;
- develop thinking and problem solving skills;
- gain knowledge about the world in which they live;
- improve social and friendship skills;
- explore career opportunities and follow related educational programmes;
- care for others less fortunate than themselves.
Pupils are to understand that they each, through their own response to the Code of Conduct and subsequent daily behaviour, either encourage or prevent the attainment of the School’s objectives. The purpose of this Code of Conduct is to ensure that the opportunities presented at Olive Ridge School are
Olive Ridge School Policies and Procedures fully utilised. The code thus identifies what behaviour is required and expected. This follows from 2.1.1 – 2.1.3 and in the associated discipline codes in Sections 3, 4, 6.
2.1.1 As regards teachers:
Pupils will respect the right of teachers to teach, to co-ordinate learning activities and to facilitate the full school programme. Pupils will show respect to teachers by:
- being punctual to class;
- following all teacher instructions;
- being attentive in class;
- applying themselves to the work set;
- not being disruptive in any way;
- not talking in class until invited to do so;
- not moving from desks without permission;
- acquiring permission to participate in lessons;
- doing tasks, as set by teachers, to the best of their abilities.
2.1.2 As regards other pupils:
Pupils will respect the rights of others to learn. This will be shown by:
- not distracting other pupils from their tasks;
- giving others opportunities to make contributions in class and in tasks;
- not interrupting others while they contribute;
- respecting others’ points of view;
- not ridiculing others.
2.1.3 As regards personal application
Each pupil will make the most of every opportunity to achieve well in School. This will be accomplished by:
- attending school every term day, unless incapacitated and authorised to stay away by a parent or guardian;
- devoting time and effort to academic studies, as per the timetable and the demands of self-study;
- taking part willingly and enthusiastically in class activities;
- working independently and doing more than the minimum required;
- doing homework and project work as set;
- presenting assignments well and on time;
- preparing well for tests and examinations;
- working neatly;
- showing commitment to academic achievement;
- participation in the extramural programme.
2.2 Code of Conduct – Teachers
Through their acceptance of employment at Olive Ridge teachers will commit to:
- provide service to Olive Ridge School;
- utilise their professional skills for the purpose of educating the pupils;
- contribute holistically to the programme of the School;
- advance their own career opportunities and those of others;
- maintain contact with parents as individuals and as a body;
- provide care in whatever circumstances and for whomever requires it within the School.
While every teacher can expect the respect, support and co-operation of Olive Ridge, parents and pupils in his or her efforts to create a healthy learning environment inside and outside the classroom, it is important that teachers acknowledge their responsibilities. Teachers at Olive Ridge thus undertake to:
- maintain a professional bearing and manner and by so doing set a positive example to the pupils;
- be well prepared;
- be fully conversant with the demands of the syllabi taught;
- be punctual;
- mark and return assignments, tests and examinations within a reasonable period of time;
- praise, encourage and motivate pupils;
- help create a concept of team work or partnership with pupils in the education process;
- help establish and communicate realistic, clear and meaningful goals each year;
- confront pupils who transgress the accepted code, administering punishments when necessary;
- discipline with dignity and follow the principles outlined in the discipline code;
- report serious misconduct to senior executive staff;
- be sensitive to the individual needs and problems of pupils.
Parents of pupils who think a teacher has failed to conform to this code should approach the relevant Head or Deputy. Olive Ridge School undertakes to treat such approaches sensitively and confidentially in an effort to improve the situation.
2.3 Code of Conduct – Parents
In their association with Olive Ridge School through their children, parents will undertake to:
- provide their children with the necessities for effective school careers;
- support their children in their studies and various school activities;
- uphold the discipline structures of the School;
- serve on parent committees, as able;
- attend School functions, sport and cultural activities, parent meetings, as able;
- extend their own professional expertise to the School, when required;
- uphold and promote the good name of Olive Ridge School.
Olive Ridge School prides itself on the good relations it enjoys with parents. While parents can expect the School to provide their children with the best possible education according to the resources available to it, parents must also accept certain responsibilities in achieving the goals set. Parents should:
- support teachers in their efforts to teach their children, i.e. monitor homework, check test results, help set goals, regularly consult their diary for teachers’ comments;
- communicate with Head or Deputy timeously regarding areas of concern before they become major issues;
- make suggestions or provide assistance to improve the educational process and environment;
- encourage their children to participate fully in the School’s programme;
- endeavour to uphold moral and legal behaviour in their children as regards alcohol, cigarettes, substance abuse and sexual activity;
- be aware at all times of the whereabouts of their children and set parameters as far as time lines, transport arrangements, dress codes and appropriate behaviour is concerned;
- communicate with the parents of their children’s friends to verify information and to hereby avoid manipulation.
Section 3 – Discipline Code
3.1 Discipline Code – Junior and Senior Preparatory School3.1.1 Principles=
- “Self-control and responsibility is the goal” is the discipline motto, as the pupils are encouraged to accept responsibility for their own behaviour.
- The Discipline Code is built around the Code of Conduct laid out to pupils.
- Consequences for breaking the Code of Conduct are predetermined across the Preparatory school.
- The consequences for transgressing the expected conduct are transparent to all and are presented in language that is accessible to every pupil.
- The Junior Preparatory School follows an age appropriate version of the Preparatory Discipline Code.
- While there are consequences for deviant behaviour, the emphasis will always remain on positive reinforcement, building up learners and not breaking them down. Equal attention will be placed on commendations as on warnings.
3.1.2 Positive Reinforcement
Stickers and Stamps
- Stickers and stamps are used across the Preparatory school by teachers to reward persistent effort, positive work ethic and achieving a personal best in the classroom as well as to acknowledge and encourage good sportsmanship and effort during co-curricular activities.
- Each teacher is at liberty to implement their own positive reward system in the classroom and should, where possible, link it to the school merit system.
- Teachers may send pupils to the Deputy Heads/Head for a good work stamp/sticker for exceptional effort and achievement.
- School merits can be awarded to the children for: – right values and good attitudes; – sportsmanship; – recycling efforts and community service; – academic performance.
- The emphasis is on Esprit de Corps and the team and not the individual.
- Merits will be collected in a box in the front office and totalled each week for learner feedback in the assembly.
Olive Ridge School Badges
These are handed out at Junior Preparatory assemblies recognising children’s behaviour consistent with our ethos, positive work ethic and good sportsmanship.
The Integrity Tea is a prestigious tea with the Head to reward those children who have been commended for excellent values, manners and conduct. The PA to the Head will be advised when a child is nominated by teachers for the tea. The learner is invited to attend this special event with his/her parents. The tea is held annually.
3.1.2 Consequences of actions – Building a Responsibility of Self
- The Discipline Code will be transparent to all learners and the Discipline Chart is printed in the Grade 4-7 Olive Ridge Agenda book.
- The chart clearly outlines the reporting line when children contravene the Code of Conduct.
- It is written in age and offence appropriate language.
- It places responsibility on the teacher as first line of discipline, but clearly indicates where matters need to be referred to the Deputy and Head. At this level the discipline will take a formal approach with a disciplinary hearing where necessary. The hearing will follow set procedures. Olive Ridge School reserves the right to run a complete disciplinary process, including an investigation, an informal or a formal hearing and/or an appeal process, before a parent or guardian may seek legal representation.
- Each class teacher will discuss the chart with the children and refer them back to it as need arises.
- In the Junior Preparatory, expected behaviour posters are displayed in each class and each week a behaviour challenge is discussed and given at morning line-up. The weekly behaviour challenge is displayed on the main Junior Preparatory notice board.
Level 1 – Minor violations of general classroom discipline
|DESCRIPTION OF MISCONDUCT
|Homework not done
|Failing to attend class on time
|Talking in assembly
|Not handing assignments in on time
|Sleeping in class
|Loitering (walk slowly with no purpose)
|Personal appearance not neat
|Leaving class without permission
|Cell phone used in class for non-educational purposes
|Books/stationary at home
|Cheating in class test
|Failing to complete homework
|Dishonesty with minor consequences
|Talking in class without permission
|Misbehaving in class
|Eating/drinking/chewing gum in class
|Screaming in class
|Absent without letter or valid reason
|Bullies (first incident)
|Littering on school premises or in class
|Playing in class with toys – distracted
|Dishonesty – signing own test/detention/report
|Disruptive during class lesson
|Not working in class
|Dress code violation / Uniform
|Failing to hand in term assignment
|Disruptive during exam/test
Level 2 – Minor violations of school code of conduct or rules
|Cheating in exam
|Frequent repetition of level 1 infringements
|Possession or use of tobacco
|Truancy of several classes
|Leaving school without permission
|Verbally threatening the safety of another person
|Not co-operating with prefects
|Late for school multiple times
|In possession of pornography
Level 3 – Serious violation of school code of conduct or rules
|Disrespecting a teacher
|Frequent repetition of level 2 infringements
|Possession or use of alcohol/narcotic substances
|Severely disruptive behaviour
|Possession of a dangerous weapon
Level 4 – Very serious violations of school code of conduct and rules
|Frequent repetition of level 2 and 3 infringements
|Threatening with a dangerous weapon
|Intentionally causing physical injury to somebody
|Extortion of another person’s property
Level 5 – Criminal-serious violations of school code of conduct or rules but also civil law.
To be carried out by relevant outside agency, with involvement of parents and School Management Board
|Frequent repetition of level 4 infringements
|Possession and peddling of narcotic substances
|Sexual harassment or abuse
|Robbery or major theft
|Intentionally using a dangerous weapon
Disciplinary Consequences of Misconduct
Level 1 – Verbal warnings (must be noted)
Menial tasks e.g. cleaning classroom or picking up papers on school premises
Extra academic work
Level 2 – Any level 1 disciplinary action
Disciplinary discussion with learner (teacher and HOD)
Discuss with parents
Behavioural contract/pledge with learner
Level 3 – Any level 2 disciplinary actions
Suspension from extra-curricular activities
Level 4 – Any level 3 disciplinary actions
Referral to relevant outside agency
Level 5 – Expulsion or transfer from the school after tribunal hearing
Law enforcement authority involvement
Learner Merit – Code List
|Passing class test above 80%
|Passing exam above 80%
|Member of prefects
|Helpful to teachers
|Homework always done
|Participating in co-curricular activities and sports
|Achieving more than 80% for assignments
|Always neat in appearance
|Earning provincial or national colours for activities
|Always showing good behaviour in class
|Selected by class teacher as learner of the week
|Recycling and keeping the environment clean
|Demonstrating excellent manners towards visitors
Learner Merit Action List
30+ merits Tuck Shop voucher
50+ merits Certificate for good behaviour
60+ merits Invitation to Integrity Tea with parents and Heads of Olive Ridge School.
In all disciplinary procedures, Olive Ridge School will endeavour to be fair, consistent, impartial and will treat the pupils with dignity. Moreover, in cases of serious misconduct, a disciplinary hearing is necessary and parents will be invited to be present with their children.
Section 4 – Drug and Alcohol Policy | Substance Abuse
Substance abuse is defined for the purpose of this policy as:
“being under the influence of or the unauthorised, excessive or wrongful use of drugs (whether legal or illegal) or alcohol by any member of the School community whenever that person can be associated with the School; a positive identification of drug use by test of an agency recognised by the School for the purpose.”
4.2.1 The Head will bear responsibility to ensure the property of Olive Ridge School remains a drug free zone. 4.2.2 Suitable education, guidance and monitoring programmes will be conducted at the School. 4.2.3 Appropriate actions will be taken in cases of infringements of this policy. 4.2.4 The best interests of the School as a whole will be considered paramount.
4.3.1 This policy will be applied consistently in all cases. 4.3.2 A distinction in culpability will be made between instances of those seeking assistance voluntarily and those discovered. 4.3.3 Anyone associated with the School will be given every assistance should it be requested, regardless of any disciplinary actions taken. 4.3.4 All assistance given will respect the dignity of those concerned and will be according to generally accepted codes of confidentiality and dignity.
4.4.1 The executive staff will be responsible for providing suitable guidance and educational programmes regarding substance abuse on an ongoing basis.
4.4.2 The Directors will be responsible for providing the Head with resources required: e.g. skilled monitoring services.
4.4.3 Whenever possible, the Head’s requests for assistance in these matters will be acceded to and whatever reasonable support is deemed necessary at any time will be given.
4.4.4 Parent responsibility will be recognised and emphasised throughout.
4.4.5 Outside agencies will be contacted for assistance in both educational and monitoring matters.
4.5.1 All instances of substance abuse will be investigated and actions taken consistent with this policy.
4.5.2 The Head and staff will be responsible for all necessary investigations.
4.5.3 Olive Ridge School reserves the right to:
- exert control at all times, as deemed fit by the Head;
- arrange urine and/or other drug tests by an outside agency selected by the School for any persons identified by the Head/Deputy as possibly being involved (these tests will be at the expense of the School if negative, for the parents’ account if positive);
- use agencies and/or staff teams to monitor persons, belongings, grounds at any time, to identify any possession or usage of drugs or alcohol;
- establish and insist upon adherence to contracts of behaviour to regulate future conduct.
4.5.4 In cases of possession, usage, abuse or distribution, discipline will be meted out, as seen fit by the Head or disciplinary hearing at the time. Discipline may take the form of:
- withdrawals from School activities;
- community service;
- written or verbal warnings;
- final warnings;
- regular monitoring;
- contracts regulating behaviour;
- referral to the SAPS;
- or any other action deemed suitable at the time.
4.5.5 Serious and second infractions will be considered expellable offences.
4.5.6 In every case, parents must be informed of their children’s involvement and of what actions have been and will be taken.
4.5.7 Expulsions and suspensions will be according to the South African Schools Act, 1996, or other relevant legislation.
4.6.1 In every instance, regardless of whether or not the pupil/s concerned are removed from Olive Ridge School, counselling will be offered and the School’s facilities or advice made available.
4.6.2 To ensure that Olive Ridge School’s property is maintained as a drug free zone, the strictest measures must be taken in cases where inappropriate substances are:
- transported to school or to any activity associated with the School;
- passed on to others at school or at any activity associated with the School.
4.6.3 The degree of involvement of any pupil must be assessed thoroughly and actions taken must be commensurate with the severity of the case, the past disciplinary record of the individual concerned, any coercion or intimidation which may have taken place, as well as the reaction of the individual to being involved.
4.6.4 Pupils may be guilty by association: those in company of others at the time they are guilty of infringements to this policy can be deemed similarly culpable and may be subjected to the same or other disciplinary action.
4.6.5 The Head has the right to search any pupil, in accordance with the prescriptions of the Government Gazette, Notice 776 of 1998.
4.7 Police action
4.7.1 In cases of possession or of the distribution of illegal substances at school, or in activities associated with the School, referral will be made to the SAPS for further investigation.
4.7.2 The School will render to the police whatever assistance is required.
4.7.3 Referral to the police will in no way delay or prevent the implementation of the School’s drug policy.
4.8.1 Parent/Guardian acceptance of the Admission Policy of the School provides prior permission to the Head to arrange tests at his discretion, but only if there is due cause or sufficient evidence to warrant this
4.8.2 Liaison will take place with parents prior to testing, unless it can be shown that contact was not possible.
Section 5 – Co-Curricular Code
5.1 IntroductionEach activity has its own specific code, to which all participants are expected to adhere. Nevertheless, the following hold as general principles.
Co-curricular activities are presented to: contribute to a balanced School programme; foster healthy lifestyles; develop interest in sporting and cultural activities; develop skills; teach respect for the rules of sport; teach respect for coaches and officials; teach good attitudes towards winning and losing; enhance school spirit; develop camaraderie and team spirit.
Participants are expected to: behave appropriately on and off the sports field; play in the spirit of the game always; respect opponents; show due courtesy; attend scheduled practices and matches; adhere to the dress code.
Section 6 – Dress Code
No variation to the uniform as specified in the uniform policy document will be permitted. Any item that is not listed may be confiscated if worn by a pupil.Any sloppy or untidy appearance will not be tolerated.
Serious or repeated infringements of the dress/uniform code will result in removal from the class until the pupil’s appearance is satisfactory.
The Security of Boundaries (Dr James Dobson)
Children feel more secure, and therefore tend to flourish, when they know where the boundaries are. Let me illustrate that principle.Imagine you’re driving a car over the Royal Gorge Bridge in Colorado, which is suspended hundreds of feet above the canyon floor. As a first-time traveller, you’re pretty tense as you drive across. It is a scary experience. I know one little fellow who was so awed by the view over the side of the bridge that he said, “Wow Daddy! If you fell off of here, it’d kill you constantly!”
Now suppose there were no guardrails on the side of the bridge. Where would you steer the car? Right down the middle of the road. Even though you don’t plan to hit those protective railings along the side, you just feel more secure knowing that they’re there.
It’s the same way with children. There is security in defined limits. They need to know precisely what the rules are and who’s available to enforce them. When these clear boundaries exist at home, the child lives in utter safety. He never gets in trouble unless he deliberately asks for it. And as long as he stays within those reasonable, well-marked guardrails, there’s mirth and freedom and acceptance.
Your children need the security of defined limits, too. They may not admit that they want you to be the boss, but they breathe easier when you are.
Date: July 2019 Authorised by: School Exec
Review date: Dec 2020
COVID-19 RESPONSE TEAM (CRT)
Debbie van Wyk – RISK Contact CRT; Risk Management; Psychosocial support; Counsellor;
Cheraz Da Silva – CRT Enforcement Officer; PPE
Eulene Payne – CRT; Health & Safety Officer; First Aider
Palesa Feni- CRT; Health & Safety Officer
Teachers – CRT Implementation; SBST Referrals
Business Park gate open for entrance and exit to school, all visitors to report to front desk.
All staff, teachers and learners may choose to walk through the mist booth before entering the school building. If not through the mist booths, they must sanitize at the sanitation station.
- All visitors must complete visitors risk assessment form.
- No visitors may enter offices or classrooms, they must wait at the entrance for child/teacher to see them. No physical contact allowed.
- Payments must be received in the admin office.
- Dept/health officials who want to inspect the school or LF’s visiting must enter through the mist booth or sanitation station and be escorted to the Principal’s office where they will remain seated whilst you fetch the relevant parties.
Report at 7am each morning to walk through the sanitation station and have temperature scanned and recorded. Thereafter:
- The cleaning team, wearing masks, disposable aprons, gloves and sleeve protectors will sanitize register teachers’ classrooms, door handles, cupboard handles, desks, chairs, bathrooms,
- Admin staff, wearing masks, disposable aprons, gloves and sleeve protectors will sanitize offices, door and cupboard handles, all surfaces and telephones each morning.
- The waste disposal teams wearing masks, disposable aprons, gloves and sleeve protectors will follow strict safety protocols for toxic waste disposal of dustbin content and remove external bulk trash every morning and afternoon.
- The kitchen staff will clean and disinfect all surfaces, appliances, equipment, tables, stoves, sinks, floor and utensils whilst wearing headgear, masks, disposable aprons, gloves and sleeve protectors and closed shoes to handle food and beverages.
- Wash hands with soap and water before touching or serving food.
- If a surface is touched whilst handling food, hands must be washed, gloves replaced and then food may be touched.
- Ensure proper food storage practices
- All foodstuffs must be thoroughly rinsed before cooking/serving and meat thoroughly cooked.
- Learner MAY NOT share utensils, food or drinks.
- Appointed and trained auxiliary staff will continue with garden, cleaning and maintenance duties until 3pm then perform waste disposal duties.
- The waste disposal team will follow strict protocols in emptying dustbins and placing sealed bags in the large waste disposal bins following protocols for toxic waste handling. (No recycling allowed – no learner may handle waste).
Teachers Responsibilities / Classroom Management & Protocols
All teachers must report at 7:00 at the entrance to school to wait for their learners, register in hand. Scanning of teachers and learners for temperature monitoring and signing of educator and learner registers will commence.
- Teachers, wearing masks, disposable aprons, gloves and sleeve protectors will sanitize their classrooms, door handles, cupboard handles, desks, chairs, and surfaces every morning.
- The cleaning staff will be responsible for cleaning register classes wearing masks, disposable aprons, gloves and sleeve protectors to sanitize classrooms, door handles, cupboard handles, desks, chairs and surfaces every morning.
- Teachers to meet learners at the door, greet and supervise hand sanitation whilst managing noise and social distancing.
- Classes must have good circulation at least one window and a door or if cold an open window.
- Manage social distancing and wearing of masks at all times.
- Avoid touching learner books, tables, chairs, stationery, etc.
- Learners to mark their own work and do corrections in pencil or coloured pen/pencil and teacher to initial book without touching pages.
- Give feedback using a stamp or emoticon stickers or drawings without touching books.
- Give a maximum of two boys and two girls bathroom passes and monitor time in bathrooms.
- Manage absenteeism by informing SMT when learners are absent. Ensure that learners provide a letter from their parents with reason for absenteeism. Contact parents of learners who are absent for more than one day or without a parental letter to confirm if child is sick and if child has flu-like symptoms. Encourage parents to keep sick children at home.
- Remember: Leave no child behind – provide online work and support to learners. Give activities a week in advance for learners to continue studies at home.
Note: Learners may NOT sanitize classes, nor handle trash.
Keep yourself, learners and parents informed – Communicate with parents
- Learners and employees to complete the screening form before entering the sanitation station and temperature scan when schools re-open AND EVERY MONDAY MORNING using the Covid-19 procedure and questionnaires.
Learner Orientation on the day of opening by Register Teacher
Hand out a copy of ‘Key Messages’ by WHO and Unicef with checklists for learners and parents on the first day of return to school.
- Work through the document explaining the facts
- Follow basic principles and procedures as stipulated in Section III for teachers and staff
- Complete the Checklist on page 6
- Ask parents to read the facts and complete section IV checklist
- Ask learners to complete the checklist for students and children
- Give health education using the age-specific health education guidelines (pages 10-12)
- Reinforce the practices regularly!
Reinforce COVID-19 Posters Content Daily
- Symptoms of COVID-19 and additional symptoms
- Temperature; Sore throat; dry cough; respiratory distress;
- Body aches; loss of smell or taste; nausea, vomiting, diarrhoea, fatigue, weakness or tiredness.
- How to correctly wear and remove a mask
- How to wash hands thoroughly
- Help prevent the spread of diseases like COVID-19
- Explain learner’s right to privacy
- Explain impact of social stigma; bullying;
- Occasions to wash your hands
- Before breakfast
- Before lunch
- Before dinner
- After using the toilet
- After coughing and sneezing
- When entering a classroom
- When caring for the sick
- When hands are dirty/sticky
- After handling animals or animal waste.
Remember: Cleanliness is next to godliness
- Mucus droplets can travel between 1 -2 meters when not wearing a mask
- There is no evidence at present that the disease is airborne – keep social distancing and wear your mask to protect yourself and others
- ALWAYS line up, stand, sit, eat or wait on a painted line!
- Do not hug or touch each other, hold or shake hands
- Do NOT share cups, eating utensils, food, drinks or stationery with others
- Do NOT tease anyone about being sick and NO name calling/Labelling!
- Wash hands regularly with soap and water
- Do not touch your eyes, nose or mouth with unwashed hands
- Cough and sneeze on your elbow or in a tissue – put tissue in trashcan (not pocket)
- Stay at least 3m away from someone who is sick, even at home
- Regularly clean your desk and surfaces you touch at home
- Wear clean clothes and a clean mask every day (wash your mask daily)
- Share what you learn about disease prevention with family, friends and siblings and practice it wherever you go
- Tell your parent or teacher if you are feeling sick and STAY AT HOME, get medicine and self-isolate.
Register Teacher Monitoring Duty
Register teacher to meet learners at the mist booth with register:
- to record temperature taken by monitor
- and to check that each learner wears a different mask and clean clothing every day.
Note: Learners may wear civvies until further notice. Hair must be neat and tied up due to lack of hairdressing services.
Risk Assessment: Monitor Teacher & CRT
If a learner/employee/visitor is scanned and the temperature is above 38 ◦
- Reassure the learner/employee/staff member and ask if they ran because they were late –
- Ask them discreetly to accompany a CRT member to wait in the isolation room for rescanning after 5 minutes
- The CRT member on duty in the isolation room will reassure the learner/employee/visitor not to worry and temperature will be re-scanned after 5-10 minutes.
- Ask the learner/employee/visitor to complete the screening form whilst waiting for second temperature monitoring.
- Scan the temperature after 5-10 minutes, if the temperature has dropped and all questions on the screening form are answered “NO”, the learner/employee/visitor may go through the mist booth again and then proceed to class.
- IF the temperature remains 38◦ C or above, the learner/employee/visitor must remain in the isolation room and the CRT officer on duty will notify the headmistress and the Response Officer within 5 minutes.
- Inform learner/employee/visitor of safety protocols within 8 minutes in a child appropriate/language appropriate, supportive manner.
Action when a learner appears ill / displays symptoms associated with COVID-19
- Isolate and reassure the learner
- Complete screening form and follow procedures accordingly
- Inform parent/guardian
- Notify Provincial Health Dept: NICD / National Hotline using numbers on the screening form.
- Maintain CONFIDENTIALITY
- Avoid Stigmatization
Note: The health professional will advise on further action to be taken once diagnosis is confirmed. Remember: Schools are not expected to diagnose learners or identify cases of COVID-19 and most respiratory illnesses are NOT COVID-19.
Confirmed COVID-19 case
- The health officials will discuss the case with the school and identify people who have been in contact with them and advise on actions or precautions.
- If you have not been contacted, contact the public hotline 0800 029 999 who will refer you to the relevant department/person.
- Health officials will do a risk assessment of the school and advise accordingly.
- In most cases, closure of the school will be unnecessary and will be facility specific, based on size and learner mixing.
Exposure to a confirmed case of COVID-19
- The school will be contacted by the relevant public health officials to discuss the case, to identify people who have been in contact with the infected person and advise on any further actions or precautions that should be taken.
- If a school has not been contacted regarding a possible case of COVID-19 in the school, the Principal/Administrator must contact the relevant provincial official whose details are listed on the screening and DBE Circular 1 of 2020 or NICD toll-free emergency hotline for COVID-19 on 0800 029 999 for referral to relevant contacts.
- Public health officials, with the assistance of relevant staff, will conduct a school risk assessment and give recommendations on the management of learners and staff.
- In most cases, closure of school will not be necessary. The decision to close will be school- and context- specific, and must follow the procedure stipulated in section 5.9 of the DBE Standard Operating Procedures as follows:
- Preparing for possible closure of school should only be considered following recommendations from the accountable public health official. Temporarily closing a school is a possible strategy to prevent or slow the continued spread of COVID-19 in the school community. School administrators are not expected to make decisions about dismissals or closure of schools and must follow the Departmental procedures in this regard. Schools must seek guidance from local health officials to determine if, when, and for how long to take these steps.
Possible exposure to a confirmed case of COVID-19
- All close contacts of a confirmed COVID-19 case are required to quarantine in their homes for 14 days while being monitored for symptoms. They may NOT attend school.
- Learners who are not contacts of a confirmed case should attend school. Family and friends who have not had close contact with the confirmed case do not need to take any precautions or make any changes to their own activities such as reporting to school or work, unless they begin to develop symptoms.
- All case contacts who become symptomatic will immediately be tested by health authorities for COVID-19, active contact tracing and self-quarantine of all contacts will be implemented.
NB: Keeping learners at home or closing schools is a serious decision which may restrict the learners’ ability to acquire education, amongst other considerations. The decision to direct learners to stay at home, because of possible exposure to, or infection with COVID-19 should be justified by the available scientific evidence and must be directed by the accountable health authorities.
Guidelines for employees
The Occupational Health and Safety Act (OHSA) 1993, tasks the employer where reasonably practicable, to provide and maintain a safe, healthy work environment that is without risk to employees.
Given its ability to rapidly spread, the management of confirmed and suspected COVID-19 cases is of paramount importance. In this regard, the following steps must be observed as the minimum in any case as per DBE protocols.
Employee tested positive for COVID-19
- The relevant public health officials will discuss the case, identify people who have been in contact with the patient, and advise on any action or precaution that should be taken.
- The principal should formally grant sick leave or incapacity leave in accordance with the basic conditions of employment if the employee has exhausted their normal sick leave.
- An assessment will be undertaken by the public health officials and advice on the management of learners and staff will be based on this assessment.
- A risk assessment will be taken by the school, advised by the public health officials.
- The Principal should formally grant approval for all employees who worked closely with the infected employee to self-quarantine for a period of 14 days to ensure that the infection does not spread. This must be done in consultation with the relevant Dept. of Health authority.
- A list of the employees must be kept and submitted to the Provincial Department of Education, Independent Schools Directorate, Me, Mokone and contact must be maintained with such employees as a means of monitoring and support.
- Reports of cases of COVID-19 and those in quarantine must be submitted to the DPSA, in the required format, via the dedicated email address: COVIDemail@example.com.
- Thorough cleaning and disinfecting of the infected person’s workspace must be conducted.
- If an employee has been diagnosed with COVID-19 and is isolated in accordance with the Department of Health Guidelines, an employer may only allow an employee to return to work on the condition that they have undergone a medical evaluation confirming that the employee has been tested negative for COVID-19.
Employee exposed to a confirmed case of COVID-19
- According to the NDoH’s guidelines, all employees who were in contact with the infected person are required to self-quarantine for 14 days at home or for a duration as prescribed by the DoH while being monitored for symptoms.
- The Principal should formally grant approval for all employees who worked closely with the infected employee to self-quarantine for a period of 14 days, or as prescribed by the DoH to ensure that the infection does not spread. This must be done in consultation with the relevant authorities.
- Such employees can be asked to work remotely and report daily.
- Thorough cleaning and disinfecting of the workspace must be conducted.
- Employee must contact the Principal daily for monitoring and evaluation purposes.
- All cases of those exposed must be reported to the DPSA in the required format, via the dedicated email address: COVIDfirstname.lastname@example.org.
Employee exposed to an uncomfirmed case of COVID-19
- If an employee has been in contact with a person who is a suspected case but has not yet received a positive result for the COVID-19 test, the principal will decide whether restrictions or special control measures are necessary. The principal’s decision will be guided by NDoH, CRT, and the school management team/governing body.
- Once the results are known, NDoH protocols must be implemented, if applicable.
- All cases must be reported to the DPSA in the required format, via the dedicated email address: COVIDemail@example.com.
Employee appears ill and reports for duty displaying symptoms associated with COVID-19
- If employee displays symptoms consistent with COVID-19, such as fever, respiratory distress and a dry cough they must be advised to contact the NICD hotline, consult with a medical professional and follow the NDoH protocol for COVID-19.
- The employee should be temporarily isolated in the isolation room while transport arrangements are made to a medical facility.
- Any further action must be taken once there is a diagnosis confirmed by a medical professional.
- All cases must be reported to the DPSA in the required format, via the dedicated email address: COVIDfirstname.lastname@example.org.
Note: Employees must be encouraged to seek medical attention if they display flu like symptoms. Do NOT report for duty – NOTIFY the principal of reason for absenteeism before 7am to facilitate learner care and teaching.
Employee refuses to report for duty based on the fear of being infected by COVID-19
- The employment relationship is a legal link between employers and employees and stipulates that an employee will perform work under certain conditions in return for renumeration.
- The onus is on the employee to demonstrate that the workplace is a risk and an unsafe space for the transmission of the virus.
- Refusal to report for duty, contrary to the instructions of the Principal/SGB/ SMT, is unlawful absenteeism and will be dealt with in terms of the Disciplinary Code.
- Note: Permission for time off and/or Sick Leave must still be granted and valid sick notes are required whether reporting for duty at school or working from home due to comorbidities.
Providing emotional and psychosocial support to employees and learners
In cases of extreme distress or emergency, follow an appropriate emergency protocol:
Identifying someone who needs help
One or more of the following signs may be present:
- persistent fear, worry and anxiety
- persistent sadness, hopelessness and other overwhelming emotions
- withdrawal from others (not social distancing)
- loss of interest in personal appearance and unusual lack of energy
- expression of rage or anger
- missing work or classes; and
- use of, or increased use of drugs and alcohol
If a learner is identified with one or more of the above signs:
- The class teacher can speak to the learner to determine if the teacher can provide emotional or other support. If not, refer to the SBST for basic counselling or referral to specialised services.
If a learner is identified with one or more of the above signs:
- The SMT can determine what kind of support is required and either provide the support, or refer to specialized services.
Whole School Support
- Talk to each class about the emotional effects of COVID-19
- Teach each class about identifying and interpreting emotions:
- How to handle or react to fear or anxiety;
- How to identify depression;
- And to inform a teacher when they identify a classmate or friend who is experiencing the above emotions
- Teach and encourage positive self-talk
- Provide counselling for the school and at-risk groups
- Refer those that need further help to specialized services
Sources of psychological support
In addition to health professionals, the HR, SMT, local Pastor can be contacted to assist.
- The South African Depression and Anxiety Group (SADAG) 0800 567 567
- Childline Hotline: 0800 055 555
- Lovelife Free Plz Call Me: 083 323 1023
- Lifeline Toll Free: 086 132 2322
- SADAG Suicide Crisis Line: 0800 567 567 / 0800 212 223 or SMS 31393
- Substance Abuse Line: 0800 12 13 14 or SMS 32312
- FAMSA Welkom: 057 352 5191
Olive Ridge School PRINCIPAL: 082 809 0405
Free State Communicable Disease Control Directorate
- Dikeledi Baleni: 083 757 8217 email@example.com
- Babsy Nyokong: 082 463 7499 firstname.lastname@example.org
NICD Public Hotline: 0800 029 999
- ER 24: 086 108 4124
- Netcare 911: 057 900 2928
Developed by DBE Standard Operating procedures
Adapted as school policy by: D van Wyk, 1 June 2020
Next revision Date: 31 May 2022
1.1. Olive Ridge School (referred to as “The School”) is committed to upholding diversity by providing equality of opportunity and anti-discriminatory practice for all children and families.
1.2. The School seeks to ensure that no member of the School community, or any person through their contact with the School, will receive less favourable treatment on the grounds of any of the following protected characteristics. These include: race, colour, nationality, ethnicity, religion or belief, gender, marital status, responsibility for children or other dependents, disability, sexual orientation, gender reassignment, age, political activities, socio-economic status, living situation or spent convictions.
2.1. The School does this by:
2.1.1. providing a secure environment in which all of our Scholars can flourish and in which all contributions are valued;
2.1.2. providing an environment where individual differences are appreciated, understood and accepted;
2.1.3. providing an environment where individuals empathise with each other and offer each other support;
2.1.4. including and valuing the contribution of all families to our understanding of equality and diversity;
2.1.5. providing non-stereotyping information about gender roles, diverse ethnic and cultural groups and people with disabilities;
2.1.6. reviewing our knowledge and understanding of issues of anti-discriminatory practice, promoting equality and valuing diversity;
2.1.7. making inclusion a thread that runs through all of the School and its policies; and
2.1.8. ensuring that discriminatory behaviour is reported and the necessary steps are taken to eliminate such behaviour.
3. Religion and Culture
3.1. The School is non-denominational. We practise tolerance and respect the rights of families to share their beliefs, religious and cultural, with their children.
3.2. As part of the life skills curriculum children may be exposed to various religions and cultures of the world, but the School does not endorse or show favouritism to a specific religion or culture.
3.3. Should your religious or cultural beliefs and practices require a deviation from any of the School Policies, the School Rules or the Code of Conduct, a request is to be communicated to the Principal of the School who will address same, taking into account the ambit of this Policy.
4.1. The School affirms that multilingualism and equitable language rights are protected in the Constitution of the Republic of South Africa and that the promotion of multilingualism demonstrates our commitment to nurturing respect for diversity amongst our Scholars.
4.2 The Olive Ridge School Language Policy informs the language planning and language management at Olive Ridge School in the context of classroom teaching and learning, in an effort to fulfil our mission to create global citizens.
5.1. Discriminatory behaviour, intentional or otherwise, will not be tolerated at the School.
5.2. This applies when on the School grounds at any time, but also at other School related events, and also in instances where the Scholar can reasonably be recognised as a Scholar of Olive Ridge School (even if this is online).
5.3. Breaches of this Policy will be dealt with under the Code of Conduct.
Policy for the Resolution of Grievances between Parents (Guardians) and School Staff Members
The Olive Ridge School Policy for the Resolution of Grievances Between Parents (Guardians) and School Staff Members was developed based on the recommendations within “Building and Protecting Relationships with Parents: A Guide for Heads of Independent Schools” provided by the Independent Schools Association of South Africa.
We affirm that “a quality education benefits enormously from the establishment of a constructive relationship between parents, learners and educators” and commit to applying principles of good practice, policy, and procedure in building and maintaining relationships with the parents of our students.
This policy informs the formal and informal procedures in place to address issues that may arise relating to the function of the school.
Where issues, such as miscommunication or minor irritations, have been raised and require a solution but do not appear to have potentially serious consequences, informal resolution is recommended:
- All parties involved should speak to one another with the purpose of finding an amicable, mutually acceptable solution to the problem.
- Detailed notes should be made during meetings or phone calls, and parents should be written to following a meeting or phone call to confirm the outcome of the meeting and any agreed-upon next steps.
Where issues cannot be solved informally, formal resolution involving the school’s Principal or School Management Team, depending on the nature of the issue, should take place.
Formal Resolution: Conciliation
Where issues cannot be solved by means of the informal resolution process, a formal resolution through conciliation is recommended:
- The complaint should be submitted via e-mail to the staff member in question and the Principal or School Management Team, depending on the nature of the complaint, of the school. This complaint should include the date of the occurrence, the people involved, the issue, as well as a statement of action taken to resolve the grievance informally previously.
- The Principal or School Management Team should investigate the complaint, including interviewing the parent and the involved staff. In the case that the Principal is the subject of the complaint, a fellow school leader should lead the investigation.
- A meeting should be convened by the investigator with the complaining party to communicate the outcome of the investigation and any agreed-upon next steps.
- Detailed notes should be made during the meeting, and parents should be written to following a meeting to confirm the outcome of the meeting and any agreed-upon next steps.
Where issues cannot be solved through conciliation, a formal hearing should take place.
Formal Resolution: Hearing
Where issues cannot be solved by means of the conciliation process, a formal resolution through a hearing is recommended:
- Evidence of previous attempts to informally resolve or resolve via conciliation must be documented before a hearing can be called.
- The hearing will be conducted including an impartial chair, who may be appointed from outside Olive Ridge School, as well as the complainant, accused member of staff, and any relevant witnesses. The chair cannot have been involved with previous attempts to resolve this grievance.
- Any person called to the hearing is guaranteed a fair hearing and protected according to the Bill of Rights, and is thus entitled to question witnesses or statements made at the hearing. In the case of a minor, a parent or other nominated adult should be present.
- Legal representation of Olive Ridge School or the parent should not be present in this hearing. However, both parties can consult with their advisors before and after any meeting or hearing.
The decision to resolve via a hearing is very significant and may result in severe consequences for the staff members involved. This process should therefore be approached with caution and avoided whenever informal resolution or conciliation can be used.
Cautionary Procedure for Parents
Where a parent’s behaviour “negatively affects your child’s or other children’s progress at the School, the well-being of School Staff, or brings the School into disrepute” (Olive Ridge School Parent Contract), the following is recommended:
- A meeting between the Principal, School Management Team, and the parent in question to discuss the issue and an informal resolution to the issue.
- A written warning via formal letter to the parent, which includes a description of the behaviour that has not been resolved via informal resolution, reference to the relevant contract clauses, and a statement that the negative behaviour should cease immediately to avoid cancellation of enrolment.
- A formal hearing, if the written warning is unsuccessful to bring about cessation of the negative behaviour, similar to that described in the section above.
- Cancellation of the parent contract and the enrolment of the parent’s child at Olive Ridge School.
The implementation of this policy is the responsibility of the Academic Team, the School Management Team, and the Human Resource Department of Olive Ridge School Support.