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PARENTAL INFORMATION

Absence Procedures
Becoming Unwell at School
Fees and Insurance
National Qualifications
Sporting Fixtures
Health and Safety
Homework
Honours
Playground
Prefects, School Council and Captains’ Forum
Pupil Records
Pupils in Photographs
School Closure
School Code of Conduct
Security
Social Areas
Transport

Absence Procedures

Parents must telephone or email: absence@st-columbas.org by 09.15 on each day of a pupil’s absence.  If the School does not receive a communication from the parent of an absent pupil, the parents will be contacted by 09.30.

A note explaining the cause of a pupil’s absence must be given to the Class/Form Teacher on his or her return to School.  All pupils who have a medical or other appointment should bring a note to their Class/Form Teacher in advance.

Request for Leave of Absence

If a pupil requires leave of absence:

• up to one day – please put your request in writing to the Head of House (Senior School) or Depute Head (Junior School)
• longer than one day – please put your request in writing to the Rector or Head of Junior School

If a pupil feels unwell during the School day, he or she should inform the Class Teacher, who will send him or her to Reception.  The Receptionist will provide minor treatment for cuts, headaches or other minor illnesses and all Administration Staff are first aid qualified.  If a pupil is more seriously ill, he or she will be looked after in the sick room or sent home, whichever is more appropriate.

If the pupil is to go home, then the parents will be telephoned and asked to collect the pupil at the earliest opportunity.  Pupils must not go home without permission.  Pupils, even if acting with the best of intentions, must not telephone their parents or another child’s parents without first consulting their Head of House or a member of the Management Team.

Any SVI student who feels ill must not leave School without first informing his/her Head of House or a member of the Management Team.

Please Note: Pupils must not leave the School at any time without receiving proper authorisation and signing out at Reception.

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Fees and Insurance

Fees

The schedule of fees is determined annually by Directors at their June meeting.  Fees are paid, normally by Direct Debit, annually, or in three termly instalments (September, December and March), or in ten monthly instalments (from September to June).  Fees include most books, stationary and learning materials, transport for sports fixtures and personal accident insurance. Optional School trips are charged separately.

If you are an existing direct debit payer, as fees change, no action is required unless you wish to change your banking arrangements, in which case you must complete a mandate form/s and return these to the Finance Office as soon as possible.

All new pupils who wish to pay by direct debit must complete the mandate form/s and return these to the Finance Office no later than the middle Friday in August (around 15th) before the start of Session.

Additional direct debit forms can be obtained from the Finance Office on 01505 871206.  Your attention is drawn to the Directors’ firm policy relating to the exclusion of pupils when fees are not paid in accordance with the above terms.  This applies to any direct debits not cleared in any month.

Termination of Contract Between School and Home

On acceptance of a place at St Columba’s School parents are liable for a term’s fees if a pupil is subsequently withdrawn.

Both parents and School have the option of terminating the contract through one term’s notice in writing.

Personal Accident Insurance

All pupils have limited personal accident insurance through the School’s membership of the Scottish Council of Independent Schools.  This cover extends for 365 days of the year.  Details of this insurance cover is forwarded to parents annually along with the fee note.

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National Qualifications

St Columba’s School presents pupils for National Qualifications, administered by the Scottish Qualifications Authority (SQA).

Fourth Year pupils sit Standard Grades or Intermediate examinations.

Pupils in SV are normally presented for five Highers, while SVI pupils have the option to be presented for Advanced Highers or to sit additional Highers.

Unit Tests for National Qualifications (at Intermediate, Higher and Advanced Higher) will take place throughout the year.

Download the SQA Examination Timetable

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The following guidelines are based on those issued by HMC.

The School warmly welcomes the support of parents at sports fixtures.  St Columba’s School always has a large and enthusiastic group of supporters.  However, in the enthusiasm of the moment, support can sometimes interfere with the coaching and refereeing of the game and set an inappropriate example to pupils.

Therefore, the School respectfully asks parents:

• to avoid interfering, however well intentioned, in coaching instructions or refereeing decisions, or to focus prolonged or undue attention on individual players
• please do not criticise the referee, St Columba’s School staff or opponents’ coaches and teachers.  Constructive comments are welcomed by the games staff at an appropriate time after the fixture
• please do encourage your son/daughter to attend, at least for a short time, the social ‘teas’ after fixtures, both home and away
• please support the School’s rule that players arrive at and depart from home fixtures dressed as required by the School

If pupils are collected after an away venue, please notify the teacher in charge in order that an accurate register can be taken before the team coach departs.

Gum Shields

All pupils playing rugby and hockey must wear a gum shield.  A parent dentist visits School in the first week of each new session to take impressions for gum shields which are supplied to parents at minimum cost.  Alternatively, pupils can make their own arrangements to obtain an appropriate gum shield before the start of each session.

Injury at Sports Fixtures

The School provides first aid cover for Saturday morning rugby/hockey.  For all home rugby matches there is a duty doctor in attendance.

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Health and Safety

The Board of Directors is responsible for the health, safety and welfare of the School community, and is represented on the Health and Safety Committee by Ms Nicola Anderson.  Jointly chaired by Mrs D Cook and Mr B Manson the Committee will consider and act on all health and safety matters affecting the School building and fabric, and all persons using the School.

Child Protection

Mrs Wallace, Senior Depute Rector, is the Senior School’s Child Protection Officer and Mrs Marr, the Depute Child Protection Officer.  Mrs Cook is the Junior School’s Child Protection Officer.  All teaching and non-teaching staff have received training on Child Protection and undergone enhanced Disclosure Checks.

Annual Data Check

At the start of the session, parents are asked to complete an Annual Data Check for each member of their family, giving medical details, emergency contact details and general consent for their children to attend school trips.  This form is valid for one session and must be updated annually.

Dispensing Medicines and First Aid

The School can dispense paracetamol, where appropriate, provided parents have given permission in the Annual Data Check.  The School will not dispense any other medication except by special arrangement.  Appropriate first aid will be given for minor injuries, such as cuts or bruises.

All administrative staff have emergency first aid training as well as additional training in Anaphylactic Shock, Diabetes and Epilepsy.

All accidents which happen on the School premises, or in the course of a School-based activity, off site, are recorded in the Accident Book and when legally required are notified to the Health and Safety Executive.

Immunisations

The visiting medical team will administer routine immunisations.  Parents are notified of the arrangements and required to complete a consent form.

School Trips and Visits

All arrangements for school trips and visits are set out in the Visits Policy.  The consent form, returned at the start of term, is sufficient for most activities which occur during the school day, regardless of location.  For visits which involve one or more nights away, parents must sign an additional consent form, which must include details of any relevant medication or special diet. Teachers write a risk assessment for each trip or visit which they organise.

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Homework

Time – Length of Homework Set

The following is good practice in respect of the amount of time pupils are expected to devote to homework:

• homework is not set over holidays, other than the specific cases listed below   
• SIV – are expected to work over the October holiday in advance of the SIV prelims and over the Easter holiday in advance of the SIV SQA examinations
• SV – are expected to work over the Christmas holiday in preparation for the SV prelims and again over the Easter holiday in preparation for late evidence assessments and the SQA examinations.
• SVI – are expected to work over the Christmas holiday in preparation for the SVI prelims and in respect of significant pieces of work e.g. Advanced Higher projects and dissertations over the February holiday, and again over the Easter holiday in preparation for late evidence assessments and the SQA examinations themselves
• Junior School – written homework should not be set over the weekend.

Honours

The Honours system in Senior School aims to recognise achievement by pupils in extra-curricular activities. The Honours Committee meets to consider all proposals by colleagues and make final recommendations to the Rector.  A detailed set of criteria has been established, against which all Honours Awards are considered.  Presentations take place three times a year: January, April and June.

The following is a summary of the Honours Award System

Playground

Junior School

The playground is always supervised by a member of staff.  Nursery and prep have their own area which is fenced off from the main playground.  There is a football rota for use of the pitch.  We operate an incentive scheme for courteous and considerate behaviour within the playground.  Staff supervise playground games as well as free play.

Senior School

Each year group has access to the upper and lower playgrounds on a rota basis. The playground rota is posted on the board inside the rear door.  Football - pupils may only use a lightweight ball which can be purchased from Reception.

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All pupils in SVI are prefects, in recognition of the importance the School places on leadership, teamwork and collective responsibility.  To develop this, prefects participate in team building/motivational weekends at Ardeonaig in late August and at Drymen in early January.

Prefects are expected to undertake a range of duties.  Heads of School draw up a duty rota to ensure duties are carried out.  Prefects are given the responsibility of encouraging appropriate behaviour as detailed in the pupils’ code of conduct.

School Council

In Senior School, the School Council is led by two of the Depute Heads of School and comprises of elected representatives from each year group who meet fortnightly with the Head of Guidance.  The Council discusses pupil concerns.  The Rector attends meetings of the School Council on a regular basis.

Captains’ Forum

In Junior School, the Captains’ Forum comprises of elected representatives from each class.  The Forum meets on a regular basis with Mrs Cook, Head of Junior School.

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Pupil Records

Each pupil’s personal file contains copies of reports, exam results, letters, medical and personal information supplied by parents.  Achievements and awards, and a record of any disciplinary action taken against the pupil are also held.  Information is also stored on the School’s computer database.

Data Protection Legislation gives pupils, and their parents if the pupil is under 16, access to  personal pupil records.

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Pupils in Photographs

From time to time, the School takes photographs of pupils for publication in the School’s publicity material and on the website.  The consent of parents for the use of photographic images of their children is requested annually.

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School Closure

Each family will receive one telephone call to advise that the School is closed.  Notice of closure and reopening will be posted on the school website.

In cases where some pupils have managed to arrive at School, during the onset of bad weather

• a team of staff will be on duty
• pupils will be looked after until they are able to return home safely or are collected by an adult or billeted with the family indicated on the Annual Data Check.

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School Code of Conduct

Junior School

Pupil Conduct

• Pupils’ conduct is required to be of the highest standard throughout the day.
• It is necessary for all pupils to adhere to the School’s discipline policy.  Credit and order marks will be given at appropriate times.  Pupils should aim to bring honour to their House at all times and be courteous to staff and other pupils.
• Behaviour in and around the village, particularly when walking to and from School, should be exemplary.  At all times pupils should be ambassadors for St Columba’s School.
• Everyone is expected to contribute to keeping cloakrooms, classrooms and playgrounds clean and tidy.
• Chewing/bubble gum must not be eaten anywhere in School.

Punctuality and Attendance

• Regularity of attendance and punctuality are essential.
• Holiday dates must be adhered to.  Any additional absence will only be considered by the Head of Junior School in exceptional circumstances and after prior request has been made in writing.
• Pupils wishing to be excused from PE must bring a note to PE staff.  Any pupil who is unable to represent St Columba’s in a team match should bring a note as early in the week as possible, preferably by the Tuesday before the match.
• Parents should inform the School each morning of any pupil’s absence.  Subsequently, an explanatory note must be brought on return from absence.
• All pupils being collected for an appointment should be met at Reception and should be signed out by an adult.

Uniform

• Uniform is to be worn properly at all times.
• All school uniform and equipment must be clearly marked with owner’s name.
• A maximum of one pair of earrings – of gold or silver studs – may be worn by girls at one time.  No visible piercing, except for those in earlobes, is permitted.  A discreet chain may only be worn under a shirt or blouse.  No bracelets should be worn.  Pupils may wear one plain (gold or silver band) ring.
• Girls’ hair should be worn away from the face.  Only ribbons of a dark colour are allowed.  Boys’ hair should be cut in a neat, short style, minimum No.3, suitable for School.  Hair should be of one natural colour.  The use of gel or other hair products is not allowed in Junior School.
• All school skirts or kilts must be knee length.
• Shoes must be in accordance with the uniform list.

Possessions

• Pupils should not bring expensive personal possessions to School.
• Items brought regularly to School should be clearly marked with owner’s name.
• Mobile phones must be switched off during the hours of the School day.
• ipods must be switched off during the hours of the School day and must not be used when travelling between Junior and Senior School.

Travelling

• Pupils are required to be courteous on buses.
• Bus prefects should monitor the behaviour of pupils on buses and report any concerns to the Depute Head of Junior School.
• All pupils should be careful when crossing roads and travelling between Junior and Senior Schools.  Transitus pupils are required to use the crossing points with crossing patrollers.

School Property and Equipment

• Pupils who wish to use classroom facilities outwith class teaching time, should seek the permission of a member of staff before entering any classroom.
• All school books should be covered and kept in good condition.
• Diaries should be completed daily and signed appropriately.

School Code of Conduct – Senior School

Pupil Conduct

Pupils’ conduct is required to be of the highest standard throughout the day.

• It is necessary for all pupils to adhere to the school’s behaviour policy.
• Chewing gum must not be eaten anywhere in school.
• Behaviour in and around the village, particularly when walking to and from school, should be exemplary.  At all times pupils should be ambassadors for St. Columba’s School.
• Homework should not be completed in the library at break or lunch time.
• Pupils should aim to bring honour to their House at all times and be courteous to staff and other pupils.  Credit and order marks are awarded as appropriate.
• Noise in the library should be kept to a minimum.
• Lunch and packed lunches for SI and SII must be eaten in the Hall.
• Everyone is expected to contribute to keeping cloakrooms, classrooms and playgrounds clean and tidy.

Alcohol and Drugs Policy

• Pupils are strictly prohibited from bringing alcohol and/or drugs into the School. Please see the School’s Alcohol and Drugs policy for further details.

• Regularity of attendance and punctuality are essential.
• Holiday dates must be adhered to.  Any additional absence will only be considered by the Rector in exceptional circumstances and after a prior request has been made in writing.
• Pupils wishing to be excused from PE must bring a note to PE staff.  Any pupil who is unable to represent St. Columba’s in a team match should bring a note as early in the week as possible, preferably by the Tuesday before the match.
• Parents should inform the school each morning of any pupil’s absence.  Subsequently, an explanatory note should be brought on return from absence.
• Pupils leaving school for an appointment should bring a note beforehand and inform reception of their departure.  SVI students must attend school at the start of each school day, but may sign out at reception thereafter.

Uniform

• Uniform must be worn properly at all times.
• All school uniform and equipment must be clearly marked with the owner’s name.
• Only one pair of earrings – gold or silver studs – to be worn by girls at one.  No visible piercing, except for those in earlobes is permitted.  A discreet chain may only be worn under a shirt or blouse.  No bracelets should be worn.  Pupils may wear one plain (gold or silver band) ring.
• Girls’ hair should be worn away from the face.  In all practical subjects (art, sciences, home economics, technology and PE), for health, safety and hygiene reasons, long hair should be tied back; only ribbons of a dark colour are allowed.  Boys’ hair should be cut in a neat short style, minimum No.3, suitable for school.  Hair should be of one natural colour.  The excessive use of hair products is not allowed.
• Make-up is not permitted for SI-II.  Subtle make-up is permitted for SIII-VI.  Coloured nail varnish must not be worn.
• All school skirts or kilts must not be shorter than knee length.
• Shoes for school must take into account the pupils’ safety on stairs and practical subjects.  They should be black, sturdy and have heels no higher than 4cm.

School Property and Equipment

• Pupils who wish to use classroom facilities outwith class teaching time, should seek the permission of a member of staff before entering any classroom.
• All school books should be covered and kept in good condition.
• Diaries should be completed daily and signed weekly (not applicable for SIV to SVI).

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Security

Parents are always welcome to visit the School but are asked to identify themselves at Reception and wear a visitor’s pass.

The external doors to all School buildings have magnetic locks with keypads.

A member of the Senior Management Team is available after School each day until 5.30pm.

The School switchboard closes at 4.15 pm.

Any child in the Junior School who is not collected at the end of the day is asked to return to the School Reception who will endeavour to contact the parent.  No child will be left unsupervised in this situation.   Any parent who is going to be late to collect a child is asked to contact the School if possible.  Parents are asked to introduce to the Class Teacher, anyone who is unknown to the child and who may be collecting him or her.

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Social Areas

SI - SIV

Each year group has a designated social area within the School.  This normally doubles as a cloakroom and storage area for bags and sports equipment.   All musical instruments should be stored in the music department.

SV and SVI Common Rooms

Pupils may eat their lunch in their common rooms.  Each pupil in SV and SVI is required to pay a levy of £10, returnable at the end of the session, providing there has been no wilful damage to the fabric or property of the common room.  Pupils operate rotas for tidying the common rooms.

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Transport

School Buses

Transport is provided to and from School from a number of areas.

Safety on Buses/Coaches

Pupils are expected to behave themselves and be courteous on school buses.  They should always wear seatbelts, remain seated and face forwards when the coach is in motion.  Pupils should not make individual arrangements with the driver about stops.

Prefects asked to report concerns to Depute Rector.

Where transport is organised by the School, companies are required to provide disclosure information on their drivers.  Senior pupils are appointed as bus prefects to supervise pupil conduct.

If you have any comments about the School buses, please contact Mr McLaughlin at Senior School, who will take up the matter with the company concerned.  The School asks that parents do not discuss concerns directly with bus drivers.

Cycles

Cycles must be left properly secured under the walkway of the Cargill Centre at Senior School and should have clear identification marks on them.  Pupils must wear safety helmets as they cycle to School.

Parking

This guidelines have been drawn up following discussion between the School, the police and representatives of the local residents.

We appeal to staff, parents, pupils and visitors to observe the code and always park considerately within the School vicinity, particularly at drop-off and pick-up times, to ensure that residents have open access to their driveways and roads remain unobstructed.

Please do not park

- across any gates to the School or neighbouring houses
- directly opposite gates to the School or neighbouring premises
- in a coned area
- close to junctions (in line with the highway code)

A voluntary one-way system operates around Junior School during peak times.  From Lochwinnoch Road please turn onto Castlehill Road, left along Broomknowe Road and left onto Knockbuckle Road.

Pupil Drivers

Any pupil wishing to drive his/her car to School must read the Senior School Driving Code for Pupils and a copy of the School Parking Code.

Cars or motorcycles brought to School must be parked in Porterfield Road.  Pupils should check their insurance cover before bringing a car to School.  Insurance companies have different policy conditions.

All pupils who intend to give lifts to any other pupils at anytime during the school day must ensure the School has prior written consent from the each pupil’s parents. Copies of the appropriate permission slip are available from Heads of House.

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