Coronavirus(covid 19) policy
We are committed to ensuring the health, safety and welfare of all students, employees, and visitors. This policy describes the measures that we have put in place to protect you from the risks of the coronavirus (COVID-19) outbreak and the duties that fall upon us.
This policy applies to all our students, staff, visitors and contractors.
COVID-19 Policy Statement
Axis Tuition Centres recognises that it has a legal duty of care towards protecting the health and safety of its employees and others who may be affected by our activities during the COVID-19 pandemic and the Management Teams has a part to play in discharging these responsibilities.
In order to discharge our responsibilities, we will:
Bring this Policy Statement to the attention of all staff;
Carry out and regularly review risk assessments to identify proportionate and pragmatic
solutions to reducing the risk of COVID-19;
Communicate and consult with our staff on matters affecting their health and safety;
Comply fully with all relevant legal requirements and government guidance;
Control risks to health, safety and well-being so far as is reasonably practicable
Encourage staff to identify and report hazards in relation to COVID-19 so that we can all
contribute towards improving safety;
Work with parents and carers to agree best approaches for our Tuition Centre;
Ensure that emergency procedures are in place at the site for dealing with the virus;
Maintain our premises, and provide and maintain safe plant and equipment;
Only engage contractors who are able to demonstrate due regard to health and safety
matters and who are effectively managing the risks from the virus;
Provide adequate resources to control the risks arising from our work activities in relation
to the virus;
Provide adequate information, instruction and training and ensure that all employees are
competent to do their tasks safely;
Plan for a local lockdown and how we will ensure continuity of education; and
Regularly monitor and revise policies and procedures as guidance changes.
This policy statement will be reviewed and revised as necessary to reflect changes to the organisation’s activities and any changes to legislation or government guidance. Any changes to the policy will be brought to the attention of all employees.
Chair of Trustees COVID-19 responsibilities
The overall responsibility for health and safety and management of the virus rests at the highest management level. However, it is the responsibility of every employee to co-operate in providing and maintaining a safe place of work.
It is important that everyone is aware of their responsibilities and has a clear understanding of their areas of accountability in controlling factors that could lead to ill health, injury or loss and the virus being spread. Centre managers are required to provide clear direction and accept responsibility.
We recommend that the following responsibilities are identified in relation to the implementation of COVID-19 control measures:
These employees must ensure that in their areas of control (for example teaching departments for Heads of Department, Managers of support teams etc.):
They implement and follow the Coronavirus (COVID-19) Policy;
They supervise their staff to ensure that they work safely, providing increased
supervision for new, vulnerable and young workers;
They communicate and consult with their staff on COVID-19 issues within their area;
They keep themselves up to date with developments and guidance relating to COVID-
Rules are followed by all;
They encourage staff to report hazards and raise concerns; Issues concerning safety
raised by anyone are thoroughly investigated and, when necessary, further effective controls implemented and communicated to staff; Any safety issues that cannot be dealt with are referred to the Chair of Trustees for action;
Safety training for staff is identified, undertaken and recorded to ensure that they are competent to carry out their work in a safe manner;
Safe systems of work are developed and implemented where needed;
COVID-19 incidents inside and outside of work are recorded, investigated and reported
Personal protective equipment (PPE) is readily available and maintained, where
appropriate, and relevant staff are aware of the correct use of this and the procedures for
Hazardous substances are stored, transported, handled and used in a safe manner
according to manufacturers’ instructions and established rules and procedures; and
Regular and effective cleaning takes place.
Good communication is in place between management and employees, particularly
where there are organisational and procedural changes;
Plans for local lockdown are developed, implemented and amended to ensure continuity
Employees are fully trained to discharge their duties; and
Where necessary,they look to offer additional support to any employees who are
experiencing additional stress outside of work, e.g. bereavement, illness of family members or anxiety about the general safety of their loved ones.
Follow any information, instruction, training and supervision provided to them regarding
looking after their health, safety and wellbeing (including mental health) during the
COVID-19 outbreak; and
Raise any issues or concerns with their line manager.
Visitors to site should be avoided where possible. Where this is not possible, the Tuition Centre must:
Complete the visitor declaration and an individual risk assessment if required; and
Inform us of any COVID-19 symptoms.
The Tuition Centre will maintain a visitor log for fire evacuation purposes and to help with test and trace purposes.
Staff carrying out cleaning activities
Staff carrying out cleaning activities must:
Take reasonable care of their own safety;
Take reasonable care of the safety of others affected by their actions;
observe the safety rules
Submit their health and safety policy and relevant risk assessments to us for approval, if
not employed by AXIS;
Comply with and accept our COVID-19 Policy;
Conform to all written or verbal instructions given to them to ensure their personal safety
and the safety of others;
Dress as appropriate for their work activities;
Use all equipment, safety equipment, devices and protective clothing as directed;
Avoid any improvisations of any form which could create an unnecessary risk to their
personal safety and the safety of others;
Maintain all equipment in good condition and report defects to their supervisor; and
Ensure that chemicals are used appropriately and that contact times are respected.
Reoccupation of our Tuition Centre
From September, in line with current and any new government guidance, there will be a full opening and reoccupation of our Tuition Centres and resumption of the curriculum.
No one with symptoms or a positive test, in the previous ten days, should attend our Tuition Centre for any reason. In line with the current decline in transmission of the virus, those currently shielding are no longer be required to shield since 1 August. This means that by the Autumn term, there will be very few who will still be required to shield and even those who are, will be allowed to attend educational facilities, including those who have family members who are shielded. It is recognised that this could be changed on a local level if rates were to rise again. Those who are no longer required to shield but still remain under the care of a specialist health professional should seek medical advice on returning to Tuition Centre.
Where students cannot attend Tuition Centre to comply with clinical and/or Health Protection advice, they will immediately be offered remote educational and engagement with this will be monitored.
All other students must attend Tuition Centre. The Tuition Centre will bear in mind the potential concerns of students, parents/ carers and households who may be reluctant or anxious about returning and put the right support in place to address this. This may include students who have themselves been shielding previously but have been advised that this is no longer necessary, those living in households where someone is clinically vulnerable, or those concerned about the comparatively increased risk from COVID-19, including those from Black, Asian and Minority Ethnic (BAME) backgrounds or who have certain conditions such as obesity and diabetes. The Tuition Centre will be clear with parents/ carers that unless a statutory reason is given, attendance is compulsory.
We will resume taking an attendance register and complete any Department for Education updates on how many students and staff are attending as may be required.
To encourage attendance at Tuition Centre, the following measures will be considered and
Communicate clear and consistent expectations around Tuition Centre attendance to families
Identify students who are reluctant or anxious about returning or who are at risk of disengagement and develop plans for re-engaging them. This should include the vulnerable children and young people, especially those who were persistently absent prior to the pandemic or who have not engaged with the Tuition Centre regularly during the pandemic.
Work closely with other professionals as appropriate to support the return to Tuition Centre.
Tuition Centre workforce
Axis Tuition Centres’ Trustees and Managers are conscious of the health, safety and wellbeing of all staff and will, where possible, support the staff in the return to work and normal curriculum.
It is recognised that most Tuition Centre staff will not be able to work from home following the full reoccupation of students. This includes previously shielded groups who, as of 1 August, can attend the workplace as long as social distancing is maintained. Vulnerable persons will still be identified, and suitable additional controls applied.
Staff and students will be encouraged to walk or cycle to and from Tuition Centre and avoid public transport wherever possible. The Tuition Centre will work together with all parties and transport providers to put in place arrangements appropriate to their circumstances, including measures to reduce contact.
Students will be asked to bring in their own lunch pack and water bottles. However, no snacks will be available to be purchased on site.
Effective infection protection and control
There are important actions that students, their parents/carers and our staff can take during the COVID-19 outbreak to help prevent the spread of the virus. Hygiene will continue to be important in Tuition Centre.
Preventing the spread of COVID-19 involves dealing with direct transmission (for instance, when in close contact with those sneezing, coughing, exhaling) and indirect transmission (via touching contaminated surfaces). A range of approaches and actions will be employed to do this. These can be seen as a Hierarchy of Controls that, when implemented, create an inherently safer system, where the risk of transmission of infection is substantially reduced. These include:
Minimising contact with individuals who are unwell by ensuring that those who have COVID-19 symptoms, or who have someone in their household who does, do not attend Tuition Centre/ work;
Cleaning hands more often than usual – washing hands thoroughly for 20 seconds with running water and soap and drying them thoroughly or using alcohol hand rub or sanitiser ensuring that all parts of the hands are covered;
Ensuring good respiratory hygiene – promoting the ‘catch it, bin it, kill it’ approach;
Cleaning frequently-touched surfaces often using standard products, such as detergents and enhancing our cleaning provisions;
Minimising contact and mixing by altering, as much as possible, the environment (such as classroom layout) and timetables (such as staggered break times); and
Using Personal Protective Equipment (PPE) where necessary.
Notices and posters promoting infection control best practice will be displayed throughout our site.
Personal Protective Equipment (PPE), including face coverings and face masks
Students will be asked to wear a face covering/mask in corridors and other communal areas. If they wish, they may wear masks in class too. This will be kept under review and updated should government guidance change. Staff may wear face coverings/mask in class should they wish to. Staff will be asked to wear a mask/face covering in all staff meetings. Our habits, cleaning and hygiene are effective measures in controlling the spread of the virus.
Most staff will not require PPE beyond what they would normally need for their work. PPE
will only be needed in a small number of cases, including:
Students whose care routinely already involves the use of PPE due to their care needs
will continue to receive their care in the same way. Currently we have not identified any student with these needs at AXIS.
If a student becomes unwell with symptoms of COVID-19 while in Tuition Centre (or requiring any other first aid), a face mask should be worn by the supervising adult, if two metres distance cannot be maintained. If contact with the student is necessary, then gloves,
an apron and a face mask should be worn by the supervising adult. If a risk assessment determines that there is a risk of splashing to the eyes, for example from coughing, spitting, or vomiting, then eye protection should also be worn.
Class or group sizes
We appreciate that it is important to reduce contact between people as much as possible, and we will achieve this and reduce the transmission risk by ensuring students and staff, where possible, only mix in a specified, consistent groups (Classrooms) and that group stays away from other people and groups. These will be ‘Class bubbles’.
While in general groups will be kept apart, occasional and brief, managed transitory contact, such as passing in a corridor, is deemed to be low risk where this cannot be planned out or otherwise avoided. During these times, students will be required to wear face masks.
Planning and organising
Prior to welcoming our students and staff back, we will have:
Refreshed our risk assessment and other health and safety advice for students and staff,
considered recent government advice and identified protective measures (such as the things listed below). We will also ensure that all health and safety compliance checks have been undertaken before opening.
Recognised that in the provision of GCSE courses, it is likely that bubbles will need to be all Lesson groups as some students join more than one subject;
Allowed teachers to move across groups provided they maintain distancing of two metres from other staff and students at all times possible.
Organised classrooms maintaining space between seats and desks where possible.
In refreshing the timetable:
Decided which lessons or activities will be delivered;
Used the timetable and selection of classrooms or other learning environments to reduce movement around the Tuition Centre.
Staggered toilet visits so that all students are not moving around the Tuition Centre at the same time.
Staggered drop-off and collection times where appropriate.
Planned drop-off and pick-up protocols in a way that minimises adult-to-adult contact.
It was previously recommended that materials were removed from the classroom; this is no longer the case for the autumn term. Frequently used items such as pens and pencils
used by staff and students will be individual to the user. Classroom resources such as books and resources can be kept in the classroom but should be used within the group bubbles and cleaned before being used by any other group bubble, together with any other touch points. However, we recommend to use individual photocopies, PowerPoint and online resources are used when possible;
Homework will be issued but not marked except online;
Photocopying procedures will be limited;
Resources shared between groups, such as sports, science and art equipment, will be cleaned between groups or isolated for 48 hours (72 for plastic) prior to reuse. However, students will be provided with their own art equipment to use in lessons;
We will consider how students arrive at Tuition Centre, and reduce any unnecessary travel on coaches, buses or public transport where possible;
A process will be implemented for staff/students removing face coverings safely and of washing their hands. This will be clearly communicated to them.
We will communicate our plans as follows:
Telling students, parents, carers or any visitors, such as suppliers, not to enter our Tuition Centre if they are displaying any symptoms of COVID-19;
Telling parents/carers that if their child needs to be accompanied to Tuition Centre, requesting only one adult attends any necessary appointment;
Telling parents/carers and young people their allocated drop-off and collection times and the process for doing so, including protocols for minimising adult-to-adult contact;
Making it clear to parents/carers that they cannot gather at entrance gates or doors, or enter the site (unless they have a pre-arranged appointment, which will be conducted safely);
Ensuring parents/carers and young people are aware of recommendations on transport to and from Tuition Centre (including avoiding peak times);
Talking to staff about the plans (for example, safety measures, timetable changes and any staggered arrival and departure times);
Communicating as early as possible with contractors and suppliers that will need to prepare to support plans for opening (for example, cleaning, catering, hygiene suppliers, etc.); and
Discussing with cleaning contractors or staff the additional cleaning requirements and agreeing additional hours to allow for this as appropriate.
When the Tuition Centre opens on Monday 14thSeptember
We will keep cohorts together where possible and:
• Ensure that students are always in their classroom and year group bubbles each day, as far as possible;
Ensure that as far as possible timetables are created to minimise teacher interactions across year group bubbles;
Ensure that, where possible, teachers and other adults stay at the front of the class and maintain a two-metre distance from other adults and from children. If necessary, minimal time will be spent within one metre of anyone;
Students will be seated side-by-side and facing forwards wherever possible;
Ensure that hand sanitisers are available at the entrance
Ensure every class has additional wipes, sanitisers and lidded bins for tissues;
Ensure that, wherever possible, students use the same classroom or area throughout the day, with a thorough cleaning of the rooms at the end of the day. Where this is not possible ensuring that students have a consistent seating arrangement in the rooms that they use.
For cleaning and hygiene:
Follow government guidance on cleaning, including:
Cleaning an area with normal cleaning products after someone with suspected or confirmed COVID-19 has left to reduce the risk of passing the infection/possible infection on to other people;
Wearing disposable gloves and aprons for cleaning (these will be double-bagged, stored securely for 72 hours, then thrown away in the regular rubbish after cleaning is finished);
Using disposable cloths to clean hard surfaces with warm soapy water, then disinfect these surfaces with normal cleaning products (paying particular attention to frequently-touched areas and surfaces, such as bathrooms, handrails, stairwells and door handles);
Where an area has been heavily contaminated, such as with visible bodily fluids, from a person with COVID-19, using protection for the eyes, mouth and nose, as well as wearing gloves and an apron; and
Washing hands regularly with soap and water for 20 seconds, and after removing gloves, aprons and other protection used while cleaning.
Clean surfaces that students are touching – such as desks, chairs, doors, sinks, toilets, light switches and bannisters – more regularly than normal.
Ensure that all adults and students:
Frequently wash their hands with soap and water for 20 seconds and dry thoroughly;
Sanitise their hands on arrival at Tuition Centre/ work, after breaks, when they change rooms, before and after eating, and after sneezing or coughing;
Are encouraged not to touch their mouth, eyes and nose; and
Use a tissue or elbow to cough or sneeze and use bins for tissue waste (‘catch it, bin it, kill it’).
To encourage and ensure hand washing and personal hygiene measures are followed,
the following points will be considered:
Ensure that sufficient handwashing facilities are available for both staff and students. Where a sink is not nearby, provide hand sanitiser in classrooms and other learning environments.
Adequate supervision of hand sanitiser use given risks around ingestion. Skin- friendly skin cleaning wipes can be used as an alternative.
Building these routines into Tuition Centre culture, supported by behaviour expectations and helping ensure they are understand and followed.
Where possible, all spaces will be well-ventilated using natural ventilation (opening windows) or ventilation units.
Prop doors open, where safe to do so (bearing in mind fire safety and safeguarding), to limit the use of door handles and aid ventilation.
Confirm to staff and parents/carers that there is no need for anything other than normal personal hygiene and washing of clothes following a day in Tuition Centre/ work.
Reduce mixing by:
Accessing rooms directly from outside (where possible);
Implement one-way circulation to keep groups apart as they move through the Tuition Centre where spaces are accessed by corridors; during this time, masks must be worn;
Ensuring that toilets do not become crowded by limiting the number of students who use the toilet facilities at one time. Toilets will be frequently cleaned, and the students will be encouraged to maintain good hygiene; and
For shared rooms:
If class groups take staggered breaks between lessons, these areas can be shared as
long as different groups do not mix (and especially do not play sports or games together)
and adequate cleaning between groups/ bubbles is in place;
Staffroom will be closed;
The library will be closed.
Reduce the use of shared resources:
Staff and students can take shared resources such as books home, but unnecessary
sharing should be avoided;
By seeking to prevent the sharing of stationery and other equipment where possible;
Shared materials and surfaces will be cleaned and disinfected more frequently;
Practical lessons can go ahead only where equipment can be cleaned thoroughly, and
the classroom or other learning environment will be occupied by the same students in one day or properly cleaned between cohorts.
Adjust transport arrangements where necessary, including:
• Encouraging staff, parents/carers and students to walk or cycle to the Tuition Centre where possible;
What happens if someone becomes unwell in Tuition Centre/ at work?
If anyone becomes unwell with a new, continuous cough or a high temperature, or has a loss of or change in their sense of taste or smell (anosmia) in Tuition Centre/ at work, they will be sent home and advised to follow government guidance for households with possible COVID-19 infection (i.e. isolate for at least ten days and should arrange to have a test).
If a pupil is awaiting collection, they will be moved, if possible, to a room where they can be isolated behind a closed door/ screen and with appropriate adult supervision if required. Ideally, a window will be opened for ventilation. If it is not possible to isolate them, they will be moved to an area which is at least two metres away from other people.
If they need to go to the bathroom while waiting to be collected, they will use a separate bathroom if possible. The bathroom will be cleaned and disinfected using standard cleaning products before being used by anyone else.
PPE will be worn by staff caring for the child while they await collection if a distance of two metres cannot be maintained (as set out above).
If a member of staff has helped someone who was unwell with a new continuous cough or a high temperature or has a loss of or change in their normal sense of taste or smell (anosmia), they will not need to go home unless they develop symptoms themselves (and in which case they should arrange a test). If the child subsequently tests positive see ‘what happens if there is a confirmed case of COVID-19 in our Tuition Centre?’ below and they are requested to isolate by the NHS’s Test and Trace, this advice must be followed.
Staff should wash their hands thoroughly for 20 seconds after any contact with someone who is unwell. We will clean the affected area with normal cleaning products after someone with symptoms has left to reduce the risk of passing the infection on to other people.
What happens if there is a confirmed case of COVID-19 in our Tuition Centre?
If a pupil/student or staff member develops symptoms compatible with COVID-19, they will be sent home and advised to self-isolate for ten days. Their fellow household members should self-isolate for 14 days. All staff and students will have access to a test if they display symptoms of COVID-19 and are encouraged to get tested in this scenario.
Where a case of COVID-19 has been confirmed the Tuition Centre will follow government guidelines and notify the relevant public health authorities for advice.
Where the pupil/student or staff member tests negative and is symptom-free, they can return to Tuition Centre/work and the fellow household members can end their self-isolation.
Where a pupil or staff member tests positive, the Tuition Centre will take swift action to contact the Local Health Protection Team. The Protection Team will produce a risk assessment and give definitive advice on who should be sent home, against certain criteria, including close contacts. In the event that there are two or more confirmed cases within 14 days or there is an increase in overall sickness absence where COVID-19 is suspected, this will be considered an outbreak and the Local Health Protection Team will advise if further measures or larger groups will need to self-isolate. If identified controls have been implemented, a Tuition Centre closure should not normally be considered unless advised by the Health Protection Team.
In the event that a staff member or parent/carer tests positive or is contacted by NHS Test and Trace, the Tuition Centre will be prepared to present such details of relevant contacts the person has had in relation to Tuition Centre/ work. To continue monitoring transmission, staff and students in all Tuition Centres will be eligible for testing if they become symptomatic, as will members of their households. A negative test will enable children to get back to education, and their parents/carers to get back to work.
In the event of a child or member of staff testing positive for COVID-19, the relevant group of people within the Tuition Centre with whom the child has mixed closely (their group) should be sent home and advised to self-isolate for 14 days.
Taking students’ temperatures
We will not take students’ temperatures every morning and parents and carers will not be required to either. Current guidance indicates routine testing of an individual’s temperature is not a reliable method for identifying COVID-19. However, we may randomly check the temperature.
We will reiterate to parents/carers the need to follow the standard national advice on the kind of symptoms to look out for that might be due to COVID-19, and where to get further advice. If anyone in the household develops a fever or a new continuous cough or a high temperature, or has a loss of or change in their normal sense of smell (anosmia), they are advised to follow the government guidance (which states that the ill person should remain in isolation for ten days and the rest of the household for 14 days).
All students eligible to attend our Tuition Centre, and members of their households, will have access to testing if they display symptoms of COVID-19. This will enable them to get back into education, and their parents or carers to get back to work, if the test proves to be negative. To access testing, parents/carers will be able to use the NHS 111 online service.
Access to testing is already available to all essential workers – this includes anyone involved in education. We will, where necessary, book tests through the online portal. There is also an option for employees to book tests directly on the portal.
We will not request evidence of negative test results or other medical evidence before admitting children or welcoming them back after a period of self-isolation.
Supporting students with complex needs
We will follow government guidance for managing students with education, health and care plans, including those with complex needs, where appropriate.
The Tuition Centre’s Child Protection Policy will be reviewed to reflect the new arrangements from the Autumn term to ensure that all necessary measures are being taken.