Residential Policy - Study Mind

Last Updated: 22 December 2025

Statement of Purpose

The purpose of this policy is to ensure that Study Mind’s Camp residential provision operates in a safe, structured, and supportive manner that safeguards and promotes the welfare of all students, particularly those under the age of 18. Study Mind recognises its duty of care to children and young people accessing residential provision and is committed to maintaining clear expectations, robust supervision arrangements, and effective safeguarding procedures.

This policy sets out the principles, responsibilities, and procedures that apply to residential accommodation during Camps and should be read alongside Study Mind’s Safeguarding and Child Protection Policy, Behaviour Policy, Health and Safety Policy, Fire Safety Policy, Staff Code of Conduct, and Managing Allegations Against Staff Policy.

Scope

This policy applies to:

All students attending Study Mind Camps who reside in residential accommodation
All Study Mind staff, residential guardians, tutors, volunteers, and contractors involved in residential provision
All adults living or working in residential accommodation where students under the age of 18 are present

This policy applies to all residential settings used during Camps, including overnight accommodation, communal areas, and any associated off-site residential activities.

Policy Statement

Study Mind is committed to:

Providing a safe, inclusive, and well-supervised residential environment
Ensuring that safeguarding and welfare considerations underpin all residential arrangements
Maintaining appropriate boundaries between students and adults
Meeting health and safety and fire safety requirements in all residential settings
Ensuring students are treated with dignity, respect, and fairness

The welfare of children and young people is paramount. Any arrangements made under this policy will prioritise safeguarding, wellbeing, and risk management.

Definitions

For the purposes of this policy:

Residential Provision refers to overnight accommodation provided by or arranged through Study Mind as part of a Camp programme.
Student refers to any individual attending a Study Mind Camp, including those under and over the age of 18.
Child / Young Person refers to any student under the age of 18.
Residential Guardian refers to a Study Mind employee responsible for the welfare and supervision of students outside of taught sessions and overnight.
Designated Safeguarding Lead (DSL) refers to the senior member of staff with responsibility for safeguarding and child protection.
Residential Accommodation includes bedrooms, communal living areas, corridors, and shared facilities used by residential students.
Safeguarding Concern refers to any concern relating to a child’s welfare, safety, behaviour, or risk of harm.

Welfare and Safeguarding

Safeguarding Responsibilities:

Study Mind has a Designated Safeguarding Lead (DSL) and Deputy DSL with responsibility for safeguarding across all services, including residential provision.
The DSL has overall oversight of safeguarding arrangements within residential settings and ensures concerns are recorded, reviewed, and escalated appropriately.
All residential staff and guardians must know how to contact the DSL or Deputy DSL at all times, including overnight and out-of-hours periods.

Duty of Pastoral Care

Study Mind owes a duty of care to all residential students and accepts responsibility for their welfare during residential periods.
Students under the age of 18 will be under the direct pastoral care of appointed residential guardians outside of teaching hours.
Residential guardians are responsible for supervising routines, managing welfare needs, and responding to concerns.
Adult students (18+) will not be responsible for supervising or caring for younger students.

Safeguarding Practice:

Safeguarding concerns must be reported immediately in line with the Safeguarding and Child Protection Policy.
Staff must not attempt to investigate safeguarding concerns independently.
Records of concerns and incidents will be maintained securely in accordance with data protection requirements.

Induction

Student Induction:

All residential students will receive a structured induction on arrival, which will include:

Residential routines, expectations, and boundaries
Behaviour standards and consequences
Safeguarding arrangements and reporting routes
Health and safety expectations
Fire safety procedures and evacuation routes
Overnight supervision and emergency contact arrangements
Orientation of the residential accommodation
Orientation of the surrounding area

Students will be given opportunities to ask questions and seek clarification.

Staff and Guardian Induction:

All residential staff and guardians will receive induction prior to the commencement of residential duties, including:

Safeguarding and child protection training
Prevent training (UK government)
Health and Safety training
Professional boundaries and appropriate conduct
Managing behaviour and conflict
Health and safety responsibilities (specific to residential accommodation)
Fire safety and emergency procedures
Incident reporting and escalation processes

Health and Safety

Risk assessments will be completed for all residential accommodation and activities and reviewed as required.
Accommodation will be maintained to a safe and suitable standard, including heating, lighting, ventilation, cleanliness, and security.
Hazards or defects must be reported immediately and addressed without delay.
First aid provision will be available at all times, with clear arrangements for accessing medical support.
Medication will be managed in accordance with Study Mind’s Health and Safety Policy

Fire Safety

Fire risk assessments will be in place for all residential accommodation.
Fire detection, alarm systems, emergency lighting, and exit routes will be maintained and tested regularly.
Students and staff will be informed of evacuation procedures during induction.
Fire drills will be conducted where practicable at the start of residential programmes.
Clear procedures will be in place for managing emergencies, including evacuation, missing students, and medical incidents.

Staffing Levels and Supervision

Staffing ratios will reflect the age, number, needs, and vulnerabilities of students.
Adequate staff cover will be in place during evenings, overnight, and early mornings.
At least one responsible adult will be on duty overnight in each residential setting.
Staff rotas will be documented and communicated clearly.
Staff must know the whereabouts of students in their care at all times.

Accommodation Arrangements

Separation by Age and Gender:

Male and female students will be accommodated in separate sleeping areas, on different floors.
Students under the age of 18 will not share sleeping accommodation with adult students.
Bathroom and washing facilities will be appropriately segregated.

Adults in Residential Settings:

Adults living in residential accommodation with students under 18 will be Study Mind employees acting as residential guardians.
All such adults will be subject to enhanced DBS checks and safer recruitment procedures.
Adults must comply with professional conduct and safeguarding expectations at all times.
In the case of students over 18, they will live in separate residential accommodation for students under 18.
Students over 18 are under the care of the residential guardian, however are not restricted to the premises.

Release Forms

Study Mind recognises that, in certain circumstances, parents or legal guardians may wish to permit students under the age of 18 to leave residential accommodation independently during designated periods.

Parental or Guardian Consent:

A Release Form must be completed and signed by a parent or legal guardian before any under-18 student is permitted to leave the residential accommodation unaccompanied.
Release Forms must clearly specify:
- The permissions granted (e.g. independent local travel)
- Any geographical boundaries or restrictions
- The permitted time window and curfew
- Emergency contact details
Verbal consent must not be accepted

Conditions of Independent Movement:

Where a valid Release Form is in place, students must:

Inform the residential guardian before leaving the accommodation
Return to the accommodation by the agreed time stated on the Release Form
Remain contactable while off site where reasonably practicable
Adhere to the Study Mind Student Code of Conduct at all times and avoid any locations or activities that are age-restricted, unsuitable, or present increased safeguarding risks, including pubs, bars, or other 18+ venues.

Duty of Care:

Residential guardians retain a duty of care and may refuse permission for a student to leave independently if there are safeguarding, welfare, behavioural, or risk-related concerns at the time.
Permissions granted via a Release Form do not override safeguarding responsibilities.
Any failure to return by the agreed time will be treated as a safeguarding concern and managed in line with Study Mind’s Safeguarding and Child Protection Policy, including escalation where necessary.

Review:

Signed Release Forms will be retained securely and reviewed by residential staff.
Permissions may be withdrawn at any time if concerns arise regarding the student’s safety or behaviour.

Behaviour and Conduct

Students are expected to comply with the Study Mind Behaviour Policy and Student Code of Conduct at all times within residential provision.
Residential staff will promote positive behaviour and address concerns consistently and proportionately.
Clear boundaries will be maintained between students and adults at all times.
Serious or repeated breaches of behaviour expectations may result in removal from residential provision, suspension from the programme, or escalation to parents/carers and commissioning authorities.

.Visitors

Students are not permitted to have visitors in residential accommodation.
Visitors are not permitted in staff or guardian accommodation.
Any essential visitors (e.g. maintenance) must be supervised at all times.

Complaints and Student Voice

Students will be informed of how to raise concerns or make complaints.
Complaints will be managed in accordance with Study Mind’s Complaints Policy.
Students will be encouraged to share feedback on their residential experience, which will be reviewed to inform improvements.

Review

This policy will be reviewed annually or sooner where required due to:

Changes in legislation or statutory guidance
Updates to safeguarding or health and safety requirements
Operational changes to residential provision

The review will be led by the Designated Safeguarding Lead and Senior Leadership Team, with input from staff and partner agencies as appropriate.

Appendix A: Adults (Residential Guardians) Living with Students Under 18

Purpose

This appendix sets out the expectations and responsibilities of Study Mind residential guardians living in accommodation with students under the age of 18.

Employment Status and Occupancy

Residential guardians are employees of Study Mind and are bound by Safer Recruitment requirements (as outlined in the Safer Recruitment Policy).
Occupancy of accommodation is directly linked to employment and role requirements.

Safeguarding and Professional Conduct

Residential guardians must:

Adhere to Study Mind’s Safeguarding and Child Protection Policy
Maintain professional boundaries at all times
Avoid one-to-one situations wherever possible
Report safeguarding concerns immediately

Residential guardians must not:

Engage in inappropriate physical or verbal contact
Show favouritism or form exclusive relationships
Allow visitors into residential accommodation
Use personal devices inappropriately around students

Visitors

Residential guardians are not permitted to have visitors in accommodation.

Training and Induction

Residential guardians must complete safeguarding, Prevent, health and safety, and residential induction prior to undertaking duties.

Breach of Policy

Any breach of this appendix or related safeguarding policies may result in disciplinary action and/or removal from residential accommodation.

Appendix B: Residential Students Code of Conduct

Purpose
This Code of Conduct outlines the expectations for students attending Study Mind’s Summer Career Camps who will be residing in our residential accommodation. The goal is to maintain a safe, respectful, and supportive environment conducive to both personal and academic growth.

1. General Behaviour Expectations

Respectful Interactions: Students are expected to treat all staff, tutors, and fellow students with respect at all times.
Behavioural Standards: All students must adhere to the Study Mind Behaviour Policy during their time in residential accommodation. Disruptive or inappropriate behaviour will be addressed promptly following the staged behaviour management approach outlined in the Behaviour Policy.
Positive Participation: Students should engage actively in all scheduled activities and educational sessions. They are encouraged to contribute positively to the community atmosphere.
Personal Responsibility: Students are expected to take responsibility for their actions and accept the consequences of any breaches of the conduct policy.

2. Alcohol and Drugs Policy

Zero-Tolerance Policy: The use, possession, distribution, or sale of illegal drugs, controlled substances, or alcohol is strictly prohibited. This aligns with the Drugs and Alcohol Policy.
Under the Influence: Students must not attend any sessions or activities under the influence of alcohol, drugs, or any intoxicating substance. If a student is suspected of being under the influence, the matter will be addressed in accordance with safeguarding procedures.
Prescription Medication: Any student who requires prescribed medication must use it responsibly and inform the relevant staff members if the medication may impair performance.

3. Safety and Welfare

Safeguarding: The safety and welfare of all students are paramount. Students are expected to follow all safeguarding procedures outlined during their induction. Any concerns should be reported immediately to the Designated Safeguarding Lead (DSL).
Emergency Protocols: Students will be informed of the emergency procedures, including fire drills and emergency contacts, as part of their induction. Adherence to these procedures is mandatory.

4. Accommodation and Facilities Use

Room Boundaries: Students must respect the privacy of others and the boundaries of the accommodation. They should not enter rooms that are not assigned to them or engage in activities that could disturb others.
Use of Facilities: Students should use shared facilities, such as bathrooms and lounges, in a manner that is respectful to others and in compliance with residential rules.

5. Conduct During Excursions and Activities

Respectful Behaviour: During excursions and off-site activities, students are expected to act in accordance with the same behavioural standards expected on Study Mind premises.
Supervision and Independence: Students must remain with their designated group during excursions unless prior written consent has been provided by guardians. Students over 18 may be permitted to move independently, subject to the approval of a residential guardian and in line with the Release Form guidelines.

6. Consequences for Breach of Conduct

Minor Breaches: For less severe breaches (e.g., disruptive behaviour, minor disrespect), students will be given a chance to reflect on their behaviour and are expected to correct it. Tutors and staff will employ the strategies outlined in the Behaviour Policy.
Moderate to Severe Breaches: Any moderate or severe breaches, such as physical aggression, theft, or violating substance-related rules, may lead to immediate removal from residential accommodation, suspension from activities, or even involvement of local authorities if necessary.
Ongoing Issues: Persistent issues may lead to exclusion from future residential stays, termination of the student’s participation in the programme, or other disciplinary actions in line with the Study Mind Behaviour Policy.

7. Parental Involvement

Communication: Parents and guardians will be notified of any significant breaches of this code. Regular communication will ensure that families are informed of their child’s progress and conduct.

I hereby confirm that I have read and understood the residential student code of conduct.

Student Name: ________________________________

Student Signature: _____________________________

Date: ________________________________________

Parent/Carer Name: ____________________________

Parent/Carer Signature: _________________________

Date: ________________________________________