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Visitor Information




Visitor information 2024-25

General ·         Please park in a visitor bay or in a clearly marked bay. Please do not park on grass verges or blocking other cars or gates. If no spaces are available, there is off street parking outside of the school site.

·         Enter and exit the site from the main entrance, observe signing in and out procedures.

·         You will be issued with a visitor sticker and lanyard. Please wear this at all times so that it is visible. Please return to the office when leaving school at reception.

·         If you are a visitor with an accompanied pass, please do not move around the school site unescorted

·         Please stay within the areas that are necessary for your visit

·         Please note – Inappropriate behaviour or language including threatening behaviour towards pupils staff and visitors will not be tolerated.

·         Accessible toilets are available around the school on request.

·         Please inform office staff if you require any special facilities

·         Please note – No hot drinks are to be consumed in pupil areas.

Identification ·         Present your photo ID and any other relevant documentation previously agreed between school and the Local Authority or your Partnership/Agency when requested by our office staff.

·         Wear your lanyard, photo ID or visitor badge at all times when on school premises or accompanying pupils during off-site visits.

Fire ·         If you hear the fire alarm, please leave by the nearest exit

·         Report to the fire assembly point located near your exit (as identified in the staff handbook and in corridors) so that you can be accounted for.

·         If you are working with pupils, lead them to safety and inform a member of school staff so that a roll can be taken.

Mobile phones, smart watches etc. Whilst on site, please:

·         Only use mobile devices in connection with your business in school and when you are approved to do so. Mobile devices can be used in the staff room.

·         Please do not take video, photographic or audio recordings with personal devices.

·         Do not leave your equipment unattended.

·         Ensure that your mobile phones Bluetooth capacity is disabled.

Interactions with pupils. ·         Where your role requires that you interact with pupils within your professional capacity, report any instances/concerns/observations you may have immediately to a senior member of staff (staff members will advise you on how to make contact if appropriate)
Safeguarding ·         If you have any concerns that a student may be at risk of harm, report it immediately to one of the school’s Safeguarding Team, who can be contacted via the main school office. Do not discuss your concerns with the student and do not carry out an investigation.

·         If a student makes a disclosure to you, do not promise confidentiality. Explain that you will need to talk to someone else. Inform a member of the school’s Safeguarding team immediately of your concerns.

Data protection ·         At The Oaks School we adhere to the principles of the Data Protection Act 2018. Our Data Protection Policy outlines how we meet our obligations. Please ask the office team for a copy if you require one.

·         On arrival at the school we request that you sign in using our visitor management system. The personal information we request is for verification purposes only. We ask for visitors to show a form of ID and we do not record this information.

·         The purpose for processing this information is for security and safety reasons under article 1 (1) (f) of the GDPR which allows us to process personal information for our legitimate interests.

·         For information about how long we hold personal data, please ask to see our retention schedule.

·         We do not share information about you with any third party without your consent unless the law and our policies allow us to do so. If it is legally required or necessary and it complies with protection law, we may share personal information about you with:

Our Local Authority – If we have safeguarding concerns

Police forces / Courts – To assist them discharging their legal duties.

Confidentiality ·         As a visitor to the school, this may mean having access to information that might be regarded as confidential. All visitors are asked to keep any information heard or seen during the course of their visit confidential.

·         All data sensitive documents or files which you may have access to during your visit remain the property of the school and should not be taken off site.

Data breaches ·         Although the school takes preventative precautions, a data security breach could still happen. If you become aware of any accidental loss, destruction or damage to personal data whilst a visitor to the school, please inform the School Business Manager.


R Farrow (Deputy Head Teacher) May 2024

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