2018-19 Parent Handbook - Heyford Park Free School
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Parent Handbook
2018-19Contents
1. ABSENCE, EMERGENCY LEAVE & ILLNESS OF STUDENTS ............................................................................... 5
2. ACADEMIC CALENDAR ............................................................................................................................................ 6
3. ACCESS TO SCHOOL PREMISES ........................................................................................................................... 6
4. BAD WEATHER ARRANGEMENTS .......................................................................................................................... 6
5. BUSES AND OXFORDSHIRE COUNTY COUNCIL TRANSPORT ........................................................................... 7
6. CARS AND VEHICLE PASSES ................................................................................................................................. 7
7. CHANGE OF ADDRESS, PHONE NUMBER, EMAIL ADDRESS .............................................................................. 8
8. COLLECTION FROM SCHOOL ................................................................................................................................. 8
9. CONTACTING THE SCHOOL ABOUT CONCERNS ................................................................................................. 8
10. FREE SCHOOL MEALS ............................................................................................................................................. 9
11. FRIENDS OF HEYFORD PARK FREE SCHOOL – (FoHPFS) .................................................................................. 9
12. HEALTH AND SAFETY .............................................................................................................................................. 9
13. HOME SCHOOL AGREEMENT ............................................................................................................................... 10
14. HOME TO SCHOOL TRANSPORT BEHAVIOUR AGREEMENT ............................................................................ 10
15. HOMEWORK............................................................................................................................................................ 10
16. HOUSES .................................................................................................................................................................. 10
17. LETTERS/NEWLETTERS TO PARENTS – PAPER AND ELECTRONIC ............................................................... 11
18. LOST PROPERTY ................................................................................................................................................... 11
19. MEDICATION - ASTHMA INHALERS, EPIPENS AND ALL OTHER MEDICATION ................................................ 11
20. MOBILE PHONES .................................................................................................................................................... 12
21. PARENT EVENINGS ............................................................................................................................................... 12
22. P.E. AND SPORT ..................................................................................................................................................... 12
23. PHOTOGRAPHS AND VIDEOS............................................................................................................................... 12
24. PRIVACY NOTICE – GDPR 2018 ............................................................................................................................ 12
25. PRIMARY PUPIL REPORTS ................................................................................................................................... 14
26. SCHOOL LUNCHES AND PACKED LUNCHES ...................................................................................................... 14
27. SCHOOL POLICIES ................................................................................................................................................. 15
28. SMOKING ................................................................................................................................................................ 15
29. SUMMER SCHOOL ................................................................................................................................................. 15
30. TIMING OF THE DAY……………………………………………………………………………………………………………………………13
31. UNIFORM AND EQUIPMENT ................................................................................................................................. 15
32. VISITS AND ACTIVITIES ......................................................................................................................................... 17
2Contact Details
Heyford Park Free School
74 Camp Road
Upper Heyford
Bicester
OX25 5HD
Tel: 01869 232203
Email: office@heyfordparkfreeschool.org
Website: www.heyfordparkfreeschool.org
Chair of Governors – Paul Silver
Contact Clerk to Governing Body, c/o Heyford House
Senior Leadership Team
Ms Karen Healey - Principal
Mrs Rebecca Hughes – Head of School – Primary
Ms Victoria Wallington – Senior Assistant: Principal Students and Curriculum
Ms Catalina Marin Assistant Principal: Teaching & Learning + Director of Learning for English & Media
Mr Iain Mackenzie – Assistant Principal: Outcomes + Director of Learning for Science & STEM
Ms Paula Hardy – SENDCO and Inclusion Lead
Lorraine Dumbill – Business Manager
Teaching Staff
Primary Phase
Mrs Rebekah Dallas – Deputy Head of Primary
Mrs Jennifer Walker– EYFS Lead and Teacher
Miss Sadie Ward – KS1 lead and Teacher
Ms Clare Jefferies – LKS2 Lead and Teacher
Miss Louise Stephens – Teacher
Miss Hannah Curtis – Teacher
Mr Callum McGillivray – Teacher
Miss Kasi Brock –Teacher
Mrs Vikki Evans – Teacher
Mrs Victoria Osborne – Teacher
Mrs Nicole Deakin – Teacher
Ms Shannon Southam - Teacher
Mrs Caroline Reynolds –HLTA
Miss Cheryl Brightmore – Learning Support Assistant
Mrs Caron Hillier – Learning Support Assistant
Mrs Tina Saxton – Learning Support Assistant
Mrs Sharon Escrader – Learning Support Assistant
Miss Kimberley Day – Learning Support Assistant
Mrs Jenny Jones – Learning Support Assistant
Ms Jennifer Binns - Learning Support Assistant
Mrs Tracy Large – Learning Support Assistant
Mrs Kelly Weldrake - Learning Support Assistant
Mrs Saran Morgan-Harris - Learning Support Assistant
Secondary Phase
Mr Jeremy Hobbs - Director of Learning for Pastoral
Mr Andrew Brown – Director of Learning: P.E & Student Leadership
Mr David Ireland – Director of Learning for Mathematics & Enterprise
Mrs Rebecca Rhymes – Director of Learning Humanities
Mrs Fiona Cochrane - Modern Foreign Languages Teacher
Miss Phillipa Baines - Geography Teacher
Mrs Maxine McMahon-Brown - Art and Design Teacher
Ms Orla Welby – P.E. Teacher
Mrs Sharon Beckett - Music/Drama Teacher
Mr Neil Lutgens - Computer Science Teacher
Miss Sian Gibson - Lead English Teacher KS3
Mrs Tamsin Whitcombe – Lead English Teacher KS5
3Ms Cathy Conway – Mathematics and Business Teacher
Emilia Bartoli-Edwards – Mathematics Teacher
Mr Michael Cropper – Mathematics Teacher
Dr Naseem Muhammed – Science Teacher
Mrs Kerin Orma – Deputy Director of Science
Mrs Syamala Arumugham – Science Technician
Mrs Teresa Morrish - Learning Support Assistant
Miss Dawn Robinson - Learning Support Assistant
Mrs Ulrike Ashley - Assistant SENCO/ Learning Support Assistant
Katie Harris – Pastoral Support Assistant
Sam Mumford – Learning Support Assistant
41. ABSENCE, EMERGENCY LEAVE & ILLNESS OF STUDENTS
Absence
The procedure, if your child is unexpectedly absent from school, is as follows:
Parents should telephone the school office on 01869 232 203 Extension 2 before 8:00am for
Secondary phase and 9.00am for Primary phase on each day your child is absent. You will
be able to leave a message on the school answer phone if you are telephoning before the
school office has opened. The school office is open from 7.30am to 4.30pm daily.
Heyford Park Free School care about our students and we have a duty of care to check if
students have not arrived in school and we haven’t heard from you. We will therefore
endeavour to contact you by telephone and email in these circumstances. As you can
appreciate this is very time-consuming so please make every effort to contact the school
before the above times.
If all the days of absence are covered by one or more such phone calls, no note is required.
If all days are NOT covered by phone calls from you, your child must bring in a note from you
and give it to the School Office. Please print your child’s name at the top of the letter.
If no note has been brought to the school office by the close of the week following the
absence, the school will record this absence as unauthorised.
If parents receive a letter and wish to explain the absence and request the school to authorise
it, they must immediately return this letter to the School Office marked “ABSENCE” with an
explanation of the absence.
If your child is, or will be absent, for more than three days it is essential that you telephone the School
Office or speak directly to the class teacher or tutor regarding work which has been missed.
Illness
If your child is taken ill at school, the class teacher will report this to the School Office. The office
staff will decide on what steps to take; whether that is to call parents, keep the student in the medical
room or send them back to class. It is not acceptable for parents to remove their child without the
permission of the school. It is essential that we have your up-to date contact details so that we can
contact someone if your child is unwell. Please see section under ‘Change of Address, phone
number and email address’.
Sickness and Diarrhoea – Should your child be sick or have diarrhoea at home, however mild the
attack, please DO NOT send him/her to school until he/she has been eating and drinking without
vomiting/diarrhoea for 48 hours. This is to stop the spread of infection to other students and school
staff. Thank you.
Colds – Children may continue to attend school with colds. Clearly, these are quite contagious but
it would not be practical to keep all pupils with colds at home. Children should not attend school if
they have a fever, excessive cough, or if they feel particularly fatigued or ill.
Bacterial & Viral Conjunctivitis – Please keep your child at home if they have any discharge from
the eye or the eye is painful.
Head Lice – Head Lice are not uncommon in the school environment and we try to educate our
students on head lice to avoid insensitive comments being made if they are spotted. We will phone
home if your child appears to have head lice, so that they can be quickly treated at home.
Requests for Emergency Leave
“As of September 2013 Headteachers may not grant any leave of absence during term time unless
there are exceptional circumstances and the number of days authorised for this would be determined
by the Headteacher” (DfE Guidance June 2013).
As a school we will not authorise holidays in term time because of the impact absence from school
has on a child. We believe that attendance at school is the best way of making sure your child makes
progress and does well at school. When children are absent, they miss not only the teaching
5provided but are less prepared for the lessons on their return. Absence can impact on progress,
attainment and self-esteem.
Schools are no longer allowed to authorise leave of absence for family holidays.
No parent has the right to take a student on holiday in term time.
A request to authorise emergency leave of one day or more must be made by completing the
‘Request for Emergency Leave’ form which is available on the school website. This must then
be returned to the School Office.
If Emergency Leave is granted the Principal will determine the number of days a child can be
away from school and confirm these arrangements in writing to parents.
Students with unauthorised absences on their records may have this fact mentioned in any reference
that the school is asked to write, and such students will be our lowest priority for over-subscribed
school trips and activities.
Permission will be considered for involvement in activities (sporting, musical etc.) which the school
believes have clear educational value or which are related to educational enrichment.
2. ACADEMIC CALENDAR
The Academic Calendar is published on the school website (www.heyfordparkfreeschool.org) and a
copy of the current year is given at the back of this handbook. Please take note that we run a
compulsory Summer School for all students in August each year, so carefully check the school
academic calendar when planning summer holidays.
3. ACCESS TO SCHOOL PREMISES
Secondary phase students may arrive for school from 7.45am for registration at 8.00am. Primary
phase students should arrive from 8.45 for registration at 9.00am. The school is locked at 6.30pm
each day. After this time, it is not possible for parents or students to gain access to the school to
collect items that may have been forgotten. Equally, it is not possible to gain access to the school
at the weekend. Wraparound provision is in place for Primary students enabling them to be looked
after from 7.45am until 6pm.
4. BAD WEATHER ARRANGEMENTS
The decision to close school will be made based on a number of factors including:
Safety of the school sites
Whether or not the school buses are operating (we will consult with our two transport
providers)
How many teaching staff are able to travel into school to safely supervise children
The weather forecast
Whilst we will endeavour to keep school open, the safety of our pupils, staff and visitors is
obviously of paramount importance and so in the event of severe weather there may be occasions
when we have no choice but to close school.
In the event of bad weather, a decision will be taken as early as possible, and always by 7.00am.
If school is closed, we will notify you as follows:
Email will come from ‘HPFS Office’
We will up-date the school website www.heyfordparkfreeschool.org
You can also listen to Radio Oxford and Heart FM for their announcements
Please make sure we always have your up to date email addresses, as this is our
primary method of contact. Thank you.
Should you have any questions then please do not hesitate to contact the School Office.
65. BUSES AND OXFORDSHIRE COUNTY COUNCIL TRANSPORT
Oxfordshire County Council buses or transport – where students have home-school transport
arranged by the County Council any problems should be referred to the Oxfordshire County Council
School Transport Team, PO Box 867, Oxford, OX1 9NR (Telephone 01865 323512).
To arrange transport on one of the provided school buses below please go to:
www.oxfordshire.gov.uk/transport
and register for school transport.
Grayline Coaches – This is a bus service for children from the Bicester area. Any problems with this
service should be referred to Grayline Coaches on 01869 246461.
Heyfordian Coaches – This is a bus children from; Steeple Aston, Lower Heyford, Somerton, Fritwell,
Fewcott and Ardley. Any problems with this service should be referred to Heyfordian Coaches on
01869 241 500.
6. CARS AND VEHICLE PASSES
We have a School Travel Plan negotiated with Oxfordshire County Council which aims to:
Encourage healthy ways of getting to and from school e.g. walking and cycling
Encourage use of sustainable modes of transport
Reduce the number of car journeys to and from the school
Ensure that children and parents within walking distance do not bring cars to the school site
If walking, cycling or bus travel is not appropriate, you could still help by car sharing with other
parents.
Please ensure cars are parked in the Park and Stride Car Park only,
Main entrance leading to reception for access during the school day
A vehicle pass, to allow easier access at the security gate, can be obtained from the School Office
by completing a Vehicle Pass Application. The pass must then be displayed in the bottom right hand
corner of your car windscreen. Parents who need to drop off students on the school site regularly
due to disability arrangements need to gain a PIN for the security gate by contacting the site manager
(sitemanager@heyfordparkfreeschool.org)
77. CHANGE OF ADDRESS, PHONE NUMBER, EMAIL ADDRESS
Each academic year a Data Collection Sheet will be sent home for you to check, sign and return to
the School Office. Please ensure this is done promptly even if there are no alterations. It is important
in case of any emergency to be able to make immediate contact with parents. Please let the school
office know immediately of any change in address, home, work, and mobile telephone numbers, e-
mail addresses or personal circumstances.
8. COLLECTION FROM SCHOOL
Children should normally be collected promptly at the end of school, unless they are involved in a
school activity that takes place immediately after the end of school. If you are delayed in any way,
please ensure you contact the School Office.
For children in Early Years, Key Stage 1 and Key Stage 2
When completing enrolment forms, parents will be asked to provide a list of adults who are allowed
to collect their child at the end of the day. Adults collecting children should be over 16 years old. If
your child is to be collected by a different adult, you should speak directly to the Class Teacher or
phone or email the school office.
9. CONTACTING THE SCHOOL ABOUT CONCERNS
The school’s policy is to work as closely with parents as possible, and if we have concerns, we will
write or telephone, or invite you in for a meeting. If you have concerns, we want you to feel that you
can contact us freely. Parents sometimes tell us that they are uncertain who the most appropriate
person to contact is. We hope the following section makes this clear.
Contact should be made by e-mail in most cases, as teachers by the nature of their job are not in a position
to answer telephone calls.
Primary Phase:
For most issues you should contact your child’s class teacher: you can often catch them at the end of a
school day or you can email them. If you feel your issue is more serious, please contact the Head of
Primary directly.
Secondary Phase:
For most issues you should contact
Issue Initial Contact
Specific subject teaching and Subject Teacher / Director of Learning
learning issues
Personal relationships and personal House Tutor or Head of House or Director of Learning Pastoral
belongings
Issues to do with general academic Subject Teacher / Director of Learning
progress
Absence requests and notes School Office
Bus travel to and from school Oxfordshire County Council Transport Team for all issues with
fares, routes, conduct of drivers and condition of vehicles (01865
323512) for pupils entitled to County transport.
Grayline Bus – for all issues with fares, routes, conduct of drivers
and conditions of vehicles (01869 246461)
Educational visits and extra- The teacher leading the trip or the staff member responsible for
curricular activities the activity as stated on trip letters / communication
Behaviour Director of Learning Pastoral / Assistant Principal Student Welfare
8More serious or unresolved issues may be referred to the Assistant Principal for Students and
Curriculum and the Principal
10. FREE SCHOOL MEALS
It is very important that we hold the correct information regarding Free School Meals as this
information has a significant impact on the school’s funding. The Government provides money to
schools to help children from lower income families do their very best. This funding is called ‘Pupil
Premium’.
For every child registered as eligible for Free School Meals Heyford Park Free School receives over
£1000 additional funding per year per child dependent on phase.
In order to claim FSMs, you, as the parent/carer, must be claiming one of the following benefits:
Income Support
income-based Jobseekers Allowance
income-related Employment and Support Allowance
support under Part VI of the Immigration and Asylum Act 1999
the guaranteed element of State Pension Credit
Child Tax Credit (provided you’re not also entitled to Working Tax Credit and have an annual gross
income of no more than £16,190)
Working Tax Credit run-on - paid for 4 weeks after you stop qualifying for Working Tax Credit
Universal Credit
Children under the compulsory school age who are in full time education may also be able to get
free school meals.
If you think that you are eligible to apply for FSMs for your child, please complete the form in this
pack and return it to the school office. (If you are unsure, please complete a form and we will check).
The form is also available on our website.
Note that this is different from “Universal Free School Meals” open to all pupils in Reception, Year 1
and Year 2 – see section under School Lunches/Packed Lunches.
11. FRIENDS OF HEYFORD PARK FREE SCHOOL – (FoHPFS)
Friends of Heyford Park Free School is an independent charity established to provide support (both
financial and practical) to the school and its pupils for the advancement of education. It also aims
to develop good relations between parents, pupils and staff.
Anyone with an interest in supporting the school is automatically a member of the ‘friends’ and
most welcome to attend meetings. Please consider joining the Parents' Facebook Group where
you can find out more and be involved in FoHPFS. Simply visit
https://www.facebook.com/groups/hpfs and click ‘Join’.
If you have any questions the best way to contact FoHPFS is by e-mail, using the following
address: committee@fohpfs.org.uk. Please be aware that your e-mail will be forwarded to a
member of the FoHPFS committee and therefore, please ensure it only contains matters relating to
FoHPFS.
12. HEALTH AND SAFETY
We ask that all parents discuss the following Health and Safety requirements with their children.
These are additional to any school regulations on dress, safety, etc., of which your child will be made
aware.
Students are expected:
to exercise personal responsibility for safety of themselves and other members of the school
community
to observe standards of dress consistent with safety and/or hygiene
9 to use and not wilfully misuse, neglect or interfere with things provided for their safety
to refrain from bringing unsuitable things to school.
Staff in Primary talk with their children about keeping themselves and other children safe when in
school. We ask that parents encourage children to remember to:
play and learn in a way that keeps themselves and other children safe
carry resources such as scissors carefully
wear clothes that mean they can play and learn safely e.g. coats and wellingtons in cold/wet
weather, sunhats on sunny days, appropriate shoes
wear aprons/protective clothing when they are involved in messy play. All-in-one outdoor
suits are provided by the school
help to keep the toilet area clean and hygienic by flushing the toilet, washing their hands and
putting paper towels in the bin
not bring things into school that could hurt themselves or other children.
For Secondary students there is an expectation that they will move between sites without the direct
supervision of an adult. Risk Assessments are completed for this purpose and can be made
available on request.
If a student is injured and is unable to move between sites (for example: if they have broken their
leg and are on crutches) we will arrange for them to be hosted at one site and work will be sent to
them.
13. HOME SCHOOL AGREEMENT
This summarises the support that school and family can give each other in a student’s education. It
is an agreement between parent, school and student. You will have received details of this in your
enrolment form. Please ensure your child understands the commitment they are making to all school
policies by signing this part of the enrolment form.
14. HOME TO SCHOOL TRANSPORT BEHAVIOUR AGREEMENT
This summarises the behaviour that is expected of our students when using school buses or taxis.
It is an agreement between parent, school and student. You will have received details of this in your
enrolment form. Please ensure your child understands the agreement and ask them to sign this part
of the enrolment form.
15. HOMEWORK
Secondary
To help ensure academic success, students must be prepared to do homework which is appropriate
to their year-group. Good organisation will be essential and secondary students have a planner
which they should use for this purpose. Establishing a routine and parents’ encouragement is very
important. We have begun to introduce Show My Homework (a website which has all the homework
uploaded onto it) for parents and students in secondary to access. Parents will receive a login to
monitor their child’s homework.
Primary
Teaching staff in Early Years, Key Stage 1 and Key Stage 2 will talk with parents about activities and
experiences at home that will support children’s learning and progress. Specific homework is also
set for children. More information can be found in the home learning policy.
16. HOUSES
There are three Houses, with colours as follows: Bader – blue; Lindh – yellow; McGuire – red.
Each has a Head of House drawn from the secondary staff.
In Primary, belonging to a house means that children can earn house points for their team. These
are totalled up each week, and children enthusiastically cheer the winner each week. This then
contributes to the overall total of house points.
10Normally a student stays in the same House throughout their entire time at the school. The
Houses meet for assembly led by their Head of House every week. Competitions between the
Houses lead to regular awards and the annual award of trophies for sports and non-sports
competitions.
The Head of House is likely to mentor Secondary students on how to be a model scholar, to counsel
students about careers and university entrance. There are many opportunities for leadership at all
ages within the House system e.g. School Ambassadors, School Literacy Mentors.
17. LETTERS / NEWLETTERS - PARENTS – PAPER AND ELECTRONIC
Generally, all letters to parents regarding school events, trips, visits etc. will be sent by email. Please
ensure you keep the school office informed of any changes to your current email address. The
school communicates weekly through a whole school bulletin and a Primary Newsletter. These can
also be found on our school website. Consent for educational visits can be provided by paying
through Parent Pay.
18. LOST PROPERTY
Primary Phase
All belongings should be labelled and if found will be returned to the child’s locker or classroom.
Unnamed items that are found are put in boxes by the Primary entrance.
Please ensure that all items of school uniform, games kit, bags etc., including shoes are clearly
marked with your child’s name.
Secondary Phase
School is a safe place, but unfortunately, we can take no responsibility for personal belongings, and
all clothes, kit, money and valuables are brought to school at the student’s own risk. As a result, we
would strongly advise that significant amounts of money and valuable items such as mobile phones,
portable music players and games systems are left at home.
Please ensure that all items of school uniform, games kit, bags etc., including shoes are clearly
marked with your child’s name. If your child loses anything at school please stress that that they
should first look for it themselves, and then go to the School Office to see if the item has been handed
in. If an item has been labelled, a memo will be sent to the student via their Tutor informing them
that an item belonging to them is in the School Office.
We cannot undertake to investigate every such loss, since this would take teachers away from
teaching. Should the tutor judge that the case is one which needs investigation, appropriate steps
will be taken.
The Friends will lay out lost property at any event for you to check. However, all lost property left
at the end of term will be donated to charity.
19. MEDICATION - ASTHMA INHALERS, EPIPENS AND ALL OTHER MEDICATION
Students must NOT carry medicines of any description. This is to ensure their own safety
and the safety of all other students. Thank you for your cooperation.
Asthma Inhalers - If your child needs to use an asthma inhaler, there is a section of the enrolment
form that needs to be completed. Secondary students with asthma are required to carry an inhaler
with them at all times, please make sure any inhalers are clearly marked with your child’s name.
Parents of primary children will need to liaise with their child’s class teacher. It is parents’
responsibility to make sure that inhalers are in date and fit for purpose.
Emergency Salbutamol In-halers – The school holds an emergency in-haler pack on each site with
disposable spacers. These are intended for use when a student’s own inhaler has run out or has
been forgotten. If you would like your child to be able to use the emergency inhaler, please complete
the relevant section in the enrolment form.
11Epipens - If your child needs to use an epipen, an allergy action plan needs to be provided to the
school; this will be available from your GP practice and we will arrange to meet you to discuss this
further. Please complete a ‘Request for School to Administer Medication’ form (available on the
website) and hand it in to the school office, clearly marked with your child’s name. It is parents’
responsibility to make sure that epipens are in date and fit for purpose.
Prescribed Medication – If a child needs to take prescribed medication during school hours please
complete a ‘School Medication Consent Form’ and hand it in to the school office, clearly marked with
your child’s name. Parents should hand in medication to the school office and should be as
dispensed, in the original container and must be clearly labelled. Liquid medicines should be
accompanied by a 5ml medicine spoon or oral syringe. Please ensure you collect medication at the
end of the prescribed period or at the end of each term. At the end of each term a check of all stored
medication will be made and any medication which has not been collected by parents/carers will be
disposed of safely.
Paracetamol tablets/Paracetamol suspension – We will administer paracetamol for pain/flu relief
in line with the instructions provided by you on the Parental Consent section of the enrolment form.
20. MOBILE PHONES
Whilst mobile phones can be brought to school for emergency contact during student travel to and
from school, this is for secondary students only, and mobile phones are NOT to be seen or used on
school premises at ANY time. Mobile phones will be confiscated if seen/heard or used without
teacher permission and will be returned at the end of the day. Students will need to collect from
reception. If mobile phones are repeatedly confiscated, parents will be required to come in and
collect the phone from the school.
21. PARENT EVENINGS
There will be parents’ evenings scheduled during the academic year. These will give you and your
child a chance to speak to teachers about academic progress, behaviour and expectations.
22. P.E. AND SPORT
If there is any medical reason why your child should not do P.E., please address a note to your
child’s teacher requesting to be excused. In secondary children are expected to wear their P.E. kit
and take part as a coach or official. In Primary, you will be notified of the day(s) your child will be
doing PE: on these days, children should come to school in their PE kit.
23. PHOTOGRAPHS AND VIDEOS
Permissions for photographs and videos are given on your child’s original Enrolment Form. If you
wish to change permissions, please contact the School Office.
24. PRIVACY NOTICE – GDPR 2018
Heyford Park Free School is a data controller for the purposes of the Data Protection Act. We
collect information from you and may receive information about you from your previous school and
the Learning Records Service. The information we hold is as follows:
Personal information (such as name, unique pupil number and address)
Characteristics (such as ethnicity, language, nationality, country of birth and free school
meal eligibility)
Attendance information (such as sessions attended, number of absences and absen
ce reasons)
Assessment information ( exam results, ongoing progress results)
Medical information
12 Special Educational Needs information
Behaviour information and exclusion information
Post 16 learning information
Why we collect and use this information
to support pupil learning
to monitor and report on pupil progress
to provide appropriate pastoral care
to assess the quality of our services
to comply with the law regarding data sharing
The lawful basis on which we use this information:
We collect and use pupil information under lawful basis for collecting and using pupil information
for general purposes.
Public Task – For processing personal data for teaching and learning purposes, allowing us
to deliver education in the public interest.
Vital Interets - Processing is necessary in order to protect the vital interests of the data
subject or of another natural person Article 6, GDPR-from 25 May 2018.
This information includes your contact details, national curriculum assessment results, attendance
information1 and personal characteristics such as your ethnic group, any special educational needs
and relevant medical information. If you are enrolling for post 14 qualifications, we will be provided
with your unique learner number (ULN) by the Learning Records Service and may also obtain from
them details of any learning or qualifications you have undertaken.
For further information on GDPR please see the school’s Privacy notice on the school website.
In addition, for Secondary Phase Schools
Once you are aged 13 or over, we are required by law to pass on certain information to providers
of youth support services in your area. This is the local authority support service for young people
aged 13 to 19 in England. We must provide both your and your parent’s/s’ name(s) and address,
and any further information relevant to the support services’ role. However, if you are over 16, you
(or your parent(s)) can ask that no information beyond names, address and your date of birth be
passed to the support service. Please inform the school’s Office Manager if you wish to opt-
out of this arrangement. For more information about young peoples’ services, please go to the
Directgov Young People page at www.direct.gov.uk/en/YoungPeople/index.htm
We will not give information about you to anyone outside the school without your consent
unless the law and our rules allow us to.
We are required by law to pass some information about you to the Department for Education (DfE)
and, in turn, this will be available for the use(s) of the Local Authority.
If you want to see a copy of the information about you that we hold and/or share, please contact
the school’s Office Manager.
If you require more information about how the Local Authority (LA) and/or DfE store and use your
information, then please go to the following websites:
http://www.oxfordshire.gov.uk/cms/content/school-data-privacy-notice and
http://www.education.gov.uk/researchandstatistics/datatdatam/b00212337/datause
1 Attendance information is not collected as part of the Censuses for the Department for Education for the
.
13If you are unable to access these websites we can send you a copy of this information. Please
contact the LA or DfE as follows:
Information Management Team Public Communications Unit
Oxfordshire County Council Department for Education
Clarendon House 3rd floor Sanctuary Buildings
52 Cornmarket Street Great Smith Street
Oxford London
OX1 3HJ SW1P 3BT
e-mail: Website:www.education.gov.uk
information.management@oxfordshire.gov.uk Email:http://www.education.gov.uk/help/contactus
Telephone: 0370 000 2288
25. PRIMARY PUPIL REPORTS
If in the Primary Phase, your child’s End of Year Report will be sent home in July each year.
26. SCHOOL LUNCHES AND PACKED LUNCHES
All pupils in EYFS, Year 1 and Year 2 are eligible for a Universal Free School Meal each day. This
is supplied by The School Lunch Company who can be contacted via email at
kitchen@heyfordparkfreeschool.org. They will provide a fresh, nutritious and healthy meal. The
menu changes twice within an academic year and you will get a meal choice form to complete. You
can choose from daily options including a vegetarian option or school packed lunch.
When your child moves into Year 3 in September he/she will not be eligible for “Universal Free
School Meals” unless you are in receipt of certain benefits.
If you are in receipt of one of the following benefits your child will continue to be eligible for free
school meals. In order for us to confirm eligibility you will be required to complete the “Free School
Meal” application form which can be obtained from the Finance team. All forms need to be completed
and returned to the school with the relevant proof of benefit/s.
Universal Credit with an annual net earned income of no more than £7,400.
Income Support
Income-based Jobseeker’s Allowance
Income-related Employment and Support Allowance
Support under Part 6 of the Immigration and Asylum Act 1999
The guarantee element of Pension Credit
Working Tax Credit run-on (paid for the four weeks after you stop qualifying for Working
Tax Credit)
Child Tax Credit (with no Working Tax Credit) with an annual income of no more than
£16,190
The school can also receive additional funding to directly benefit children on free school meals.
Students who bring in a packed lunch will be asked to take their waste food home to allow you to
monitor what they have eaten and dispose of waste appropriately.
Please ensure the packed lunch
Includes a healthy balance of food and a savoury item such as a sandwich or a wrap.
Includes a water bottle or fruit juice. No fizzy drinks or energy drinks are allowed.
Does not include nuts of any kind.
Please ensure your child’s lunchbox, drinks bottle and lunch bag are clearly named. Thank you.
14Should a child forget their packed lunch, they should let their class teacher or tutor know at morning
registration. Parents will then be contacted to bring in a lunch and leave it at the school office in a
clearly named lunch box. Students should then go to the main office to collect their lunch.
27. SCHOOL POLICIES
School Policies are published on the school website.
Paper copies are not distributed automatically, but can be sent via students if parents make a written
request to the Office Manager.
28. SMOKING
We operate a no smoking policy. Smoking anywhere on or immediately outside the school grounds
is strictly prohibited. This includes vaping.
29. SUMMER SCHOOL
Our school year includes a compulsory Summer school for all our Primary and Secondary students
on roll during the previous academic year, which aims to ensure our students are ready and excited
for the new school year. The aim is to re-charge students after the long summer break and get them
focused on what to expect in their new school year. The Summer School runs during the last week
in August and we will write to you with details towards the end of the Summer Term.
30. TIMING OF THE DAY
In Primary, the Primary entrance opens at 8.45, with children needing to be in school for close of
registers by 9am. Reception and Key Stage 1 (Years 1 and 2) finish school at 3.15pm and those in
KS2 (Years 3-6) finish at 3.30pm. In Secondary, we have an extended day, meaning that children
need to be in school from 8am until 4pm.
Note that all year groups finish on a Friday at 2pm.
31. UNIFORM AND EQUIPMENT
UNIFORM
We expect students to wear school uniform to and from school, during the school day, and for most
school activities, and to take a pride in their appearance, ensuring for example that ties are done up
and shirts tucked in. All items must be labelled. Most uniform items, including name labels, can be
obtained from Stevensons (www.stevensons.co.uk ), our approved uniform supplier.
In cases of financial hardship, parents who find difficulty in providing uniform should contact the
Principal to seek advice.
Students not wearing full uniform will be able to borrow items for one day; non-compliance will result
in a sanction in Secondary.
As parents, we expect you to send your child to school in the correct school uniform- this
should be clean and smartly turned out.
We advise that all belongings are labelled with your child’s full name.
If there is a specific reason why your child is not wearing an item of school uniform (for
example they have an injury), we ask you to send your child to school with a note that explains
the reason for this.
Skirts should be pleated, formal knee length (sitting no more than 5cm above the knee) and
trousers should be worn around the waist. Shirts should be buttoned to the top and tucked into
trousers/skirts. Ties should be firmly knotted or clip on.
We expect hair colour and hair style to be natural.
For children and students in primary and up to year 8 in Secondary, we ask that long hair is
15secured away from the face using a simple hair tie or with plain hair slides/pins.
KS4 can wear their hair down, however hair should still be tied up for Science and Physical
Education.
Nails can only be natural, and if a student is found wearing any other nail varnish we will ask
them to remove it. No artificial nails.
Students should not wear make-up to school. Secondary students may wear subtle concealer
or foundation but they will be requested to remove visible eye-liner, mascara, or lipstick.
Students may wear a plain wrist watch. No rings are allowed.
Earrings should be small and discreet studs. Any other form of facial piercing will not be
accepted. Watches and earrings should be removed for P.E.
Primary Phase
A plain white button up shirt, with either long or short sleeves and a starched collar.
A Unisex Heyford Park Free School Courtelle Classic pullover or cardigan in grey with badge,
which can be purchased from Stevensons.
A plain black Trutex pleated skirt.
In summer months tailored black shorts or a green gingham summer dress may be worn.
A smart pair of black trousers that are regular fitting. Dark jeans or jogging bottoms are not
acceptable.
In winter months, an overcoat that is waterproof. Any logos or embellishments must be small
and discreet. A waterproof coat in Spring and Autumn.
A sensible pair of smart flat black school shoes. Open-toed shoes, sling backs, canvas and
ballet pumps are not accepted.
Plain black tights or plain white ankle/knee length socks. Trainer socks are not accepted.
House tie, which can be purchased from Stevensons.
Sports kit
A pair of black gym shorts. Any logos or embellishments must be small and discreet.
A black or dark coloured gym bag. Any logos or embellishments must be small and discreet.
One pair of trainers with non-marking soles. These must not be studded.
Plain black jogging bottoms.
A white Heyford Park Free School polo shirt with badge, which can be purchased from
Stevensons.
Heyford Park Free School Sweatshirt, which can be purchased from Stevensons.
Secondary Phase
A plain white button up shirt, with either long or short sleeves and a starched collar.
A Unisex Heyford Park Free School Blazer, which can be purchased from Stevensons.
A plain black Trutex pleated skirt. For those girls who do not wish to wear a skirt, a plain pair of
boot-cut black trousers. Leggings, dark jeans or skinny-fit trousers are not accepted.
A smart pair of plain black trousers that are regular fitting. Dark jeans or jogging bottoms are not
accepted. During summer months, plain black tailored shorts may be worn.
In winter months, a plain black v-neck pullover that is free from logos and embellishments.
In winter months, a black or dark coloured overcoat that is waterproof. Any logos or
embellishments must be small and discreet.
A sensible pair of black shoes that can be polished. If these have a heel, the heel should not be
more that 1.5 inches. Canvas shoes or material pumps are not acceptable.
Boots are not part of school uniform.
Plain black tights, not less than 40 denier. In summer months, these may be substituted for plain
white ankle socks. Trainer socks and knee length socks are not accepted.
House tie, (Red, Yellow or Blue depending on what house your child belongs to) to be purchased
from Stevensons.
A black or dark coloured bag that is capable of holding A4 books and folders. Any logos or
embellishment should be small and discreet.
16Sports Kit
Unisex Heyford Park Free School Akoa hoody in black and white with badge.
Unisex games socks in black and green.
Unisex Heyford Park Free School Akoa polo shirt in black and white with badge.
Unisex Heyford Park Free School Akoa polo shirt in black and white with badge.
Heyford Park Free school Akoa skort (girls)/short (boys) in black with badge.
All Heyford items are available to purchase from Stevensons.
In winter months, a pair of black jogging bottoms. Any logos or embellishments must be small
and discreet.
Gum shields and shin pads are advised for certain sports but not essential.
Indoor and Outdoor trainers are required.
Studded footwear is required for winter sports. (Hockey, Football & Rugby)
GCSE P.E. kit available from Trysports in Bicester.
Second Hand Uniform is available from The Friends of Heyford Park
EQUIPMENT – Secondary Phase
The basics which all students should have:
Pencils
Coloured pencils
Pencil sharpener
Eraser
Ballpoint pens (black or blue plus a few colours for editing and annotation)
A shatterproof ruler
Pencil case
Sturdy school bag in plain dark colours
Student Planner for recording homework and assignments. These will be issued to students at
the beginning of the academic year. If this is lost or defaced a replacement will need to be
purchased for £5.00.
A basic scientific calculator (Casio FX85+ or similar)
Glue stick
Safety scissors
A named water bottle (clear plastic or metal) which should be filled with water at home prior to
leaving for school each day.
Equipment can also be purchased from the school library at a discounted rates.
32. WRAPAROUND PROVISION:
Children in Primary are able to access our Wraparound provision from 7.45am until 6pm Monday to
Friday (except the last day of each big term where there is no wraparound provision.)
For further details, please speak to Steph Woodman, who can also be contacted on
swoodman@heyfordparkfreeschool.org
33. VISITS AND ACTIVITIES
The school arranges many visits and activities, both during and outside normal school hours. All
visits are subject to stringent risk assessment procedures and approval by the Educational Visits Co-
ordinator and the Principal. Major visits are subject to additional approval by the Chair of Governors
and in some cases advice will be taken from Oxfordshire County Council.
Appropriate insurance for the visit is arranged by the school. Students are not insured by the school
for personal accidents or property.
17Urgent medical treatment may be needed in circumstances in which it is not possible to contact a
parent. In such circumstances the teacher in charge of the visit will give consent, unless parents
have written to the Principal to the contrary.
Voluntary Contributions for School Visits and Activities
The school is permitted to charge for visits that are held outside school hours and/or do not form
part of the syllabus for a public examination or as part of the National Curriculum. Such visits are
regarded as optional extras.
No compulsory charge can be made for activities and visits in respect of education provided during
school hours or which are not optional. The school would, however, not be able to organise such
visits and activities without the support of parental voluntary contributions. The school is,
therefore, allowed to ask for voluntary contributions to cover the cost. The minimum amount
needed to cover the cost is requested. We calculate the amount based on an assumption that all
parents will contribute. If we do not receive enough voluntary contributions for a visit or activity the
likelihood is that it will be cancelled. In cases of financial difficulty parents are asked to write to the
Principal in confidence for assistance.
We are pleased to welcome your child to Heyford Park Free School and look forward to working
with you and your family throughout their educational journey.
Information in this hand book is updated on a yearly basis. If you have any questions that have not
been answered, please do let us know.
18“I aspire to maintain an inquiring mind, a calm disposition and an
attentive ear so that in this class and in all my classes I can fulfil
my true potential.”
Our expectations for Primary Phase
1. I follow the instructions of school staff straight away.
2. I use kind hands, kind feet and kind words to everybody.
3. I show whoever is teaching me that I am ready to learn.
4. I move around the school quietly and respectfully.
5. I listen respectfully to adults and other children.
6. I speak to others politely and respectfully at all times.
7. I take responsibility for my learning, always try my best and take
pride in my work.
8. I concentrate on my own learning and help others concentrate on
theirs.
9. I wear my uniform correctly and with pride at all times.
“The best never rest.”
19Our expectations for Secondary Phase
1. I am on time for lessons and am ready to learn.
2. I sit in my set seat and remain in my seat, unless directed otherwise by a
member of staff.
3. I listen quietly and respectfully to the teacher when they are talking and to
other students when they are talking about their learning.
4. I speak to others politely and respectfully at all times.
5. I work hard to produce the work I have been asked to and I allow others to
learn effectively.
6. I take pride in my work and present it neatly.
7. I work quietly during ‘silent time’ and only engage in ‘talk for learning’.
8. I do as members of staff ask me on the first time of asking. If I am given a
warning, I accept it without arguing.
9. I wear my school uniform correctly and with pride at all times.
SEE IT, HEAR IT, LOSE IT
Turn off and put away all electronic devices (phones, iPods,
earphones, MP3 players etc.) before entering the school grounds
at the beginning of the day.
If a member of staff sees or hears an electronic device, it will be
confiscated and returned at the end of the day.
20You can also read
