Parent/Guardian Information and Consent

Student participation in the University of Warwick’s Pre-University Summer School programme requires consent from the parent or guardian (the person legally responsible for the student). By paying the programme fee the parent/guardian implicitly accepts the terms contained within the parent/guardian consent form.

We also ask that the parent/guardian signs the declaration at the end of this form to provide explicit consent, and to acknowledge they have read the information provided below.

Summary of responsibilities

Parent/Guardian

It is the responsibility of the parent/guardian to:

Review this document, any pre-programme information sent, and the website information to ensure they understand the nature of the programme their child is enrolling into and its suitability for them.
Recognise that a certain level of maturity, independence and responsibility is required of students to manage the length of the programme, periods of unsupervised free time, adherence to the code of conduct and meeting curfew times.
Ensure they have prepared the student properly for attendance on the programme both practically and by discussing the Student Code of Conduct in advance.
Ensuring they understand any restrictions on travel due to Covid-19 and how that impacts on their child.

Summer School Staff (including Student Ambassadors and Senior Student Ambassadors)

It is the responsibility of Summer School staff to:

Fully support students to ensure they get the most out of the programme through having a team of trained and experienced staff on hand throughout the programme
Ensure that students are supervised during course excursions, social events and activities and in student accommodation overnight.
Ensure an attendance monitoring scheme is in place for monitoring the whereabouts of students on and off campus throughout the programme .
Ensure that a comprehensive risk assessment is in place for the course, including any special measures in place for any unsupervised time the students will have throughout the programme.
Provide emergency contact details to all students throughout the programme (including 24 hour support for students).

Safeguarding and wellbeing

The Pre-University Summer School programme team are required to have an enhanced DBS check valid within the last 3 years.
Members of the Pre-University Summer School programme team are required to complete the University’s safeguarding training programme (valid for two years from completion).
All student ambassadors working on Pre-University Summer School are required to have an enhanced DBS check valid within the past 2 years and to have completed the University's safeguarding training and the programme training. The student ambassadors are current Warwick students and have been recruited based on experience and ability to enhance student experience of the course.
We will have a clear escalation policy in place.
During the programme students can speak to any member of the Summer School team or Summer School ambassadors or Senior Student Ambassador about any concerns or questions. They will be provided with clear contact details for a number of support services in place. Summer School students also have access to our welfare support.
Students will have the pastoral support of a dedicated Summer School ambassadors (max 1:12 ratio) and this ambassador will provide a detailed orientation on arrival day and be the first point of contact to assist with students’ concerns throughout the programme.
While on campus, students will have the support of Community Safety who operate 24 hours a day and 7 days a week. Amongst other things, Community Safety patrol campus and residential halls, provide wellbeing support for all students on campus and deal with any anti-social behaviour.

Supervision and attendance

Summer School staff will assume responsibility for students on the programme from either the point at which they arrive for registration on day 1 of the programme, or when they meet staff at the allocated airport pick-up point, whichever is earliest contact with Summer School staff. This responsibility will continue until either 9.30am on day 11 of the programme, or until the airport drop off, whichever is the latest contact point with Summer School staff. We are unable to provide accommodation or supervision outside of the main dates of the programme.
Students are expected to attend 100% of the programme and wear their Summer School lanyards at all times for identification.
Students will have an induction session and campus tours to help them enjoy their time on campus during the programme and to help with wayfinding.
On campus students aged 16 years and over will be allowed to be unsupervised but will be required to stay with at least two other people at all times and to adhere to all check-ins, processes, curfews and rules and regulations. Under 16s will be required to remain in a group with an ambassador at all times. Students will be advised of emergency contact numbers so they can always reach a member of staff. Alternatively, over 16s will have the option to stay with a member of the Summer School team should they wish.
The only exception to a student being alone is if a student has returned to their study bedroom with the permission of staff (see below). They must follow processes as agreed with Summer School staff in this instance.
If a student would like to return to their study bedroom for a valid reason e.g. illness, they must inform a member of staff and will be accompanied back to the Halls by an ambassador and their group ambassador will be informed. The student should stay in touch with their ambassador and respond to any calls or messages promptly.
Students will be supervised during all planned social and cultural activities by a team of trained Summer School ambassadors, Senior Student Ambassadors and/or staff. Teaching and skills activities will be supervised by Warwick staff.
Overnight, there will be a member of permanent Warwick staff on-call and living on campus.
Students will be allowed to have a short period of unsupervised free time in London for shopping and sightseeing (Covent Garden area) and in Oxford (main shopping area) and will be provided with clear instructions about where to meet, they will be required to stay in groups during this time. Under 16s will be required to stay in a supervised group with ambassadors.
A chauffeured punting tour is included in the Oxford trip which takes place on the River Cherwell, students will undertake this activity is small groups with staff and students present but should take extra care near the water and wear a life vest if they cannot swim.
All activities will have a regular register of attendance/headcounts taken and if a student is not present a Summer School team member will contact the student directly. In the case that the student does not respond the Summer School team will contact the parent/guardian
Parents and guardians are required to give at least 24 hours’ notice if they require their child to leave the programme early. It is advised that this is only permitted in absolutely exceptional circumstances.
Students are not allowed to have any visitors on the programme.

Accommodation and Preference

During the Pre-University Summer School, students stay in our Sherbourne Halls of Residence. Students are allocated a single study bedroom with private en-suite bathroom. Each flat has a shared communal space. All students agree to abide by our Code of Conduct and not enter each other's bedrooms or any flats other than their own.
Our standard process is to allocate students to single sex flats. However we are also able to offer mixed sex flats for a limited number of students aged over 16 years. Students who wish to be considered for a mixed sex flat are asked to state this preference on the pre-arrival form. We recommend talking to your child/ward about this decision beforehand to ensure you are both comfortable with the decision.
Places in mixed sex flats will be allocated at the discretion of the Summer School team.
Students will be advised that parents/guardians will be given our contact details and can request to be informed of preferences. Please email us at pressadmissions@warwick.ac.uk if you wish to discuss this.

Communications, Social Media and IT

All parents should be aware that for the purposes of supervision and effective communication students will be asked to join a communication platform (Whatsapp) using their personal mobile phone number with their class/pastoral group and their assigned student ambassador, which will be accessed via their mobile phone. This should be used for essential information only (updated meeting times, locations etc.) and the conversation history will be available to members of the Pre-University Summer School Team upon request.
Students will have access to University computers while on campus. Please be aware that these facilities are subject to the University's Acceptable Use Policy, but that there are no parental controls on these networks.

Student information

We will email students key information about their programme in the lead up to the start date and throughout the duration of the course.
In order to ensure the safety, security and enjoyment of all students on Pre-University Summer School it is important that we collect key information, such as contact email and telephone numbers, emergency contact details and medical and dietary information, and travel plan information from each student. It is the parent/guardian’s responsibility to ensure that all information provided is accurate and up to date.

Image usage

The Summer School team will document some of the programme with photos and video. These are used primarily for promotional purposes or to distribute to participants as keepsakes from the programme.
Over 16 students will be asked to sign an online image consent form for this purpose and parents/guardians will be asked to complete the form for under 16s.

Insurance and Medical support

All students should ensure they have appropriate travel/medical insurance to cover their individual needs and health and medical requirements.
If students require any medical attention they will be supported in seeking the appropriate care from a local pharmacy, or an NHS walk in clinic. Please note that although there are no legal age restrictions for purchasing medicines in the UK, many retailers operate a policy of not selling to under 16s. Therefore it is your responsibility to make sure the student comes fully prepared. If relevant, it is the parent/guardian’s responsibility to ensure that adequate medical insurance has been arranged to cover any charges that may be incurred.
If students require any medication, we need to be informed about this in advance and the student should be capable of administering their own medication.
We are only able to provide emergency medical support.

Travel and Transport

During the Pre-University Summer School Programme, students will be participating in activities “off campus” or moving between the dual locations for the course (University of Warwick/London). The cost of this travel is included in programme fee. Most of the time, students will be transported via coaches which will be arranged with a suitable local transport company, with appropriate insurance in place. However, please note that while in London, it is more efficient to travel via public transport such as the London underground, overground and bus services. In these instances students will be accompanied by Summer School ambassadors and will not be allowed to use public transport without their ambassador present.

Student behaviour

The University of Warwick wants every student to benefit from the experience so all participants will be expected to show responsible behaviour, as well as respect for the rights of other students and Summer School staff.
All students must conduct themselves in a reasonable manner that is compliant with UK legislation.
In addition, all students must abide by the Student Code of Conduct, which covers the main rules and regulations of the programme including our zero tolerance policy for the purchase, possession or consumption of alcohol, tobacco, vapes or drugs at any time during the programme.
Parents must ensure they have reviewed the Student Code of Conduct and Warwick Values and discussed it with their child.
In the event of serious incidents of misbehaviour, such as fighting, abuse of any kind, behaviour not in line with our Warwick values or the use of illegal substances, the student(s) concerned will not be allowed to continue on the Summer School and their parents/guardian will be contacted for withdrawal from the programme. It will then be the responsibility of the parent/guardian to make arrangements for travel home on the day they are informed.
The University of Warwick will accept no liability or cost associated with removal from the programme as a result of breaking the Code of Conduct or in the event of serious incidents of misbehaviour

Study Pre-University Summer School