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Study Pre-University Summer School

Parent/Guardian Consent Agreement

Summary
Your child has a place on the Warwick Pre-University Summer School ('the programme') at the University of Warwick ('the University'). In England, children do not legally become an adult until their 18th birthday. As your child will be under 18 during the programme, this policy outlines the responsibilities of various parties, behavioural requirements and the safeguards we have put in place. Your child will receive specific advice and guidance, based on the content of this policy during induction when they join the programme.
It is a requirement of your child's attendance on the programme that you complete the parent/guardian consent agreement below. The consent form must be signed by the parent or guardian (the person legally responsible for the student) in order to provide explicit consent, and to acknowledge they you have read the information provided below.
Please note that despite additional support offered to students under the age of 18, the University will not at any time act in loco parentis in relation to students under the age of 18.
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.
  • Provide any necessary information in order for the Summer School to support their child properly.
  • 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.
  • Ensure they organise safe travel arrangements to and from the programme and arrange any entry clearance to the UK.
  • Provide a named contact in the UK (if this is not possible, please speak to us).

Summer School Staff (including Student Ambassadors, Lead Student Ambassadors and Night Duty Managers)

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 programme trips, 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
  • The core Pre-University Summer School programme team are required to have an enhanced DBS check valid within the last three years.
  • Members of the Pre-University Summer School programme team are required to complete the University’s safeguarding training programme.
  • All ambassadors working on Pre-University Summer School are required to have an enhanced DBS check valid within the past two years and to have completed the University's safeguarding training and the programme training. The ambassadors are current Warwick students and have been recruited based on experience and ability to enhance student experience of the course.
  • Have a clear escalation policy in place.
Insurance and Medical support
  • You are strongly recommended to take out appropriate insurance cover for your child to cover any period whilst they are overseas. This may include some or all of the following: Personal accident or injury; personal belongings, including delayed or lost luggage or theft; travel including cancellation, delay or missed departure; medical insurance; personal liability. We strongly advise all parents/guardians to speak with appropriate travel/medical insurers to identify and take out the appropriate level of insurance to cover their individual needs and requirements. Medical insurance for non-EU students is essential as they are not automatically entitled to free health treatment under the UK Health Service.
  • 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 children. Therefore it is your responsibility to make sure the student comes fully prepared.
  • If students require any prescribed medication, we need to be informed about this in advance and the student must be capable of administering their own medication as we will be unable to do so.
  • We are only able to provide emergency medical support. If your child requires emergency medical treatment, this will be provided by NHS England. In England, anyone over 16 are entitled to consent to their own treatment. In an emergency situation, we will endeavour to contact parents/guardians as soon as possible.
Travel to the University and whilst studying on the programme
  • Arranging travel to and from the programme is the parents' responsibility. There is an airport pick up and drop off provided at fixed times to and from campus (Heathrow and Birmingham Airports), this is at additional cost and must be booked in advance of the programme and by the deadlines set.
  • During the Pre-University Summer School Programme, students will be participating in activities “off campus” or moving between the locations for the programme (London, Oxford etc). 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.
  • The University of Warwick campus has bicycles available for hire on campus, however due to safety concerns, the unavailability of helmets and traffic on campus, Pre-University students are not permitted to hire these bikes. If a student does ride one of these bikes against our rules and advice, they do so at their own risk.
Visas
  • It is the parent or guardian's responsibility to ensure they have appropriate entry clearance for study in the UK.
  • It is important that while your child is living and studying in the UK, they must meet the conditions of their visa.
  • Please note that you are responsible for applying for, paying for and providing the necessary documents to UKVI for your child’s visa to enable them to study at the University.
Accommodation
  • Students living in accommodation on-campus will be subject to the rules and regulation governing on-campus living.
  • Student accommodation will be either single sex or mixed and students will be asked to select a preference during onboarding, there will be at least one student ambassador living in each flat and staying overnight.
  • Night Duty Managers will be on duty overnight for any emergencies or support needed overnight.
  • Students are required to keep to their own flat in the Halls of Residence and are not permitted to enter each others study bedrooms. They are not permitted to enter other flats.
  • Students are required to be in their flats from 10pm until breakfast the following morning each night. They are not allowed to leave their flats between these hours apart from in emergency situation. Students should be in their own study bedrooms from 11pm each night.
Supervision, attendance and wellbeing
  • Summer School staff will assume responsibility for students on the programme from either the point at which registration begins on day one of the programme, or when they meet staff at the allocated airport pick-up point, whichever is the 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. Please note that we are unable to provide accommodation or supervision outside of the these times.
  • Students are expected to attend 100% of the programme (unless they are unwell).
  • Students are expected to wear their Summer School lanyards at all times for identification.
  • Students will be supervised during all planned social and cultural activities and overnight by a team of trained Summer School ambassadors, Senior Student Ambassadors and/or staff. Teaching and skills activities will be supervised by Warwick staff.
  • 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 will be allowed to be unsupervised but will be required to stay with at least one other person at all times and to adhere to all processes, curfews and rules and regulations. The only exception to a student being alone is if a student would like to return to their study bedroom (see below).
  • Where there is allocated free time, students will always have regular check in times/curfew with a member of the Summer School team and they will be advised of emergency contact numbers so they can always reach a member of staff. Students must have their mobile phones with them at all times and answer promptly when contacted. Alternatively, students will have the option to stay with a member of the Summer School team should they wish.
  • 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.
  • Students will be allowed to have a short period of unsupervised free time in London for lunch, shopping and sightseeing (Covent Garden area) and in Oxford for lunch and shopping/sightseeing (centre of Oxford) and will be provided with clear instructions about where to meet, they will be required to stay in groups during this time.
  • 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.
  • 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 and cannot be located the Summer School team will contact the parent/guardian.
  • If a student would like to return to their study bedroom, they will be allowed to do so unaccompanied but will be asked to follow a check in and out procedure with our Summer School Team.
  • Students are not allowed to have any visitors on the programme.
  • Parents/guardians are required to give at least 24 hours’ notice if they require their child to miss any part of the scheduled programme. It is advised that this is only permitted in absolutely exceptional circumstances.
  • 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.
  • 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.
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 the University computer network with internet access 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.
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. If students prefer not to be captured, they should not participate in group photos or videos.
Communications (data protection)
  • The University is subject to UK law about data protection.
  • 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.
  • It is essential that you provide a named contact in the UK in case of emergencies with your child.
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.
  • Whilst on the programme and in the UK, your child will be subject to English law and to the rules and regulations governing the University.
  • In addition, all students must abide by the Pre-University Summer School 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 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

Please complete the consent form below:

Parent/Guardian Consent Form