1. Policy Statement

EM Normandie UK Limited (‘EMN’ or ‘the school’) welcomes visitors and guest speakers to its campus in Oxford but recognises its duty of care to students, especially in the context of safeguarding its under-age students, and staff regarding health, security and wellbeing. The company also recognises its moral duty to assist its landlord, the City of Oxford College, in the fulfilment of their specific duties regarding safeguarding.  

The policy applies to all potential visitors and guests to the school, whether announced or unannounced, all members of staff, contract teachers and any other independent contractors. 

The School, therefore, requires all visitors who are not either employed by EM Normandie UK Limited or engaged by the company under a service contract to comply with the following policy and procedures. 

2. Policy Responsibility

It is the responsibility of each member of staff to be vigilant in order to identify any unknown person on campus and to confirm their identity and purpose of visit. Any person not wearing an identity badge issued by Activate Learning or EMN should be asked politely about their business on the premises. If visitors are unable to explain their presence on site, they should be escorted to the nearest Activate Learning office (if their business is with them) or they should be escorted off the school’s premises.

In the case of any difficulties, a senior member of staff should be informed immediately in order for appropriate action to be taken. 

It is the responsibility of the member of staff who invites a visitor onto the campus, or of the member of staff who is first being notified of a visit, to, either liaise themselves or delegate to a colleague the task of liaising with the visitor in order to make the visitor aware of the provisions under this policy.  

It is also the responsibility of this member of staff(or of the person to whom the task has been delegated), to ensure that all the necessary steps outlined below are taken both, prior and during the visit.

3. Protocol and Procedures

A member of the EMN management team must be notified of a visit to the campus, if at all possible, before the start of the visit. 

Unannounced visit

Unannounced visitors will be asked to identify themselves. 

They will be accompanied at all times during their visit and will be escorted off the school’s  premises at the end of their visit. 

Arranged visits

Visitors whose visits have been arranged will be asked, where possible, to provide the school with an existing recent (less than 6 months old) enhanced DBS check. 

If this can be supplied, the details will be recorded in the visitors’ book, and they can circulate unaccompanied on the EMN campus premises. However, they will not be able to have one-to-one meetings with any students. 

If visitors are not able to provide the school with a recent enhanced DBS check, they will be accompanied at all times during their visit. 

• All visitors to the school may be asked to identify themselves formally at the time of their first visit 
• All visitors should, upon arrival, present themselves at the college’s main reception in order to obtain a visitor’s pass from Activate Learning 
• All visitors will, upon arrival on the EMN premises, make themselves known to the main office
• All visitors must sign and out of the school’s visitors’ book, noting their name, time of arrival, the purpose of their visit and proposed length of the visit and, if applicable, their car registration number upon arrival and the departure time upon departure
• Visitors will be required to wear an easily visible visitor’s badge. 
• Visitors will be escorted to /picked up by their person of contact. 

4. Visitors’ awareness and responsibilities

This Policy and all other policies are accessible on our website www.em-normandie.co.uk. A hard copy of this policy is also attached to the visitors’ book and, by signing the visitors book, the visitor agrees to comply with the provisions of all EM Normandie’s policies. 

All visitors must be briefed on EMN’s Fire Safety provisions upon arrival. To this end, a hard copy of the Fire-Safety Procedure can also be find attached to the visitors’ book.