This webpage publicises Oxford Programs Ltd.’s key Policies and Procedures in relation to student Medical, Religious, Disability, Learning and other requirements.

Medical and Medication Policy

Familiarisation and agreement with these policies and procedures consitutes Clause 24 of the Terms and Conditions of Booking, which can be viewed in its entirety at this link: ORA Terms and Conditions.

Medical and Dietary Information Form

We will request the parents/legal guardians of all Students to complete our Medical and Dietary Information Form prior to the Student’s arrival in the UK. It is essential to the safety and well-being of each Student that their form is completed accurately and fully. The form will be available to all summer students from the March before their summer attendance. The form will be available in the ORA Portal and must be completed by a Student’s parent or legal guardian.

Basic medication

Please note that, if your child is unwell, the Programme Director, Nurse and Campus Administrator are authorised to administer the medication listed below (and only that listed below):

  • Paracetamol (for pain relief and fever reduction)
  • Ibuprofen (for pain relief and fever reduction)
  • Piriton (to relieve symptoms of mild allergies, such as hayfever)
  • Strepsils (for sore throat relief)
  • Simple Linctus (for mild coughs)
  • Rennie (for heartburn and indigestion)
  • Olbas Oil (decongestant for colds / congestion)

As part of the Student’s Medical and Dietary Information Form, their parent and/or legal guardian are asked whether they agree for each medication type to be administered to their child without prior contact with the parent and/or legal guardian of the Student. It is possible to “opt out” of your child receiving these medicines without prior contact. For more information, please email admin@oxford-royale.co.uk

Beyond-basic medication (prescription, storage and dispensing)

Oxford Programs Ltd. staff members will not prescribe or recommend or store or dispense beyond-basic medication for or belonging to the Student as they are not authorised or qualified to do so. For this reason the Student is responsible for keeping their beyond-basic medication with them at all times and taking the correct dosage at the correct times. Students unable to store/administer their beyond-basic medication personally are strongly recommended to notify Oxford Programs Ltd. in writing not less than 60 days before the start date of the course to ascertain whether an independent medical professional is likely to be available in or near the Campus to carry out this role. Should Oxford Programs Ltd. in the exercise of its absolute discretion make available an independent medical professional to fulfil this role, the Student shall nevertheless remain responsible for taking their beyond-basic medication in the correct dosage and Oxford Programs Ltd. shall neither be liable for any failure of the Student to do so nor for any medical advice given or treatment administered by the independent medical professional.

Epipens, asthma inhalers or any similar medication that a student needs to carry on their person in case of a medical emergency will be treated as an exception to the above rule, and will need to be carried by the student. If, however, the parents or guardians would prefer a staff member to carry the medication, they should contact Oxford Royale Academy before the course to discuss a personal arrangement.

Injections

Oxford Programs Ltd.’s staff, including independent registered nurses engaged by it or other medical staff employed by it, are not authorised to administer medical injections to students. If a Student will require any such medical injections during the course, the Student is strongly recommended to notify Oxford Programs Ltd. of this fact at least 60 days prior to the start date of the course or immediately upon becoming aware of the need for the injection (if later). Upon receipt of such notice Oxford Programs Ltd. will consider whether arrangements can be made for the necessary injections to be administered but shall not be under any obligation to make provision for such. Should Oxford Programs Ltd. agree in the exercise of its absolute discretion to arrange for the administering of injections, the Student shall nevertheless remain responsible for ensuring that they receive their injections at the correct time and Oxford Programs Ltd. shall neither be liable for any failure to receive any injection or any incorrect administration of any injection nor for any medical advice given or treatment administered by the independent medical professional.

Oxford Programs Ltd. reserves the right to request medical evidence of the need for such injections and shall not be responsible for the provision of the appropriate prescription or other medical instructions to the person or body administering the injection which, for the avoidance of doubt, shall remain the responsibility of the Student.

Parents or guardians are responsible for ensuring that the student has sufficient amounts of medication to last throughout the entire course of their stay with Oxford Royale Academy, regardless of the nature of this medication.

Student Disability Policy

1.1 Aim and Objectives

The aim of this policy is to embed a culture of inclusion for students with disabilities.

Oxford Royale Academy works with the Equality Act’s (2010) definition of a disabled person: “A person has a disability if they have a physical or mental impairment that has a substantial and long-term adverse effect on his or her ability to carry out normal day-to-day activities.”

The objectives of this policy are:

  • To commit to having an inclusive environment, which facilitates disclosure of disability and gives all students the opportunity to demonstrate and realise their full potential;
  • To provide fair and equal treatment to all students;
  • To comply with the legislative requirements under the Equality Act (2010), in particular the need to avoid discrimination and to provide reasonable adjustments for disabled students.

1.2 Policy Statement

Oxford Royale Academy will ensure:

  • That the requirements of those students who disclose a disability are assessed on an individual basis;
  • That all discussions and information regarding a disability or specific learning difficulty are treated in a confidential manner and in accordance with ORA’s Student Privacy Policy;
  • In the case of non-standard adjustments for disabled students, the Programme Directors will be involved in any discussions regarding adjustments to ensure that academic rigour is maintained and that the necessary resources are available.

All staff and students at Oxford Royale Academy are expected to be responsible for implementing this policy.

1.3 Monitoring and Review

A member of the Registrations Department will collate feedback received from disabled students, in order to monitor the effectiveness of the policy and will report findings to the Directors.

The policy will be reviewed on an annual basis by Management, where any amendments or improvements will be discussed.

Student Special Educational Needs Policy

Oxford Royale Academy uses the following definition of Special Educational Needs, as outlined in the Children and Families Act 2014 and the SEN Code of Practice (2015):

A child or young person has SEN if they have a learning difficulty or disability which calls for special educational provision to be made for him or her.

A child of compulsory school age or a young person has a learning difficulty or disability if he or she:

  • Has a significantly greater difficulty in learning than the majority of others of the same age, or
  • has a disability which prevents or hinders him or her from making use of facilities of a kind generally provided for others of the same age in mainstream schools or mainstream post-16 institutions

For example:

  • Behavioural/social (e.g. difficulty making friends)
  • Reading and writing (e.g. dyslexia)
  • Understanding things
  • Concentrating (e.g. Attention Deficit Hyperactivity Disorder)
  • Physical needs or impairments

At Oxford Royale Academy, we welcome students with special educational needs. We recognise that we will need to consider the individual needs of students when planning our curriculum and we aim to provide a curriculum, which is accessible to the individual needs of all of our students. When a student registers for one of our courses, they will be asked to provide any relevant information about their medical and learning needs. In cases where significant additional needs are flagged, we will create an Individual Student Support Agreement, to detail how we will support the student’s needs during their time with us. This document is compiled with the input of the student and their parent/guardian if they are under 18. The document will be circulated to relevant members of staff (as agreed with the student) , to ensure that everyone  who has a part to play in supporting the student is aware of their additional responsibilities. The document is reviewed and updated throughout the student’s stay to ensure it best meets their needs. Overall responsibility for ensuring the plan set out in the agreement is implemented lies with the SENCO and the Programme Director.

At Oxford Royale Academy, our Special Educational Needs Inclusion Coordinators (SENCOs) are an appropriate member of staff. They are responsible for the day-to-day provision for SEN. The SENCOs maintain and oversee all records for students with SEN, and will liaise with other staff about the needs.

We will ensure:

  • That the requirements of those students who disclose a disability are assessed on an individual basis;
  • That all discussions and information regarding a specific learning difficulty are treated in a confidential manner and in accordance with ORA’s Student Privacy Policy;
  • In the case of non-standard adjustments for students with SEN, the Programme Directors will be involved in any discussions regarding adjustments to ensure that academic rigour is maintained and that the necessary resources are available.

All staff and students at Oxford Royale Academy are expected to be responsible for implementing this policy.

A member of the Registrations Department will collate feedback received from students with SEN, in order to monitor the effectiveness of the policy and will report findings to the Directors. The policy will be reviewed on an annual basis by Management, where any amendments or improvements will be discussed.

Special Educational Needs (SEN) Procedure

A student with any special educational needs (SEN) is encouraged to disclose their SEN at an early stage when they enrol. Information on SEN disclosure procedure is available on the Oxford Royale Academy website on http://www.oxford-royale.co.uk/ora/useful-information/key-policies-procedures-13-18.

A member of the Registrations Department aims to make contact with any student who has disclosed a SEN, giving them the opportunity to discuss any support needs. Oxford Royale Academy will comply with its obligations to make reasonable adjustments to assist those with SEN.

If adjustments are agreed, a Student Support Agreement will be completed. With the student’s formal consent, this will be distributed to relevant staff only, in order to ensure that any necessary adjustments are put in place.

The member from the Registrations or Operations Department will liaise with the relevant Programme Director to ensure that appropriate arrangements will be made. A student with SEN is usually required to provide written evidence of their SEN (such as an educational psychologist’s report) if they are requesting any reasonable adjustments.

Feedback from students with SEN will be sought by Oxford Royale Academy. Any student complaints that related to SEN issues should be directed to the Operations Officer, either on an individual basis or via the Programme Director of their campus. The measures of success for the Student Special Educational Needs Policy and Procedure will be a decrease in the number of complaints regarding SEN matters, as well as increase in the amount of positive feedback received from one year to the next.

ORA will liaise with individual students in order to review the success of adjustments agreed in the Student Support Agreements.

Review of this procedure will take place at a minimum on an annual basis.

Medical, Religious and Disability Requirements

Oxford Royale Academy commits to reviewing any Medical, Religious or Disability requests or requirements on an individual basis.

Should a Student have any particular requirements as a consequence of any disability or for other medical or religious reasons the Student shall notify Oxford Programs Ltd. in writing at least 60 days prior to the course start date so that non-standard adjustments can be considered and, if deemed appropriate, made. Oxford Programs Ltd. reserves the right to request medical evidence in such form as it in its absolute discretion deems appropriate of a medical complaint or disability giving rise to the requirements.

Further information

If you require further information or have any questions about the above policies and procedures, please contact our Head Office at admin@oxford-royale.co.uk or on +44 (0) 845 130 60 21.

If you would like to consult with one of our Registrations Team members before making a booking, we would be delighted to hear from you.
admin@oxford-royale.co.uk +44 (0) 845 130 60 21