BOARDING HANDBOOK

STUDENT SAFETY

STUDENT SAFE POLICIES

Ballarat Grammar is committed to zero tolerance of child abuse. All staff and members of our community have a duty of care to protect the safety, health and wellbeing of children in their care. As a school with a diverse population, this includes students with a disability, Aboriginal and Torres Strait Islander children and children from culturally and linguistically diverse backgrounds. The protection of all children is in accordance with any applicable State and Commonwealth laws and staff are advised of their obligations under those laws. For more information, please see the “Child Safe Standards for Parents” document which can be found on the Parent section of Nexus, our learning and communications platform.

BEHAVIOURAL EXPECTATIONS

Living within a residential community comes with responsibilities and expectations for all who live in our boarding houses. With this in mind, we hold the behaviour of our students to the highest standard. Our students are expected to support and live out the values of our community. Their safety and wellbeing remain our highest priority. For this reason, boarding students who are involved in any sexual activity, consumption of alcohol or drugs or who abscond from the boarding house may be asked to immediately leave the boarding community. Boarders and their families should familiarise themselves with the various policies that guide and inform our daily interactions across our school community prior to commencing at the school. At the beginning of their boarding journey, new students will receive an induction into how the values of the School are successfully lived out within our residential and school community.

There are a number of student policies on NEXUS which provide students with guidelines on behavioural expectations. These policies include but are not limited to Bullying and Harassment, Sexting and Social Media, Uniform Policy and Information and Communication Technology Acceptable Use and Communications Devices Policy. These policies reflect the School’s Values and our expectations of our boarders so we can provide a safe and supportive environment for all those in our boarding community.
Please refer to the Policies page on Nexus for all policies. Boarders and their parent and/or carer will need to read these policies and sign off in the School Planner that they accept these responsibilities as part of being a student at Ballarat Grammar. Families who are considering Ballarat Grammar boarding may wish to refer to our public policies on our website here:
www.bgs.vic.edu.au/about/policies

BOARDING HOUSES

DART HOUSE

The original Boys’ School building has been home to boarders since 1911. The name ‘Dart’ was given to the House in 1994, and it is named after former Headmaster G.F.J. Dart. Boys in Dart House are accommodated in single and shared rooms of a variety of sizes ranging from 2 to 5 students. Students in Year 12 typically are allocated to a single or twin-shared room. The large Common Room and kitchenette caters for differing needs and includes billiard and table tennis tables, television, convection and microwave ovens, refrigerator and sports’ memorabilia. The House has a long tradition of active involvement in school sports, drama productions and social service events, whilst the annual House Dinner, parent-son weekends and grandparents’ day are all great events.

LARRITT HOUSE

Larritt House is named after Esther Larritt who was the joint Headmistress of Queen’s with Miss Sarah Hayhoe. Larritt has seen several iterations throughout its life, most recently though as a Year 7-12 Girls’ Boarding House. Surrounded by beautiful gardens, Larritt radiates warmth, togetherness and inclusivity.

HAYHOE HOUSE

Hayhoe, named after one of the first Headmistresses of Queen’s, currently accommodates girls in Years 10-12, but will over the next few years transition to having junior girls in Year 7-9 increasingly within the house. Members of Hayhoe are defined by their diversity and willingness to engage in a range of activities and their desire to extend themselves in all areas of school life.

WIGAN HOUSE

Once housed in the original school building alongside Dart House, Wigan House moved in 1999 to its current, modern premises built on the former tennis courts. Wigan is divided into four units each of which accommodates approximately 13 boys in rooms of varying sizes.

WOODBRIDGE HOUSE

Opened in 1974 after the amalgamation of the boys’ and girls’ schools, the House is named after a Headmistress of Queen’s, Miss F. W. Woodbridge 1947-1963. Girls from Years 10 – 12 are accommodated in twin-share and single rooms. Over the coming years Woodbridge will also see the introduction of junior boarders across Years 7-9.
The Head of Woodbridge House is Ms Hannah Wise. Along with partner Simon, little Rex, baby Winnie and the menagerie of animals that are also part of the family, Hannah’s zest and passion for boarding will ensure that all who call Woodbridge House home, feel very much a part of the “Wooders Clan’. Woodbridge girls pride themselves on their strength of character, their selflessness and their involvement in all aspects of school life.

FACILITIES

THE MEMORIAL DINING HALL

The Memorial Dining Hall offers a selection of cereals and hot breakfasts, a substantial morning tea, a variety of lunches, afternoon tea and a choice of at least two meals each evening. Vegetarian meals are also available upon request. Meals are served buffet style, although on special occasions there are formal dinners.
The School sees dining as a vital learning experience and values the social interactions involved in the Dining Hall. Menus for all meals are carefully prepared by highly experienced chefs with a view to providing food which is appetising and highly nutritious for young people. Menus are also published daily on Nexus. The kitchen provides a number of options at each mealtime- usually one light, one more filling. Vegetarian, vegan and other dietary requirements are catered for at each meal. Seconds are available each night, although not necessarily of every dish. At all mealtimes there is plenty of bread and spreads available as well as fruit. Supplies for the Boarding Houses – bread, spreads, milk, Milo, tea and coffee can be collected throughout the week. Suggestions regarding the Dining Hall and the boarders’ food should be addressed to the Boarding Administrator or to the Food Committee.

CHAPEL

Ballarat Grammar is a Christian School. All boarders present on campus will attend Chapel on Sunday in the School’s Chapel of St Mark, appropriately attired for the occasion. These Sunday Services are also open to visitors, parents or friends of the School. The Chaplain resides on the property and is available at all times to students and their families.

CLOTHING REQUIREMENTS

UNIFORM

All boarders attending the School are expected to wear regulation school uniform which may be obtained from the School Uniform Shop, which also carries second-hand uniforms, or from our official school suppliers. The complete list of uniform requirements are listed in the Middle and Senior School Handbook. All articles of clothing, including belts, shoes and socks MUST be clearly marked with full name, not initials.

Please note:

• No jewellery is allowed except school badges and wrist watches.
• If girls’ ears are pierced, only one plain pair of silver or gold rings or studs is permissible.
• Boys are not permitted to wear earrings.
• Make-up, including nail polish, is not to be worn with the uniform. Girls’ hair must be tied if it is below shoulder length.
• Hair ribbons can be dark brown, gold, cream or royal blue (required for formal occasions).
• Boys’ hair must be cut to a length no longer than the ear lobes or all tied back in a brown hair tie. It must be neat and tidy at all times.
• Unnatural and/or extreme hair colours or styles are not acceptable.

BOARDING HOUSE CLOTHING AND LIVING REQUIREMENTS

Parents and students are asked to limit the amount of casual clothing brought to the School and ensure that all items, including linen, are named. In addition to all school uniform items, students should bring:

• 1 doona with 2 covers*
• 2 sets of single sheets* • 2 pillowcases
• Mattress protector
• Pillow
• 4 towels – 1 beach and 3 bath
• Pyjamas or nightgowns
• 1 dressing gown
• Underwear
• Shoe cleaning equipment
• Coat and skirt hangers
• Toiletry needs, including 50+ Sunscreen
• Handkerchiefs / tissues
• Lockable box (e.g. large tool box)
• Brushes for hair, clothes, nails and teeth
• Washing powder for laundry, pegs
• 1 nylon net bag (from School Shop)
• 1 mug – clearly named
• A basket, bag or bucket to keep toiletries
• 4 sets of casual clothes for after school and weekends
• Smart clothes for Chapel and special occasions
• 1 desk lamp

*Please check with your child’s Boarding Head of House regarding size of bed; either single or King single.

WELLBEING

HOMEWORK (PREP)

All students have a set period of Prep after dinner each night, Monday to Thursday, under the supervision of a Tutor. Some students will be required/encouraged/choose to study in the closely supervised homework environment. This option is available Monday to Thursday. The times set down for Prep by the School are generally a minimum requirement. Many boarders will want, or may need, to do extra study. In Years 9-12, boarders will also have weekend homework which they complete unsupervised, in their own time and during a supervised Prep session on Sunday evening. Students are not permitted their phones during Prep.

MEDICAL CARE

The School has a well-equipped Health Centre which is used by all students across the campus when they are feeling unwell or injured. The Centre is staffed by School Nurses Monday to Thursday 8.30am – 5.30pm and Friday 8.30am – 4.00pm. General medical attention is given to all Boarders in the Health Centre, in the House or at a Doctor’s practice. Students who contract a contagious disease or illness of any length should go home, or to a guardian, or to another relative. Parents will be contacted if an illness is of a serious nature or if a student spends more than one day in the Health Centre. Some illnesses may be treated in the Boarding House.

All medical and dental appointments should be made through the Health Centre. Parents are required to complete, with their family doctor, their child’s Medical Form prior to coming into the Boarding House and are asked to ensure that the School is aware of all medicines and medical conditions. Students are asked to register with a General Practitioner at the Ballarat Group Practice, Howitt St. To ensure that we are able to cater for each of our boarders’ needs as well as provide a safe and secure environment for all boarding students, it is important that our staff are fully aware and store any students’ medications that have been given over-the-counter (OTC) and prescription medication. A form to update prescription medication for your child can be found on Nexus or also is readily available from your son or daughters’ Head of House. These forms are then submitted to our Health Centre staff who assist in managing the individual needs of each of our students.

In order to provide safe and effective care to your children, please ensure that their medical and contact details are kept up-to-date via your BGS “My Account”. Parents are welcome to contact the Health Centre on [email protected] or 5338 0852.

STUDENT COUNSELLING

In addition to counselling provided by the House Staff, the School also has two professional psychologists on staff. Dr Meredith Rayner is our Director of Care. Appointments for our Psychologists can be made through the Senior School Academic Secretary, or the appropriate Head of House. Mrs Sandra Warwick is our Assistant Head – Wellbeing and Pastoral Care and oversees the Wellbeing program at the School. Mrs Warwick works closely with the Boarding Team to assist with wellbeing matters. Mrs Brianne Cuthbert is the Head of Senior School and is a valuable resource and point of contact for many students and families during times of hardship or distress.

HOMESICKNESS

This is something that every boarder will experience, to varying degrees, during their time in boarding. The initial period is often the most challenging and is something that boarding staff remain on the lookout for. It will affect different students in different ways and with the right support and open communication between parents, boarding staff and your children, can be managed and overcome. If you feel that your child is showing signs of homesickness, contact your Head of House to discuss these concerns. Often the Head of House can comfort your child through the periods when homesickness is at its worst and can set up a supportive structure involving staff and, where appropriate, senior students as buddies or mentors.

In your communication with your child; Discuss your child’s negative emotions with them but always try to close the conversation on a positive topic. Plan to communicate at a regular time, rather than irregularly as these calls can become progressively more irregular and frequent if homesickness persists which can, in some cases, exacerbate the homesickness. Encourage your child to speak to the Head of House or a significant other about their feelings so that they can get the support they need and also air their feelings.

WHAT TO BRING

PERSONAL POSSESSIONS

There is limited space available for each boarder, so it is important not to bring too many possessions. We discourage boarders from bringing expensive items which may be lost or damaged. Boarders’ personal property is not covered by the School’s insurance, so we recommend checking with your insurance provider as to whether items can be covered. In general, we advise students to bring the smallest amount of gear possible for their first term, so that they can decide what else they might like to bring later on in the year. Some items which many boarders bring include:

• Lots of photos of home.
• Posters – whose content is suitable for anyone’s grandmother to see without feeling uncomfortable!
• Mobile phone (only to be used at certain times for certain year levels)
• Personal fan (desk fan size only please!)
• Bicycle (but PLEASE bring a reliable D-Lock for security) or skate board and helmet.
• Sporting gear – including football, hockey sticks, cricket bats etc.
• Hair dryers, curling tongs, hair straighteners, etc. These may be used in the bathrooms only due to fire risks.
• Due to students having a school laptop there is no need for this to be duplicated with a laptop from home.
• All electrical items should be checked and tagged by a qualified electrician.

FORBIDDEN ITEMS

In the shared environment of a school Boarding House, it is not surprising that some items are not allowed – sometimes for safety reasons, sometimes for moral reasons, sometimes to save precious space, sometimes for financial reasons. In particular, students are not permitted to bring the following items to the Boarding Houses:

• Equipment which has not been tagged by a licensed electrician • Heaters/fridges of any kind
• Powered tools
• Large stereos
• Pornography
• R or X-rated movies
• Fuels or flammable materials of any kind •Weapons of any kind
• Medications: We ask that students are not supplied with over the counter medications.

Instead, they should approach the Head of House or MOD on duty as a need arises (outside of Health Centre hours). This enables staff to better manage student health and wellbeing and creates a dialogue between students, staff and parents. Parents must make Heads of House aware of any medication that has been prescribed. A management plan will then be developed by parents and the Head of House.

MOTOR VEHICLES

Boarding students may not bring motor vehicles to school or have access to a motor vehicle in Ballarat or surrounding area at any time. Any enquiries in this area, particularly related to Year 12 students late in the academic year, should be directed to the Director of Boarding.

BICYCLES, SKATEBOARDS AND HELMETS

Boarders are permitted (and encouraged) to bring a bicycle to school for term time as it gives them a measure of independence. Skateboards are also permitted, although it must be said that the School does have some concerns regarding student safety with both of these items. Students are required to wear helmets and (for skateboarding) appropriate protective equipment while riding these, or other recreational vehicles such as scooters etc. Failure to do so may result in the confiscation of the equipment, or suspension of the right to ride it during term time. The equipment must be used at appropriate times and with appropriate care at all times.

BOARDING LIFE

BANKING AND ACCOUNTS

A bank account with an ATM card is useful. It is valuable for parents to maintain a careful check on the use of account and it is suggested that a set amount is deposited on a weekly basis. The following Banks have ATMs in Howitt Street: CBA and ANZ.

EMAIL AND THE INTERNET

All students have their own e-mail address which can be accessed via the Network. Parents are encouraged to use email contact with Staff. Boarders can access the internet and email from their school laptops within the Boarding Houses and anywhere at school. We ask that no Laptop or Desktop computers are brought from home.
In all cases, boarders must have understood and agreed to the conditions of the School’s acceptable use policy before accessing the internet or email from school.

CONTACT

Direct incoming lines are available in all Houses although calls should not be made during Prep, 6:45pm – 8:00pm and 8:30pm – 9:20pm, nor, generally, after 10:00pm. During the day, messages may be left with the School Receptionist or on the House MOD number. Most boarders have personal mobile phones which will be collected and stored overnight. Please refrain from calling during Prep time.

HEALTH INSURANCE

All students should have their own Medicare Card. The School strongly advises that students have Private Health Cover and Ambulance Cover as well as a Personal Injury Policy. It costs $1,300 for an Ambulance from School to the local hospital.

PERSONAL INSURANCE AND PRIVATE GOODS

House Staff advise that boarding students should not bring to the Houses expensive private items (e.g. stereos, state of the art bicycles, designer sunglasses) which may be easily damaged or misplaced.
The School takes NO responsibility for personal items brought on to the campus. Parents need to ensure these items are insured on their own household insurance policy.

TAXI USE

The use of taxis to or from school will need to be paid for by students at the time the service is utilised.
Parents are urged to provide students with an electronic debit card for this purpose if frequent use of taxis is likely, to avoid a heavy reliance on cash.

BUSES TO STURT STREET

Directly outside Gate A on Howitt Street is the Ballarat bus service running into the city proper. Students are urged to use this service when they travel into the town in order to keep transport costs down. Students will have this process explained during orientation by a staff member or senior student. If clarification is needed at the commencement of the year, it is suggested that the Head of House is sought out.

CASUAL VISITING

When visiting children at school, parents and friends should first make contact with either the Head of House or the member of staff on duty.

EXEUNT WEEKENDS AND SCHOOL HOLIDAYS

The Boarding Houses are closed on Exeunt Weekends. There is an Exeunt each term, and these include most regular public holidays. Boarders are given leave from 3:30pm Friday and are required to return by 8:30pm the night before school re-commences, or at 8:30am the morning school starts. The Boarding Houses re-open at 4:00pm after an Exeunt Weekend. Boarders are expected back by 6:00pm where possible on the day before a term starts and dinner is provided.

TRANSPORT FOR EXEUNT WEEKENDS

The School runs buses to a number of locations at the beginning and conclusion of Exeunts and holiday periods (e.g. Deniliquin, Balranald and Horsham). Other destinations will depend upon demand. Times for pick-ups, and destinations, are advised by the Director of Boarding via email and bookings for the buses and all other leave on exeunt weekends is lodged via NEXUS.

OVERNIGHT LEAVE

Overnight leave is to be approved only by the Head of House, or if this is impossible, by the Director of Boarding. All leave requests are submitted via our online leave management software, REACH. Students submit requests for leave in the first instance. These requests will then be emailed to parents to approve or decline permission. Once this process is complete, Boarding Heads of House carrying out the final checks before approving leave request. Parents and students will be given access to REACH upon their commencement at the School and boarding staff will endeavour to assist boarders and parents as they become familiar with this process. Requests for Friday, Saturday or Sunday overnight leave, where the student is to be hosted by his/her parents, must be submitted by the Wednesday evening 9pm prior to the leave. Requests for Friday, Saturday or Sunday overnight leave where the student is to be hosted by anyone other than his/her parents must be by Wednesday night, and parents will need to enter and approve a host prior to students creating leave requests. The host will then be emailed for approval of the leave also.
Permission would not be given to boarders to stay in a motel or elsewhere without adult supervision, even if parents approve.

If there are any concerns or questions about a submitted leave request, the Head of House would likely call the parent to discuss the hosting arrangements to clarify details.
Some documentary evidence of phone contacts would be retained (along with other documents relating to the leave, for at least 12 months.) Since the Head of House needs time to check and process arrangements, the Wednesday 9pm deadline is final. The Head of House will be prepared simply to say “No” to overnight leave where there is a late application, except in dire circumstances.

WEEKENDS

Students are encouraged to find interesting and useful things to do on the weekends. There are many opportunities made available to them, including:

• Membership of local or home-based sporting teams.
• Community service.
• Boarders Weekend Activities – a series of activities organised by the Weekend
• Activities team which include bike rides, surfing lessons, ten-pin bowling, movie
• nights, cooking etc.
• Visits to day student homes.
• Designated activities run by boarding staff will also be regularly organised.

ACTIVITIES

There is a vibrant weekend activities program through which a range of events are organised to engage boarders on weekends.
Activities available within the School:

• Use of Games Gym – basketball/aerobics (under supervision) • Swimming Pool (under supervision)
• Weights Gym (under supervision) • Main Oval
• Tennis Courts
• Cricket Nets

ACTIVITIES ASSOCIATED WITH COMMUNITY GROUPS

Students are encouraged to use community facilities and expertise and to participate in local competitions, which include:

• Football
• Table Tennis
• Baseball
• Basketball
• Badminton
• Squash
• Netball
• Racquetball
• Horse-riding
• Swimming
• Historical Preservation
• Speech and Drama
• Public Speaking
• Community Service activities
• Orchestras and recitals
• Guides
• Scouts
• Martial Arts