Visitors to School Policy

1. JOHN THE BAPTIST’S COLLEGE, PORTADOWN

  Visitors to School Policy

 

 

 

SJBC School Visitors Policy and Procedures – August 25

Policy Statement

The Board of Governors assures all visitors a warm, friendly, and professional welcome to St. John the Baptist’s College, whatever the purpose of their visit.

St John the Baptist’s College has a legal duty of care for the health, safety, security, and wellbeing of all pupils and staff. This duty of care incorporates the duty to safeguard all pupils from subjection to any form of harm, abuse, or nuisance. It is the responsibility of the Board of Governors and senior staff to ensure that this duty is uncompromised at all times.

In performing this duty, the Board of Governors recognises that there can be no complacency where child protection and safeguarding procedures are concerned. St John the Baptist’s College therefore requires that ALL VISITORS (without exception) comply with the following policy and procedures. Failure to do so may result in the visitors’ escorted departure from the school site.

Policy Responsibility

The Senior Leadership Team is responsible for implementation, coordination, and review of this policy. This team will also be responsible for liaising with the school’s staff and Designated Safeguarding Lead as appropriate. All breaches of this procedure must be reported to SLT.

Aim

To safeguard all children under SJBC’s responsibility both during school hours, curriculum time, and out‑of‑school activities arranged by the school. The ultimate aim is to ensure that students at St. John the Baptist’s College can learn and enjoy extra‑curricular experiences in an environment where they are safe from harm.

Objectives

To have in place a clear protocol and procedure for the admittance of external visitors to the school which is understood by all staff, governors, visitors, and parents and conforms to child protection and safeguarding guidelines.

 

 

 

    Where and to Whom the Policy Applies

SJBC is deemed to have control and responsibility for its pupils anywhere on the school site (i.e., within the school boundary fence), during normal school hours, during after‑school activities, and on school‑organised (and supervised) off‑site activities.

The policy applies to:

• All staff employed by SJBC
• All external visitors entering the school site during the school day or for after‑school activities (including peripatetic tutors, sports coaches, and topic‑related visitors such as authors or journalists)
• All governors of the school
• All parents and volunteers
• All pupils
• Other education‑related personnel (Area Advisors, Inspectors)
• Building & Maintenance and all other independent contractors
• Independent contractors transporting students (taxis, minibuses)

Protocol and Procedures: Visitors to the School

• All visitors may be asked to bring formal identification unless named on the approved visitors list.
• All visitors must press the call button to gain access to reception and await granted access.
• All visitors must report to reception first; no other entrance may be used.
• All visitors must state the purpose of their visit and whom they are visiting, and produce identification on request.
• Visitors must sign in via the digital sign-in system.
• All visitors must wear an identification badge visibly for the duration of their visit.
• Visitors will be escorted to their point of contact OR their point of contact will collect them. Visitors must not move around the site unaccompanied unless on the Approved Visitor List.

Approved Visitor List

The school will maintain an approved visitor list for frequent visitors. To qualify:

• A current, clear enhanced Access NI check (no more than 3 years old) must be recorded on the school’s Central Record.
• Written authorisation from the Principal or SLT must be provided.

Visitors on the Approved List must still report to reception and sign in.

Visitors’ Departure from School

On leaving the school, visitors MUST:

• Leave via reception
• Sign out via the digital sign out system
• Return their identification badge
• Be escorted from the building to ensure they do not re‑enter the site

Unknown / Uninvited Visitors

• Any visitor not wearing a badge should be challenged and escorted to reception.
• If the visitor refuses to comply, they will be asked to leave immediately and SLT informed.
• If they become aggressive, police assistance may be requested.

Governors and Volunteers

• All governors and volunteers must comply with Access NI procedures.
• Access NI checks must be current (less than 3 years old).
• Governors must sign in and out using the digital sign in system.
• New governors are inducted into this policy.
• Volunteers will be briefed on this policy by the staff member they support.

Safeguarding Procedures for All Visitors

Safeguarding and promoting the welfare of children is the highest priority at SJBC. All visitors must follow the safeguarding procedures below.

1. General Safeguarding Requirements

All visitors must:

• Follow the school’s Child Protection and Safeguarding Policies. This must be shared with the visitor upon arrival at the school, or prior to arrival if their visit has been organised by a staff member.
• Wear their visitor badge visibly.
• Report immediately any concern regarding the safety or wellbeing of a pupil.

Visitors must not:

• Be alone with pupils unless authorised and on the Approved Visitor List.
• Photograph or record pupils without written permission.
• Initiate physical contact except to prevent harm.
• Share personal contact details or communicate with pupils outside school channels.

2. Reporting Safeguarding Concerns

Visitors must report concerns immediately to:

1. Designated Child Protection Officer
2. Deputy Child Protection Officer
3. Principal
4. Any SLT member

They must provide:

• Name and role
• Names of pupils involved
• Factual account of what was seen/heard
• Time and location

Confidentiality must be maintained at all times.

3. Contractors and Maintenance Staff

Contractors must:

• Remain within areas relevant to their work
• Avoid contact with pupils where possible
• Never enter classrooms or changing areas unless authorised or escorted

4. Visitors Delivering Workshops or Lessons

Such visitors must:

• Be supervised unless on the Approved Visitor List
• Provide materials in advance for safeguarding checks
• Ensure age‑appropriate content
• Have a copy of the school’s Safeguarding Policy

5. Allegations Against Visitors

If an allegation is made:

• Visitor is removed from pupil contact immediately
• Principal and DT notified
• Procedures may involve Police, Social Services, Education Authority
• Visitor may be asked to leave during investigation

6. Emergency Situations

Visitors may intervene only to prevent immediate harm, then must report at once to SJBC staff.

Staff Development

New staff will be made conversant with this policy during induction and must ensure compliance.

 

 

Policy Review

This policy will be reviewed regularly by the Board of Governors and SLT.

Signed: Ms S Murphy - DT 

 

Date: 26th August 2025