Student Well-being Policy

1.         Purpose

Tupou College is committed to ensuring the health, safety, and security of all students during their time on campus as an all-boys, all-boarding school. This policy provides a clear framework for:

1. Protecting and promoting student health and well-being.
2. Managing health and dental services.
3. Ensuring safe supervision in dormitories and across campus.
4. Responding effectively to emergencies and incidents.
5. Engaging parents/guardians in decisions affecting student health and security.

2.         Scope

This policy applies to:

1. All enrolled students of Tupou College.
2. The Principal, Head Tutor, Boarding Master, Housemasters and staff assigned to supervision.
3. Visiting health and dental personnel.
4. Prefects in their supervisory role.

3.         Governance and Responsibility

1. Principal – Holds ultimate responsibility for student health, welfare, and security across the College.
2. Head Tutor – Oversees health care services, student supervision systems, and reporting routines to ensure safety and wellbeing.
3. Boarding Master – Primarily responsible for monitoring students in dormitories and around campus, ensuring their safety, and coordinating with Housemasters and staff supervisors.
4. Housemasters and Staff Supervisors – Manage dormitories, maintain student welfare, and ensure safety during their rostered duty periods, working under guidance from the Boarding Master.
5. Prefects – Assist Housemasters and the Boarding Master in daily supervision, promptly report issues or concerns, and support a safe and orderly environment for all students.

4.         Health and Medical Care

4.1         Health Care Centre

1. Managed by a designated staff member under the Head Tutor’s guidance.
2. All cases requiring professional medical treatment must be referred to Vaiola Hospital.
3. Medical records must be kept for every visit.

4.2         Dental Care

1. Provided by visiting hospital dental staff.
2. Students are informed in advance; parental consent is required for any procedures beyond screening.

4.3         Parental Consent  

4.3.1    General Principle

Students are required to provide consent for health and wellbeing interventions at the time of registration. Consent is required for:

1. Vaccinations and immunisations
2. Medical screenings (e.g. vision, hearing, chiropractic, physiotherapy)
3. Counselling or psychological assessments
4. Any non-emergency medical treatment provided by visiting health professionals

4.3.2    Registration and Consent Collection

1. Students or guardians must complete and sign a consent section on the admission form before accessing non-emergency health services or involve in school events.
2. Exceptions may be made for special cases, including:
   1. Students who are minors and require parental/guardian consent
   2. Students with specific medical, cultural, or legal considerations preventing them from providing consent
3. In such cases, consent must be obtained from a parent, guardian, or authorised representative, and documented appropriately.

4.3.3    Emergency Situations

1. Consent is not required in emergencies where immediate care is necessary to prevent serious harm.
2. Guardians and/or students must be informed as soon as possible after the emergency intervention.

4.3.4    Record Keeping

1. All consent forms (student or guardian) are retained in the student’s health record.
2. Any updates or changes to consent must be documented and communicated to relevant staff (e.g. Health Centre, Boarding Master, Housemasters).

5.         Emergency Procedures

Step/Area	Action	Responsible Person(s)	Notes / Documentation
5.1 Immediate Action	Assess situation and provide first aid within competency.	Any staff present; Health Centre staff; Trained first aid staff	Record details in Emergency Incident Register.
	Refer serious or life-threatening cases immediately to Vaiola Hospital or nearest clinic.	Health Centre staff; Boarding Master/Housemaster on duty	Call ahead to facility with student details and first aid given.
	Arrange safe and prompt emergency transport.	College administration; Boarding Master/ Housemaster on duty	Staff member to accompany student if possible. Record transport log (time departed/arrived, staff present).
	Remain on standby for follow-up and provide information to guardians and medical staff.	Health Centre staff	Ongoing support until student is stable.
5.2 Communication with Guardians	Notify guardians of any serious incident within 2 hours.	Head Tutor (or delegate)	Log contact time, method, and summary in Emergency Incident Register.
	Handle sensitive cases (mental health crisis, severe injury).	Principal or nominee	Ensure factual, clear, and compassionate communication.
	Document all communication with guardians.	Head Tutor/Principal	Emergency Incident Register to include: date, time, staff name, method of contact, info provided.
5.3 Fatality or Critical Condition	Notify guardians and FWCT Education Office immediately.	Principal	Occurs without delay; guardians contacted first.
	Cooperate fully with health, police, and legal authorities.	Principal; College Administration	Preserve all records (incident reports, medical notes, witness statements).
	Provide support for affected students and staff (counseling, supervision).	Housemasters, Boarding Master, Health Centre staff	Immediate pastoral care and ongoing support.
	File detailed incident report within 24 hours.	Principal; Health Centre staff	Report reviewed for lessons learned and preventive action.

6.         Security and Risk Mitigation

6.1         General Safety

Area	Policy & Procedures	Responsible Person(s)	Frequency/Notes
Sports & Physical Activities	• All sports practices, competitions, and physical education sessions must be supervised by qualified staff coaches or teachers. • Proper warm-up, cool-down, and hydration routines are mandatory. • Safety gear must be provided and used for high-risk sports (e.g. rugby, cricket). • Injuries must be recorded in the Sports Incident must be reported to the Head Tutor.	Staff Coaches, PE Teachers, Housemasters	Ongoing during each sports activity
Gardening, Lawn Mowing, and Tool Use	• Students may only use sharp tools, machinery, or lawn mowers under the direct supervision of a staff member. • Mandatory safety briefing before first use each term. • Protective equipment must be worn. • All equipment must be regularly maintained and stored securely to prevent misuse.	Agriculture Tutor, Grounds Supervisor, Staff Supervisors	Before each practical session; equipment checks weekly
Campus Risk Assessments	• A structured risk assessment of dormitories, classrooms, dining hall, sports fields, and workshop areas must be conducted once per term. • Identified hazards must be logged in the Risk Register with corrective actions assigned. • Urgent risks must be reported immediately to the Principal. • Annual comprehensive safety review to be carried out with external inspectors if possible.	Head Tutor, Boarding Master, Principal (oversight)	Once per term; full review annually
Fire & Evacuation Drills	• Evacuation drills must be conducted once per term for all students and staff. • Fire extinguishers and alarms to be checked and serviced annually. • Emergency assembly points to be clearly marked and communicated to all students.	Head Tutor, Boarding Master, Housemasters	Drill once per term; equipment check annually
General Student Supervision	• Students must not remain in unsupervised high-risk areas (workshops, sports fields, kitchens). • Night patrol and dormitory checks carried out by Housemasters and Boarding Master to ensure safety. • Prefects support but must always report incidents directly to staff.	Housemasters, Boarding Master, Prefects (assisting)	Daily

6.2         Campus Security

Area	Policy & Procedures	Responsible Person(s)	Frequency/Notes
Student Movement	• Students board on Saturday 6:00 pm and remain on campus until Friday 3:00 pm, when they return home. • During this period, students must remain on campus unless formally approved leave is granted by the Principal or Head Tutor. • Leave requests must be documented, signed by guardians, and logged in the Student Leave Register. • Unauthorized absence is treated as a disciplinary offence.	Principal, Head Tutor, Housemasters	Weekly boarding cycle
Night Curfew	• Night curfew begins at 9:30 pm (all students must be in dorms). • Dormitory roll calls taken by Housemasters and confirmed by Prefects. • Prefects patrol under the guidance of the Boarding Master to ensure students remain indoors after lights out. • Any breaches must be reported immediately to the Head Tutor.	Housemasters, Boarding Master, Prefects	Nightly (Saturday to Thursday)
Campus Gate Control	• No entry or exit is permitted after 10:00 pm without explicit approval from the Head Tutor. • Visitors or late arrivals must present formal authorization and sign the Visitors Register. • In high-security risk situations (e.g. community unrest, serious threats), only the Principal has authority to order the complete closure of the main gate. • During normal operations, the Head Tutor is responsible for the main gate, daily gate passes, and campus security coordination.	Principal (emergency authority), Head Tutor (daily authority), Gate Security Staff	Active during boarding period (Saturday 6:00 pm – Friday 3:00 pm)
Visitor Management	• Visitors allowed only during designated visiting hours unless granted special permission. • Visitors are restricted to approved areas and must not enter dormitories without explicit authorization.	Head Tutor, Gate Security Staff	Ongoing
Security Patrols	• Night patrols conducted by Boarding Master, Housemasters, and assigned staff to ensure dormitory and campus safety. • Suspicious activity must be reported immediately to the Head Tutor and logged in the Security Register. • Security lighting and locks checked regularly as part of risk management.	Boarding Master, Housemasters, Head Tutor	Patrols nightly; equipment checks weekly

6.3         Bullying, Abuse, Harassment, and Corporal Punishment

Tupou College maintains a zero-tolerance policy for all forms of bullying, harassment, abuse, mistreatment, and corporal punishment. As an all-boys, all-boarding institution, the College acknowledges that boarding environments can enable harmful behaviours if not proactively managed. Preventing and addressing such behaviour is therefore a core safeguarding duty of all staff.

6.3.1 Definitions

1. Bullying:
   Any repeated verbal, physical, emotional, or social behaviour that causes harm, fear, humiliation, or distress to another student, including:
   • Physical aggression
   • Threats or intimidation
   • Exclusion or humiliation
   • Online/cyber bullying
   • Property damage or theft
   • Harassing, mocking, or degrading comments
2. Abuse:
   Any behaviour that causes physical, emotional, or psychological harm. Includes peer-to-peer abuse and staff-to-student misconduct.
3. Corporal Punishment:
   Any disciplinary action involving physical force intended to cause pain or discomfort, including striking, slapping, forced physical exercises, or any degrading physical act. Corporal punishment is strictly prohibited.
4. Harmful Boarding Behaviours:
   Behaviours that may arise in boarding settings, including:
   • Forced tasks or punishments by senior students
   • Night-time harassment or intimidation
   • Unauthorised prefect discipline
   • Covert peer punishment
   • Harassment during bathing, sleeping, or changing
   • Abusive dormitory culture or “silent” bullying

6.3.2 Prevention Measures

The College will ensure:

1. Dormitories are supervised and inspected routinely by Housemasters and the Boarding Master.
2. Prefects receive clear training on limits of their authority (support only; no discipline).
3. Students are educated on acceptable behaviour and how to report concerns.
4. Staff conduct evening and night patrols and unannounced dorm inspections.
5. Boarding culture promotes respect, care, and brotherhood.
6. Incidents of bullying/abuse are recorded in the Incident Register and monitored.
7. Staff are trained annually in child safeguarding, discipline boundaries, and duty of care.

6.3.3 Student Protection Requirements

All staff, volunteers, tutors, and prefects must:

1. Treat every student with dignity, fairness, and respect.
2. Avoid any conduct that could be construed as abusive, discriminatory, or intimidating.
3. Never use corporal punishment in any form.
4. Report any suspicion or disclosure of bullying or abuse immediatelyto the Boarding Master or Head Tutor.Ensure actions and decisions are transparent, documented, and aligned with College policy.

6.3.4 Reporting and Immediate Response

When bullying, abuse, or corporal punishment is reported or suspected:

Step 1 – Immediate Safety

Responsible: Housemaster / Boarding Master
• Separate the students involved.
• Ensure the victim receives support or medical care if needed.
• Ensure no further harm occurs.

Step 2 – Notification

Responsible: Boarding Master
• Notify the Head Tutor immediately.
• For serious cases: Head Tutor informs the Principal within 2 hours.

Step 3 – Initial Documentation

Responsible: Reporting Staff
• Complete an Incident Form (or use the Incident App).
• Record names of witnesses, date, time, and nature of harm.

Step 4 – Investigation

Responsible: Head Tutor + Boarding Master
• Conduct interviews with involved parties.
• Review security patrol logs, prefect reports, and dormitory checks.
• Determine level of harm, intent, and behavioural pattern.

Step 5 – Decision & Action

Responsible: Principal (final authority)
Based on investigation findings:
• Apply disciplinary measures consistent with College Discipline Policy.
• Arrange counselling or peer-support intervention.
• Enforce supervision adjustments or dormitory relocations.
• Notify guardians within 24 hours (2 hours for serious cases).
• For suspected criminal behaviour, contact relevant authorities.

Step 6 – Follow-Up Monitoring

Responsible: Head Tutor / Boarding Master
• Monitor student relationships and dorm conditions for recurrence.
• Provide welfare follow-up to victim and perpetrator.
• Update Incident Register with status (open/closed) and corrective actions taken.

6.3.5 Responsibilities

1. Principal

• Final authority on all safeguarding decisions.
• Ensures investigations are thorough and compliant.
• Approves disciplinary actions for severe bullying or abuse.
• Reports serious matters to FWCT Education Office when required.
• Ensures whole-school safety culture and training.

1. Head Tutor

• Leads safeguarding systems and monitors patterns of bullying/abuse.
• Conducts investigations jointly with the Boarding Master.
• Communicates with parents, support services, and the Principal.
• Consolidates monthly safeguarding reports.

1. Boarding Master

• Oversees dormitory culture and identifies emerging risks.
• Responds immediately to reports in boarding areas.
• Ensures student interviews, witness statements, and follow-ups are completed.
• Ensures prefects follow supervision guidelines without disciplining students.

1. Housemasters & Staff Supervisors

• Provide frontline supervision and early detection of harmful behaviours.
• Ensure consistent dormitory discipline (non-physical).
• Report concerns immediately.

• Prefects

• Observe, report, and support—not punish.
• Maintain student trust and encourage reporting.

7.         Supervision

All staff and prefects must ensure:

1. No student is ever subjected to informal punishments by peers or prefects.
2. Night-time harassment, intimidation, or hazing is strictly prohibited.
3. Students feel safe to report behaviours without retaliation.
4. Random checks occur at varying times, including after lights-out.
5. New students receive extra pastoral care and protection from senior-student pressure.

7.1         Housemasters, Boarding Master, and Staff on duty

1. Dormitory Allocation: Each dormitory is assigned a Housemaster and support staff, under the overall supervision of the Boarding Master.
2. Duty Rotation: Supervision duties rotate weekly across the 10 weeks of each term.
3. Roles and Responsibilities During Duty Week:

• Housemasters and Staff:
  • Oversee dormitory cleanliness, hygiene, and general order.
  • Prepare and supervise meals for Friday evening until the next duty house assumes responsibility.
  • Supervise students during study periods, recreation times, and prayers.
  • Monitor attendance at all meals, chapel sessions, and classes.
  • Report any incidents, health concerns, or absences immediately to the Boarding Master.
• Boarding Master:
  • Provides overall coordination and oversight of all Housemasters and dormitory staff.
  • Ensures duty schedules are followed and supervision standards are maintained.
  • Acts as the first point of escalation for serious incidents, discipline issues, or health emergencies.
  • Conducts random dormitory inspections to ensure compliance with College policies.

7.2         Prefects’ role

1. Support Housemasters in daily supervision of dormitories.
2. Ensure discipline, order, and adherence to College rules within their assigned areas.
3. Report any breaches, health, safety, or welfare concerns promptly to Housemasters or the Boarding Master.

8.         Reporting and Monitoring

8.1         Routine Reporting

1. Daily Reports: Housemasters submit a Daily Dormitory Report to the Head Tutor, detailing student attendance, dormitory conditions, and any incidents.
2. Weekly Summary: The Head Tutor consolidates weekly reports from all dormitories and submits them to the Principal for review.
3. Student Movement: Prefects maintain a Student Movement Log, tracking absences, late returns, and movement on campus.

8.2         Incident Reporting

1. All incidents affecting student health, discipline, or security are to be recorded in the College Incident Register.
2. The Incident Register is now maintained on Google Sheets, and an Incident Google App will be used for recording new cases, follow-ups, status updates, and closing reports.
3. Where the app cannot be accessed, an Incident Form (Appendix C) must be completed and submitted to the Reception during working hours or the Boarding Master (or Head Tutor) for entry into the register.
4. Serious incidents (e.g. injuries, major fights, or security breaches) must be reported to the Principal within 24 hours.
5. The Boarding Master is responsible for coordinating follow-up actions and investigations in consultation with Housemasters and the Head Tutor.

9.         Review and Training

1. This policy will be reviewed annually by the Principal to ensure it reflects current best practices in student supervision and well-being.
2. All supervisory staff, including Housemasters, support staff, the Boarding Master, and Prefects, will receive formal training at the start of each year in:

1. Health and safety procedures
2. Emergency response protocols
3. Student well-being, including mental health awareness and pastoral care

10.       Roles and Reporting Flow

1. Students
   1. Follow dormitory rules, attend study, chapel, and meals.
   1. Report issues to Prefects or Housemasters.
2. Prefects
   1. Support Housemasters in supervision.
   1. Maintain Student Movement Logs.
   1. Report health, safety, or discipline issues immediately to Housemasters or Boarding Master.
3. Housemasters & Dormitory Staff
   1. Oversee dormitory cleanliness, order, and daily student supervision.
   1. Prepare meals and monitor attendance.
   1. Submit Daily Dormitory Reports to Head Tutor.
   1. Escalate incidents to the Boarding Master as needed.
4. Boarding Master
   1. Supervises all Housemasters and dormitory staff.
   1. Ensures duty schedules are maintained and standards followed.
   1. Escalates serious incidents to Head Tutor or Principal.
   1. Conducts random dorm inspections for compliance and welfare.
5. Head Tutor
   1. Consolidates Daily Dormitory Reports into a weekly summary.
   1. Submits weekly report to Principal.
   1. Coordinates with Boarding Master on student welfare and dormitory matters.
6. Principal
   1. Receives weekly reports and serious incident notifications.
   1. Provides final decisions on discipline, health emergencies, or high-level operational issues.

Appendix A: Boarding Master Weekly Checklist

Student Welfare & Boarding Supervision – Weekly Checklist
Week Ending: ___________
Dormitory/House: ___________
Boarding Master: ___________

Area	Status/Observations	Action Needed? (Y/N)	Action taken
Dorm Cleanliness & Order	☐ Good ☐ Needs attention	☐
Meals & Nutrition	☐ Adequate ☐ Issues noted	☐
Student Behaviour	☐ Good ☐ Issues noted	☐
Health & Wellbeing	☐ Healthy ☐ Sick/Injured	☐
Attendance	☐ Present ☐ Absent	☐
Safety & Security	☐ Secure ☐ Concerns	☐
Special Incidents (bullying, harassment, abuse, corporal punishments, etc.)	☐ None ☐ Recorded	☐
Student Support Needs (academic, emotional, social)	☐ None ☐ Needs support	☐

Additional Comments:

Boarding Master Signature: ______________________

Appendix B:   Head Tutor Termly Report Template (to Principal)

Head Tutor Boarding & Student Welfare Monthly Report (Rating Checklist)

Term: ___________
Date: ___________

1. Boarding Conditions

Area	Rating (1=Poor, 2=Fair, 3=Good, 4=Very Good, 5=Excellent)	Comments/Actions Needed
Dorm Cleanliness & Order	☐1 ☐2 ☐3 ☐4 ☐5
Food & Nutrition	☐1 ☐2 ☐3 ☐4 ☐5
Safety & Security	☐1 ☐2 ☐3 ☐4 ☐5

2. Student Welfare

Area	Rating (1=Poor, 2=Fair, 3=Good, 4=Very Good, 5=Excellent)	Comments/Actions Needed
General Health	☐1 ☐2 ☐3 ☐4 ☐5
Attendance & Punctuality	☐1 ☐2 ☐3 ☐4 ☐5
Behaviour	☐1 ☐2 ☐3 ☐4 ☐5
Special Incidents Management	☐1 ☐2 ☐3 ☐4 ☐5

3. Student Support & Wellbeing

Area	Rating (1=Poor, 2=Fair, 3=Good, 4=Very Good, 5=Excellent)	Comments/Actions Needed
Academic Support Provided	☐1 ☐2 ☐3 ☐4 ☐5
Emotional / Social Support Provided	☐1 ☐2 ☐3 ☐4 ☐5
Overall Student Wellbeing	☐1 ☐2 ☐3 ☐4 ☐5

4. Overall Term Summary

• Notable Achievements / Positive Highlights: ____________________________
• Recommendations for Improvement: ____________________________

Head Tutor Signature: ______________________
Date: ______________________

• The Head Tutor reviews all Boarding Master weekly checklists for the term and assigns a rating (1–5) for each area.
• Comments are optional but useful for explaining low ratings or noting improvements.
• Principal receives a concise, at-a-glance view of boarding and student welfare across the term.

Appendix C: Incident recording form

Section	Details
Date of Incident:
Time of Incident:
Location:
Student(s) Involved:
Nature of Incident (tick one):	☐ Health/Medical ☐ Discipline/Behavior ☐ Security/Safety  ☐ Other __________
Description of Incident:
Immediate Action Taken:
Reported By (Name & Role):
Follow-up Required:	☐ Yes ☐ No
Status (to be updated in register):	☐ Open ☐ Resolved/Closed
Sign-off (Boarding Master/Head Tutor):

Appendix D: Parental Consent Form for Health Services

 Student Information

• Full Name: __________________________________________
• Date of Birth: ___ / ___ / ______
• Grade / Year: ___________
• Dormitory / House: ___________

Parent / Guardian Information

• Full Name: __________________________________________
• Relationship to Student: _______________________________
• Phone Number: __________________________
• Alternative Contact: __________________________

 1. Consent for Health Services

I, the undersigned, hereby give permission for my child to receive:

• Routine health care provided by the College Health Clinic.
• First aid and emergency medical treatment if necessary.
• Visits from health professionals (doctors, nurses, dental units) arranged by the school.
• Administration of prescribed medications under school supervision.

Please indicate if your child has any of the following:

Condition	Yes / No	Details / Medication
Allergies	☐ Yes ☐ No	___________________
Asthma / Breathing Conditions	☐ Yes ☐ No	___________________
Heart Condition	☐ Yes ☐ No	___________________
Diabetes	☐ Yes ☐ No	___________________
Other Chronic Illness	☐ Yes ☐ No	___________________

2. Consent for Emergency Treatment

In the event of an emergency and I cannot be reached, I authorize the school and/or health professionals to:

• Provide immediate first aid or medical treatment.
• Arrange hospitalization if necessary.
• Administer medications as prescribed by a licensed medical practitioner.

 3. Acknowledgement

I understand that:

• The College Health Clinic is managed under the guidance of the Head Tutor and Principal.
• Every effort will be made to contact me before administering treatment, except in life-threatening emergencies.
• I am responsible for any medical costs incurred outside of routine school-provided care.

Parent / Guardian Signature: ___________________________
Date: ___ / ___ / ______

Emergency Contact Name & Phone (if different from above): ___________________________

School Use Only

• Received by: _____________________
• Date: ___ / ___ / ______