Appendices and Templates
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In This Section:
Forms and Templates
These customizable templates can be adapted to meet the specific needs of your boarding program.
Student Documentation
Student Profile Template
Comprehensive template for gathering and organizing essential information about each boarding student.
Key components:
- Personal information and contact details
- Family information and emergency contacts
- Medical information and dietary requirements
- Academic background and learning preferences
- Extracurricular interests and strengths
- Goals and aspirations
- Cultural background and considerations
Pastoral Care Log
Structured format for documenting ongoing pastoral care interactions and student wellbeing.
Key components:
- Date and time of interaction
- Nature of interaction (scheduled, student-initiated, observation)
- Key topics discussed or concerns raised
- Observations of student wellbeing
- Actions taken or support provided
- Follow-up required and timeline
- Confidentiality considerations
Incident Report Form
Comprehensive documentation template for significant incidents requiring formal recording.
Key components:
- Date, time, and location of incident
- Students involved (directly and as witnesses)
- Factual description of what occurred
- Immediate actions taken
- Staff members involved in response
- Parent/guardian notification details
- Follow-up actions and responsibilities
- Signatures and verification
Communication Templates
Parent Communication Templates
Customizable templates for various types of parent communications.
Includes templates for:
- Introduction letter from boarding tutor
- Regular boarding house updates
- Positive progress notifications
- Concern notification (minor issues)
- Meeting request and scheduling
- Follow-up communication after meetings
- End of term/year summary
Student Support Plan Template
Collaborative planning document for students requiring additional support.
Key components:
- Student information and support team members
- Areas of concern or development need
- Specific, measurable goals
- Strategies and interventions
- Resources and support required
- Roles and responsibilities
- Timeline and review dates
- Progress tracking and adjustments
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Tutor Forms and Agreements
Essential documents for boarding tutor recruitment, onboarding, and professional practice.
Tutor Agreement/Contract
Comprehensive agreement outlining the terms, conditions, and expectations for boarding tutors.
Key components:
- Roles and responsibilities
- Terms of employment
- Working hours and duty requirements
- Compensation and benefits
- Professional standards and expectations
- Confidentiality and data protection
- Termination conditions
Tutor Application Form
Comprehensive application form for prospective boarding tutors.
Key components:
- Personal information and contact details
- Educational background and qualifications
- Employment history and experience
- Relevant skills and competencies
- Personal statement and motivation
- References and verification
- Availability and preferences
Background Check Consent Form
Essential form for obtaining consent to conduct necessary background checks for boarding tutors.
Key components:
- Personal identification information
- Explanation of background check process
- Types of checks to be conducted
- Legal disclosures and rights
- Consent statements
- Signature and verification
Tutor Code of Conduct
Comprehensive guidelines for professional conduct in boarding environments.
Key components:
- Professional boundaries and relationships
- Ethical standards and expectations
- Safeguarding responsibilities
- Confidentiality and privacy
- Communication guidelines
- Conflict of interest policies
- Digital and social media conduct
Payment Information Form
Secure form for collecting tutor payment and tax information.
Key components:
- Personal identification information
- Banking details for direct deposit
- Tax information and withholding preferences
- Payment schedule acknowledgment
- Additional compensation details
- Signature and verification
Teaching and Assessment Templates
Practical templates to support the academic aspects of boarding tutor responsibilities.
Lesson Plan Template
Structured template for planning effective tutoring sessions.
Key components:
- Learning objectives and outcomes
- Prior knowledge and prerequisites
- Resources and materials needed
- Instructional sequence and activities
- Differentiation strategies
- Assessment and checking for understanding
- Reflection and follow-up
Progress Report Template
Comprehensive template for documenting student academic progress.
Key components:
- Student information and reporting period
- Subject-specific progress and achievements
- Learning skills and habits assessment
- Areas of strength and excellence
- Areas for development and growth
- Support strategies and recommendations
- Goals for next reporting period
Assessment and Reflection Tool
Comprehensive tool for assessing student progress and reflecting on tutoring effectiveness.
Key components:
- Student learning assessment framework
- Tutor self-reflection questions
- Strategy effectiveness evaluation
- Progress tracking metrics
- Goal-setting framework
- Action planning template
- Continuous improvement cycle
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Policy Documents
Essential policy templates that can be customized to align with your institution's requirements.
Safeguarding & Child Protection Policy
Comprehensive policy template outlining safeguarding procedures and responsibilities.
Key components:
- Safeguarding principles and commitments
- Roles and responsibilities
- Recognizing signs of abuse or harm
- Reporting procedures and pathways
- Confidentiality and information sharing
- Staff training requirements
- Safe recruitment practices
- Digital safety considerations
Checklists and Guides
Practical checklists to support boarding tutors in their daily responsibilities.
Weekend Activities Planning Guide
Comprehensive planning template for organizing engaging weekend activities.
Key components:
- Activity planning timeline
- Risk assessment framework
- Resource and budget planning
- Staffing and supervision requirements
- Transportation arrangements
- Student sign-up and tracking
- Evaluation and feedback mechanism
Evening Duty Checklist
Comprehensive checklist for boarding tutors on evening duty.
Key components:
- Pre-duty preparation tasks
- Student check-in procedures
- Study time supervision guidelines
- Evening routine monitoring
- Security and safety checks
- Lights-out procedures
- Emergency response reminders
- Handover documentation
Student Support Checklist
Comprehensive checklist for identifying and addressing student support needs.
Key components:
- Academic support indicators
- Emotional wellbeing assessment
- Social integration evaluation
- Physical health considerations
- Cultural adjustment factors
- Support strategy options
- Referral pathway guidance
- Follow-up and monitoring plan
Operational Checklist
Comprehensive checklist for managing boarding house operations.
Key components:
- Daily operational tasks
- Weekly maintenance checks
- Monthly safety inspections
- Term opening and closing procedures
- Inventory management guidelines
- Staff scheduling considerations
- Emergency preparedness verification
- Documentation and record-keeping requirements
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Reference Materials
Essential reference documents for boarding tutors.
Boarding Tutor Reference Materials
Comprehensive reference document with essential information for boarding tutors.
Key components:
- Key contacts directory (school leadership, support services, emergency contacts)
- Boarding house policies quick reference (daily schedule, leave procedures, visitor policy)
- Student support reference (adjustment issues, mental health warning signs)
- Cultural competence reference (supporting international students, religious observances)
- Professional resources (recommended reading, organizations, online resources)
Flowcharts and Decision Trees
Visual decision-making frameworks for common scenarios faced by boarding tutors.
Boarding Tutor Decision Trees and Flowcharts
Comprehensive set of visual decision-making frameworks for boarding tutors.
Includes flowcharts for:
- Student Wellbeing Concern Response
- Behavioral Incident Response
- Academic Support Decision Tree
- Homesickness Response Protocol
- Conflict Resolution Process
Assessment and Reflection Tools
Tools for assessing student progress and reflecting on tutoring effectiveness.
Tutor Self-Assessment Tool
Comprehensive self-assessment framework for boarding tutors to reflect on their practice.
Key components:
- Professional knowledge assessment
- Relationship-building effectiveness
- Pastoral care competencies
- Academic support capabilities
- Communication skills evaluation
- Professional development planning
- Goal-setting framework
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