Junior School Supervision Policy

This policy and its procedures applies to all pupils in the Infant and Junior School, including the EYFS.


The safety of all our children is paramount and it is the duty of all members of staff to ensure that they have this as their prime consideration at all times. It is the responsibility of all staff to ensure the safety of children in our care, both within timetabled lessons, extra-curricular activities, before/after school and during breaks/transition points in the school day.

Before School

Breakfast Club is supervised for FS and Infants at the Infant School site and for Junior girls at the Junior School site from 7.30am until 8.15am. A member of staff is on duty in both venues and children are be signed in by their parent/carer. There is always a member of JLT/SMT from 8:00am on duty – no pupil should be outside before 8.15am unless under parental supervision. There is an area of the Dining Hall in the Junior School which is designated as Breakfast Club and girls who have been signed in remain in this area. There are only Breakfast Club members in the dining room at the Infant School. It is the responsibility of the member of staff on duty to ensure that those children who have been signed in are supervised. At 8.15 am all children in Breakfast Club are released/escorted into the care of the member of staff on playground duty or into Snowdrops.

At 8.25am in the Infant School, Year 1 and 2 children line up in the playground and class teachers escort their respective class into the building. Reception children are welcomed directly into their classroom, along with their parents. Any Infant children travelling on the school bus from the Junior school are brought directly into school by the member of staff on bus duty. 

At 8.30am in the Junior School, children line up in year groups, and are invited into the school.  Girls arriving on the school bus before 8.15am should go to the Dining Hall. Those who arrive between 8.15am and 8.30am, join classmates in the supervised playground. Walking Bus girls are brought to the Junior School playground between 8.15am and 8.30am.

The playgrounds on both sites are supervised from 8.15am. In the Junior School, the designated members of staff ensure that the gates to the front of the school and by the dining room are closed.  In the Infant School, a member of staff is positioned near the door to the porch so as to monitor the playground. All children who are dropped off by parents know to remain in these area. When the bell rings at 8.30am, the person on duty ensures the children line up.

Whilst the girls are entering the Junior School, the rear doors may be hooked back. It is the responsibility of the members of staff on duty to ensure that this door is closed when the girls have entered. In the Infant School the member of staff on duty will shut the cloakroom door after all the girls have entered, and shut and lock the porch door once parents have left. The Reception teacher will close the door into the Reception classroom.

The main door into the Junior School is hooked back at 8.30am to ease access, and the school secretary will ensure that entry through this door is supervised and that the door is closed at 8.45am. After this access is only by buzzed entry. The front door of the Infant School is also on a bell, and a member of staff will admit late parents/children.

In the Pre-School, children attending Breakfast Club are taken by Snowdrops staff into their building at 8.00am and are supervised. The Snowdrops morning session begins at 8am and parents ring the front door bell to gain access to the Pre-School. This is also the case for children arriving for the afternoon session which begins at 12.30pm. A member of the Pre-School team is responsible for registering the children on SIMS when they arrive. Registration of the children is key to ensure that there are correct staffing ratios in place at all times.

All form staff should be in their classrooms by 8.30am. Registration takes place by 8.40am. Registration is done electronically using the school’s information management system SIMS. Children who arrive after 8.40am, when registration has closed,sign in at the Junior School office or Infant School office.

On certain days, at 8.40am it is time for assembly. It is the duty of the form teacher to escort their class to the hall and supervise them until assembly starts on the days that their form attends assembly (see Assembly Rota). At the end of assembly the Assistant Staff on duty will, if necessary, escort children back to their classrooms.

Morning break

Morning break begins at 10.10am. Girls should take their break, collect their coats and go outside (Reception children have their snack provided for them by school). In the Infant school, teachers are responsible for ensuring children leave the cloakroom and go out into the playground and teachers remain in the playground, until the two allocated members of staff on duty are present in the playground. The duty members of staff supervise the children (circulate around the playground) and are responsible for lining the children up at the end of break and inviting them back into the building.

In the Junior School, two members of staff do the outside duty at morning break, while another member of staff patrols inside the building. At the beginning and end of morning break, staff supervise the internal staircases and cloakrooms. Wet break will be supervised in the classrooms, although we do try to have the girls undercover outside for some of the break. All girls are outside, unless the weather is poor, and then supervision will be inside. At morning break, first aid cover is provided by the school nurse or the school secretary. Duty staff should ensure that all areas are supervised.

A bell indicating the end of the break is rung at 10.30am. The girls stop play on the first bell, listen to instructions from the duty staff and then line up in quiet on the second. Classes or groups are then invited to enter the buildings by the duty staff, and make their way to their classrooms. Cloakrooms are supervised by teachers.

Lunch break

Lunch break begins at 11.45am for EYFS and Infants and 12.00 for Juniors – with some variations to take into account the clubs and activities. Girls should take their coats and water bottles outside with them at the beginning of the lunch break. Members of staff and lunchtime supervisors ensure that the dining room and playground are properly supervised.

As the girls finish their lunches they go to the playground and are supervised by the staff on duty. Reception girls are escorted to the playground by the designated member of staff on duty. On wet days in the Infant School, children are taken by duty members of staff either to a class room or into the Music room where there are activities under supervision by duty staff.On wet days in the Junior School, girls should return to their form rooms after lunch and the members of staff on duty should patrol inside the building. 

In the Junior school, during the lunch break, the girls should use the downstairs toilets. Girls who need to change for Sports Clubs are supervised by the club member of staff. If a member of staff runs a lunchtime club, it is their responsibility to ensure that they are in the designated room/area in order to supervise girls arriving for their club.

First aid should be dealt with by members of staff on duty, or girls may be sent to the office for first aid from the school secretaries.

At both sites a bell is rung at 1.00pm to mark the end of lunch break and the girls are sent in. All form staff should be in their form rooms by 1.00pm to take registration.

Afternoon break

Afternoon break 2.00 to 2.15pm. is in the Infant School only. Girls should collect their coats and go into the playground. Form teachers are responsible for seeing their classes safely to the cloakroom. The members of staff on duty will supervise the girls leaving the building and then in the playground.

We ensure that children are adequately supervised at all times and deploy staff to ensure children’s needs are met. For children aged two we have a staff child ratio of at least one member of staff for every four children and for children aged three and over, the ratio is 1: 13 with our Pre-School teacher in charge. We maintain ratios of 1:8 at all times within the Pre-school for children who are above 3. In our Reception classes, we maintain ratios of 1:30 with either two teachers and one learning assistant or one teacher and two learning assistants with the children throughout the day.

In the classroom

All classes will be supervised by the member of staff who is designated to teach them for that period and pupils are the responsibility of that teacher. In case of staff absence, appropriate cover will be arranged by the Deputy Heads. Girls should not normally enter rooms where no member of staff is present.

Specific Risk Assessments are in place for practical subjects and teachers follow the guidelines of these. Staff are required to supervise pupils whilst changing for PE lessons. Year 6 girls crossing to the Senior School are allowed to do so unaccompanied; all other Junior School pupils must be escorted by the teacher/coach in charge.

Junior girls taking additional Music lessons are allowed to go to the Music practice rooms in No 4 unaccompanied; however all girls up to the end of Year 5 must be collected from and returned to the Junior School by their Music teacher if their lesson is in the Senior School. Infant girls having music lessons are collected by the teacher and taken to the music room or music practice room. At the end of the session they are returned to their form rooms.

When moving off-site, specific Risk Assessments are prepared and followed.

End of the Day

Pre-School – 12.30pm Morning Session or 4.30pm Afternoon Session

Parents/carers collecting Pre-School children gain access to the Snowdrops building by ringing the doorbell. A member of staff will open the door and invite the parent/carer into the setting, then ensure the child is handed directly to the parent/adult, passing on any relevant information necessary. After 4.30pm (end of the Snowdrop session) any Pre-School children remaining, go into the Infant TTC and are the responsibility of the TTC staff. All TTC procedures then apply to these children.

Reception and Infants – 3.15pm

The porch door is unbolted at 3.05pm to allow Infant School parents into the playground. At 3.15pm, Reception girls collect their coats from the cloakroom, return to their classroom and are dismissed from the door directly to their parent/carer waiting in the playground.  Year 1 girls collect their coats from the cloakroom and are dismissed by their teachers from the cloakroom door directly to their parent/carer waiting in the playground. Year 2 teachers dismiss the children from the hall door directly to their parent/carer, waiting outside in the playground.  Any girl who remains uncollected will be taken into the office to wait with the member of staff on duty or secretary, and parents will be contacted. If a child is booked into either an afterschool club or TTC they will be collected by the leaders and escorted to the room/venue. TTC children are transported with a member of staff to the TTC at the Junior School.  At the end of club children are either  collected by parents from the Hall door into the playground, or if booked into TTC escorted to the Junior School (by minibus) with a member of staff. They are then supervised there until collected.

Juniors– 3.30pm

Junior girls leave the Junior School and wait either in the area outside the Dining Hall (Year 3 and Year 6) or at the front of the school (Year 4 and 5) until they are collected. Any girls who are not collected by 3.40pm are taken by the member of staff to join TTC. If the child is booked into either an afterschool club or TTC they will be collected by the leaders and escorted to the room/venue. At the end of club they will either be collected by parents from the front door of the school or playground, or if booked into TTC escorted to the room. They are then supervised there until collected.

Girls who Travel on the School Buses

In the Infant school, girls travelling on the minibus to the Junior School site either for collection by parents or to join TTC, line up by the ‘bus stop’ near the front door. A Learning Assistant checks the daily ‘bus list’ (updated regularly by the infant secretary) to ensure the girls using this service are present. The Learning Assistant and Minibus driver are responsible for ensuring the girls get safely on board the minibus and are delivered directly to the adult collecting from the Junior site. Children using the external bus service (in conjunction with Birkdale School) are walked down Ashdell Road by a Learning Assistant and are taken directly onto the relevant waiting bus, where they are then the responsibility of the bus driver.

At the Junior school, at the end of the school day, the girls who travel on school buses should go promptly to the covered area by the back door. The girls complete a register and the member of staff on duty escort the girls to the bus stops. 

Tea Time Club (TTC) 

Pre-School children attending TTC are supervised in the classroom in the Snowdrop Building. Parents/carers whose children attend TTC ring the  bell to gain entry and sign out their child.  

Reception and Infant School girls are transported to the Junior School site by minibus, accompanied by a member of staff (see above).  Once on site, the girls hang up their coats and bags in the Library.  Junior children attending TTC make their own way to the Library at 3.30pm. The TTC staff are responsible for taking a register and informing the Head of the Junior School (or the Deputy) or the office immediately of any discrepancies in the register. 

TTC girls have tea together in the Dining Hall after which they return to the Junior School Library, or play outside. The staff on duty ensure that the girls are fully supervised at all times.

Girls attending TTC following an Infant afterschool club are collected from the Infant hall at 4.15pm by a member of staff and transported to the Junior site.  The children join the TTC in the Library and take part in play, activities or quiet reading.  Junior girls are escorted to the Library following their afterschool club by the club leaders.  Registers are taken.

Girls are only allowed to visit the toilets in pairs and accompanied by helpers, and they should not use toilets which are being cleaned.

Parents collecting from TTC ring a bell and gain entry to the venue. Staff on duty record that the girls have been collected.  If there are any emergencies or girls remaining uncollected, the Head of the Junior School or a member of the Junior Leadership Team (duty rota in place) are notified and parents are contacted. A duty rota containing relevant mobile numbers of staff is available to all TTC staff. The member of JLT ‘on duty’ for that day is responsible for ensuring that all children are collected by parents/carers, and must remain on either the Infant or Junior site until children have been safely collected.

After School Events

Members of staff and visiting coaches are responsible for registering the attendance of and ensuring the safe collection of all girls who have attended an after-school activity which they have organised. Parents should be informed in advance of the finishing time of all activities. Staff/coaches should wait with the girls until all are collected and contact parents – numbers are available in a file in the office, as well as on Sims – should a parent be considerably later than the agreed time. If parents cannot be contacted, then a member of JLT should be contacted.

Throughout the Day

Entry onto the Infant School site is only by the front door, which is on a bell entry. The gate at the top of the school (off Manchester Road) is coded and parents have access to this – however all other gates and doors are code protected and these are not known to parents. Access is only by admission by a member of staff. The same applies in the Snowdrop building, where access is only via the main front door. In the Junior School entry to the playground is through a central gate which is locked during the normal school time hours, and can only be unlocked by communicating with the school office, through a tele-com system. Once through this gate, visitors are observed until they reach the main building and the reception area. Entry to the school by the front door is again protected by an ‘entry phone’ system. Girls should not be allowed/encouraged to open the front door. The side door and rear doors have a security code. The rear door is left open during breaks, but is closed when the last member of staff on duty returns to the building. The rear door to the building housing Year 3 and the 6th Form classrooms is also on a coded lock.

Official visitors to the school should wear an identification label. Parents who are visiting to help with lessons should sign in/out in the Infant or Junior Office and wear a visitor ID badge which is obtained from the office. If any girl is taken out of school early, then her parent/guardian should sign her out in the appropriate book.

School Visits

All details for off-site visits are available in the Educational Visits Booklet (Staff Handbook) and this should be read by all staff. Before booking any off-site visit, members of Staff should ensure that the group leader is familiar with the procedures and policies of the GDST and Sheffield Girls’ regarding off-site visits and complete a Risk Assessment form – this is done electronically through EVOLVE. The group leader completing the Risk Assessment should, wherever possible, have visited the location prior to completing the RA. Care must be taken to ensure that there is an appropriate pupil:adult ratio for all off-site visits.

Copies of any important Health Information and Parents’ Contact Details are taken on off-site visits.

The member of staff in charge of the trip is responsible for ensuring that all pupils are collected. If parents are significantly late, then a member of the JLT should be informed.

Bad Weather Procedure

When the Snow Procedure comes into effect, the Head of the Junior School, or the Secretary will organise the distribution of the Snow Registers. The School Buses may leave early and all girls who use the buses will be collected by Assistant Staff who will escort the girls to the buses.

Parents may come into school or Pre-School to collect their child/children. No parent should collect another child, unless we have permission from that child’s parent.

Form Teachers should mark on their form’s Snow Register when each child leaves. No child should be allowed to leave school before 3.15 (Infants) or 3.30pm (Juniors), without permission (to school) from her parents. The school will not close until every pupil has been collected.

For information:

Designated Safeguarding Lead: Mrs A Reed (Head of Pastoral Care – Senior School)

Deputy Designated Safeguarding Leads: Mr C Hald (Head of Infant and Junior School)

Mrs R Leslie (Deputy Head Infants + EYFS Lead)

Safeguarding Governors:

Mrs D Cawthorne and Ms F Yarlett