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School visitor procedure

The Governing Body assures all visitors a warm, friendly and professional welcome to St Hugh’s school, whatever the purpose of their visit.

The school 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 Governing Body and senior staff to ensure that this duty is uncompromised at all times.

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


The Acting Head teacher is the member of staff responsible for implementation, coordination and review of this procedure. This person will also be responsible for liaising with the site and reception staff and the Designated Safeguarding Lead as appropriate. All breaches of this procedure must be reported to the Acting Head teacher.


To safeguard all children under this school’s responsibility both during school hours curriculum and out of school hours activities which are arranged by the school.


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

The school is deemed to have responsibility for its pupils anywhere on the school site (i.e. within the school boundary), 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 the school
  • All external visitors entering the school site during the school day or for after school activities (including Police Persons, peripatetic tutors, sports coaches, and topic related visitors e.g. authors, journalists)
  • All governors of the school
  • All parents and volunteers
  • All pupils
  • Other Education related personnel (County Advisors , Inspectors )
  • Building & Maintenance and all other Independent contractors visiting the school premises
  • Independent contractors who may transport students on minibuses or in taxis

Protocol And Procedures

Visitors To The School

All visitors to the school may be asked to bring formal identification with them at the time of their visit. They must follow the procedure below.

Once on site, all visitors must report to the reception entrance. No visitor is permitted to enter the school via any other entrance under any circumstances.

At reception, all visitors must state the purpose of their visit and who has invited them. They should be ready to produce formal identification upon request. These include an enhanced DBS certificate  and 2 forms of I.D, 1 must contain a photo.

Visitor information will be stored on our Safeguarding records for 6 months and unless there is another visit before will then be removed.

All visitors will be asked to sign the electronic Entry sign in reception making note of their name, organisation, who they are visiting and car registration.

All visitors will need to read the safeguarding information when signing in for the first time.

All visitors will be required to wear an identification badge – the badge must remain visible throughout their visit.

  • A purple lanyard indicates that the person is a recognised member of the teaching staff that meet all the required DBS checks.
  • A green lanyard indicates that the school has seen full identification including enhanced DBS certificate and are therefore part of the school SCR.
  • A red lanyard indicates that we have not seen a DBS or identification and the visitor must always be accompanied.
  • A yellow lanyard indicates one of our school Governors who have a DBS.

Visitors will then be escorted to their point of contact OR their point of contact will be asked to come to reception to receive the visitor. The contact will then be responsible for them while they are on site. The visitor must not be allowed to move about the site unaccompanied unless they are registered on the Approved Visitor List (as above)

Approved Visitor List

The school will hold an approved visitor list for visitors who frequently visit the school site to undertake work within the school (including contractors and supply staff).

To qualify for this list the visitor must have demonstrated, prior to the visit that:

  1. a) They have a current clear enhanced DBS check and this has been registered on the Schools Central Record AND
  2. b) A current clear Enhanced DBS children’s barred check has been undertaken AND
  3. c) A letter has been received from the employer that pre-employment checks have been undertaken

Visitors on the Approved List MUST follow the same procedures on entry to the premises (i.e. come to reception and sign the electronic Entry sign). A copy of the approved visitor list will be kept at reception at all times.

Visitors Departure From School

On departing the school, visitors MUST leave via reception and:

  • A member of staff should escort the visitor to the reception.
  • Enter their departure on the electronic Entry sign
  • Return the identification badge to reception and depart through the front entrance.

Unknown/Uninvited Visitors To The School

Any visitor to the school site who is not wearing a visitor’s lanyard should be challenged politely to enquire who they are and their business on the school site.

They should then be escorted to reception to sign the Entry sign and be issued with an identity badge.

The procedures under “Visitors to the School” above will then apply In the event that the visitor refuses to comply, they should be asked to leave the site immediately and a member of the Leadership Team informed.

The Senior Leadership Team member will consider the situation and decide if it is necessary to inform the police.

If an unknown/uninvited visitor becomes abusive or aggressive, they will be asked to leave the site immediately and warned that if they fail to leave the school grounds, police assistance will be called for.

Governors And Volunteers

All governors and parent helpers must comply with Criminal Records Bureau procedures, completing a DBS disclosure form (if not already held) via the School office.

Thereafter, procedures as per above should apply. Please note that Governors should sign in and out using Entry sign.

New governors will be made aware of this policy and familiar with its procedures as part of their induction.

New volunteers will be asked to comply with this policy by staff they first report to when coming into school for an activity or class supporting role.

Changes to Ofsted Parent View

Since September 2019, the questions asked in the Ofsted Parent View survey were updated to link more closely to Ofsted’s new education inspection framework.

Ofsted Parent View Security
Ofsted Parent View is set up securely. Parents must:

  • register with a password
  • verify their email address
  • accept the terms of use.

The log-on process is simple to use. Please use it responsibly.

For a printable version of the information on this website, please contact our school Admin. Information is provided free of charge to parents and carers. Printable versions of individual documents published on this website are also available on request.