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Welcome to Dennis Academy building a team for competition
Staff Code Of Etiquette
Prepared by: Signature: Date:
​
Deputy Executive Officer
​
​
Approved by:
Chief Executive Officer
Dennis brown
​
Chair of Trustees
JULY 2025
Statement for the house:
Staff Code of Etiquette policy
Contents
Aims of this code of Etiquette ...................................................................
1. Respectability and Integrity..................................................
2. Safeguarding pupils.....................................................................................
3. Presentation...............................................................................
4. Attendance ...................................................................................................
5. Conduct on and off Campus............................................................................
6. Smoking, e-cigarettes, alcohol and other substances ..........................
7. Health and safety ..........................................................................................Page 7
8. Conflicts of interest ..................................................................................... Page 8
9. Maintaining professional relationships with pupils ............................... Page 9
10. Physical contact with pupils ...................................................................... Page 11
11. Showering and changing ............................................................................ Page 12
12. Transporting pupils ..................................................................................... Page 13
13. Acceptable use of technology ................................................................... Page 13
14. Photography, images and videos ............................................................. Page 15
15. Premises, equipment and communication .............................................. Page 15
16. Data protection and confidentiality .......................................................... Page 16
17. Probity of records ........................................................................................ Page 17
18. Monitoring and review .............................................................................
Dennis ACADEMY TRUST July 2025
Aims of code of etiquette
Dennis academy trust expects a positive and respectful learning environment. To be warm and friendly
​Employees at the school must abide by the code of Etiquette at all times.
We recognise that the majority of staff members may let standards slip without realising: what they've said, or the actions they've completed.
This policy safeguards staff member’s and is a staff contract failure to comply the contract needs on etiquette, may result in disciplinary action being taken, including legal action depending on circumstances .
This policy applies to members who are:
* Employed by the Trust,
* Employed in units or attached to the school.
​
1. Respectability and Integrity
Integrity is what defines you as an individual, but builds as a team and helps make your work ethic stronger than ever before. Respecting others for who they are and being true to yourself will set you apart from the competition. And competition drives our values as follows:
1.1. Staff will:
* Have respect for policies and practices of the Trust.
* Standards in their attendance and punctuality.
* Be aware of their surroundings and others at school.
*Participate in meetings.
* To treat others with respect.
* Staff should be aware of their own actions: how to communicate to students, the dynamics of voice, to risk assess the situation before it escalates, not to show favour to one over the other, but must be vigilant with students behaviour and needs
* Observe proper boundaries: blindfolds and earplugs mindset won't work. It must be actioned on. it must filed upon
* Inform the Headteacher if they are subject to a criminal conviction, caution, ban, police enquiry, investigation or pending prosecution.
* Respectability and Integrity must continue on school trips
• Act appropriately in terms of the views they express – in particular, political views – and the use of school resources at all times.
1.2. Staff will not:
* Use foul or abusive language.
* Perpetrate discrimination, bullying, harassment, or intimidation, including physical, sexual
and verbal abuse.
* Misuse or misrepresent their position, qualifications, or experience.
* Seek to bring the Trust or school into disrepute.
* Use school resources for political purposes.
2. Safeguarding pupils
In accordance with ‘Keeping children safe in education 2024’ (KCSIE), staff have a responsibility to safeguard pupils, protect and promote their welfare, and ensure that they provide a learning environment in which pupils feel safe, secure and respected.
To effectively safeguard pupils, staff are required to follow the procedures outlined in this Staff Code of Conduct, the Behaviour Policy and the Child Protection and Safeguarding Policy, and ensure that they do not act in a way that may put pupils at risk of harm, or lead others to question their actions.
In accordance with the Trust’s Behaviour Policy and Child Protection and Safeguarding Policy, staff will be prepared to identify pupils who may be subject to, or at risk of, various types of abuse and neglect, including, but not limited to, the following:
* Physical abuse
* Emotional abuse
* Sexual abuse
* Neglect
* Child-on-child abuse
* Child criminal exploitation (CCE)
* Child sexual exploitation (CSE)
* Domestic abuse
* FGM
* Serious violence
Copies of policies and a copy of Part one (or, where appropriate Annex A for staff not working directly with children) of KCSIE will be provided to staff at induction. Staff will have a clear understanding of the Trust’s policies and procedures with regards to safeguarding issues, e.g., abuse, and the important role they play in preventing harm against pupils.
In accordance with the Trust’s Child Protection and Safeguarding Policy, staff will also be aware of the factors that could increase a pupil’s risk of being subject to safeguarding issues, including but not limited to:
* Pupils who need a social worker (Child in Need and Child Protection Plans).
* Children absent from education, particularly if on repeat occasions and/or long periods
of time.
DENNIS ACADEMY TRUST 
STAFF CODE OF ETIQUETTE JULY 2025 POLICY NO,1
* Elective Home Education (EHE)
The government’s aim is to ensure all young people receive world-class education which allows them to reach their potential, and live a more fulfilled life regardless of background, in a safe environment.
Educating children at home works well when it is a positive choice and carried out with a proper regard for the needs of the child. This guidance is intended to help parents who choose to educate a child at home understand what their responsibilities are, and how those fit with the role of the local authority.
In producing this guidance - and the parallel document for local authorities -, the department’s hope is that this will result in a position where those parents who wish to educate their children at home and do it well, are helped to do so. However, if parents are in a position where they are educating a child at home but would prefer not to be doing so - or feel pressure to start educating a child at home, but know this will present difficulties - the guidance aims to set out what they need to consider and when they should seek help.
The guidance represents the department’s view as to the way in which the current legal framework affects the provision of home education. It does not create new powers or duties, and only the courts can make authoritative decisions on the law
* Pupils requiring mental health support.
* LAC, PLAC and care leavers.
* Pupils with SEND or health issues.
* Pupils who identify as or are perceived to be LBGTQ+.
If a member of staff has any concerns about a pupil’s welfare, they will act on them immediately. They will follow the necessary reporting and referral procedures outlined in the Child Protection and Safeguarding Policy and speak to the DSL. Staff will be aware of the procedures to follow if a pupil tells them they are experiencing abuse, exploitation, or neglect.
In all cases, if a member of staff feels unsure as to whether an incident or pupil would be classed as a safeguarding concern, they will speak directly to the DSL. Staff will not assume a colleague will take action and share information that might be critical in keeping children safe.
Staff will recognise, acknowledge, and understand that even if there are no reports of child-on- child abuse in the school, this does not mean it is not happening. Staff will understand the scale of harassment and abuse and challenge inappropriate behaviours between peers that are abusive in nature and report any concerns regarding any form of abuse to the DSL without undue delay.
Any member of staff member that has concerns about another staff member’s actions or intent or believes these actions may lead to a pupil being put at risk of harm, will report this in line with the Allegations of Abuse Against Staff Policy or Whistleblowing Policy immediately so appropriate action can be taken. This includes if the staff member in question is a volunteer, supply staff or an individual using school premises to host extra-curricular activities.
If the concern is regarding the Headteacher, staff will report this to Trust Deputy CEO and CEO. If a member of staff feels unable to raise an issue with the school, they will use other whistleblowing channels, including contacting the NSPCC’s helpline on 0800 028 0285 (between the hours of 8:00am and 8:00pm Monday to Friday) or email addresshelp@nspcc.org.uk. Staff can also access guidance at www.gov.uk/whistleblowing. Fear about sharing information must not be allowed to stand in the way of the need to safeguard and promote the welfare of pupils.
Staff will undergo safeguarding and child protection training at induction. This will include training around online safety, particularly concerning the understanding of roles and responsibilities in relation to filtering and monitoring, in line with the filtering and monitoring standards. This training will be updated at least annually to continue to provide staff members with relevant skills and knowledge to safeguard children effectively.
Staff will recognise that, when teaching pupils about safeguarding and online safety, a one- size-fits-all approach may not be appropriate for every pupil, and a more personalised or contextualised approach may be needed for pupils who are vulnerable, victims of abuse and/or have SEND.
Staff will be aware of their local early help process and understand their role in it.
Staff will be aware of the process for making referrals to children’s social care service (CSCS) and for statutory assessments under the Children Act 1989, along with the role they may be expected to play in such assessments.
DENNIS ACADEMY TRUST 
STAFF CODE OF ETIQUETTE JULY 2025
Staff will reassure victims that they are being taken seriously and that they will be supported and kept safe by the school. They will never give the impression that pupils are creating a problem by reporting abuse, sexual violence or sexual harassment, nor should a pupil ever be made to feel ashamed for reporting an incident.
Staff will know how to manage the requirement to maintain an appropriate level of confidentiality, involving those who need to be involved, but will never promise a child that they will not tell anyone about a report of any form of abuse, as this may ultimately not be in the best interests of the child.
Staff will be aware of the Trust’s legal duty to make a referral to the DBS where they consider an individual has engaged in contact that has harmed, or is likely to harm, a child.
3. Appearance and dress
The Trust expects that staff will:
* Ensure that their appearance is clean and neat when at work or representing the Trust.
* Dress in a manner that is appropriate to their role – the Trust will make reasonable adjustments to uniform expectations to suit disabilities, medical conditions, and religious
and cultural beliefs.
* Not wear clothing that could have implications for the health and safety of themselves, or
others in their care.
* Remember that they are role models for pupils, and that their dress and appearance should
reflect this.
* Not dress in a way that would cause embarrassment to pupils, parents, colleagues, or other
stakeholders.
* Ensure that, if visible, tattoos do not cause offence to others; if tattoos are likely to cause
offence, they must be covered up whilst in work.
* Ensure that jewellery and piercings are minimal and, in the health and safety interests of
both staff and children, avoid anything that could catch or be caught by pupils.
* The decision to allow the wearing of any coloured denim and trainers is at the discretion of
each Headteacher.
4. Attendance
The Trust expects that staff will:
* Attend work in accordance with their contract of employment and associated terms and conditions in relation to hours, days of work and holidays.
* Comply with the school’s notification of sickness absence procedures.
* Make routine medical and dental appointments outside of their working hours or during
holidays where possible.
* Refer to the Trust’s Staff Leave of Absence Policy if they need time off for any reason other
than personal illness.
* Follow the Trust’s absence reporting procedure when they are absent from work due to
illness or injury.
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Dennis ACADEMY TRUST
STAFF CODE OF CONDUCT
 JULY 2025
5. Conduct outside of work
Staff may undertake work outside of the Trust, either paid or voluntary, provided that it does not conflict with the interests of the Trust.
Staff will not engage in outside work which could seriously damage the reputation and standing of the Trust, the employee’s own reputation, or the reputation of other members of the Trust or school community. Staff will also not engage in outside work at a level which may contravene The Working Time Regulations 1998 or affect an individual's work performance.
Staff committing offences that involve violence, possession or use of illegal drugs, or sexual misconduct is unacceptable, and will result in disciplinary procedures in line with the Trust’s Disciplinary Policy and Procedure.
Staff will not engage in inappropriate use of social network sites which may bring themselves, the Trust, the school, school community or employer into disrepute. This is explored further in the Acceptable use of technology section of this policy.
The Trust recognises the importance of family life and supports employees to achieve a better balance between their home lives and work lives.
6. Smoking, e-cigarettes, alcohol and other substances
Staff will not smoke or vape on the school premises and whenever in the sight of pupils, parents or visitors.
Staff will not smoke or vape whilst working with or supervising pupils off-site, such as when on educational visits and trips.
Staff will report for work and remain in a condition to perform their duties free from the effects of drugs, alcohol or any other substances that may hinder judgement and cause changes in behaviour; this does not include over-the-counter painkillers such as paracetamol.
Staff will adhere to the provisions outlined within the Staff Drug and Alcohol Policy.
7. Health and safety Staff will:
* Be familiar with, and adhere to, the Trust’s Health and Safety Policy and ensure that they take every action to keep themselves and everyone in the school environment safe and well.
* Comply with health and safety regulations, adhering to any rules, routines and procedures in place, and cooperate with school leaders and colleagues on matters relating to health and safety.
* Use the correct equipment and tools for the job and any protective clothing supplied.
* Inform the Headteacher or or CEO as appropriate of any paid work which is undertaken
elsewhere, for compliance with The Working Time Regulations 1998 (as amended).
* Adhere to their common law duty to act as a prudent parent would when in charge of
pupils.
DENNIS ACADEMY TRUST 
STAFF CODE OF ETIQUETTE JULY 2025
8. Conflicts of interests
The Trust is aware that situations may arise where family interests or loyalties conflict with those of the Trust; however, staff have an obligation to act in the best interests of the Trust or school community to avoid situations where there may be a potential conflict of interest.
All staff will be able to demonstrate that they do not have a vested interest in any decision- making or budget spending. All declarations will be submitted in writing to the Headteacher for inclusion on the Schools Declared Conflicts of Interest Register.
Failure to make a relevant declaration of interests is a serious breach of trust and, therefore, if employees are in doubt about a declaration, they are advised to contact the School, Trust, school or trade union.
Any member of staff found to be withholding information about a conflict of interest will be subject to disciplinary action in line with the Disciplinary Policy and Procedure.
Staff and volunteers will be responsible for:
* Following the provisions outlined within the Trust’s Conflict of Interests Policy.
* Declaring any conflicts of interest.
* Acting in accordance with this policy at all times.
* Identifying any conflicts of interest that have not been previously declared.
* Following the Trust’s Whistleblowing Policy where there are concerns that a conflict of interest has not been declared, and an individual might have subsequently benefitted.
* Ensuring that all individuals in a discussion do not have a vested interest in the subject.
* Informing the Headteacher or CEO of any relatives who may have a declarable interest.
* Consider whether they need to declare their relationship with any individual where this
might cause a conflict with Trust or school activities.
Membership to a trade union or staff representative group does not need to be declared.
8.1. Financial inducements Staff will:
• •
Familiarise themselves and comply with the Trust’s financial regulations.
Declare to the Trust, in writing, any gifts received, with the exception of:
o Low cost, functional items suitable for business rather than personal use and displaying the supplier’s logo – these items may be accepted.
o Non-excessive gifts offered by parents or pupils to Trust staff to express their gratitude, but staff members should always refuse monetary gifts. Any larger gifts over the value of £50 must be declared to the Headteacher or designated member of staff.
o Hospitality in the form of meals and drinks where it is part of a normal business meeting.
o Authorisedvisitstoexhibitions,demonstrations,conferences,businessmealsand social functions in connection with the school’s business, which shall be at the school’s expense.
DENNIS ACADEMY TRUST 
STAFF CODE OF ETIQUETTE JULY 2025
* Not accept a personal gift, payment, or other incentive from a business contact – any such gifts should be returned.
* Declare any gift that cannot be returned to the Trust, who will decide how it will be used.
* Only accept offers to specific events after authorisation from the Trust. 8.2. Contacts
Staff members will not use Trust business contacts for acquiring materials or services at trade/discount prices for non-school activities, unless participating in concessionary schemes arranged by trade unions or other such groups.
9. Maintaining professional relationships with pupils The Trust expects that staff will:
* Maintain professional boundaries and relationships with pupils at all times, and will consider whether their actions are warranted, proportionate, safe and necessary.
* Act in an open and transparent way that would not lead to others questioning their actions.
* Ensure that they do not establish social contact with pupils for the purpose of securing a friendship, or to pursue or strengthen a relationship.
* Ensure that they do not develop personal or sexual relationships with pupils: this includes sexual remarks and discussing their own sexual relationships with, or in the presence of, pupils.
* Only contact pupils via the school’s established mechanisms: personal phone numbers, personal email addresses or social media platforms will not be used to contact pupils.
Staff are aware that they must not:
* Discuss personal information with pupils, such as concerning their lifestyle or marital status, unless it is directly relevant to the topic being taught.
* Correspond in a personal nature through any medium with pupils, e.g., phone calls or text messages, unless it is within the staff member’s role and via an approved communication method, e.g., school emails.
* Adopt an ongoing support role beyond the scope of their position.
* Use personal equipment for approved activities, such as a personal camera, unless approved in writing by the SLT, and will not photograph, audio record or film pupils
without authorisation from the SLT and consent from the pupil’s parent.
* Save images, videos or audio recordings of pupils on personal devices, unless authorised
by the SLT or parents.
* Upload images, videos or audio recordings of pupils to any location without consent from
parents and the SLT.
* Discuss or share information regarding other pupils or members of staff; staff should be
aware of their surroundings when speaking to others, as their conversations may be
overheard.
* Ignore instances of sexual harassment and inappropriate behaviour amongst pupils.
* Invite or allow pupils to visit their home if the primary relationship is school related.
* Allow pupils to access staff members’ personal devices.
* Attend pupils’ homes or their social gatherings, unless approved by the SLT.
DENNIS ACADEMY TRUST 
STAFF CODE OF ETIQUETTE JULY 2025
* Be alone with a pupil outside of teaching responsibilities, unless approved by the SLT.
* Enter changing rooms or toilets occupied by pupils, when supervision is not required or appropriate, use toilet facilities allocated to pupils, or undress in facilities intended for use
by pupils.
* Not transport a pupil unless in line with the Driving at Work Policy.
* Carry out one-to-one tutoring, mentoring or coaching of pupils, unless approved by the
Headteacher or SLT.
* Give personal gifts or special favours, or disproportionately single specific pupils out for
special duties or responsibilities.
* Offer overnight, weekend or holiday care as a respite to parents without the approval of
the CEO.
Under the Sexual Offences Act 2003, it is an offence for a person aged 18 or over to have a sexual relationship with a child under 18 where that person is in a position of trust in respect to that child, even if the relationship is consensual.
Working Together to Safeguard Children (2023) defines sexual abuse as Sexual ‘forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example, rape or oral sex) or non- penetrative acts, such as masturbation, kissing, rubbing, and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse. Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children.’
Staff must not make sexual remarks to a student, discuss their own sexual relationships with, or in the presence of, students or discuss student’s sexual relationships in an inappropriate setting or context.
Where inappropriate contact is made with pupils, this will be raised with the Headteacher, and handled in line with the Trust’s Child Protection and Safeguarding Policy and Staff Code of Conduct. It is not unusual for pupils or, sometimes their parents/carers, to develop infatuations towards members of staff. All such situations must be responded to sensitively to maintain the dignity of those concerned
If a pupil is consistently attempting to befriend or contact a member of staff on social media, the member of staff will inform the Headteacher or the DSL as soon as possible.
Staff are strongly discouraged from forming personal relationships with former pupils, including on social media, as well as with the parents of any pupils on social media.
In the event of the school becoming aware of a close relationship between a member of staff and a former pupil which may raise concerns about their suitability to work with children, the Headteacher will contact the LA designated officer (LADO) for advice and guidance.
Any inappropriate contact made with former pupils will be handled in line with the Child Protection and Safeguarding Policy and Staff Code of Conduct.
DENNIS ACADEMY TRUST 
STAFF CODE OF ETIQUETTE JULY 2025
9.1. Appropriate language
Staff will be informed that pupils should not be treated as friends.
Staff will not:
* Use inappropriate names or terms of endearment.
* Allow inappropriate conversations or enquiries of a sexual nature to occur.
* Comment on a pupil’s appearance (unless to uphold the school uniform policy),
including personal flattery or criticism.
* Treat pupils disrespectfully or discriminatorily, based upon their perceived or actual
protected characteristics.
* Subject pupils to humiliation, profanity, or vilification.
* Allow or partake in suggestive humour, banter, jokes or innuendos of a sexual nature.
* Use obscene or inappropriate gestures and language.
* Partake in personal conversations, including on the phone, where this may be
overheard by pupils.
9.2. One to One situations
Staff working individually with pupils should be aware of the potential vulnerability of pupils and staff in such situations. Staff should manage these situations with regard to the safety of the pupil and to themselves. Individual work with pupils should not be undertaken in isolated areas or rooms where there is no external viewing panel. Where it is necessary to close doors for reasons of confidentiality, a colleague should be made aware of this and asked to remain vigilant
10. Physical contact with pupils
All staff members will respect the personal space and privacy of all pupils and will avoid situations which unnecessarily result in close physical contact.
The Trust understands that there are circumstances in which it is entirely necessary for staff to have physical contact with pupils, e.g., when applying first aid and assisting with intimate care, but staff will only do so in a professional and appropriate manner in line with relevant Trust policies.
When physical contact is made with pupils, it is imperative that it is conducted in a way which is responsive to the pupil’s needs, is of limited duration and is appropriate to their age, stage of development, gender, and background.
Staff will seek the pupil’s permission, where possible, before initiating contact.
Staff will always use their professional judgement when determining what physical contact is appropriate, as this may differ between pupils, and ensure that the pupil’s feelings and wishes are always taken into account.
Staff will never touch a pupil in a way which is indecent and will be aware that even well- intentioned physical contact may be misconstrued by a pupil, an observer or by anyone to whom this action is described and, therefore, will always be prepared to explain their actions.
Dennis academy trust 2025
Staff will not engage in rough play, tickling or play fights with pupils.
Physical contact will never be secretive; if a member of staff believes an action could be misinterpreted, this will be reported to the Headteacher, or the CEO or Deputy CEO if the concern is about the Headteacher, and appropriate procedures will be followed.
Where it is necessary in PE classes for teachers to demonstrate use of equipment, this will be conducted with another member of staff if possible. If a pupil is required to participate, their consent will be given before doing so.
If a pupil is in distress and in need of comfort as reassurance, staff may use age-appropriate physical contact, such as placing their hand on the pupil’s shoulder. Staff will remain self-aware of their actions at all times and ensure that their contact is not threatening, intrusive or subject to misinterpretation.
Extra caution should be exercised where a child is known to have suffered previous abuse or neglect. Such experiences may sometimes make a child exceptionally needy and demanding of physical contact and staff should respond sensitively by deterring the child through helping them to understand the importance of personal boundaries.
The Trust acknowledges that situations may arise in which staff members will be required to use physical intervention, and in some cases reasonable force, in order to manage conflict, disruption and distressed behaviour when other measures have failed to do so. In these cases, staff will ensure that actions such as safe touch and reasonable force are used in a correct and safe manner, in accordance with the relevant legislation and national guidance and in line with the Trust’s Physical Intervention Policy.
In all interactions with pupils’ staff will always behave and act in a respectful and professional manner and staff will be aware that extra caution and consideration may be needed where it is known that a pupil has previously suffered from abuse or neglect.
11. Showering and changing
Staff will ensure that pupils are afforded respect and privacy whilst they are changing, e.g., before and after PE; however, a level of supervision is required to ensure that pupils are safe, and that they are not subjected to bullying.
The supervision will be appropriate to the needs and ages of the pupils, and sensitive to the potential for embarrassment.
Staff will adhere to the appropriate policies and risk assessments, e.g., PE risk assessment and ensure that appropriate supervision and support is given to all pupils, including those who may need assistance with showering and changing.
Where possible, female staff will supervise girls and male staff will supervise boys.
Staff will announce their intention of entering the changing room or toilet cubicle to allow pupils to maintain their privacy and will only remain in the changing room for as long as is necessary.
Staff will never change or shower in the same area as pupils.
Dennis academy trust 2025
12. Transporting pupils
Staff are aware that the safety and welfare of pupils is the responsibility of the school until pupils are with their parents. The school is committed to taking all possible safety measures to ensure the safety of pupils.
When it is necessary to transport pupils off-site, staff will gain consent from parents before transporting pupils and adhere to the appropriate school policies and risk assessments, such the Safer Working Practices Policy.
Staff will ensure that they:
* Hold a full valid driving licence for the category of vehicle being driven and providing their licence details to the Headteacher where required.
* Drive in accordance with the laws of the road and Highway Code.
* Check before each journey that the vehicle is roadworthy, e.g., tyres are properly inflated
and meet legal requirements.
* Ensure that they are fit to drive; where their fitness to drive may be impaired, e.g., due to
a medical condition or taking medication, they inform their line manager as soon as
possible and notify the DVLA where required.
* Notify the Headteacher or CEO where there is any change in their circumstance in relation
to driving at work, e.g., if they acquire penalty points on their licence for motoring
offences outside of work.
* Staff will only use their own vehicle to transport pupils where there is no practical or
reasonable alternative, and where agreed upon by the Headteacher and parents in advance of the journey. Only members of staff with the appropriate level of DBS check and safeguarding and behaviour management training will be permitted to transport pupils.
When using their own vehicle to transport pupils, staff will ensure that their driving insurance is valid for the purposes of business use, including cover for persons travelling as business passengers.
Two or more staff will be present in the vehicle to avoid any discrepancy regarding safeguarding concerns.
Staff will not offer pupils transport outside of their normal working duties, other than in an emergency or if a pupil is at risk. These circumstances will be recorded and reported to the Headteacher and the pupil’s parents.
13. Acceptable use of technology
Staff are aware of the benefits and challenges associated with using technology in school. When using technology staff will always adhere to the various procedures, freedoms and limitations outlined in the relevant school policies, which include but are not limited to:
* Online Safety Policy
* Staff ICT and Electronic Devices Policy
All staff will maintain a professional level of conduct in their personal use of technology, and read, sign, and adhere to the Trust’s Staff Acceptable Use and Electronic Devices Policy.
DENNIS ACADEMY TRUST 
STAFF CODE OF ETIQUETTE JULY 2025
Staff will be aware of how the use of technology can impact safeguarding and wellbeing issues, e.g., online abuse.
Staff will be vigilant to ensure their own behaviour is respectful and that pupils are using technology appropriately while under their care.
13.1. Personal devices
Personal devices are used in accordance with the provisions outlined in the policies above and within the Staff ICT and Electronic Devices Policy and the Device User Agreement. Any personal electronic device that is brought into school is the responsibility of the user.
Personal devices are not permitted to be used in the following locations:
• Classrooms
• Toilets
• Changing rooms
Staff are not permitted to use their personal devices during lesson time, other than in an emergency.
Staff are not permitted to use their personal devices to take photos or videos of pupils.
Staff should never upload photographs of pupils from their own personal social media accounts. If a photograph does mistakenly appear on a personal social media account, it must be deleted immediately.
When on a school trip, staff should use their professional judgement when it is appropriate to use such devices.
Staff should never share their personal phone numbers with pupils. The only numbers that may be given out are the school safeguarding number and the school mobile, which is sometimes taken out by staff on trips.
Staff must take responsibility for the safeguarding of their own property (including mobile phones) whilst on the school site.
13.2. Social media
Staff will be aware that their conduct on social media can have an impact on their role and reputation within the school.
Staff will remain mindful of their use of social media and their web-based presence including written content, videos or photographs, and views expressed directly or indirectly which may bring themselves, the Trust, the school, or the school community into disrepute.
Staff are required to employ the highest security settings on any personal profiles they may have.
Staff will not engage in inappropriate use of social networking sites including contacting pupils or their family members, accepting or inviting friend requests from pupils or their family members, or following pupils or their family members on social media.
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STAFF CODE OF ETIQUETTE JULY 2025
The Trust understands that some staff are also parents of pupils at the school and, therefore, may wish to contact other parents. When doing so, staff will exercise their professional judgement and will not contact family members on social media if this would lead to a conflict of interest.
14. Photography, images and videos
All staff will act in accordance with the Trust’s Photography and Images Policy.
Photographs, images and videos will only be taken using school equipment – using personal mobile phones for this purpose is prohibited and taking images of pupils will not be taken for personal use.
Staff will ensure that imagery and videos will be kept in an appropriate and secure place in school.
No pupil will be photographed in a state of undress or semi-undress, or in a situation which could be considered as indecent or sexual.
Staff will not take images of a pupil’s injury, bruising or similar (e.g., following a disclosure of abuse), even if they have been requested to do so by children’s social care and staff members will not make audio recordings of any disclosure made by a pupil.
Consent for taking photographs will be obtained from parents, or the pupil themselves, if they are deemed old enough and able to make the decision for themselves.
The age of consent that is legislated is 13 and above; however, this is only applicable for online services provided directly to children. For everything else, an appropriate age of consent is considered on a case-by-case basis by the DPO, Headteacher and a pupil’s parents (where appropriate).
Pupils who have not provided consent, either personally or via their parents, to have their photograph taken or be filmed will have their wishes respected, in line with the Photography and Images Policy.
The Headteacher will be notified of the proposed use of the imagery or video and the equipment and ensure that the use of such is included in lesson plans where this is necessary.
All photographs and videos will be available for scrutiny, and staff will be prepared to explain and justify the images or footage taken.
Careful consideration will always be given to the activities which are being filmed or photographed, to ensure that images or videos are not indecent and cannot be misused.
15. Premises, equipment, and communication
Staff are responsible for:
• Being aware of and following the requirements of the School Security Policy.
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* Securing windows and doors when rooms are not in use.
* Ensuring that visitors sign in and out at the school office.
* Challenging any unidentified individuals and notifying the Headteacher of any
unauthorised person.
* Securing valuable equipment after use.
* Ensuring the security of school equipment when taken off the school premises, such as
laptops.
* Accessing the school premises in accordance with the school’s Key Holder Policy.
* Acting in accordance with the Trust’s Data Protection Policy and Data and Cyber-security
Breach Prevention and Management Plan, ensuring that data and information is secure.
* Reporting any minor security concerns to the Headteacher.
* Reporting major security concerns directly to the police or emergency services, where
appropriate.
* Carrying their school ID with them at all times.
* Being responsible for the security of any of their own property that they bring to the
school site.
School equipment and systems are available only for school-related activities and will not be used for the fulfilment of another job or for personal use, unless specifically authorised by the Headteacher. Illegal, inappropriate, or unacceptable use of school equipment or communication systems may result in disciplinary action and, in serious cases, could lead to an employee’s dismissal.
Employees receiving inappropriate communication or material, or who are unsure about whether something they propose to do might breach this policy, should seek advice from the Headteacher.
The Trust reserves the right to monitor emails, phone calls, internet activity or document production on school-owned equipment, principally in order to avoid offensive or nuisance material and to protect systems from viruses, but also to ensure proper and effective use of systems.
Communication systems may be accessed when the school suspects that the employee has been misusing systems or facilities, or for the investigation of suspected fraud or other irregularity. Access will be secured by the systems manager, only with the permission of the governing board.
Passwords should not be shared and access to computer systems must be kept confidential except on the express request of the Headteacher or systems manager. Breaches of this confidentiality may be subject to disciplinary action.
School equipment that is used outside the premises, e.g., laptops, will be returned to the school when the employee leaves employment or if requested to do so by the Headteacher.
16. Data protection and confidentiality
All staff will be aware of their responsibilities as laid out in the schools Data Protection Policy and in line with the core principles of the UK GDPR and the Data Protection Act 2018.
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STAFF CODE OF ETIQUETTE JULY 2025
Staff members will not disclose sensitive information about the Trust, the school, its employees, or the LA to other parties. The only exception to this being when the confidential information gives rise to concerns about the safety or welfare of a pupil.
Staff members have the right to request access to data that is held about them. Such requests will be made to the Headteacher in writing in accordance with the Trust’s Data Protection Policy and Records Management Policy.
Staff will ensure that:
* Confidential paper records are kept in a locked filing cabinet, drawer or safe, with restricted access, and will not be left unattended or in clear view anywhere with general access.
* Implement a ‘clear desk policy’ to avoid unauthorised access to physical records containing sensitive or personal information.
* Memory sticks are not used to hold personal information unless they are password- protected and fully encrypted.
* They will not use their personal laptops or computers for school purposes. All necessary members of staff are provided with their own secure login and password, and every computer regularly prompts users to change their password.
* When sending confidential information staff will always check that the recipient is correct before sending.
* They involve the DPO in all data protection matters closely and in a timely manner.
If staff and governors need to use their personal laptops for school purposes, particularly if they are working from home, they will bring their device into school before using it for work to ensure the appropriate software can be downloaded and information encrypted.
Before sharing data, all staff will ensure:
* They are allowed to share it.
* That adequate security is in place to protect it.
* Who will receive the data has been outlined in a privacy notice.
Where personal information that could be considered private or confidential is taken off the premises, either in electronic or paper format, staff will take extra care to follow the same procedures for security, e.g., keeping devices under lock and key. The person taking the information from the school premises accepts full responsibility for the security of the data.
When pupils and staff join the Trust, the staff member or pupil (or, where appropriate, pupil’s parent) will be required to complete a consent form for personal data use. This consent form deals with the taking and use of photographs and videos, amongst other things. Where appropriate, third parties may also be required to compete a consent form.
The Trust holds the right to take the necessary disciplinary action against a staff member if they believe them to be in breach of the above security measures.
17. Probity of records
The deliberate falsification of documents, such as references, academic qualifications, or legal documents, is unacceptable. Where a staff member falsifies records or other documents,
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including those held electronically, this will be regarded as a serious disciplinary matter and potentially a criminal offence.
18. Monitoring and review
This document will be reviewed on an annual basis by the Deputy CEO, and any changes made will be communicated to all members of staff.
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All members of staff are required to familiarise themselves with this document as part of their induction programme.
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