SECTION D

PASTORAL POLICIES AND PROCEDURES

D1 - Infant Section

D1.1 The Role of the class teacher

The students in your class are the students for whom you have a particular duty of care. You should make a
special effort to build good relationships with the students in your class and with their parents / guardians. You are
the main point of contact within school for these students and their parents / guardians.

Your role as class teacher / homeroom teacher requires you:

● to promote the general progress and well-being of the students in your class;
● to provide guidance and advice to your students on educational and other matters;
● to identify and be aware of the personal and social needs of individual students, and to take appropriate
action where necessary;
● to maintain and promote good order and discipline with students in the section;
● to safeguard and promote the health and safety of the students in your charge;
● to communicate effectively and regularly with parents.

● to maintain record keeping regarding students on Ronnie

● to regularly maintain and update student records held in the section office.

● To communicate issues of significance relating to your students to the Head of Infants (HoI)

Before first and second break teachers should ensure that all students leave the classroom. At the beginning of the
day and at the end of break students form a line downstairs in the courtyard and await collection by a teacher or
teaching assistant.

Students are asked to bring drinking water to school in a named, bottle or container every day, which can be refilled
using the drinking fountains. Water bottles should be kept in the classrooms and encouragement should be given to
drink regularly throughout the day, including during lesson times. Water bottles can be taken to PE. It is important
that teachers encourage all students to take in fluids little and often. Teachers should write to parents if the child is
coming to school without a named water bottle.

There are cubby holes in the areas immediately outside classrooms. Sports kit and bags should be left in these upon
arrival at school. Cubby holes should be labelled with the child’s name.

D1.2 Student Health and Safety

Students in the Infant Section are permitted to attend the School Nurse at any time during the school day with the
permission of the teacher in the classroom or on duty. The Section Office contains a basic First Aid Kit for minor
treatment of cuts requiring a plaster. These can be administered by the Infant Office Manager (IOM) and teaching
staff.

Students should return to class with a written note from the Nurse explaining their injury and treatment administered,
which should be placed in the student planner so as to advise parents of accidents/ injuries.

All staff are expected to be familiar with health and safety documentation, including fire evacuation procedures
(detailed in Section below) for the school and are expected to report issues of health and safety as per the published
procedures.

D1.3 Morning procedures

Students should not be in the classrooms before school unless there is a teacher present who has given
permission.

The playground area is supervised from 7:30. Students (other than staff children) arriving earlier, should have
their names noted and sent to the Infant Office.
At 7:50 all Infant students are met by teachers or teaching assistants in the courtyard.

During registration please:

● Enter student attendance on RONNIE

● Send any notes regarding changes of student transportation to the IOM
● Forward any communication regarding student absence to the IOM
● Where necessary, ensure student food is stored in the classroom refrigerators

D1.4 Late arrival of students

Any students arriving after registration must report to the IOM who will amend their status.
When a student has arrived late to school in the morning for three or more days, the HoI must be notified. A letter
will then be sent to the parents.

D1.5 Dismissal at the end of the school day

All Infant class teachers, teaching assistants and students should return to their home classrooms at the end of the
final period. The class teacher will supervise the class as they collect their belongings, and manage their departure
from the classroom in an orderly manner.

Buses
Children who go by bus can be escorted to the muster point in front of the Infant Office
Buses leave at 12:00 (Little KICS), 13:15 (Reception and Year 1) and 14:30 (Year 2) promptly. Children who miss a
bus should be sent by the duty teacher to the Infant Office to call their parents.

Private transport
Children who go by private transport can be dismissed from the classroom to known parents or drivers.

If not picked up by 2:40 the teacher will bring students to the Infant Office where their parents will be called. Students
may not remain in the supervision of older siblings. They will wait at the office until their parents are called and their
names will be recorded by the Office Manager. A letter will be sent to parents after three late pickups. Persistent
lateness will be addressed by a meeting between the HoI and the parents.

Any change to travel arrangements must be communicated in writing or in person by the parent to the class teacher
and IOM. Under no circumstances are students allowed to change their own travel arrangements. The IOM will not
make nor check arrangements for students.

Dismissal after Infant ECA’s

ECA teachers should escort the students to the rakuba area where a member of staff will supervise them until
14:40, when any still remaining in School will be taken to the Infant office.
D1.6 KICS School Rules

The basis for all our rules is the following Roll of Respect:
At our school we respect each other and our environment. Rules are in place to ensure that the school is a safe
and comfortable place to be. Our behaviour policy reflects this.

At our school:
● we respect other students, their property, person, thoughts and feelings: we seek to help and not to
harm.
● we respect our teachers and all other adults on campus: we address them appropriately and pay
attention to them; we help them whenever we can.
● we respect the school environment: we want our school to be tidy and safe; we want it to be a good
place in which to work and play.
● we respect ourselves and our families: we love to learn and try our best at all times; the way in
 which we behave makes our families proud.
● we respect the nation in which we live: we want to share a sense of pride in the country of Sudan.

This summarizes how we expect our pupils to behave.

Code of Conduct for Pupils

Using the Roll of Respect as a guideline, all teachers are to arrive at a set of “Essential Agreements” with their
classes. These are to be displayed within the classrooms by the end of Week 2 in Semester 1.

D1.7 Student Discipline

As a whole school community we ask all our students to play their part in fostering a positive atmosphere by
supporting the KICS Code of Conduct:

● We respect other students, their property, person, thoughts and feelings: we seek to help and not to harm.
● We respect all members of staff: we address them appropriately.
● We respect the school environment: we want our school to be attractive, tidy and safe.
● We respect ourselves, our families and our school.

We support the spirit and intention of the Code of Conduct by working to instil the values stated above. Where a
student falls short of the Code of Conduct we seek to support the student in ways that both allow them to reflect and
change their conduct whilst also preserving KICS as a learning environment and ensuring that there is no disruption
to the learning of others.

D1.8 Behaviour in the Infant Section:

Expectations for students will vary according to age and developmental level, and the guidance set out below is
considered to be primarily aimed at Years 1 and 2.

All section teachers need to reinforce the expectations for children by:
● Using positive reinforcement language for the children who are co-operating
● Positively expecting children to keep to expectations, by demanding this of them
● Following due process for the children who are not co-operating
● Being alert and mobile during duties
● Recording breaches of expectations

In class:
Children must enter quietly, following classroom expectations, organize themselves for the lesson and show that they
are ready. If a group does not enter in this way, take them out and make them practice until you are satisfied. If an
individual does not enter this way, follow the process below.

Children are expected to:

● Be quiet and listen while others are talking
● Raise hands before speaking
● Not interrupt others
● Primarily talk in English unless it is an Arabic lesson – first languages are allowed as long as this is not to the
exclusion of others or detriment of development of English.
● Only talk about the work they are doing
● Use positive language.

Behaviour management is the responsibility of the teacher working with the children in the teaching area, fatour area
or the playground. Any concerns regarding behaviour must be drawn to the attention of the class teacher in the first
instance. Class teacher concerns should be brought to the attention of the HoI.

Around the section:

Children use positive language when interacting with others.
Children stay seated in the fatour area until checked and dismissed by the member of staff on duty.

Playground Behaviour Reporting Sheet

This is kept in the Infant Office and all significant playground incidents should be logged in it.

D1.9 Duties
A duty rota will be created at the beginning of Semester 1, taking into account teachers other commitments. Teacher
assistants will have more duties and must be allowed classroom time in recompense. All faculty members are
responsible for arranging their own duty cover apart from when ill.

Duty areas in Infants are:

Infant Playground - start of day, fatour, second break and end of day
Fatour area– supervision of seated area while children are eating

Duty teachers/teaching assistants are required to circulate around their areas and maintain a high level of observation
at all times, maintaining and reinforcing the expectations of behaviour and verbally recognising positive behaviours.
Should a serious incident occur, the duty teacher/teacher assistant can send a responsible student to the Infant Office
or Staffroom for assistance.

The duty teacher /teacher assistant must ensure that the bell ending all breaks is rung and that students’ line up for
collection by the teacher/teacher assistant.

D1.10 Rewards

Students in the Infant Section at KICS should be led to understand the intrinsic rewards in doing things well more than
the extrinsic ones of stickers and commendations. Reward strategies that focus either solely or primarily on concrete
rewards are discouraged. Students should be ‘recognised’ for all good works and it is appropriate to give praise or to
recognise this in assembly, particularly where students have demonstrated aspects of the Learner Profile.
D1.11 Communication with Parents

1. Conferences
Parent-Teacher-Student-Conferences (PTSC) and Parent Teacher Conferences (PTC)
All Teachers are required to attend official PTSC as arranged for the sections in which they are involved. Additional
PTC or PTSC can be arranged by either the teacher or the parent. This can be done individually or via the Office
Manager. In all cases the HoI and OM must be informed of the meeting.

A record of any meeting must be made on Ronnie, including any decisions arising from the meeting or issues of
concern relating to the student. The Head of Section must be notified when the record is complete. If a PTSC
raises no particular issues, a record must still be made, stating no major issues arose. If a parent fails to attend
a PTC or PTSC this must also be recorded in Ronnie.

2. Student Planners
There is an expectation that all class teachers and Homeroom Teachers will communicate on a regular basis with
parents via the student diary/message book. These need to be signed weekly by teachers and parents.

3. Letters or emails to parents

Whole class: Letters or emails to the whole class must be approved by the HoI, and once approved, copied to
the Principal.
Individual: Individual letters regarding behaviour, homework, attitude, academics must be copied to the
student file.
All letters should be printed on the school letterhead (available on PlanetKICS)

4. E-mail correspondence
All staff are expected to observe professional standards when using e-mail. With regard to parents, this includes but is
not limited to:
● using only the school logo in e-mail signatures,
● using only appropriate forms of expression in all communications.

5. Reports
Reporting guidelines and a time line will be given out for each reporting session. Each teacher has responsibility to
comply with these.

Phones:

● Students in the Infant Section are not permitted to bring mobile phones to school.
● On occasion calls may need to be made for students from the office, e.g. when sports kit has been forgotten.

D1.12 Fatour and Breaks

There are two break-times during the school day, the first being called Fatour. Only Year 2 have a second formal
break, between 13:00 and 13:20.

All students should bring in a healthy fatour. Students are not allowed sweets, lollipops, chocolate, crisps or
chewing gum in school. Fatour guidelines are issued to parents
● Fatour is eaten in the supervised area between 10:10 and 10:30
● Students must not leave the area until dismissed by the duty Teacher
● During Fatour all students are to remain seated.
● After eating students should put their lunchboxes away in their lockers.

D1.13 Uniform Guidelines

Class teachers need to write to parents if their children are sent in incorrect uniform. If the issue continues, the matter
must be referred to the Junior Office and a letter will be sent to the parents.
KICS uniform is intended to offer a comfortable and practical way of ensuring that students arrive at school looking
smart and neat.
All regulation items are available through the Cashier’s Office
All uniform must be labelled.
Regular School Uniform:
Plain navy blue shorts, trousers, skirt or pinafore dress
Regulation KICS polo shirts in red, navy blue, yellow, white and bottle green
Students must have one polo shirt in their team colour.
Denim cannot be worn as school uniform. Any jeans type material is not permitted.

Winter Uniform:
Regulation navy sweat shirt with embroidered school logo.
Regulation navy blue zip-up fleece.

Sports Kit:
Navy blue shorts or track suit pants
Regulation school t-shirt in team colour.
Regulation kit bag
Trainers
Only shoes with non-marking soles will be allowed on school sports surfaces.

Footwear:
Plain black, brown, blue, white sandals, flat shoes or trainers.
Navy or white socks.
No slip-ons, flip-flops or wheelie trainers.

Swimwear:
Girls: Plain coloured one piece swimming costumes
Boys: Plain coloured trunks or swimming shorts (non baggy)
UV protection swimwear is available at KICS, and is strongly recommended.

School Bags:
Students should have durable, practical bags. KICS reserves the right for its teaching staff to designate any school
bag as unsuitable and to communicate this matter to the family or guardian of the student in question.

Accessories:
Hair ornaments should be simple, discreet and plain coloured
Jewellery and watches should be of modest size and design; a thin chain and one pair of stud earrings for girls
KICS will not accept responsibility for any jewellery or watches that are mislaid on its premises.
Sunglasses should not be worn at school unless for medical reasons. They are permissible on school trips.

Religious or Cultural Dress

Religious headscarves, yarmulkes, Sikh turbans, crucifixes, long skirts and shirt sleeves etc. are acceptable in the
school. Parents should either write to the school or come in person and meet the HoI to clarify how standard uniform
is going to be modified.
For female students choosing to wear Islamic dress, KICS stipulates certain attire as being suitable for
school . This should be either a long skirt worn with a long sleeved shirt and a headscarf, or trousers and
tunic, worn with a headscarf. Ebayas or voluminous long dresses are not practical at school.

House Teams
Each student and teacher is assigned a House Team.

D1.14 Assemblies

There is a weekly assembly for Years 1 and 2, with Reception classes joining in after the mid-year break.

All teaching staff within a section are expected to attend, participate in and supervise students during section
assemblies. Homeroom Teachers and class teachers are required to lead their students to assembly, ensuring that
they arrive punctually, are seated and behave in an orderly manner throughout assembly.

Classes are required to take rotational responsibility for organizing and leading the assembly. Other classes
and teachers can sign up with that class if they have an item to contribute. A sign-up sheet will be placed in the
Infant Staffroom and the HoI will ensure that all assemblies are covered. Student led items are highly encouraged
and contributions should be sharing of experiences and learning rather than highly polished and over-practiced
performances.

Each assembly will close with the recognition of birthdays as appropriate.

D2 Junior Section

D2.1 The Role of the class teacher

The students in your class are the students for whom you have a particular duty of care. You should make a special
effort to build good relationships with the students in your class and with their parents / guardians. You are the main
point of contact within school for these students and their parents / guardians.

Your role as class teacher / homeroom teacher requires you:

● to promote the general progress and well-being of the students in your class;
● to provide guidance and advice to your students on educational and other matters;
● to identify and be aware of the personal and social needs of individual students, and to take appropriate
action where necessary;
● to maintain and promote good order and discipline with students in the section;
● to safeguard and promote the health and safety of the students in your charge;
● to communicate effectively and regularly with parents.
● to maintain record keeping regarding students on Ronnie
● to regularly maintain and update student records held in the section office.
● To communicate issues of significance relating to your students to the Head of Junior (HOJ)

To support the above each teacher is required to create ‘Essential Agreements” with their classes, using the KICS
Code of Conduct as a guide. These are to be displayed within the classrooms by the end of Week 2 in Semester 1.

Before first and second break teachers should ensure that all students leave the classroom. At the beginning of the
day and at the end of break students form a line and await the arrival of the teacher before entering the classroom.

Students are asked to bring drinking water to school in a named, bottle or container every day, which can be refilled
using the drinking fountains. Water bottles should be kept in the classrooms, although encouragement should be
given to drink between periods rather than during. Water bottles can be taken to PE. It is important that teachers
encourage all students to take in fluids little and often. Teachers should write to parents if the child is coming to
school without a named water bottle.

There are cubby holes outside each classroom. Sports kit and bags should be left in these upon arrival at school. To
avoid disruption throughout the year, cubby holes should be labelled with the child’s name

We do not encourage Junior students to be ‘supporters’ at KICS sporting events, unless there is an adult supervising
them. The exceptions to this are staff children, whose parents are on campus and are technically responsible to them.
Students cannot be supervised by elder siblings. Teachers are welcome to escort class members to support teams at
their own discretion.

D2.2 Student Health and Safety

Students in the Junior Section are permitted to attend the School nurse at any time during the school day. The
section office, however, contains a basic First Aid Kit for minor treatment of cuts requiring a plaster. These can be
administered by the Junior Office Manager (JOM) and teaching staff.
Students should return to class with a written note from the nurse explaining their injury and treatment administered,
which should be placed in the student planner so as to advise parents of accidents/ injuries.

All staff are expected to be familiar with health and safety documentation, including fire evacuation procedures (please
see specific section in Faculty Handbook), for the school and are expected to report issues of health and safety as per
the published procedures.

D2.3 Morning procedures

Students should not be in the classrooms before school unless there is a teacher present who has given permission.

The playground area is supervised from 7:20. Students (other than staff children) arriving earlier, should have their
names noted and sent to the Junior Office.
At 7:50 all Junior students and teachers are required to be in line up in the Junior Playground. After announcements,
classes will be dismissed to registration.

During registration please:

● Enter student attendance on RONNIE
● Send any notes regarding changes of student transportation to the JOM
● Forward any communication regarding student absence to the JOM
● Where necessary, ensure student food is stored in the classroom refrigerators

D2.4 Late arrival of students

Any students arriving after registration must report to the JOM who will amend their status.

When a student has arrived late to school in the morning for three or more days, the HOJ must be notified. A letter
will then be sent to the parents.

D2.5 Dismissal at the end of the school day

All Junior class teachers, class assistants and students should return to their home classrooms at the end of the final
period. The class teacher will supervise the class as they collect their belongings, and manage their departure from
the classroom in an orderly manner. At the beginning of Semester 1 classes should be escorted to the front gate until
correct behaviour has been ascertained. At anytime during the semester if a class is perceived to be disruptive, the
HOJ can direct the classroom teacher to revert to escorting their class.

Buses
Children who go by bus can be dismissed to go to their buses.
Buses leave at 2:30 promptly
Children who miss a bus should be sent by the duty teacher to the Junior Office to call their parents.

ECA
Children who go to ECA can be dismissed to go to the collection point for their Extra Curriculum Activities (ECA)

Car travel
Children who go by car can be dismissed to the gate where a duty teacher will supervise them

If not picked up by 2:40 the duty teacher will bring students to the Junior Office where their parents will be called.
Students may not remain in the supervision of older siblings. They will wait at the office until their parents are called
and their names will be recorded by the JOM. A letter will be sent to parents after three late pickups. Persistent
lateness will be addressed by a meeting between the HOJ and the parents.

Any change to travel arrangements must be communicated in writing or in person by the parent to the class teacher
and JOM. Under no circumstances are students allowed to change their own travel arrangements.

Dismissal after an ECA

Staff members in charge of ECA’s are responsible for the orderly dismissal of the students in their care. ECA teachers
should escort the students to the gate and supervise them until 3.40. After 3:40 parents should be called. ECA
teachers are free to make arrangements amongst themselves to share supervision of late students but all students
must be supervised until they are picked up. Repeated late pick up will result in that student being withdrawn from the
ECA.
ECA buses leave at 3:30 promptly. Prompt finish of an ECA and ensuring that children get onto their bus is the
responsibility of the ECA teacher.

D2.6 KICS School Rules

The basis for all our rules is the following Code of Conduct:
At our school we respect each other and our environment. Rules are in place to ensure that the school is a safe and
comfortable place to be. Our behaviour policy reflects this.

At our school:

● we respect other students, their property, person, thoughts and feelings: we seek to help and not to
harm.
● we respect our teachers and all other adults on campus: we address them appropriately and pay
attention to them; we help them whenever we can.
● we respect the school environment: we want our school to be tidy and safe; we want it to be a good
place in which to work and play.
● we respect ourselves and our families: we love to learn and try our best at all times; the way in which
we behave makes our families proud.
● we respect the nation in which we live: we want to share a sense of pride in the country of Sudan.

We support the spirit and intention of the Code of Conduct by working to instil the values stated above. Where a
student falls short of the Code of Conduct we seek to support the student in ways that both allow them to reflect and
change their conduct whilst also preserving KICS as a learning environment and ensuring that there is no disruption
to the learning of others.

D2.7 STUDENT DISCIPLINE

D2.8 Behaviour in Juniors

A. Expectations from teachers:

All section teachers need to reinforce the expectations for children by:

● Using positive reinforcement language for the children who are co-operating
● Positively expecting children to keep to expectations, by demanding this of them
● Following due process for the children who are not co-operating
● Being more alert and mobile during duties
● Recording breaches of expectations

Positive reinforcement language – praise 2 reprimand 1. ‘Thank you for lining up so nicely X, well done for being
ready Y. X I am giving you a warning to line up properly.’ Etc

Positive reinforcement language during lessons. Group/table x is showing me how cooperative they are by……
Student Y is really working hard and carefully etc.

In class:
Children must enter quietly, following classroom expectations, organize themselves for the lesson and show that they
are ready. If a group does not enter in this way, take them out and make them practice until you are satisfied. If an
individual does not enter this way, follow the process below.

Children are expected to:

● Be quiet and listen while others are talking
● Raise hands before speaking
● Not interrupt
● Keep their hands and feet to themselves
● Talk in English unless it is an Arabic lesson
● Only talk about the work they are doing
● Use positive language.

If children are not co-operating with these expectations follow the following process:
 1. give a warning and write name on board
2. add a 2 to name and isolate child
3. add a 3 to name and be sent to another class to complete a written reflection form (available on PlanetKICS)
4. add a 4 to name and refer to HOK

3 and 4 must be recorded on Ronnie and a note written to parents via the student planner. Anything recorded on
Ronnie must be indicated to the HOJ.

Around the section:

● Children line up quietly without leaning against the wall
● Children walk around section
● Children stop and listen without interrupting when a teacher speaks to them
● Children use positive language when interacting with others
● Children keep their hands and feet to themselves
● Children stay seated in the Fatour area until checked and dismissed by a teacher
● In Fatour area 4 maximum to a bench but older children must listen to teacher guidance on space.
● Children do not use balls anywhere except on the playground/field
● All use of balls stops when the bell goes.

Anyone who is not co-operating with these behaviours must have their name and class noted by the observing
teacher

Anyone:

A. using negative language, teasing

B. using physical behaviour against another child
C. interrupting or ignoring a teacher
D. walking away when spoken to
E. running in the wrong area,
F. Using a ball in the wrong place or the wrong time
Will:
● lose their ball if a ball is involved
● have their name recorded, be given a time out and lose their next break.
● names and offences must be given to the JOM by the duty teacher
The JOM will inform the classroom teacher who should write a note to the parents.
All breaches except E and F must be recorded in Ronnie by the observing teacher

The JOM will maintain a record of children with minor behaviours and notify classroom teachers of regular offenders.
Classroom teachers must then notify parents and, if behaviour does not improve, call a PTSC.

If the behaviour continue, the HOJ may either meet with the parent or require the student to complete an after school
detention on Thursday for one hour.

B. Serious Behaviour

● Cultural or Offensive Teasing. Students participating in cultural or offensive will immediately be removed to
the Office to complete a behaviour reflection form, and remain there until dealt with by the HOJ.

● Foul Language. Students using foul language will immediately be removed to the Office to complete a
behaviour reflection form, and remain there until dealt with by the HOJ.

● In the above cases, students will be required to call their parents and explain themselves. They will lose their
next break and be required to complete a written reflection. Persistent repetition of these offences will result
in parental consultation, daily morning report, specific goal setting and after school detention.

● Extreme physical behaviour – kicking, hitting, punching, pushing hard, or otherwise physically endangering
another child will immediately be removed to the Office to complete a behaviour reflection form, and remain
there until dealt with by the HOJ.

● Bullying – physical or verbal. KICS has a very clear policy regarding bullying. Students found to have been
bullying their peers will immediately be removed to the Office to complete a behaviour reflection form, and
remain there until dealt with by the HOJ..
 ● In the above cases the parent will be called to notify them of their child’s unacceptable behaviour and the child
will be removed from school until the HOJ has a PTSC to discuss the child’s re-entry. This may include the
following: Daily morning report to the HOJ, specific goal setting, after school detention.

The Principal reserves the right, where there has been a serious breakdown of discipline, to require that a student be
suspended from school for a fixed term. In such cases parents will be informed prior to suspension and will be asked
to attend a meeting before their child is allowed to return to class. Incidents of violence and extremes of behaviour
may jeopardize the student’s place in school.

All behaviour records and communication pertaining to them must be added to RONNIE

D2.9 Duties

A duty rota will be created at the beginning of Semester 1, taking into account teachers other commitments. Teacher
assistants will have more duties and must be allowed classroom time in recompense. All faculty members are
responsible for arranging their own duty cover apart from when ill.

Duty areas in Juniors are:

Start of day – Junior Playground
10:05 -10:30 Fatour 1 – circulation of lockers followed by supervision of seated area
Fatour 2 – supervision of seated area
10:30 – 10:55 1 - supervision of Field
2- Junior Playground (including seated area)
3- Junior Section (including washroom area and children on detention at Office)
Supervisors must circulate washroom area until all children have left it.
End of Day - Front Gate

Duty teachers/teacher assistant are required to circulate around their areas and maintain a high level of observation at
all times, maintaining and reinforcing the Junior Behaviour Expectations and verbally recognizing positive behaviours.
Should a serious incident occur, the duty teacher/teacher assistant can send a responsible student to the Junior Office
or Staffroom for assistance.

The duty teacher/teacher assistants on breaks must ensure that students stop playing at the second bell and that
playground equipment is put away. Supervisors must monitor the washroom areas until everyone is back in class.

Duty teacher/teacher assistant for the field must:

● collect the students from the playground.
● Have a watch and a whistle
● Blow the whistle 3 minutes before the end of fatour.

D2.10 REWARDS

D2.11 COMMUNICATION WITH PARENTS

1. Parent-Teacher-Student-Conferences (PTSC) and Parent Teacher Conferences (PTC)

All Teachers are required to attend official PTSC as arranged for the sections in which they are involved.
Additional PTC or PTSC can be arranged by either the teacher or the parent. This can be done individually or via the
JOM. In all cases the HOJ and JOM must be informed of the meeting.

A record of any meeting must be made on Ronnie, including any decisions arising from the meeting or issues of
concern relating to the student. The Head of Section must be notified when the record is complete. If a PTSC raises
no particular issues, a record must still be made, stating no major issues raised. If a parent fails to attend a PTC or
PTSC this must also be recorded in Ronnie. In all cases the record should be printed and placed in the students hard
copy file in the Junior Section.

2. Student Planners
There is an expectation that all class teachers and Homeroom Teachers will communicate on a regular basis with
parents via the student planner. The planner needs to be signed weekly by teachers and parents.

3. Letters or emails to parents

Whole class: Letters or emails to the whole class must be approved by the HOS, and once approved, copied to the
Principal.
Individual: Individual letters regarding behaviour, homework, attitude, academics must be copied to the student file
Other than the unit letter or those regarding special events, letters should be printed on the school letterhead
(available on PlanetKICS)

4. E-mail correspondence
All staff are expected to observe professional standards when using e-mail. With regard to parents, this includes but is
not limited to:
using only the school logo in e-mail signatures,
using only appropriate forms of expression in all communications

5. Reports
Reporting guidelines and a time line will be given out for each reporting session. Each teacher has responsibility to
comply with these. Please also see the reporting section in the Faculty Handbook.

6. Phones:
Students in the Infant and Junior Sections are not permitted to bring mobile phones to school.
On Occasion Students may need to call from the office
When to call:
If a sporting team needs a substitution.
If a vital piece of equipment for a particular display/performance/event is missing (e.g. for science fair or costume for
show)

When not to call:

Children should not call for forgotten PE kit or homework, as this does not encourage them to be personally
responsible, but conditions them to think that other people will pick up for them.
Children are not permitted to call to make personal social arrangements. This needs to be done in advance by parents
sending a note or calling into JOM.

D2.12 Fatour and Breaks

Students and teachers in the Junior and Senior sections have two break-times during the school day, the first being
called Fatour.

All students should bring in a healthy fatour. Students are not allowed sweets, lollipops, chocolate, crisps or chewing
gum in school. Fatour guidelines are issued to parents

● Fatour is eaten in the supervised area between 10:10 and 10:30

● Students must not leave the area until dismissed by the duty Teacher
● During Fatour all students are to remain seated.
● After eating students should put their lunchboxes away in their cubby holes
● Students may go to the field only when the duty teacher says so

Both Breaks
● At the first bell students should then prepare themselves for their next lesson – collect their belongings, have
a drink of water, go to the toilet, etc.
● At the second bell students must move to their classes.

D2.13 KICS Uniform Guidelines

Class teachers need to write to parents if their children are sent in incorrect uniform. If the issue continues, the matter
must be referred to the Junior Office and a letter will be sent to the parents.
KICS uniform is intended to offer a comfortable and practical way of ensuring that students arrive at school looking
smart and neat.
All regulation items are available through the Cashier’s Office
All uniform must be labelled.

Regular School Uniform:

Plain navy blue shorts, trousers, skirt or pinafore dress
Regulation KICS polo shirts in red, navy blue, yellow, white and bottle green
Students must have one polo shirt in their team colour.
Denim cannot be worn as school uniform. Any jeans type material is not permitted.

Winter Uniform:
Regulation navy sweat shirt with embroidered school logo.
Regulation navy blue zip-up fleece.

Sports Kit:
Navy blue shorts or track suit pants
Regulation school t-shirt in team colour.
Regulation kit bag
Trainers
Only shoes with non-marking soles will be allowed on school sports surfaces.
Footwear:
Plain black, brown, blue, white sandals, flat shoes or trainers.
Navy or white socks.
No slip-ons, flip-flops or wheelie trainers.

Swimwear:
Girls: Plain coloured one piece swimming costumes
Boys: Plain coloured trunks or swimming shorts (non baggy)
UV protection swimwear is available at KICS, and is strongly recommended.

School Bags:
Students should have durable, practical bags. KICS reserves the right for its teaching staff to designate any school
bag as unsuitable and to communicate this matter to the family or guardian of the student in question.

Accessories:
Hair ornaments should be simple, discreet and plain coloured
Jewellery and watches should be of modest size and design; a thin chain and one pair of stud earrings for girls
KICS will not accept responsibility for any jewellery or watches that are mislaid on its premises.
Sunglasses should not be worn at school unless for medical reasons. They are permissible on school trips.

Religious or Cultural Dress

Religious headscarves, yarmulkes, Sikh turbans, crucifixes, long skirts and shirt sleeves etc. are acceptable in the
school. Parents should either write to the school or come in person and meet a senior member of staff to clarify how
standard uniform is going to be modified.
For female students choosing to wear Islamic dress, KICS stipulates certain attire as being suitable for
school . This should be either a long skirt worn with a long sleeved shirt and a headscarf, or trousers and
tunic, worn with a headscarf. Ebayas or voluminous long dresses are not practical at school.

D2.14 Assemblies

1. Section Assemblies:
All teachers are expected to attend, participate in and supervise students during Section assemblies. Homeroom
Teachers and class teachers are required to lead their students to assembly, ensuring that they arrive punctually, are
seated and behave in an orderly manner throughout assembly.

Classes are required to take rotational responsibility for organizing and leading the assembly. Other classes and
teachers can sign up with that class if they have an item to contribute. A sign up sheet will be placed in the Junior
Staffroom and the HOJ will ensure that all assemblies are covered. Items must be with the organizing class 2 days in
advance of the Assembly. Student led items are highly encouraged and Contributions should not be highly polished
performances rather sharing of experiences and learning!

Each assembly will close with the handing out of awards and the announcement of team points and a few words from
the HOS. Award Certificates must be given to the HOS in advance.

2. Whole-School Assemblies

These are held relatively infrequently and mark important points in the school calendar. The attendance of the
younger students in the infant section is not required except on the most important of occasions. Whole-School
Assemblies are led by the Principal.

3. Special Assemblies
At times we have opportunities for special assemblies to host guest artists, authors, or to honour sporting or musical
efforts. These will be notified in advance and will be infrequent. Usually there will be no regular assembly in the week
of a special assembly.

E9. Awards

Recognition Awards are given at Assembly. These can be linked to PYP Skills, Attitudes and Learner Profile. Ensure
that each child has an award at least once in the year. Classroom teachers should ensure a minimum of one award
per assembly, Single Subject teachers can award when appropriate.
Students can be involved in the process of suggesting people for awards.
At times a student has made an extreme effort or a great deal of progression. These students can be recommended
to the Head of Section for a special Commendation. This can be done by one or more teachers. Commendations
should take into account any of the following factors:

● Consistently outstanding effort over an extended period, together with an outcome that exceeds normal
expectation
● Consistently showing leadership qualities, including initiative, perseverance, organization skills and a
commitment to supporting others either in class or through structured school activities (such as ECA’s or
STUCO.)
● Demonstrating an outstanding contribution to the development of KICS Spirit through their own individual
actions or in support of others

The class teacher should communicate with the parents when an award is to be given so that the parent has the
choice to attend the assembly

E10 House Teams

Each student and teacher is assigned a House Team.
Team Captains will be selected from Y6 and Vice Captains from Y5. Voting will be held in teams early in Semester 1.
In the Junior Section, classroom teachers can assign a maximum of 20 team points per week and single subject
teachers two per class. This is to avoid overuse of the point system.
The classroom teacher should have a team point chart, which is separated into weeks.
Each Thursday morning the team Captains collect the team points from every classroom and bring the totals to the
Junior Office.
The JOM will maintain the running totals for the section.

E 15 Birthdays and Celebrations

We do not have in school class parties for birthdays. We permit a cake to be delivered to school, which will be shared
by the class teacher at 2nd break. Kindly provide paper plates.

Only Birthday invitations which are given to the whole class can be handed out at school. Gifts to the whole class on a
birthday are not permitted, if received; these must not be distributed but sent home.

Parents and children may wish to do something special if their child is leaving the school. At such times it is also
permitted to send a treat for 2nd break.

e7 LEAVE POLICY

1. Annual Leave: Teaching Staff

Leave is linked with the opening of the school. Beyond the target 36 week school year, employees are required to
be in school for a minimum of one week before the opening date of the new school year, and for up to one week
after the end of the school year, as stipulated in the contract.

It is expected that staff will do their utmost to make themselves available for any training courses that are
scheduled over the summer period.

As of the 2006-07 academic year, staff manning the Senior Library may be required to exceed this work period in
order to cover the requisites of international public examinations which continue into June, up to six weeks beyond
the end of the school year.

Contract signed by library staff will stipulate this. This also provides a period for organizing new books, etc.

2. Annual Leave: Auxiliary and Support Staff

Leave is due after the completion of one calendar year of continuous service with the school.
 Regular and contract employees are entitled to 30 days of annual leave. A maximum of 60 days of accrued leave
is allowed.

3. Sick Leave

A consecutive absence of more than three days will require a doctor’s note.

As per the 1997 Labour Act employees with at least 3 months service are eligible for long-term disability leave of
up to a maximum of 9 months, provided the disability is not due to the employee’s negligence or misconduct.

The following payment schedule applies:

First three months at full pay

Following three months at half pay
Final three months at a quarter pay

If the employee should need time off beyond the nine months, this will be considered leave without pay, until he is
sent to the medical commission to decide whether he is fit to return to work.

1. Maternity Leave
After a continuous employment of six months an employee is entitled to maternity leave of 8 weeks with full pay.
This leave may be taken as follows:
a maximum of four weeks before delivery and four weeks after delivery, provided that the estimated date of
delivery and the actual date of delivery are certified by a medical practitioner.

2. Bereavement Leave
Upon the death of a first degree relation (parent, spouse, child or sibling) local staff members are eligible for one
week leave with full pay. Expatriate staff members are eligible for up to two weeks to allow for travel time.

Upon the death of a second degree relation (cousins, grandparents, uncles, aunts) local staff members are
eligible for two days of paid leave and expatriate staff one week of paid leave.

Currently, the labour law stipulates that a Muslim female employee is entitled to bereavement leave of 4 months
and 10 days with full pay upon the death of her spouse, commencing on the date of death.

Any period of time taken beyond that stipulated above, will be considered leave without pay.

3. Pilgrimage Leave
An employee is entitled to 15 days leave with full pay once during his service, after completion of 3 years of
service.

4. Emergency Leave
This relates to an unexpected and traumatic event that warrants the employee’s urgent attention. All regular and
contract employees are entitled to 5 days emergency leave per year if all regular leave has been used up.

Approval from the Principal must be obtained prior to granting the leave.

5. Leave Without Pay

Any unauthorized absence will be treated as leave without pay.

E16 STAFF DRESS GUIDELINES

KICS operates a dress code for its entire staff when they are at work. This is meant to ensure that the school can
maintain a minimum standard of smartness for its staff. It is also a way of ensuring that staff members are never
dressed inappropriately in a society that is quite traditional and conservative in its own dress.

The best description for the dress code is one of a ‘relaxed business style’. For example it is not typical for male staff
to wear a tie to work, but the expectation is that a male member of staff would wear a tailored shirt and trousers, e.g.
chinos, to work. Denim clothing, including jeans, shirts and skirts are not considered appropriate.

At all times footwear should be suitable to the occasion. While flip flops are suitable for poolside lessons, they are not
suitable for general school teaching. Staff should wear trainers with non- marking soles when teaching on the field,
country or in the gymnasium.
More specific gender related details are given in the sections below.

For people coming to the Sudan for the first time, it is hoped that this will help them to decide what to bring with them.

Guidelines for Women

Very tight clothes or low cut tops should be avoided. Sleeveless tops are not suitable for public places and hence
should also be avoided in school. Women should also avoid wearing clingy or see-through fabrics at work and if
wearing e.g. light coloured trousers revealing underwear, these should only be worn with a long tunic top. Semi
translucent or very light fabrics may require a slip to be worn underneath if they are likely to be transparent in the
sunshine.

T-shirts may be worn by female staff as long as they are of a smart appearance. Prominent logos, slogans and
images are not considered appropriate, except in the case of clothing carrying the school logo.

Staff involved in sporting activities should wear either long (Bermuda) shorts or track suit bottoms. For swimming
lessons a plain swimming costume should be worn, with or without rash shirts, which will be available for purchase
from school.

Hijab
For women choosing to wear Islamic dress, KICS stipulates certain attire as being appropriate in a professional
environment. This should consist of either a long skirt worn with a long sleeved shirt and a headscarf, or trousers and
tunic, worn with a headscarf.
Ebayas or voluminous long dresses are not suitable or practical in a school environment.

Guidelines for Men

T-shirts and polo shirts are not acceptable for men, except when taking sports lessons and should not display
prominent logos, slogans or images.
Similarly sleeveless shirts should not be worn to work.

Shorts for sports activities should not be of the very short, athletic type, but be either long (Bermuda) shorts or track
suit bottoms.

Open sandals may be worn, but should be of suitable quality and should not be worn with socks, as this is very
impractical in a dusty environment.
Sandals should not be worn in environments with significant health and safety hazards e.g. workshops and
laboratories.

Western business dress, i.e. the wearing of a suit and tie, is not normally considered to be appropriate or necessary in
Sudan.

E17 KICS AIR TRAVEL POLICY AND PROCEDURES

A: Purpose
1. This policy provides guidelines on air travel arrangements to all staff members.
2. It applies to international travel only, with due consideration given to cost effectiveness and practicality.
3. This policy supersedes all other procedures currently in use, effective March 2009.

B: General Policy
1. KICS staff members flights will be booked through DAL Travel. The flight that provides the most economical
direct route that will meet the traveller’s need will be selected.
2. DAL Travel is a sister company in DAL GROUP originated basically to facilitate travel arrangements to its staff
members on their business and contractual trips.
3. DAL Travel has corporate prices and will advise the lowest fare and routing determined by screening different
carriers. These prices might vary due to monthly incremental costs incurred.
4. Staff members entitled to airfare and prefering to book and/or purchase their airline tickets outside DAL Travel
will be reimbursed by the school. Reimbursements are based on DAL Travel price quote on the same time
frame of the travel itinerary. The traveller will be required:
a. To provide the school with the Passenger Receipt after the ticket is issued and not the Proforma Invoice
 as a payment indication.
b. To submit a copy of online documentation showing the payment and the itinerary.
c. Submit these payment documents and receipts to the Support Service Office.
KICS will not pay for tickets acquired from outside DAL Travel by:
d. Paying the vendor’s invoices on the traveller’s behalf.
e. Paying for the tickets through cash.
f. Paying for the tickets on the school’s credit card.
5. Neither KICS nor DAL Travel will assist travellers who have problems arising from booking or purchasing
tickets from outside DAL Travel.
6. It is the responsibility of each staff member to review passport validity (expiry date/ available pages etc.) and
exit/re-entry visa validity before undertaking any travel outside Khartoum. Staff members should take advice
on this prior to making bookings if unsure of visa or other bureaucratic requirements.

C: Implementation and Responsibility

1. The Support Service Office (SSO) deals with the majority of work-related travel arrangements.
2. The office is specifically responsible for:
a. Assisting with processing of visas: for business and training trips only.
b. Booking and issuing tickets: for all school related trips and the expat contractual travel.
3. Staff members are responsible for arranging personal trips (booking, visas etc) taken during the course of the
year.
4. Per diem is paid out for business trips only. Please see per diem table in Section D.
5. Airport departure tax is paid out for business, school, training and home leave trips only.
6. It is the staff member’s responsibility to notify the SSO as early as possible by filling “Travel Reservation
Request” attached to this document.

D: Per Diem Payments

1. ‘Per diem’ is the daily amount paid to a staff member travelling on school business at the request of the
school. It is designed to cover basic living expenses.
2. It is paid out to a staff member for a full day of travel as per the following payment schedule:
Staff member Category Payment
SLT Member 70 USD
ALT member + Teacher 60 USD

3. Payment for less than a full day of travel is paid out on the following basis:
SLT Member: Breakfast 20USD, Lunch 30USD, Dinner, 20USD
ALT + Teacher: Breakfast 20USD, Lunch 20USD, Dinner 20USD

4. Per diem will not be paid out for travel time spent in the airplane. For example should a staff member’s plane
take off at 8:20 pm in the evening of day 1, per diem will only start on day 2 of the trip.
5. Upon travelling back to Khartoum, if the departing plane leaves on 6am on day 5, of the trip, the last day
employee is entitled to per diem will be the 4th day of the trip.
6. Lay over of more than 3 hours will qualify the traveller for per diem as per schedule of per diem in D3
7. Per diem may be paid out in equivalent currency either in Euros or Sterling pounds depending upon travel
destination.
8. Per diem amounts are reviewed on an annual basis.

E: Types of Travel

1. Staff Business Trips

[POLICY UNDER DEVELOPMENT]

2. Training and Professional Development Trips

[POLICY UNDER DEVELOPMENT]

3. Students School Trips

[POLICY UNDER DEVELOPMENT]

4. Expat Contractual Travel

1. There are two travel allowances for expat staff members and their expatriate dependents per academic year:
a. Mid-year allowance of up to USD 700; an
b. Economy class airline ticket to home of record as per contract.
2. The allowance amount for the economy class airline ticket to home of record is defined on yearly basis by
DAL Travel between the months of January and February of each academic year dependent upon airlines
 publications of their schedules.

F: The Mid-Year Travel Process

1. Each sponsored expatriate employee and sponsored expatriate dependent is entitled to up to USD700 per
academic year to be spent towards an airline ticket to a destination of the staff member’s choice.
2. This amount is allocated to cover the airfare only. Any other travel expenses (e.g. visas, hotel, airport tax
...etc) are to be borne by the staff member.
3. If the airfare is less than USD700, the school will pay up to the actual ticket price. Staff members are not
entitled to the balance in cash.
4. Travel requests using alternate modes of transport will be considered on a case by case basis.
5. This allowance is given once per academic year and cannot be carried over for the next year even if it’s
partially or not used at all.
6. This amount is also not to be paid out in cash.
7. It is the responsibility of the staff member to make all travel arrangements in terms of booking, visas when
using the mid-year flight allowance. This also applies if DAL Travel is the agency of choice.
8. Staff members will be required:
a. To book the flight and purchase the tickets personally.
b. Submit actual Passenger Receipt or any payment document of purchased tickets for reimbursement.
c. Provide the SSO with the travel itinerary for other administrative arrangements.

G: The End of Year Travel Process

1. The KICS contractual benefit of employment for the expat staff states:
“The first party shall provide the second party with an economy air ticket for travel between Sudan and the
second party’s recognized hometown airport, or equivalent destination by cost, upon obtaining his approved
paid annual leave.”
2. The school provides the expats with two different travel arrangements for the end of year travel. A
notification will be sent out at the beginning of the second semester (January) for each staff member to
decide on the method preferred. It will be either:
a. To have booking and payment of tickets arranged directly by KICS through DAL Travel.
OR
b. The staff member to arrange all travel arrangements personally through a separate travel agency.
Reimbursement will be made only up to the value of the most direct economy class route as determined
by DAL Travel at the time of submitting the receipt.
3. The school follows the following procedure for securing travel tickets for end of year travel:
a. The SSO gets the feedback of staff choices by end of February of each academic year.
b. Staff members booking flights through school will need to send flight itinerary, by filling Travel
Reservation Request, within the time frame provided by SSO.
c. The SSO will send staff flight details to DAL Travel to make the bookings.
d. Staff members will be given approximate prices with different carriers to have wider choices but any
deviation from the lowest most direct fare will be borne by the staff member.
e. Staff members should always bear in mind that prices are subject to change without prior notice due to
circumstances outside our control.
f. All tickets will be issued by end of April of each academic year. Any changes made to the itinerary which
lead to re-booking fees are to be addressed by the staff member.

H: Travel Fund
1. The Travel Fund is the total amount available per qualifying employee / dependent when that employee /
dependent elects not to receive a ticket purchased on their behalf by the school.
2. Its value is the value specified by the school based on quotes from DAL Travel for the most direct economic
and practical economy class route to home of record,
3. It can be accessed only against payment for airline tickets and not for any other form of transport (trains/
buses), accommodation, tours or travel packages.
4. Staff members can choose to use their Travel Fund value for the end of year trip to hometown or other
destination.
5. The SSO will inform qualifying staff members of the fund value between January to mid-February of each
academic year dependent upon publication of airline flight schedules.
6. Once the staff member elects to use the fund method:
a. Travel arrangements become the responsibility of the staff member. The school will no longer be
involved.
b. There are no restrictions on the class of travel as long as the fund covers the airfare or the staff member
pays for the extra cost.
c. Staff member cannot, at a later date, decide to use the ticket method.
d. Reimbursement will be made after passenger or ticket receipt submission to SSO.
 e. Any cost exceeding the value of the fund will be borne by the staff member.
f. There will be no entitlement to cash or benefits if the fund is not fully used. Reimbursement will be made
according to the Aviation Authorities exchange rate published rate.
7. The Travel Fund can be carried over or accumulated from year to year if the travel airfare was less than the
allocated fund value of the previous year.
8. Staff member has the option to add the carried over value to:
a. Mid year allowance; or
b. To end of year allowance.
However, there will be no entitlement to cash or benefits of the carried over fund during the staff working
years or at the end of the contract.
9. Examples of the travel fund value usage:
a. A staff member, based in Khartoum, is entitled to an economy ticket annually to his hometown,
Melbourne, Australia. The value of a return ticket (Khartoum/Melbourne/Khartoum) was determined to be
USD2500. He/she decides to travel to Greece instead and the ticket value is USD1000. This will leave
an amount of USD1500 in the Travel Fund that can be used the next year.
b. If a staff member has the same entitlement as mentioned above (USD2500 to Melbourne) and would like
to travel in business class to Cairo and the ticket is valued as USD2000; he/she will have a amount of
USD500 in the Travel Fund for future use.

I: Freight and Excess Baggage

1. KICS pays a flat rate allowance to cover air, sea or unaccompanied baggage, customs and delivery in Sudan
as per each initial expat contract.
2. This allowance may be used upon travelling to Sudan for initial contract and the balance may be used upon
separating from KICS to ship items back to home of record or other destination.
3. This amount may be reimbursed to the staff member against a receipt or paid directly to a third party upon
submitting an invoice.
4. This allowance is not to be paid out in cash.
5. The school will reimburse up to 20kg to a limit of 450USD for excess accompanied baggage on in-bound
flights only on an annual basis against receipts. The staff member is entitled to this benefit mid-contract for the
first two-year contract and each subsequent year upon renewal of the contract.

J: Support Staff Travel Arrangements

1. Non-Sudanese support staff members who are entitled to an economy airline ticket to home of record (e.g.
Manila, Philippines) according to contract either annually or at the end of the contract period (every two
years).
2. These staff members may arrange their flight bookings either directly through the school or personally.
3. Should the staff member choose to arrange the trip personally he/she will be reimbursed against receipt up
to the amount provided by DAL Travel for the most direct economic route to home of record at the time of
submitting the receipt.
4. Any deviation from the lowest ticket price will be borne by the support staff member.
5. The school provides, for non-Sudanese support staff members, annual residency and single exit/re-entry visa
only for the year of the air ticket entitlement.
6. Should the staff member require an exit/re-entry visa to travel mid-contract (if he/she is only entitled to home
leave every two years), the school will assist in issuing an exit/re-entry visa but the expenses are to be borne
by the staff member.