HILLINGDON MANOR
SCHOOL
Visitor Policy
It is the policy of Hillingdon Manor School that all visitors report to the main reception area upon
entering the school premises. All visitors shall be welcomed in an efficient and cordial manner.
All visitors will politely be asked to state the purpose of their visit and to confirm their status by
producing verifiable documentation – this will be checked with the school diary to verify that an
appointment has been made. If there is any doubt as to the authenticity of this information, a
member of the senior management team or the Headteacher will confirm their identity by making
further enquiries directly with the organisation/company from which they represent.
If there is no previous appointment, then the Head Teacher or Deputy will be informed to see
whether the visit should be allowed to proceed or not - in the meantime the visitor will be asked to
wait in reception. If the visitor is not expected, admin staff will check with the staff concerned,
whether this is a suitable time to visit or whether the visit needs to be re-scheduled.
Following satisfactory verification, the visitor will be required to enter his/her details in the school
visitor book. The following information will be recorded; name, organisation/company name which
they represent, to whom visiting, vehicle registration number, time of arrival and on leaving, time of
departure.
By way of reference to a member of the senior management team or the Headteacher a decision
will then be made as to the status of the visitor and whether they should be issued with an
‘accompanied’ or ‘unaccompanied’ visitor badge for the duration of their visit.
The visitor will then be issued with the appropriate visitors’ badge and lanyard and advised of the
location of the fire assembly point they should go to should the fire alarm sound. Attention will also
be brought to any school policies relevant to their visit.
Visitors will be asked either to take a seat in reception area or await collection by the person whom
they are visiting or accompanied to the designated meeting place by a member of staff.
Any visitor not wearing a badge will be challenged by staff. Staff not challenging unidentified
visitors will be neglecting their duty in safeguarding the welfare and safety of children and school
security. Remember that infrequent visitors, including parents and volunteers may not be known by
all staff and therefore need to wear a badge at all times to ensure school security.
All members of staff are reminded that if you see a visitor who is known to you but is not
wearing a badge, the chances are that they will not have not followed the correct visitors
procedures and so it is your duty to politely remind them of school protocol and request
that they return to the reception area to obtain a visitor badge.
Contract workers/tradesmen visiting or working at the school premises within term times or during
normal school hours should strictly be by appointment with the school Maintenance Manager. By
way of reference to either a member of the senior management team or the Headteacher, a
decision will be made as to their status and whether they should be issued with an ‘accompanied’
or ‘unaccompanied’ visitor badge.
In the interest of safeguarding and promoting the welfare and safety of children we serve, contract
workers/tradesmen who are not in receipt of an enhanced CRB disclosure shall be accompanied at
all times during normal school hours. Evidence of an enhanced CRB disclosure will be required
before issuing an ‘unaccompanied’ visitor badge.
Parents/carers visiting or attending pre-arranged meetings with teachers or professionals are also
required to follow the Visitors Policy and obtain a visitors badge. Some discretion will however be
shown for parents/carers collecting or returning their child to school for appointments during normal
school hours. However, in such circumstances parents/carers will remain in reception until their
child is collected or brought to reception by a member of staff.
Parents/carers must not leave their child in reception without first seeing someone in authority and
ensuring that their child has been handed over into the safety and jurisdiction of an appropriate
member of school staff.
Visitors’ badges should be returned to reception at the end of each day before a visitor leaves the
school premises. All visitors should be asked if they have ‘Signed Out’ before safely leaving the
school.
This policy has been adopted for the security of the school and to safeguard the welfare and safety
of the children in our charge.
Last Review Date: October 2014
Staff member responsible: Akinyi Dulo, Head Teacher
Next Review Date: October 2015