It is my great pleasure to welcome you to College Lawn.
Opened in September 2017 and reaching completion in September 2022, we are so lucky to be living in this fabulous new boarding house in the heart of the Cheltenham College campus. I hope you and your parents and guardians are excited to be part of College Lawn.
I live in the boarding house with Mr Kirby and our three children, George, Benjamin and Lara and we are very much looking forward to welcoming you to the College Lawn family. Together with the house resident staff – Mrs Mears (Assistant HsM) and Miss Rose (Resident Tutor), and our non-resident team of excellent tutors and our two wonderful matrons, Becky and Katie, we have created a house community which is known for kindness, community spirit and sense of fun.
College Lawn is your ‘House & Home’ and there are many opportunities for you to contribute to life in College Lawn. I look forward to seeing your input and hearing your ideas.
This ‘House Handbook’ is designed to help you to get to know College Lawn and the rhythm and pattern of your life at Cheltenham College. Don’t worry; you won’t remember it all, but hopefully it will answer any questions that you have.
Welcome to College Lawn and I look forward to seeing you soon!
Mrs Caroline Kirby Housemistress (HsM)
TABLE OF CONTENTS
College Boarding House Principles
Say you’re in, call it out
College Lawn Charter and House Principles
Who’s Who and Getting in Touch
Communicating with the House: A guide for parents
College Lawn Prefect Team
House Families
Being Heard
Outline of the Year
Shape of the Week
Daily Routine
Sign in times
Dorms and room changes
Medical issues
House Rules
Keeping College Lawn beautiful!
Mobile phones and iPads/laptops
What to wear
Staying in and going out
Bath Road and Town times
Safety and security
Appendix 1: Glossary of Cheltenham College terms
Appendix 2: Rewards and sanctions
Appendix 3: Guidelines on parties
Appendix 4: Mobile Phone Acceptable Use Policy
COLLEGE BOARDING HOUSE PRINCIPLES
Cheltenham College aims to provide an environment in which each pupil in its care can flourish and grow in all spheres of their school life in a safe and secure environment. The relationship between pupil, parent and House, will be fundamental to this and communication is encouraged to be frequent and open.
A Cheltenham College House should be a place where all pupils can study, play and rest, and there should be a real sense of community and mutual respect. Pupils should develop responsibility for themselves and others, fostering their individuality whilst respecting the individuality of others. We encourage all to be resilient and to develop a growth mindset, to be confident but not arrogant, to respect and show consideration towards the immediate and wider community in which we live, and to take advantage of the opportunities offered to them.
SAY YOU’RE IN, CALL IT OUT
COLLEGE LAWN CHARTER
Here at College, and in College Lawn, we are committed to ensuring that all members of our community feel welcome, safe and valued. Following the disruption of the pandemic, the Pupil Leadership Team (PLT) have been committed to reinstating the sense of community. The ‘Say you’re in, call it out!’ campaign was designed to empower pupils to call out any unkind behaviour, supporting all members of our community to be themselves. Heads of Houses present in House meetings at the start of term and pupils are encouraged to sign pledges showing their committed towards the campaign. This pupil planned initiative has had a powerful impact and is central to house culture.
This charter was written by the girls in house and it includes principles that are important to a happy and cohesive community.
In this house, we:
- Keep the volume down before 07.15 and after 09.30
- Knock on someone’s door before going into their room
- Take care of our friends and treat them with respect
- Are mindful of asking for permission when borrowing things from other people
- Clean up after ourselves (making our bed, tidying the kitchen, loading/unloading the dishwasher) especially in spaces we share with each other
- Are honest and upfront about our feelings, and are patient with our fellow peers when they are expressing theirs
- Do not tolerate unkindness towards ourselves or any of our peers
- Are supportive and encouraging to everyone in house, and help each other when we can!
In addition, we live by the College Lawn House Principles, known as the LADDER principles.
WHO’S WHO AND GETTING IN TOUCH
The College Lawn House staff team is:
Housemistress (HsM)
Assistant HsM
Resident Tutor
Tutors
Matrons
Your address while at school is:
College Lawn House
2 College Lawn Cheltenham
GL53 7AG
Mrs Kirby CJK
Housemistress
Mrs Mears KRM Fifth Form tutor
Miss Rose PGR Fourth Form tutor
Miss Rawkins
Mr Coxon
Mrs McBride EJR RC5 SMM Third Form tutor Third Form tutor Fourth Form tutor
Mr Kirby RIK Fifth Form tutor
Mr Eddon LTE Sixth Form tutor
Mr McQuitty SMQ Sixth Form tutor
Mrs Dawson SFD Sixth Form Tutor
Mrs Colclough
Mr Cupit FEC DJC Sixth Form tutor Sixth Form Tutor
Mrs Becky Clarke
Mrs Katie Brazier
Your email address:
You will be allocated a College e-mail address shortly after arriving at College. You must let all your friends and family know this email address. Lots of internal communications at College will be sent by email, so you need to get in the habit of checking it regularly. You will also have Teams and SOCS accounts.
Contact details for parents:
Please don’t hesitate to contact the house if you have any concerns or questions. We will always respond to you as quickly as we are able. Please direct messages about medical/dental appointments to the Matrons.
I’m sure you will understand that Mrs Kirby and the tutors are often engaged in lessons away from the house. Email is usually the most effective way to get hold of us in the first instance. If you need an urgent response, please contact the house via the duty mobile or the Matrons’ email address. The Matrons will always be happy to help or to pass on a message.
Mrs Kirby
c.kirby@cheltenhamcollege.org
Matrons collegelawnmatrons@cheltenhamcollege.org
College Lawn Duty mobile: 07825 446454
*Pupils and parents: please save this number before the start of term* This mobile phone is with Matron in the day, a duty tutor in the evening and the resident duty person overnight and at weekends.
Please don’t ring before 07 45 or after 21.15 unless there is a genuine emergency
COMMUNICATING WITH THE HOUSE: A guide for parents
Houses communicate with parents in a variety of ways: email, phone and Instagram (collegelawnhousecc), and respond to parents’ requests for leave via ORAH.
Communication during the first week – girls new to College:
• Please avoid texting, calling or popping into House unannounced during the first week of the new academic year. Pupils are kept very busy during this time and it is important to try and get them settled into both their new home and school life as smoothly as possible. Less is more during these first few weeks!
• House staff and tutors will be in contact during this time with updates and will of course immediately pick up the phone if there are significant issues.
• Please avoid FaceTime and video calls; seeing you at home (perhaps with siblings and pets too) is a real trigger for homesickness. Try to stick to phone calls and text messages at least to start with.
General Routine
• All electronic devices (3F-U6) are handed in at night.
• 3F and 4F pupils have free time and access to their mobiles between 20:00-2100. However, this time is also crucial for pupils to bond, socialise and relax. Long calls home at this time can have a really negative impact on pupils’ ability to settle; please be mindful of this.
• 3F and 4F Pupils have access to their phones from 16:30 on Saturdays and between 12:00-16:30 on Sundays.
• House Matrons should be the first port of call for routine matters during the day.
• The House Matron will be in touch with you directly should your daughter require time off due to ill health or an appointment with the doctor. Low-level illness will be dealt with in house.
A phone call home is not always the best option for your daughter… Independence of thought and problem-solving are two of the key traits that Houses work hard to develop in all pupils. A phone call home is sometimes not the most effective way to overcome a problem or challenging issue. Please reinforce this with them and, as a first port of call, encourage them to speak to:
à House staff à Other pupils à Peer mentors à Tutor à Matrons à Housemistress (HsM) & Assistant HsM
Communication Advice
All of the necessary details, including the best time to contact the Housemistress, email addresses and phone numbers, can be found in the ‘Who’s Who and Getting in Touch’ section of this handbook.
Access to the House
• Parents should notify Matron in advance if you wish to visit the House (other than at end and beginnings of Terms or Exeats).
• Parents are asked to sign in and out in the Visitors Book and not be unaccompanied in areas of the House where girls may be changing/showering.
A Final Plea…
House staff put the wellbeing and happiness of the pupils in their care at the very heart of everything they do. There will be times when emotions run high, and you may not always agree with decisions taken. However, arranging a face-to-face meeting where possible is more often than not the best way for both sides to listen to one another in order to move forward with a decision that places the best interests of the pupil at its centre.
The College Lawn Pupil Prefect Team:
Head of House:
College Prefect (3rd Form):
Deputy Heads of House: Polly Penny Alexa and Sophie
3F - you will have an U6 Prefect (Penny) who is in charge of your year group, and another U6 who is in charge of your House family. They will introduce themselves to you when you arrive.
HOUSE FAMILIES
Every girl in house is allocated to a House Family named after a species of Dragonfly – our house emblem. The Families are displayed on the noticeboards in house. These are vertical groups, with girls from every year group in each Family, and they are led by the Upper Sixth girls in that Family. The purpose of the House Families is to ensure that you get to know the girls in other year groups. For the younger girls, your family is a source of advice from girls who have been through what you are experiencing. For older girls, your family offers you a chance to give back to the community and to lead. Families will often provide a structure to our closed weekend activities, to allow you time to spend together.
BEING HEARD
If you have a concern, query or suggestion we want to hear it! There are many routes that you can use to ensure we hear your voice:
Who can I talk to?
• Head of house, deputy heads of house
• Your head of year (3F: P reston; 4&5F: M Bass)
• Head of your year group in house
• The matrons
• Mrs K irby, Mr P and
• Your tutor
• Student support services
• Our house nurse,
• The health centre doctors
• The heads and deputy heads of school
• The prefects
• Whisper, our online pastoral concerns app
• Your friends and family
TERM DATES 2026-2027
Please see below an outline of the school academic year and term dates. The termly House Diary will be emailed at the beginning of each term with the most up to date events.
Autumn Term 2026
Thursday 27 and Friday 28 August
Staff Inset
Saturday 29 August to Monday 31 August International induction
Monday 31 August to Tuesday 1 September New pupil induction
Tuesday 1 September
Boarders to return by 20.00
Wednesday 2 September Term begins
Friday 18 September (from 13.00) to Sunday 20 September (boarders to return by 20.00)
Friday 16 October (from 11.00) to Sunday 1 November (boarders to return by 20.00)
Friday 20 November (from 13.00) to Sunday 22 November (boarders to return by 20.00)
Exeat
Half Term
Exeat
Friday 11 December (from 11.00) Term ends Spring Term 2027
Monday 4 and Tuesday 5 January
Tuesday 5 January
Staff Inset
Boarders to return by 20.00
Wednesday 6 January Term begins
Friday 22 January (from 13.00) to Sunday 24 January (boarders to return by 20.00)
Friday 12 February (from 11.00) to Sunday 21 February (boarders to return by 20.00)
Exeat
Half Term
Friday 5 March (from 13.00) to Sunday 7 March (boarders to return by 20.00)
Wednesday 24 March (from 11.00)
Summer Term 2027
Friday 16 April
Sunday 18 April
Exeat
Term ends
Staff Inset
Boarders to return at 20.00
Monday 19 April Term begins
Saturday 1 May (from 12.30) to Monday 3 May (boarders to return by 20.00) Exeat
Saturday 29 May (from 14.00) to Monday 7 June (boarders to return by 20.00)
Monday 7 June
Saturday 3 July
SHAPE OF THE WEEK:
Half Term
Staff Inset
Term ends
This table is subject to minor amendments at time of publication but will be re-published electronically once finalised.
There is a great deal going on every day at College! Do not worry if the below ‘Shape of the Week’ document looks confusing; it will soon feel second-nature and there will be lots of support to help new pupils get to the right place at the right time! Always ask if you are unsure J
THE DAILY ROUTINE
Weekday Routine (Monday – Friday)
07.00 – 07.15 Wake up!
07.30 – 08.00
07.45 – 08.10
LC Breakfast in Dining Hall – sign in with the Prefect on duty from 07:30 in DH
Upper College (UC) Breakfast in Dining Hall (UC in-house breakfast on a Wednesday/Saturday)
Dining hall clear by 8:15
07.45 – 08.00 3F/4F pick up iPads
08.00 – 08.15
08.30 – 10.25
10.25 – 10.55
Surgery for dispensing of medications in Matron’s Office
Make bed, tidy room and prepare books/bags. Depart for registration & school
Tutor, Chapel, Lessons 1-2
Break time – back to House for snacks!
10.55-13.20 Lessons 3-5. Lunchtimes staggered by year group
13.45-14:00
14.15 – 17.30
Afternoon sign in
Lesson 6-8 or Games, followed by activities
Evening Routine
(Monday
– Friday)
17.30
3F & 4F supper – sign in with the Prefect on duty in DH 18.00
18.45
19.00
5F & 6F supper
3F & 4F Prep 1 begins – quiet in house – Prefect on Duty in CL1
House Roll Call & Meeting (Common Room) 5F phone hand in to tutor at 18:40
3F & 4F Prep 2 begins
5F and 6F Prep begins – quiet in house.
20.00 End of Prep 2 for 3F & 4F
20.45 –21.30
21.00
21.15
21.30
21.45
22.00
22.45
Saturday Routine
3F & 4F pick up mobile phones from Matron office for
5F & 6F Prep ends
UC may go to Bath Road, the Gym or the pool. Back in by 21:30.
3F Sign-in with Duty Tutor & hand in mobile phones & iPads/other electronic devices
3F reading in bed.
4F Sign-in with Duty Tutor & hand in mobile phones & iPads/other electronic devices
3F lights out
5F with Duty Tutor & hand in mobile phones & iPads/other electronic devices
6F Sign-in with Duty Tutor
4F lights out
5F lights out
L6 & U6 hand in mobile phones
6F quietly in own rooms
Upper College lights out
07.00 – 07.15 Wake up!
07.30 – 08.00
07.45 – 08.10
07.30 – 08.00
08.00
08.10
13.00
16.30
LC Breakfast in Dining Hall
UC Breakfast in Dining Hall or in house
Surgery for dispensing of medications in Office
3F & 4F pick up iPads
Make bed, tidy room and take everything you need for lessons.
Sign in with Matron.
Leave for school promptly for 08.30 lesson start
Lunchtime Sign-in with Matron
3F and 4F may collect phones. Match tea/tea is usually around 17:00 17.3017:45
Afternoon Sign-in with Matron. Takeaways allowed from 17:30 19.30
Evening Sign-in
U6 & L6 may go into town (see Bounds & Authorised Venues page) 21.00
3F hand in mobile phones & iPads/laptops
4F hand in mobile phones & iPads/laptops
L6 latest return and sign in with resident staff on duty
22.30
Sunday Routine
10.30 – 12.00
12.00
16.30
17.0018.00
17.00-
18.00
19.00
19.30 – 20.20
21.00
U6 latest return and sign in with resident staff on duty
Brunch in Dining Hall
Lunch Sign-in (Common Room)
Pupils may go into town
3F & 4F may collect mobile phones
All 3F & 4F back in House
3F & 4F sign with duty staff and hand in phones
Supper in the Dining Hall (all boarders to attend).
No takeaways allowed after 17:00.
Supper, all to sign in with resident staff on duty in the Dining Hall
Sign In with Resident on Duty
Chapel - sometimes there will be a morning Chapel service with different timings
Sign in as normal evening routine
Normal bedtimes
Sign-in times – a reminder!
Remembering the sign-in times can be one of the most difficult things when you first start at school! It is vital that you are on time as staff have 60 girls to keep track of. If you are going to miss a sign in, let us know in advance. Always check the board for daily timings and changes!
DORMS AND ROOM CHANGES
For the incoming 3F in the first term, dorms will be organised to ensure an appropriate mix of full boarders and day boarders, and to make sure that girls from the same school are not all together for the first few weeks. Whilst this may evoke a few nerves, it is absolutely critical in allowing everyone to form new f riendships and to get to know each other. You will be asked to complete a confidential list with your preferences, so we can consider your views and choices, but House Staff will form combinations to ensure optimum harmony, experience, and opportunity for all those involved.
Dorm combinations can often cause the biggest concern for you and fuels frequent communication between house and home. Rather than immediately calling home, you are encouraged to discuss any issues with us directly as we are the ones that can help. It can be an impossible jigsaw puzzles at times and we cannot guarantee that you will always get to share with your first, second or event third choice! It is important to remember that you are never more than a few weeks away from a swap, if it is needed and there is huge amount to be learnt from living with different people and persevering when things are not exactly as you would like them to be. This is, after all, partly what the experience of boarding offers!
MEDICAL ISSUES
If you are ill during the day, the following people will be able to help:
• In House: Matron.
• At the College Health Centre: you can speak to a nurse. Doctors ’ appointments can be booked by Matron or the Health Centre nurses. The Health Centre is open 08.00-18.00 Monday to Saturday.
• In registration or lessons: speak to your tutor or teacher. You must let Matron or (in the evenings) a member of house staff know straight away if you start to feel unwell so that they are aware of the situation. The House Staff and Matrons are First Aid trained. Matron can arrange for you to see a Doctor at the Medical Centre if necessary. Matron will operate a daily ‘surgery’ in the house from 8 – 8.15am. Please see her then for any medical needs or Off Games chits. If you are sufficiently ill for Matron to think it best to keep you off lessons that day then you should not leave the house, either then or later in the day. Matron will organise meals for you so that you do not have to go to the Dining Hall. It may be necessary to send you home or to your guardian if you are likely to be unwell for some time, for example if you have a temperature, or vomiting/diarrhea. Obviously if you have been ill during the day you should not go into town or to the Bath Road in the afternoon.
If you are ill during the night, it is essential that you report to somebody and do not simply go to bed. IF IN DOUBT, ALWAYS WAKE SOMEBODY. This could be any member of residential staff, although ideally try to remember who was on duty that evening and go to them.
Medication
You should not keep any medication in your room, unless you have signed permission to self-medicate from the Medical Centre. If you self-medicate, you must keep your medication locked in your drawer or in a small box. All medication should be handed in to Matron. It will be locked into the medicine cabinet in the office with your name on it and you can access it whenever you need it. We realise that this is a little inconvenient, but it is unsafe for us to have lots of different medications lying around in rooms where someone else could have easy access to them. You will be asked to sign a declaration form each half term to confirm that you have handed all medication in.
Off Games
You can only be put off games by a member of House staff or Medical staff. You cannot absent yourself from games and your parents cannot put you off games. If you are off games for any reason you will either be in bed in House, have to go to rehabilitation clinic or supervised study in the Library. Missing Games without permission leads to a detention.
HOUSE RULES
A happy and harmonious boarding community relies on each individual behaving in a way that demonstrates clear morals, kindness and good humour. These rules exist to help support everyone in maintaining high standards of behaviour, comfortable living conditions and to ensure staff can keep you safe. Please read them carefully and ask if you have any queries or concerns.
Keeping College Lawn beautiful!
We are extremely lucky to be living in this lovely, newly refurbished house, so we need to take good care of it! House rules: if you drop it, pick it up; if you make it dirty, clean it. If you damage or break anything, please report it straight away so that it can be sorted out or replaced. It is not about blame, it is about keeping our environment safe and functional. Your room
• We want you to feel at home in College Lawn and it is great to personalise your space. However, posters, photos etc. should not be attached to painted walls. They may be attached to wardrobes, doors and shelf units using Blutack (not Sellotape). Any damage will be charged for at the end of the year. If you have any suggestions for improvements, or would like a notice board, let us know and we will see what we can do.
• Please make sure any dirty crockery makes its way to the kitchen (and into the dishwasher) before bedtime, your clothes are put away and your bed is made each morning. Matron will check rooms regularly and rewards are given to those who make a consistent effort. If your bedspace is
unreasonably untidy then you may be asked to tidy it at morning break. Please do not leave College at either half term or the end of term without first having had your room checked by Matron and removing/clearing all of your belongings.
• Any electrical items must be compliant with British safety standards. Keep an eye your cables, too –any worn cables will need to be replaced for safety reasons. Please only bring fairy lights with a battery pack. If you need an adaptor, please talk to Mrs Kirby or the matrons to ensure that what you have is safe.
• House rules, in accordance with College rules, explicitly forbid the consumption or storage of alcohol.
• Strictly no smoking or vaping is allowed at any time and no materials or such are allowed in the House.
• No candles, oil burners, lighters, matches or incense sticks are allowed at any time.
Communal areas
• No one should have to wash other peoples’ dishes or wipe surfaces down when someone else has made a mess. Everyone should clean up after themselves and it is everyone’s responsibility to keep the kitchen and CCR clean. If you find the dishwasher full and clean, empty it! If you find it full and dirty, put it on!
• Unfortunately, if someone does leave a mess then the kitchen may be locked until those responsible tidy it. Please play your part in making the house a place we are all proud of.
• If you are coming into the House with muddy footwear, please take off your shoes/leave your outside shoes in the entrance hall (neatly!). Games equipment – hockey sticks, tennis racquets etc – should be kept downstairs by the laundry too.
Whether it be the kitchens, common room or any other room, please follow the same rules: leave it tidy, check that all electrical equipment is switched off and tidy all equipment away.
Trunks and Large Bags :
While traditional, trunks are unwieldy and almost impossible to get up and down the stairs. Please use suitcases! Bags/suitcases are then to be stored in one of the storage rooms. You may wish to consider using large storage bags that fold away if you are travelling to College Lawn from within the UK.
Laundry
Please strip your bed and put your bedding into the large bins downstairs on a Tuesday. Third and Fourth Form pupils should send all clothing to the College Laundry. This means everything must be named! Your bedding should be changed weekly. Fifth Form and above: you are free to wash your own home clothes in the House laundry if you wish; please do ask for help working the machines (or the iron) before you use them for the first time! Make sure your bedding and uniform are sent to the College laundry.
Mobile phones and Devices
It’s likely that the internet and social media are a part of your daily life. It can also be a hugely valuable educational tool so here at College, we aim to strike the balance between education, trust and restriction to enable everyone to develop a healthy relationship with technology.
There’s no doubt your skills differ from those of your teachers and that you will adapt quickly to new technology and use it to communicate, socialise and create. We understand that most teenagers have access to the internet using a smartphone or tablet, and use a range of social networking sites as a vital part of their relationships with others.
It is, however, essential that you are responsible and aware of the risks when using these devices, and that you utilise suitable protective measure to prevent harm. You will have lots of opportunities to explore this topic in College. There are some restrictions on where, when and how you can use your phone/iPad/laptop:
• All pupils must sign and adhere to the ICT Acceptable Use Policy and Mobile Phone Guidance issued by College.
• You must not be on your phones when walking on public footpaths or crossing roads. Being on phones is distracting and therefore there are associated risks to you, other members of the public and other road users. This includes using earphones or AirPods to listen to music.
PHONE TIMES FOR 2026-27 ARE AS FOLLOWS:
When you do not have access to your phone, it should be switched off and in your locker in Matron’s Office. Please remember that your interactions on social media should meet the same high standards as your interactions in person. Any unpleasant postings on social media sites, written with the intention of upsetting others, will be considered as bullying and will be dealt with seriously.
What to wear
a) College Uniform
Skirt or trousers, Shirt, Tie, Blazer (all available from SchoolBlazer), Tights (black, 40 to 70 denier) or black/dark socks, Shoes. Jumper optional. Shoes that are suitable for all weathers are advisable. Please avoid ballet pumps. You should also have a smart non–uniform outfit for College trips.
b) Uniform at breakfast
When you go to breakfast, you should wear either full College uniform OR full College games kit. You should not mix and match and you must not go in mufti (except for Sunday brunch).
c) Sunday Chapel – Chapel Dress
Chapel suits are no longer compulsory. If you opt to purchase a Chapel Suit it should consist of a plain or pinstripe dark coloured single-breasted suit (skirt or trouser suit), a white, formal shirt and dark tights. If you wear a skirt it must be a smart suit skirt, i.e. not skin tight! Alternatively, you should purchase a plain white shirt that you can wear with your uniform for Sunday Chapel.
d) Jewellery
When in school uniform you may only wear:
• 1 pair of stud earrings or small hoops
• 1 necklace
• 1 watch
• 1 ring
• 1 plain bracelet
Beyond these items if you want to keep your favourite jewellery, please do not wear it with your uniform. It will be confiscated, and you will not get it back until the end of term. Similarly, please do not bring anything very precious to school.
e) Mufti
Boarders will need comfortable, casual clothes to wear after school, at the weekend and on some trips. Please make sure these clothes are named.
f) Make-up, nail varnish and hair
Make-up should not, as a rule, be worn but we recognise that on occasion you may wish to use some. If this is the case it should be discreet. If you are very obviously made-up then you will be asked to remove your make-up straight away. Nail varnish should not be worn – please visit the house office for nail varnish remover if necessary. Hair should be a natural colour, and not be obviously dyed or highlighted. It should be kept in a tidy, manageable style.
g) Looking after your clothes and bedding
All items should be clearly named, as finding unnamed clothing is a virtual impossibility. Visit the House office for a laundry marker if you need one. Put all clothes away after use or in the laundry on the appropriate day. No ‘floordrobes’, please!
Staying in and going out
Closed Weekends
• A ‘closed weekend’ is a weekend when all Day and Full Boarders across the whole school are expected to stay in school for the weekend. These typically fall on the first weekend in each half term and are highlighted in the ‘Shape of the Year’ page of this handbook
• There will be a House activity put on or even a school-wide event. Each house may have an additional closed weekend throughout the year for a Charity event or house activity. The date can vary but will be published with good time
• There will be other occasions in the year when you are expected to take part in House activities. There are compulsory events such as Family Day, Remembrance Sunday and House Christmas Dinner but many others are optional. You are encouraged to attend many of the concerts and plays to support your peers
• In the Autumn term, if you are a new pupil you are asked not to go home for the first two weekends and new day boarders are asked to stay all of the weeknights too. This is to help you to settle in and to help you to get to know everyone. These weekends will be pretty busy, and are critical to helping you to get settled in to life at College
Invites (i.e. weekends out)
As a boarder, should you wish to go home for a weekend, the following rules MUST be followed:
• You must be in for at least 50% of the weekends in any term.
• In your first term you should not go home for the first two weekends.
• You must tell Mrs Kirby and Matron that you plan to go on invite by 08.30 on Thursday morning AND AN ORAH SUBMITTED by parents/guardian by midday on Thursday ; please don’t just wait for your parents to contact staff. It is polite to talk to the staff in house too!
• If you are staying with friends, the house needs to hear from your friend’s parents as well as yours by 21.00 on the Thursday evening.
• Permission will be refused for last minute requests, except in exceptional circumstances.
• You may leave for the weekend after your sports commitments on Saturday afternoon, but not before games has finished (this may be late for away matches so choose your invite weekends wisely).
• Please note that there are a wide range of weekend activities on offer. If you sign up for one and then subsequently go home on an invite you will still be charged, so plan ahead and talk to your friends about what they are doing.
• Day boarders who are expected to stay in House in the first few weeks of the Autumn term: these nights do not come off your termly allocation as they are key to settling in and getting to know the house, new joiners and routines.
• You must be back on Sunday before 19.00 in time to change for Sunday Chapel.
Leaving the House
If you are leaving the house at any time, you must sign out on Orah. Please also speak to the member of staff on duty: you would not leave your home without mentioning it to your parents, and the same applies here!
Town
On Sunday afternoons, Third and Fourth Form may go into town between 12.00 and 16.30, but only with their Housemistress' permission and in groups of at least three. You must sign out and indicate an expected return time. You should not be in school uniform. There will be a sign in at 16.30 for Third and Fourth Form. Meals out
Your parents may want to visit and take you out for a meal, for a special occasion or just to catch up with you. Please make sure such meals out do not clash with lessons, activities or prep as far as possible. You need to let the house staff know as soon as you can, and your parents are asked to contact the house to confirm with at least 24 hours’ notice via Orah.
Dining in
On Saturday evening you may order a takeaway from 17.30. Please let a member of house staff know that you have done so. Of course, you may also cook in the House kitchen if you wish. No takeaways may be ordered on Sunday afternoons after 17.00. All other meals are to be eaten in the Dining Hall. You should not eat on the street when in uniform or kit.
Exeats, Half Term and End of Term Travel and Pick up Arrangements
Parents request your leave out via the iGTM system.
Bath Road Times
No one is allowed onto Bath Road during study periods or on a Monday and Wednesday afternoon. Upper College are not allowed on Bath Road until 13.40 at lunchtime Monday-Friday.
Third Form are not allowed on Bath Road Monday-Saturday Autumn Term. After Spring Half Term, they are allowed around games commitments on Thursday after lunchtime sign in until 17.15, but not on Friday afternoon. All boarders and day boarders must attend supper.
Fourth Form are allowed on Bath Road around games commitments on Thursday after lunchtime sign in until 17.15, and on Friday 16.10-17.15 (as long as activity/team practice is honoured). All boarders and day boarders must attend supper.
Fifth Form are allowed on Bath Road around games commitments and APT on Tuesday and Thursday after lunchtime sign in until 17.15, and on Friday from 16.10-17.15 (as long as activity/team practice is honoured). All boarders and day boarders must attend supper.
Upper College are allowed on Bath Road between 10.25-10.50 on Monday-Saturday. Upper College are also allowed around games commitments on Tuesday and Thursday afternoons after lunchtime sign in until 17.15 and on Friday from 16:10-17:15 (as long as activity/team practice and APT is honoured). At lunchtime pupils may go to Bath Road after they have eaten lunch Monday to Friday 13.40-14.00. All boarders and day boarders must attend supper. Upper College are also allowed on Bath Road during prep break Monday-Friday 20.4521.30 but must not bring takeaways back to House.
On Saturday afternoons pupils (less Third Form in Autumn Term) are allowed from 13.15-17.30 but they must honour their activity, sport, game. They must sign out of House, and be in clean College sports kit if going straight to sport.
Sunday – Year Specific times:
• All years 10.00-11.30
• Lower College 12.00-16.30
• Upper College 12.00-17.35
At all times, pupils must sign out from the House and must attend tea in the Dining Hall.
Prep Break
Only members of Upper College are allowed to Bath Road during prep break. They must be back in House by 21.00.
Bath Road Times
10.25-10.50 13.40-17.15 (lunch, sign in and sport must be honoured) 20.4521.30 10.25-10.50 13.40-17.15 (lunch, sign in and sport must be honoured) 20.4521.30 10.2510.50 13.4017.15 (lunch, sign in and sport must be honoured) 20.4521.30 10.25-10.50 13.40-17.15 (lunch, sign in and sport must be honoured) 20.4521.30 10.25-10.50 13.40-17.15 (lunch, sign in, sport/activity must be honoured) 20.4521.30 10.2510.50 13.0017.30 (lunch, sign in and sport
5F
4F
3F
No Bath Road
Town times
U6
14.15-17.15 (sport, APT and CPT must be honoured)
No Bath Road
14.15-17.15 (sport, APT and CPT must be honoured) 16.10-17.15 (activity/sport must be honoured) 13.1517.15 (sport must be honoured)
Aut & Spr 1: No Bath Road Spr 2 & Sum: 14 1517.15
No Bath Road
No Bath Road 10.0011.30 12.0016.30
No-one is allowed to go to the Bath Road during study periods You must either wear full uniform or mufti on Bath Road. A mixture must not be worn At all times you must sign out from House via Orah
With HsM/Matron permission and chit
Sport must be honoured Wearing mufti
Back by 17.15
Must attend supper
U6 may go into town on Sat eve if they inform duty staff and:
- sign out and back in - minimum of 2 girls, and give names of all group members - go to a venue on authorised list (see notice board) - are back by 22.30
12.00-17.30
Sign out and inform duty staff
Stay within bounds
L6 No access to town
With HsM/Matron permission and chit
Sports must be honoured Wearing mufti. Back by 17.15
L6 may go into town on Sat eve if they inform duty staff and:
- sign out and back in
- minimum of 2 girls, and give names of all group members
- go to a venue on authorized list (see notice board)
- provide receipt - back by 22.00
SAFETY AND SECURITY
a) Entry to the House
• Entry to the House (and to all areas of College) is via your green wristband. It is VITAL for House security that if you lose your band you let us know immediately.
• Please always be mindful of House security. Do not let anyone into the House you do not recognise. Please let a member of House staff know if there is a visitor who wishes to come in and the member of staff will let them in. Visitors will not think you are rude, just careful! The same is true for all College buildings.
b) Electrical equipment
You may wish to bring a small number of electrical appliances for use during term time. It is parents' responsibility to ensure that electrical equipment brought into House is safe and in good working order. Checks will be done early each year, for which a nominal charge is added to the bill. Only UK plugs may be used; adaptors pose a fire risk and are not permitted.
c) Money and valuables
• Please do not keep large amounts of cash in your room.
• Please ensure that ApplePay is not your only means of paying for things. All pupils in 3F, 4F and 5F will need access to a bank card (or cash) as you will not be allowed to take your phone to the Bath Road if it is not your phone time.
• If you arrive at College with a quantity of money, we can hold it for you safely in the House Office and you may have access to it any time you need it. Alternatively, open an account with a high street bank and keep your money safe with them! Let Mrs Kirby know if you are an overseas student and you need a letter confirming your attendance at Cheltenham College in order to open a bank account.
d) Storage of valuables - Every girl has a lockable desk drawer in her desk (ask Matron for the key if it is not in the drawer) and a lockable space for each wardrobe – please bring a combination padlock for your wardrobe lockable space . However, it is recommended that you do not bring very expensive items to school or items with great sentimental value. If you do choose to bring something valuable to school then you do so at your own risk. This means that should it get broken or go missing, a claim will have to be made on your parents’ Home Contents Insurance policy.
e) Emergency Procedures
• We have a VERY loud fire alarm in College Lawn and should it sound everyone must evacuate the building immediately by the recognised Fire Exits. You must use your nearest exit, which may be a door that is not usually used such as the front doors of the College Lawn buildings.
• Do not stop for anything and do not try to bring any personal belongings with you. The assembly point is the car park at the front of College Lawn 1. If the car park is not safe, we will walk up the road to the car park at Queen’s and assemble there. You must line up in single file in year groups and remain completely silent so that a member of staff may take a register. When it has been ascertained that the building is safe, everyone will be allowed back in.
• College Lawn also has a security alarm system which is activated every night. All external doors are on this alarm system and lock automatically. If you hear this alarm sounding, please stay where you are until you are given the ‘all clear’. In any other emergency situation you should go to a member of staff and tell them about the emergency. They will then take the appropriate action.
Appendix 1: Glossary of Cheltenham College terms
AHsM: Assistant Housemaster/Housemistress
APT: Academic Protected Time - allocated time when you can drop in to a Department for help
Astro: The astroturfs (Cotswold or Linton) where hockey takes place, next to the Sports Hall
ASP: Academic Support Plan - an agreement between tutor and pupil to ensure you are fulfilling your academic potential
ATL: Attitude to Learning – a score (1-5) given by each of your teachers. It appears on every school report
Bath Road: The road running past College with local shops and food outlets
Boot room: The room where your sticks/racquets etc are kept, and any dirty footwear. It is outside the laundry
Block: A4 lined writing paper which you will be given by your tutor at the start of each term
Chapel suit: Smartest set of clothing, worn for Chapel on Sundays and formal events such as Speech Day
Chit: A signed slip of paper giving permission for you to go into town
Classroom Re-sit: Used by teachers if you are required to re-sit a test
Closed Weekends: A weekend when no overnight or invite can be taken (except in exceptional circumstances). These include the first weekend of every term and certain House events
College Field: The senior sports pitches in the centre of College commonly used for rugby, football and cricket. The view from College Lawn!
Colts: Fifth Form sports teams
Commendations: Given by teachers for excellent effort or attainment. Count towards House rewards
Commendation Chart: The means by which Commendations are tracked and rewarded in house
Common Room: A room for relaxing, chatting with friends and watching TV. Also where house meetings take place
CPT: Creative Protected Time. Windows on Tuesday and Thursday afternoon for drama, music and art
CSC: College Student Council. Representative pupil body with members of every House contributing feedback and initiatives
Demerit (Academic): For poor standards in class, missing prep deadlines, repeated lateness or not bringing the correct textbooks or equipment to lessons. 2 in a week = weekday gating, 3 in a week = Saturday Night Detention
Demerit (Behaviour): For poor behaviour or attitude. 2 in a week = a Saturday Night Detention
Dorm: Bedroom
Duties: Chores in the House such as tidying kitchens, recycling or similar
Exeat: a weekend when all pupils leave College to have a good rest! Normally one every half term
Exhibitioner: an academic or co-curricular award recognised by a pink and black tie
‘Extra’ Prep: Usually 30 minutes in a House Library to make good on any Academic Demerit received Floordrobe: Clothes left scattered liberally on the floor. Likely to lead to extra House duties
Gating (weekday): on Tuesdays for Lower College, on Thursdays for Upper College. Supervised working time in full school uniform, in a classroom. No Bath Road time
Health Centre (HC): Where you will find the College Doctors, nurses, physios and Student Support Services
House meetings: These take place in the Common Room at 13:45/14:00 Monday, Wednesday and Friday, 18:45 every night during the week and at 08:00 on Saturday and 19:30 on Sundays. They are compulsory unless excused for College commitments and a great way to pass on announcements and good news House Night: A night when all boarders and day boarders are in House. Often the evening when you will play House sports, have a quiz or eat together
House Team: College Lawn’s Team on Microsoft Teams. Make sure your notifications are turned on as this is the main way staff will share information with you and communicate with year groups. Get into the habit of checking your year group channel regularly
Invite: For Boarders, to go home, to a friend’s house or out for a meal on a Saturday or Sunday. Parents must confirm with Mrs Kirby and/or Matron and you must be back for Chapel registration at 1900
HsM: Housemistress or Housemaster (Mrs Kirby)
Junior Colts: Fourth Form sports teams
Lower College: Third Form, Fourth Form and Fifth Form
Matron: A member of House staff who is central to helping you settle at College. They will assist with medicines, laundry, travel, appointments and generally keep an eye on you!
Mufti: Non-College clothing to be worn after College commitments, in the evenings and on Sundays. Don’t bring too much, and make sure it is named! Do bring at least one outfit for formal dinners
Notification: A notice via email, usually from a teacher reminding you (and alerting your Housemaster and Tutor) of any extension to work given or of first instance lateness or forgetfulness
Off Games: If injured/ill see Matron at 0800 and she will arrange for you to visit the Medical Centre. If ‘off games’ you will conduct supervised study or attend a rehab clinic
Pots: Inter-House sports competitions
Prep: This can refer to two things: homework set by your teachers to be completed in free periods or in the evening, and also the time in which the house is quiet and students complete their prep
Private Side: The Kirby’s family’s home. You can ring the bell if you need Mrs Kirby!
Quad: Central area of College encompassing the entrance to the Dining Room, Chapel, Big Classical and the Chatfeild-Roberts Library
Reeves: Sports fields used predominantly for rugby, football and cricket
Reflection Meeting: Regular meetings with your tutor to discuss progress and potential
RT: The Resident Tutor, Mrs McBride
SATIS: A card on which teachers comment after every lesson. Used to monitor academic or behavioural underperformance
Saturday Night Detention: Supervised evening, in full school uniform, no iPads/laptops or mobile phones (usually includes a Sunday House Gating)
Scholar: the highest academic or co-curricular award, recognised by a pink tie
Sign Out: Whenever you leave College Lawn, you must sign out on Orah. Periodic checks and made and sanctions given to girls who are not using Orah as they should be Sign In: Regular times when you need to come and register in House SLT: Senior Leadership Team – the members of senior staff who run College Storage room: The cupboards where trunks and suitcases are kept during term time
Sunday House Gating: usually will be given with a Saturday Night Detention. No Town or Bath Road Time on a Sunday
Ties: House colours, Prefect ties and more for outstanding contribution in all areas of College life
Town: Central Cheltenham. Accessible at weekends (with permission) for recreation or eating out Upper College: Lower Sixth and Upper Sixth
Yearlings: Third Form sports teams
If you do not know what something means, please do not hesitate to ask!
Appendix 2: Rewards and Sanctions
Rewards
a) General
Good behaviour and a responsible attitude are generally rewarded by understanding and flexibility from the staff when the girls need it most. Girls and staff work together in a spirit of mutual cooperation to create a harmonious and happy house atmosphere.
b) Housekeeping
When girls keep their rooms tidy they will find themselves in receipt of rewards from the matrons!
c) Values Commendations
Values Commendations can be awarded for the 5 Cs: Community, Creativity, Character, Curiosity and Continuous Excellence.
d) Half and Full House colours
These are ties awarded for consistent commitment to House, for those who may have exhibited strong leadership skills, have taken the initiative to help organise House events, have participated and encouraged others or who have simply shown a desire to help and support others.
e) Prefect Status
For girls who display the necessary leadership skills and routinely go ‘beyond the call of duty’ in assisting girls or staff, there is the ultimate reward of being appointed as a Prefect in the latter part of their Lower Sixth year. Prefects have a valuable input into deciding how the House should be run as well as assisting in the everyday operation of the boarding House and College. They plan social functions for the House and they represent the House in the wider College environment
Sanctions
Generally, there is very little need for House sanctions. Any sanctions can only be given by the Housemistress or with the Housemistress’ consent. A few areas of house life may require disciplinary action:
a) Missing breakfast without permission
Should this happen the girl is issued with a Breakfast chit which will last for one week. You have to get your chit signed every morning by the member of staff at breakfast.
b) General housekeeping issues
Matron checks all the bedrooms daily and asks the girls to tidy up if their rooms require it. If the same girl is regularly found to have an untidy room the Housemistress is informed and she will speak to the girl to ascertain if there is an underlying cause for the untidiness. You may be put on kitchen duty or have Bath Road privileges removed until it is tidied. In extreme cases, the girl’s parents may be involved in helping to resolve the situation.
If a girl’s appearance is untidy, the aspects of her appearance that require attention are explained to her and she is offered assistance to rectify the situation. Should the situation subsequently fail to improve, it may result in the removal of some privileges until an improvement is noticed. Privileges which could be withdrawn include access to Bath Road/Cheltenham or access to time out of the house during the period known as Prep Break.
c) Inappropriate behaviour
Should anyone exhibit any form of inappropriate behaviour they are asked to see the Housemistress who will discuss the situation with them in an effort to understand what has caused the behaviour. Together, a solution will hopefully be found. If necessary, the girls’ parents may become involved to resolve the situation. If this fails, or the inappropriateness of the behaviour is deemed serious enough, the Assistant or Deputy Head Pastoral may be consulted and a sanction given in accordance with College rules. It may be more appropriate in some cases for the DSL to be consulted, particularly if the issue concerns an aspect of Child Protection.
Appendix 3: Guidelines on parties
College advises that parties are not held during term time due to the extremely busy nature of boarding school life. Exeats also are designed to give you an opportunity to catch up on sleep: parties then defeat the object of the exercise. Parties should therefore only take place during the holidays and half terms.
On appropriate occasions, Housemasters and Housemistress will make exceptions when parents wish to organise small dinner parties for College pupils provided that they are on a Saturday night, parents are in attendance and they give the Deputy Head (Pastoral), Senior Housemaster and the Housemistress all the proposed details (including the invite list), ten days in advance.
For clarity the College Policy on Invites and Parties is copied below:
Invites and Parties
1. Invites
Boarders may request to go home for an invite on any Saturday, any Sunday or overnight any weekend in term time unless it is a designated ‘closed weekend’: we do however expect them to spend more Saturday nights in College than out and therefore would not expect them to go home on consecutive weekends unless there is an exceptional circumstance. Saturday and overnight invites should not begin until all College commitments have been fulfilled. Sunday and overnight invites should be over by 19.00 if there is evening chapel so that pupils have adequate time to change for House assembly and to attend the evening service. If there is no chapel it may be permissible for pupils to return on Monday morning in time for registration. We ask that pupils put in requests for invites for any weekend by the preceding Thursday. Parents should confirm this requesting an Orah pass from their Housemaster or Housemistress (HsM) by 21.00 on the Thursday.
A pupil may go on invite with another pupil’s parents provided both sets of parents notify the HsM. Should an invite be spent with friends in or around Cheltenham, normal College Rules regarding the town apply. Any boarder on invite behaving in town in such a way as would incur a sanction were he or she in College, will receive the same sanction. We also expect our Day pupils to abide by the same town rules, with regards to pubs and clubs, as boarders.
2. Parties
It is not sensible for pupils to attend parties during term time: late nights and the busy College schedule do not make happy or constructive partners. Exeats also are designed to give the pupils an opportunity to catch up on sleep: parties then defeat the objective of the break away from College. We do ask parents, therefore, to make sure that parties only take place during school holidays and half terms. In line with Safeguarding and Child Protection Association best practice for allegations management, parents and pupils should be aware that behaviour taking place outside College, such as at a party, can be dealt with by College.
The one exception to the term time parties rule applies to birthday dinners. It is perfectly acceptable for parents to take their son or daughter out for dinner on their birthday with a friend but relevant permissions must be put in place first and parents must be in attendance. Parents may organise small dinner parties for College pupils provided that they are on a Saturday night, the parents are in attendance and the Senior Housemaster is given all the proposed details a week in advance. School rules will still apply, even if pupils are on an invite, and behaviour can still be dealt with by College even though there may be delegated parental supervision.
The Senior HsM, Dan Evans, can be contacted by emailing d.evans@cheltenhamcollege.org
Appendix 4: Cheltenham College Mobile Phone Acceptable Use Policy
Mobile Phones
Mobile phones are not school-issued devices, we therefore strongly recommend that parents do not buy expensive smartphones with large amounts of data, as this can bypass our filtering and monitoring platform that is put in place to safeguard pupils. Anyone found using their phone inappropriately will have their phone confiscated and handed in to College Office where is will be logged and HsM informed. Should a pupil be caught with a second phone it will lead to an automatic Saturday night detention and the confiscation of both phones.
Mobile phones should not be used during the school day by any pupil.
iPads should be kept in appropriate bags and stored in the various locker space provided
You will soon become familiar with this maxim, which is a College Lawn favourite!
Use these questions to check if what you are going to say is going to contribute to an atmosphere of kindness and support in House, and in the College Community more generally. Try it!