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Structure of the School Year Children and Young People Consultation Tool Kit

On behalf of the Welsh Government and Miller Research, Young Wales want to hear from school children and young people on proposals to amend school term dates so that terms are more equal in length, with more evenly distributed breaks, for maintained schools in Wales. We want to empower schools to actively participate in the Structure of the School Year consultation. This toolkit provides resources and guidance for schools to organise and conduct their own consultations with children and young people. How to respond Responses to this self-completion consultation should be completed and e-mailed to rachel.clement@childreninwales.org.uk by Friday 9th February 2024. Further information and related documents please email rachel.clement@childreninwales.org.uk

Toolkit contents Introduction guide Welcome and purpose of the self-completion session.....................................................................5 Who are Children in Wales.................................................................................................................................7 Consultation check list..........................................................................................................................................8 Session plan Comprehensive guide outlining the entire session plan..................................................................10 Tips for facilitating group discussions and managing time.............................................................13 Ice breaker games list...........................................................................................................................................15 Resources Consultation Questions........................................................................................................................................18 Video link......................................................................................................................................................................19 Welsh Government document with visuals of current school year calendar and proposals...........................................................................................20 Forms Privacy notice for young people and children........................................................................................22 Feedback......................................................................................................................................................................25 How do I send my feedback?...........................................................................................................................27

Introduction guide 4

Welcome and purpose of the self-completion session Welcome and thank you for actively participating in the Structure of the School Year self-completion consultation tool kit. We are thrilled to have your school’s valuable input as we collectively explore potential changes to the school year calendar.

Key aims of this toolkit • To reach as many schools and young people living in Wales • Provide guidance and necessary tools to undertake the Structure of the School Year consultation and engagement effectively and efficiently

• Ensure the consultation and engagement is consistent and conducted to the highest standard

Who is the tool kit aimed at? All schools who have agreed to take part in the self-completion tool kit. The session plan is aimed at all pupils who attend school, however we understand the differences in ages so the kit is designed to be flexible to cater to the needs of the children and young people.

Purpose of taking part This consultation is an essential platform for your pupils to contribute their insights and opinions on the proposed Structure of the School Year. Their active involvement plays a crucial role in shaping the future of the school year, ensuring that it aligns with the needs and preferences of pupils, educators and the broader school community.

Children and Young people having their say We believe in the power of young voices and recognise the importance of providing a platform for pupils to express their thoughts on the school year calendar. This consultation is an opportunity for children and young people to actively participate in the decision-making process that directly Impacts their education and well-being.

Voices heard By taking part, your school ensures that the voices of pupils are heard loud and clear. We value the unique perspectives and experiences of each participant and this consultation is a testament to creating an inclusive and participatory environment. Your contribution will not only shape the ongoing discussion but also have a lasting impact on the structure of the school year. We appreciate your dedication to fostering positive change and look forward to hearing the valuable insights your school brings to the table.

Who are Children in Wales Children in Wales is the national umbrella body for organisations and individuals who work with children, young people and their families in Wales. Young Wales is a Children in Wales initiative that amplifies and supports the voices of children and young people across Wales to be heard, listened to and have influence in decisions that affect their lives; underpinned by the UNCRC and the Children and Young People’s National Participation Standards. We aim to do this by ensuring that young people have opportunities to participate and raise issues that are important to them; ensuring their voices are heard by decision makers, policy officers, Welsh Government officials and Ministers. Young Wales has an established history of driving children and young people’s rights, engagement and participation agendas on a pan-Wales basis. We have a cohesive partnership approach to our work encompassing children, young people and partners from a range of sectors and organisations, in order to support children’s rights and participation; ensuring that children and young people are at the centre of all decision making. Our focus is on enabling children and young people’s voices to be heard and listened to throughout Wales. ‘Having a Voice – Having a Choice.’

Consultation check list 1. Identify a focus group of young people 2. Confirm when session will take place 3. Read Privacy notice with the group 4. Prepare session – resources / look at session plan etc 5. Take notes throughout the session and encourage participants to give their feedback 6. Fill in the equality data form with your notes and feedback 7. Check if parents / carers give permission for the children to participate 8. Send all information and findings from consultation by Friday 9th February 2024 to Rachel.clement@childreninwales.org.uk Please note: children and young people do not need to write their names or any other personal information on sheets that will be collected in. Schools are encouraged to customise the toolkit to fit their specific needs. The goal is to provide a user friendly, comprehensive resource that empowers schools to conduct the self-completion session effectively with their pupils.

Session plan 9

Structure of the School Year – consultation session plan To engage and consult with young people on the Structure of the School Year. Young people will be engaged in discussions about their thoughts and experiences. Through interactive activities and resources, the session aims to encourage open dialogue and provide an opportunity for young people to express their opinions. Duration – 60 minutes Facilitator/Resources Resources: Computer or screen to share video / flip chart paper / pens/ colours / sticky notes / print outs of what the breaks look like now / the proposals - Welsh Government document / printed copies of Questions. Please see pages 18 – 20. Throughout the session, there will be plenty of opportunities to ask more questions e.g. in the group work / one to one. Support for participants should be offered throughout the session. Some tasks may be adjusted or changed depending on the needs of the young people. It is essential to create a safe and inclusive environment where participants feel comfortable expressing their opinions. Time

Activity Introductions 1. Welcome and purpose of the Structure of the School Year video English version: https://www.youtube.com/watch?v=RBvZFfkYgjQ&feature=youtu.be

5 mins

Welsh version: https://www.youtube.com/watch?v=OdJ50s0h1Mw What is a consultation? Brief overview of the current school year calendar and the need for the change. Explain the importance of gathering their opinions on the school year calendar. 2. Name and tell us how old you are? Create a relaxed atmosphere by having participants sharing their names and ages (note down ages of each participant)

5 mins

Icebreakers

• A game of your choice – please see page 15 for ideas Current calendar Present visuals of the calendars – current / proposals (Welsh Government document)

5 mins

• Discuss current school year calendar • Highlight key holidays, exam periods and the potential need for the proposed changes.

Group activity – proposed changes

• Divide participants into small groups • Provide calendar for proposed changes (you can print hard copies or share the Welsh Government document on screen)

• Instruct groups to discuss and what will these changes mean to you?

They can answer the questions on the printed versions you may supply or flip chart / A3 paper.

1. Do you like the current school calendar? 25 mins

2. Imagine that 1 week of the summer break was moved to October to make the October break 2 weeks long instead of 1 week long. This would make the summer break 5 weeks long. Do you like this idea? 3. Imagine the spring break takes place at a similar time every year. At the moment the spring break moves so it can be at the same time as Easter. This can make some school terms very long or very short. Do you like the idea of having a spring break at a similar time every year? 4. Imagine we have a 2 week break in May or June. We currently have 1 week. This would mean that the summer break would be 1 week shorter. Do you like this idea? 5. Do you like the idea of having GCSE, AS and A level exam results days in the same week?

Group share back 5 mins

• Each group briefly present their findings and opinions. • Facilitate a brief Q&A session after each presentation

Welsh language impact Ask participants to work in their groups answering the following questions of the Welsh language. 1. Do you think changing the school calendar would affect the Welsh language? 5 mins

2. What impacts do you think there would be on the Welsh language? How could we reduce any bad impacts and increase good impacts? Open the floor for additional thoughts on the school calendar. 3. Is there anything else you would like to tell us about your thoughts on the school calendar?

Share back 5 mins

• Group share their reflections and additional thoughts • Encourage open discussion Reflections and feedback

• Compliment the participants on their engagement and contributions. • Summarise key points discussed during the session. • Thank participants for their valuable input. 5 mins NOTE – Adapt the timing based on the specific needs of the group, encourage an open and respectful atmosphere throughout the session At the end of the session collect all notes from participants, staff notes and share back to rachel.clement@childreninwales.org.uk to collate as evidence. Please see page 27.

Tips for Facilitating Group Discussions and Managing Time 1. Establish Clear Objectives

• Clearly communicate the objectives of the group discussion at the beginning. • Ensure participants understand the purpose and expected outcomes. 2. Create a Welcoming Atmosphere

• Foster an environment where participants feel comfortable expressing their opinions. • Use positive language and encourage active listening. 3. Icebreaker for Team Bonding

• Begin with a short icebreaker to facilitate team bonding and ease participants into the discussion.

4. Clearly Define Group Tasks

• Clearly articulate the tasks assigned to each group during the activity. • Provide written instructions to avoid confusion. 5. Monitor Group Dynamics

• Pay attention to group dynamics and intervene if any participant is dominating the discussion.

• Encourage quieter participants to share their thoughts. 6. Time Management

• Allocate specific time limits for each agenda item to stay on schedule. • Use visual cues or timers to remind groups of time constraints. 7. Encourage Inclusive Participation

• Ensure everyone has an opportunity to contribute. • Direct questions to different group members to involve everyone. 8. Manage Group Share Back

• Set a specific time limit for each group's presentation. • Facilitate a brief Q&A session after each presentation to maintain engagement.

9. Stay Flexible

• Be flexible in adjusting the discussion pace based on the group's needs. • Allow for extra time if a topic generates extensive discussion. 10. Use Visual Aids Effectively

• Utilise visuals of the current and proposed calendars to enhance understanding. • Visual aids can help convey information efficiently and keep participants engaged. 11. Keep the Discussion Focused

• Gently guide the discussion back to the main topics if it goes off course. 12. Encourage Constructive Feedback

• Foster an environment where participants feel comfortable providing constructive feedback.

• Encourage feedback not only on proposed changes but also on the process itself. 13. Prioritise Key Points

• Summarise key points discussed during group presentations to ensure clarity. • Focus on the most relevant and impactful insights. 14. Manage Welsh Language Impact Discussion

• Encourage participants to express thoughts on the potential impact on the Welsh language.

• Moderate the discussion to ensure a respectful exchange of ideas. 15. Allocate Time for Reflections

• Allow time at the end for reflections and feedback. • Acknowledge and appreciate participants for their contributions. Note: Adapt these tips based on the specific dynamics of the group and be prepared to adjust as needed during the session.

Icebreakers Icebreaker games are a great way to engage pupils and create a positive and comfortable atmosphere during consultation work. They help break down initial barriers, foster team building and encourage participation. This ultimately promotes open communication and collaboration within the group. Ideas for icebreakers at the beginning of the consultation session: Get into order / groups… 1. “Line up according to height. Tallest to shortest, go!” 2. “Line up according to your birthday. January to December including order of days, go!” 3. Get into groups with people who have the same eye colour as you 4. Get into groups with people who have the same hair colour as you. Two Truths and a Lie Everyone take turns sharing two true statements about themselves and one false one. Others try to guess the lie. Human Bingo Create bingo sheet with interesting facts or characteristics. Everyone has to mingle, trying to find someone who fits each description to get a full house. Name That Tune Play short clips of popular songs. Everyone competes to guess the song title or artist first, encouraging friendly competition. Getting to know you Everyone has to move around the space introducing themselves before rotating to a new person. I connect One person has to say something that is true about them e.g. I like going to the cinema / I like going to after school club etc. If the pupils in the room connect, they have to raise their hands. The first person to raise their hands will then say something that is true about them etc.

Group Storytelling Start a story with a sentence, and each person adds a sentence to continue the tale. It's a creative way to encourage collaboration. Pictionary Relay Break pupils into teams, and each team member draws part of a picture related to a word or phrase. The team must guess the complete image. Grandmother’s footsteps One person is grandmother – they have to face the wall. The rest of the participants stand in a line on the opposite side of the room, then try to creep up on grandmother and tap her on the shoulder. However, at any time Grandmother can turn around. If she sees anyone moving, she points at them and they have to return to the start of the line. No one is allowed to move when grandmother is looking at them. The person who taps grandmother on the shoulder becomes the new Grandmother / Grandfather for the game to start again. You can add strategies to the game to make it more challenging and get everyone to work in a team. To make it more challenging add props such as hats, balls, keys, shoes e.g. everyone has to wear the hat before it reaches Grandmother / or as a team hide the keys from grandmother, make it harder for her to find the keys. If someone moves in this task, everyone has to go back to the beginning. The Interview Game Working in pairs, Instruct pupils to take it in turns interviewing each other. Please see example questions below (for younger children, give no more than three): 1. What is your name? 2. What is your favourite hobby? 3. If you could travel anywhere in the world, where would you go? 4. What is your favourite film? 5. What is your favourite season and why? 6. If you were stranded on a desert island, what is the one thing that you would take with you? 7. If you could only have one food for the rest of your life, what would it be? Encourage pupils to try and remember as many details as possible. After they’ve interviewed each other, they will then share back the information they found out about their partner.

Resources 17

Consultation questions 1. Do you like the current school calendar? 2. Imagine that 1 week of the summer break was moved to October to make the October break 2 weeks long instead of 1 week long. This would make the summer break 5 weeks long. Do you like this idea? 3. Imagine the spring break takes place at a similar time every year. At the moment the spring break moves so it can be at the same time as Easter. This can make some school terms very long or very short. Do you like the idea of having a spring break at a similar time every year? 4. Imagine we have a 2 week break in May or June. We currently have 1 week. This would mean that the summer break would be 1 week shorter. Do you like this idea? 5. Do you like the idea of having GCSE, AS and A level exam results days in the same week? 6. Do you think changing the school calendar would affect the Welsh language? 7. What impacts do you think there would be on the Welsh language? How could we reduce any bad impacts and increase good impacts? 8. Is there anything else you would like to tell us about your thoughts on the school calendar?

Video link Please use this link to access the video which explains the reason why these proposals are in place. This will be the video that can be played at the beginning of the session. English version: https://www.youtube.com/watch?v=RBvZFfkYgjQ&feature=youtu.be Welsh version: https://www.youtube.com/watch?v=OdJ50s0h1Mw Please note you will need to set this up in time before the session starts to ensure it will run on time.

Welsh Government document – Easy read English and Welsh version Please use this document as your resource to show the examples of the school calendar. The children and young people can use this document when they are working in their groups. Please note this document is a separate attachment.

Forms 21

Focus groups with learners to inform the consultation on the school year What is the research about? This research is about your views on the structure of the school year. Welsh Government has asked us (a charity called Children in Wales) to find out what children and young people think about proposals to change the school year. This is part of a bigger consultation. Children in Wales is also working with Miller Research. If you would like to contact us about the research, please contact Children in Wales on telephone 029 2034 2434 or at rachel.clement@childreninwales.org.uk What is involved? We are collecting views of children and young people aged 8-18. If you agree to take part, you will be asked some questions about your views and experiences of the structure of the school year. The law says that personal data is information that can be used to work out who you are. We won’t be asking you any personal information (your name, age, school name) and any personal information that is mentioned in the group discussion will not be recorded. Staff at your school have worked with you to organise a focus group discussion with children and young people at your school. An invitation to take part in this research has been shared with you by your school, along with an information sheet for both you and your parent(s) or carer(s) explaining what is involved in the research. Your school have also asked your parent(s) or carer(s) if they agree that you can take part in this research, and they have said yes. The school have organised the discussion with you. This will be in-person at school. The group discussion will last around 60 minutes. The discussion may take slightly more or less time. A member of school staff will be with you. A researcher from Children in Wales may or may not be present. The discussion will not be audio or video recorded, but written notes will be made. We will not ask for any personal data. However, if you do provide any contact details or personal information, these will not be kept. If you make contact to ask a question your details will be deleted as soon as your question has been answered. If you take part, you can decide which of the questions you would like to answer and which you do not want to answer. You can also stop at any time.

Are there any risks to taking part? The questions we ask are as easy as possible for children and young people to answer and should not be difficult or upsetting. However, if you do find anything upsetting or would like to chat to somebody, support is available from teachers or other adults at your school. You can also contact Childline to talk online (childline.org.uk) or on 0800 1111. The Welsh Government has the main responsibility for what happens to information used through this research (this is called being the Data Controller). The Welsh Government are using their responsibilities for delivering education in Wales to do this research with you. The only time we would have to tell someone what you said is if we were concerned that you or somebody else was at risk of harm. We must report this. Do I have to take part? You can choose if you want to take part and your choice will make no difference at all as to anything else. You might want to ask your parent/carer, or a teacher at school, if you need help to decide. Collecting your views and experiences will help the Welsh Government learn more about learners’ thoughts on the proposals to change the school year. What happens to my data after the research? Children in Wales and Miller Research do not hold any personal data as part of this project and will not write down or keep any personal data you mention in the discussions. We will provide Miller Research with a summary of the main points you make, but without providing any information that could be used to identify you. These summaries will be passed on to Welsh Government. After all the information has been collected, Miller Research will write a report for publication on the Welsh Government website. These reports will not contain any personal details or information that might reveal who you are. Can I do anything about how my information is used? The law about personal information says that you can:

• see the data held about you • have the data corrected • in some cases, stop it being used or make it used less • in some cases, have it deleted • complain to the Information Commissioner's Office (the organisation that makes sure that people's information is used fairly)

If you want to complain to the Information Commissioner’s Office then you can contact them at: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Phone: 0303 123 1113 Website: www.ico.gov.uk If you want to contact the Welsh Government If you want to ask the Welsh Government anything about how your information is being used or have any concerns, then you can contact: Name: Jody Mellor E-mail address: jody.mellor@gov.wales Telephone number: 0300 025 3105 Or you can contact the Welsh Government’s Data Protection Officer at: Welsh Government, Cathays Park, Cardiff, CF10 3NQ Email: DataProtectionOfficer@gov.wales

Young Wales Feedback Form for Children and Young People Reform of the School Year Consultation

Instructions: Thank you for participating in the consultation on The Reform of the School Year Consultation Please use this form to give feedback on the consultation responses. To ensure consistency it is important to capture feedback from the children for each section of the session plan. Please use this form to collect and submit your findings. For further information on delivering this session or for support please email: rachel.clement@childreninwales.org.uk Please send your completed feedback sheets and any images by Friday 9th February 2024 to: rachel.clement@childreninwales.org.uk

How to use the form: Feedback Please provide a summary of what the children have said. Feel free to attach a copy/snapshot of one word response/drawings, notes etc. that the children have used to express their views. It is important to capture responses from the children in a way that works for them but that is consistent with the key areas of enquiry. Anonymous direct quotes can also be used in the feedback section.

Young Wales Feedback Form for Children and Young People Feedback Data (Please use questions from session plan).

Thank you for completing this consultation. Please send your completed feedback sheets and any images by Friday 9th February 2024 to: rachel.clement@childreninwales.org.uk 26

How do I send my feedback? Please can you send the following information:

• Notes taken by the children and young people / staff members • Any other supporting information Please send to rachel.clement@childreninwales.org.uk by Friday 9th February 2024

Thank you for actively participating in the school year reform consultation. Your valuable input is instrumental in shaping the future of our educational system.