We understand that sending a young person to study abroad is an important decision. We want every student to feel safe, supported and included throughout their stay.

Our staff work closely with Group Leaders, homestay hosts and parents. Clear welfare and safeguarding arrangements apply during lessons, activities, trips, accommodation and free time.

The level of independence students have depends on their age, programme, accommodation and the situation. This page explains what parents can expect.

Welfare: key points

Students can speak to us about any questions or concerns, including settling in, health, friendships or accommodation. We encourage them to ask for help early so that we can support them quickly.

The Welfare Manager supports students with personal and practical concerns. The Designated Safeguarding Lead, or DSL, manages concerns about a student’s safety or possible harm. Concerns are taken seriously and passed promptly to the right person.

Group Leaders help care for their own students and work closely with Lewis staff. Students without a Group Leader meet their Lewis Guardian on the first day and receive regular support and check-ins.

All Lewis staff receive welfare and safeguarding training appropriate to their role. Homestay hosts and Group Leaders also receive relevant safeguarding guidance. Each centre has dedicated first aiders.

Before arrival, we ask parents or guardians to provide relevant consent, including for the student’s travel arrangements and for medical care if needed.

We collect emergency contact details for every student, so that we can contact a parent, guardian or other nominated responsible adult if necessary. These details are available to the member of staff holding the 24-hour emergency phone. We also ask for relevant medical, allergy, medication and dietary information.

During induction, students learn who can help them, the site rules and boundaries, and what to do if they feel ill, worried, late or lost.

All students are introduced to a simple Student Code. They are expected to:

Most problems can be resolved through support and a reminder of the rules. Serious or repeated behaviour may be managed through our disciplinary procedures. Behaviour that creates a safety concern is also treated as a welfare or safeguarding matter.

Attendance at scheduled lessons, activities and trips is compulsory unless an absence has been agreed or the student is ill.

Registers are taken, and headcounts are used during trips and changes of location. If a student is absent or late without authorisation, staff contact their Group Leader or Lewis Guardian and begin follow-up immediately.

Activities and trips have at least one Lewis staff member for every 20 students, with extra supervision provided where needed. Group Leaders provide additional support for the students in their own groups.

Most trips include some free time at the end, if the schedule allows. This gives students a chance to explore, shop or relax with friends within an agreed area.

Staff remain nearby and follow up immediately if a student misses a check-in or return time.

Before travel, parents, guardians or group organisers must provide full arrival and departure details and any required consent. Where Lewis arranges an airport transfer, we use approved transport providers and send clear meeting and contact information in advance.

Students travelling with a group are supported by their Group Leader and follow the transfer arrangements agreed for their group. Individual students receive direct meeting and contact information and are given additional support on arrival at the centre.

Students travelling alone are told how to identify their driver and what to do if they cannot find them. Where an airline’s Unaccompanied Minor service is required, we arrange the appropriate arrival and departure handover procedures.

On arrival, Lewis staff welcome students and provide the information they need for their first evening and following morning. Individual students are also introduced to their Lewis Guardian. Before departure, staff check the travel arrangements and help ensure that students have their passport, tickets and other important documents.

Full airport transfer information is provided in our Pre-Arrival Guide and transfer correspondence.

Residential accommodation is on the University of Winchester campus, close to the classrooms, activity areas and dining hall.

Students have single en-suite bedrooms in flats with a shared kitchen/common area. Students are placed in flats with other students of the same sex. Groups are usually housed together, and a Group Leader may also stay in a separate room in the flat.

Individual students are placed with students of the same sex and a similar age. This may be with other individual students or, where appropriate, with students who are part of a group.

Room allocations also take account of age, welfare needs and any important information provided before arrival.

All students must respect each other’s privacy. They must not enter another student’s bedroom without permission from staff or their Group Leader. Residential staff are on site overnight, with curfews, bedtime rules and supervision. Group Leaders also support their own students during downtime and overnight.

Students must be in bed by 22.45, with lights and screens off by 23.00. Campus security operates 24 hours a day.

Chill-out is scheduled free time when students can relax, study or socialise within the defined Lewis Zone.

It normally takes place:

Students are not continuously accompanied during chill-out. Lewis staff patrol the area, and students must remain in groups of at least three when outside the residence.

Students aged 15 or over may sometimes visit Winchester city centre during the chill-out (free time) period before dinner, or on Sunday morning or afternoon.

The permission forms are available in the Lewis Summer app and in our Pre-Arrival Guide. Permission requires:

Students must stay in a group of at least three, keep their phone switched on and return on time. Permission is not given during evening chill-out.

A student aged 15 or over who is staying outside the Lewis residence may exceptionally be allowed to travel independently to and from the centre. Written parental permission, Lewis approval, an agreed route and clear arrival-confirmation arrangements are required.

Southampton junior students stay with approved homestay hosts. Hosts are regularly inspected and provide references, and all adults normally living in the home complete DBS (police) checks. Hosts also receive information and guidance about caring for students under 18, and complete safeguarding training.

Hosts provide meals, a home environment and day-to-day support outside programme hours. Students should contact Lewis if they have any concern about their homestay.

Most students travel by public bus.

The host accompanies the student on the first morning and explains the route, correct bus and stops. After this, students normally make the journey without the host travelling with them.

At the end of the programme day, Lewis staff help students board the correct bus. Students must message their host when they are safely on the bus and travel directly home.

An adult must be at home when a junior is due to return, as junior students are not normally given a house key. If the host is unexpectedly unavailable, the student should call Lewis. Staff will support the student while arrangements are made.

If a student does not return when expected, the host contacts Lewis and the student’s whereabouts are followed up promptly.

Students aged 15 or over may have authorised Sunday free time in Southampton when the required parental permission and contact arrangements are in place.

Students should tell a member of staff, Group Leader, Lewis Guardian or host if they feel ill, are injured or need support.

Depending on the situation, we may provide first aid, arrange a place to rest, contact NHS 111, arrange medical treatment or call 999. Parents, emergency contacts and Group Leaders are informed where appropriate.

Each centre has a 24-hour emergency number. For individual bookings, we send the number to parents or guardians in our pre-arrival emails. For group bookings, we send it to the agent or group organiser, who is asked to pass it on to parents or guardians. The number is also printed on the student card or lanyard and included in student information. Students should save it on their phone before travelling.

Students should use it if they are lost, in difficulty or unable to contact their normal adult. If they have no working phone, they should go to a shop, station, information desk or public building and show their student card.

A student who cannot be accounted for is treated as a safeguarding concern from the start. We follow the relevant missing-student procedure and contact parents, hosts, Group Leaders, police or emergency services when appropriate.

Phones can help students access programme information and contact staff. During lessons and organised activities, phones must normally be put away unless staff give permission.

On trips and during permitted free time, students should keep their phone charged and switched on where possible. However, students are not disadvantaged if they cannot use a phone. Essential information is also available from staff, noticeboards, printed timetables and student books.

Students must ask before taking or sharing photos and videos. Photography is not allowed in bedrooms, bathrooms, changing rooms or other private areas. Harmful messages, bullying and inappropriate image-sharing are treated seriously.

Parents may opt their child out of appearing in school publicity, including on social media. Students are also given the opportunity to opt out on arrival.

For welfare information related group programmes outside the summer season, please contact us for details.

Our Pre-Arrival Guide contains more detailed information about travel, arrival, accommodation, health, school rules and who students should contact for different types of help.

Please contact us  before booking or travelling if you would like to discuss medical needs, additional support, accommodation, supervision, free time or any other part of the programme.