School Policies

Our school policies are designed to make sure that everyone at the school is safe and happy, and that you have the best conditions for learning English. On this page you can find all our policies, together with a short explanation of each one.

Attendance & Punctuality Policy

Adult Courses

We have some important rules about attending class and arriving on time.

Key Points

If you are going to be late or absent, you must phone or email us before school starts

If you arrive more than 15 minutes late for the 1st lesson, you will not be allowed to enter

You must arrive on time to the 2nd and 3rd lessons or you may be refused entry

You need 80% attendance or more to receive a course certificate

Students under 18 are required to attend all lessons

Holidays must be booked through Reception by Wednesday the week before

If you regularly miss class without a valid reason, you may receive a warning, and in serious cases you may be expelled

To change a 1:1 lesson at the school, please tell us by 9:30 on the day of the lesson. To change an online 1:1 lesson, please tell us at least 3 hours before the lesson starts. If you tell us later than this, you will still have to pay for the lesson

Read our full policy here >

Junior Programmes

Attendance & Lateness Policy – Juniors

We have some important rules about attendance, punctuality and safety.

Key Points

You must attend all lessons, activities and trips

You must arrive on time and return on time

If you are ill, late or absent, a responsible adult must contact us as soon as possible

If you stay with a host family, you must get home by the time on your timetable

If you stay in residential accommodation, you must follow the return-time and bedtime rules

Missing lessons or activities without permission is taken seriously

If you are often late or absent, we may give you a warning or take further action

If you are missing and we cannot find you, we will treat this as a safeguarding concern and act immediately

Read our full policy here >

Cancellation Policy

Adult Courses

Below you’ll find how to cancel or change your course.

Changing your course

You are welcome to change course

All remaining fees will be transferred to the new course

A balancing charge will be made if the new course costs more

This does not apply to 1:1 lessons, which must be booked as an additional course

Refunds

No refund of tuition fees will be given if you leave the course early

No refund is given for lessons missed due to absence or public holidays

Tuition fees may be transferred to another course but not to other services such as accommodation, transfers or exam fees

Insurance fees are non-refundable

Unused accommodation fees are refundable

If a visa is refused and written evidence is received at least 7 days before arrival, tuition and accommodation fees will be refunded in full minus the £65 enrolment fee

If visa refusal evidence is received less than 7 days before arrival, one week’s accommodation and tuition will also be deducted

Refunds are paid within four weeks once bank details and signed authorisation are provided

If payment was made by card, refunds can only be made to the same card

Cancelling your course

If you cancel before the start date, your refund depends on timing and applicable conditions.

Please see our Conditions page for full details

Junior Programmes

Cancellation by the student

During the 14-Day ‘Cooling Off’ Period

If you book your programme online or by email, you are entitled to a 14-day ‘cooling off’ period

You may cancel your booking within 14 days for any reason and receive a full refund minus any bank charges

Refunds will be processed within 14 days of notifying the School

If services have already started during this period, a reasonable charge will be applied based on the proportion of tuition and accommodation used

Accommodation cancellation terms still apply and any charges will be deducted from the refund

Outside the ‘Cooling Off’ Period

You may cancel your programme at any time, but charges will apply depending on when you cancel

15+ days before the start date: enrolment fee + residential accommodation deposit

7–14 days before the start date: 50% of fees + enrolment fee + residential accommodation deposit

Less than 7 days before the start date: 75% of fees + enrolment fee + residential accommodation deposit

No refunds are given once the course has started

Bank charges will apply to all refunds

If cancellation is less than 7 days before the start date and homestay accommodation is booked, one week’s accommodation will be charged

Discipline Policy

Adult Courses

This policy explains the main rules for behaviour at school and what may happen if there is a problem. We want everyone to feel safe, respected and ready to learn.

Key points

Be polite and respectful to staff and other students

Follow staff instructions and school rules

Arrive on time and do not interrupt lessons or activities

Respect other people, property and different cultures

Use phones and social media responsibly

Do not bully, threaten, harass or discriminate against anyone

Do not damage or steal property

Do not use illegal drugs or bring dangerous items

Do not do anything unsafe or put other people at risk

If there is a problem

Tell a member of staff

The school may give a warning or take further action

Serious behaviour may lead to suspension or expulsion

You may have to pay for any damage you cause

Read our full policy here >

Junior Programmes

Key points

Be polite and respectful to staff and other students.
Follow staff instructions and programme rules.
Attend all lessons and activities and arrive on time.
Respect other people, their property and different cultures.
Use phones and social media responsibly.
Do not bully, threaten or be rude to anyone.
Do not fight or behave aggressively.
Do not damage or steal property.
Do not smoke, vape, drink alcohol or use drugs.
Do not leave lessons, activities or accommodation without permission.
Do not do anything unsafe or put other people at risk.

If there is a problem

Tell a member of staff.
The school may give a warning or take other action.
Parents, guardians or group leaders may be contacted.
In serious cases, a student may be suspended or asked to leave the programme early.
You may have to pay for any damage you cause.

Read our full policy here >

Student Selection Policy

Adult Courses

While we would like to welcome all students at Lewis School, we recognise that there are occasions when we are either unable to accommodate a student’s needs, or our learning environment is not is suited to that particular individual.

Age

Minimum age for Adult School students is 16; there is no maximum age

Minimum age for Year-Round Junior Groups is 8

Passports and Visas

Students must have a valid passport and appropriate visa

For a General Student Visa (GSV), a minimum English level of B1 is required

Students below B1 level should apply for a Short-Term Student Visitor Visa (STSVV)

Physical Disabilities

Due to the listed status of the buildings, wheelchair access is not available and students must be able to enter and exit safely

Nationality Mix

No more than 50% of students will share the same mother tongue

This does not apply to Year-Round Junior Groups, which are often monolingual

Where possible, junior group classes may be combined to create an international mix

Learning Difficulties

The Academic Team assesses each case individually to determine if student needs can be supported

Exam Courses

Students must meet the minimum level required for their chosen exam

Where appropriate, separate classes may be opened for lower-level groups

1:1 Lessons

Students who may not suit group classes may be advised to take 1:1 lessons, depending on factors such as confidence, level differences or learning needs

Policy for Under-18s Joining Adult Courses

Under-18s Joining Adult Courses

We have some extra rules and support for students aged 16–17 to help keep them safe. The Adult School is not a junior centre, so supervision is more limited and students must follow the extra procedures carefully.

You must attend all lessons and weekly welfare check-ins

You must follow school rules and any extra rules for under-18s

You must tell us your travel arrangements to Southampton from the airport, station or port

Some activities or venues are only for students aged 18 or over

You must not buy or drink alcohol as part of school activities or arrangements

If you stay in homestay, your curfew is 10.30pm Sunday to Thursday and 11.00pm Friday and Saturday, unless agreed otherwise in advance

If you are going to be late, you must contact your host straight away

If there is a problem with your attendance, welfare, behaviour or safety, we may contact your parent or guardian

The Adult School does not provide normal supervision outside lessons, weekly welfare check-ins and other arranged school activities

Read our full policy here >

Health & Safety Policy

Adult Courses

HEALTH & SAFETY AT SCHOOL

We want to provide a safe and secure place to study. Please follow the advice below and tell a member of staff if you see anything unsafe. Alistair Walker is our Health & Safety Officer.

First Aid

If you need first aid, please go to Reception. A first aider will help you.
First aid kits are located in:
Reception
the Teachers’ Room in No. 31
the Teacher Training Office in No. 30

Fire Safety

Please read and remember these instructions.

If you see a fire:

Activate the nearest fire alarm.
Tell a teacher or member of staff.
Leave the building immediately – do not collect your belongings.
Go to the meeting point and stay there until staff tell you it is safe to leave.

If you hear the alarm:

Leave the building immediately – do not collect your belongings.
Go to the meeting point and stay there until staff tell you it is safe to leave.

HEALTH & SAFETY OUTSIDE THE SCHOOL

Southampton is generally a safe place to live and study, but it is important to think about your safety at all times.

After Dark

Walk with other people where possible.
Use well-lit roads.
Avoid parks or quiet areas at night.
If you need a taxi, book one or use a trusted app.

On the Bus

Sit near the driver or near other passengers if you are travelling late.
Keep your phone and valuables safe.

Lifts Home

Do not get into a car with someone you do not know.
Only use transport you have arranged yourself or that has been arranged by the school or your host.

Valuable Items

Keep money and valuables safe.
Do not carry large amounts of cash.
Keep your phone with you and charged where possible.

Drinks

Keep an eye on your drink at all times.
Do not leave your drink unattended.

Remember

If you see a fight or feel unsafe, walk away.
In an emergency, call 999.
If you are worried, speak to a member of staff or ask at Reception.

HEALTH & SAFETY ON SOCIAL ACTIVITIES

For trips and activities outside the school, we provide the phone number of the person leading the trip. Please call this number if you are lost, delayed or there is an emergency.

Check the meeting time and meeting place carefully.
Keep the trip leader’s phone number with you.
Take enough money for your journey home in case you miss the group.
Follow any safety instructions given by staff.

EXTRA RULES FOR STUDENTS UNDER 18

If you are 16 or 17 in the Adult School, extra safeguarding rules apply.
You must attend lessons, attend welfare meetings and ask for help if needed.
There is no full supervision outside lessons, but welfare support is provided.
You must follow accommodation rules and respect curfew.
Curfew: 10:30pm (Sun–Thu) and 11:00pm (Fri–Sat).
Contact your host immediately if you are late or there is a problem.
Some activities are 18+ only and must be respected.
Alcohol is not allowed for under-18s and parents/guardians may be contacted if needed.

Junior Programmes

HEALTH & SAFETY AT THE SCHOOL

We want to provide a safe and secure place to study. Please follow the advice below and tell a member of staff if you see anything unsafe.

First Aid

If you need first aid, tell a member of staff or go to Reception (Southampton) or the Centre Office (Winchester). A first aider will help you.

Fire Safety

Please read and remember these instructions.

If you see a fire:

Activate the nearest fire alarm.
Tell a teacher or member of staff.
Leave the building immediately – do not collect your belongings.
Go to the meeting point and stay with your group.

If you hear the alarm:

Leave the building immediately – do not collect your belongings.
Go to the meeting point and stay with your group.

HEALTH & SAFETY ON ACTIVITIES

Before Activities

Be at the meeting point on time.
Bring water and any medication you need.
Wear comfortable, suitable shoes.

During Trips and Activities

Always stay in pairs or groups.
Follow your Activity Leader’s instructions at all times.
Carry your student card and emergency number.
If there is a problem, contact your Activity Leader or Group Leader.

If You Are Lost or in Difficulty

Stay calm and stay where you are if it is safe.
Call the emergency number on your student card.
If you do not have a phone, go into a shop or public place and ask for help.
Do not go anywhere with someone you do not know.

Emergencies – 999

In an emergency, call 999 and ask for the Police, Ambulance or Fire Service. This call is free.

HEALTH & SAFETY OUTSIDE THE SCHOOL

Travelling Home – Homestay Students

You must go home immediately at the end of the school day.
You must arrive back by the time shown on your timetable.
Staff will take you to your bus stop.
Contact your host if there is a problem or if you are going to be late.

Residential Students

Stay on campus unless you are with Lewis staff.
Do not leave the campus without permission.
Follow the rules about free time and evening activities.
Be back at your residence at the agreed time.

Personal Safety

Keep your phone charged and with you.
Keep money and valuables safe.
Do not share personal information with strangers or online.
If you feel unsafe or worried, tell a member of staff immediately.

Remember

Follow staff, host and centre rules at all times.
Do not go anywhere without permission.
Stay with your group or partner.
If you need help, contact staff or call the emergency number.

More information: For more advice about staying safe in the UK, ask at Reception (Southampton) or the Centre Office (Winchester).

AI Policy for Students

AI Policy for Adult & Junior Students

AI can help you learn English, but you must use it in a safe, fair and honest way.

You can:

use AI to support your learning when your teacher allows it

use AI for extra English practice

You must not:

let AI do all your work for you

copy AI text and say it is your own work

use AI to cheat in tests or exams

use AI when your teacher says it is not allowed

share private or personal information with AI tools

Remember:

always follow your teacher’s instructions

always check AI answers carefully

tell your teacher if you need to explain how you used AI

if you use AI in the wrong way, you may need to do the work again or receive a warning

Read our full policy here >

Mobile Phones

Mobile phone use policy for Junior Students

Mobile phones are an important part of the programme and communication system.

Before arrival, we require the mobile phone number of all students for emergency contact purposes, and we confirm these details again on arrival.

Please note:

students use their mobile phones to access the online schedule of their daily programme

students may be asked to use their phones for research and information purposes during project work and activities

mobile phones must be used responsibly and respectfully at all times

students should switch off their phones during lessons and organised activities unless otherwise requested by staff or teachers

we recommend that Group Leaders establish clear rules regarding phone use and screen time at night in the residence

Environmental Policy

Environmental policy

Read our full policy here >

Safeguarding Policy

Safeguarding Policy for All Students in the School

This policy explains how we keep students under 18 safe and how we respond to any concerns about their welfare.

Key Points

All staff, hosts and group leaders must help keep students safe

Students should tell a member of staff if they feel unsafe or worried

Adults working with under-18s must report any concerns immediately to the DSL or Deputy DSL

The school records and manages all safeguarding concerns carefully and securely

If a student is in immediate danger, emergency services will be contacted

Safeguarding applies in lessons, activities, accommodation, transport and online

The school has clear rules about behaviour, communication and professional boundaries

Photos, videos and online contact must follow strict safeguarding rules

The school works with parents, guardians and outside agencies when needed

Safeguarding is everyone’s responsibility

Read our full policy here >

Online Safeguarding for All Students

This policy explains how we keep students safe in online lessons and communication.

Key points

Use lesson links and access details safely.
Behave respectfully in online lessons.
Use the chat, camera and microphone properly.
Do not share lesson links, passwords or access details.
Do not take screenshots, make recordings or share lesson content without permission.
Do not bully, insult others or share inappropriate content.
Keep your personal information private.

Important

We use school-approved platforms and secure settings for online lessons.
For online 1:1 lessons with under-18s, a parent or guardian must be present at the start and available during the lesson, unless another arrangement has been agreed in advance.
Staff must use approved systems and follow safeguarding procedures.
Any concerns must be reported to the DSL or Deputy DSL.
The school may contact parents, remove a student from a lesson or take further action if needed.

Radicalisation, Extremism & Prevent Policy

Radicalisation and Extremism Policy

This policy explains how we respond to concerns about radicalisation and extremism as part of safeguarding.

Key Points

Everyone must behave respectfully and respect different backgrounds, faiths and beliefs.
Hateful, threatening or extremist behaviour is not allowed.
Students may discuss political, religious or social issues in lessons, but discussion must stay respectful.
Staff must report concerns to the DSL or Deputy DSL.
Concerns about online behaviour must also be reported.
Any action will be based on behaviour and evidence, not assumptions or stereotypes.

Read our full policy here >

Equality Policy

Equality Policy for All Students

This policy explains how we help make sure everyone is treated fairly, with respect, and feels included.

Everyone must treat other people with respect

Bullying and unfair treatment are not allowed

We welcome people from different backgrounds, religions and beliefs

We try to support individual needs where possible

If something is wrong, students should tell a member of staff or the welfare team

Read our full policy here >

Sex and Gender

Sex and Gender Policy

This policy explains how we deal with issues about sex, gender, privacy, welfare and safeguarding in a respectful and practical way. It covers behaviour, personal information, accommodation, toilets and changing spaces, names and pronouns, and what happens if there is a concern.

We record each student’s sex for practical reasons such as accommodation, safeguarding and school requirements.
We only share sensitive information when necessary.
If a student has a gender-related welfare need or concern, we will consider the situation carefully and what arrangements may be possible.
We expect everyone to treat others with respect.
We do not accept bullying, harassment or unfair treatment.
If there is a welfare or safeguarding concern, we will follow the school’s safeguarding procedures.

Read our full policy here >

Student Selection

Student Selection Policy

This represents our promise to you.

This policy explains how we decide if a course, programme or accommodation is right for you.

Key points

We check your age, English level and course aims.
We may look at your learning needs, health or support needs.
We consider welfare, safeguarding and accommodation.
We check visa or immigration requirements where needed.
We make decisions fairly and based on relevant information.

How we decide

We may use a placement test, interview or previous study information.
If the course is not right, we may suggest another course, level or start date.
In some cases, we may suggest extra support or 1:1 lessons.

Important

If you are under 18, special safeguarding and welfare rules apply.
Please tell us early if you have a medical condition or additional need.
A place is only confirmed when we receive all documents, information and payment.
If something is not suitable, we will explain clearly and suggest other options where possible.

Student Charter

This represents our promise to you.

The Lewis School of English aims to provide high quality English language teaching. In meeting this aim the relationship of the school with its students is of the highest importance. The Lewis School will:

treat students with courtesy and respect

provide all new students with a welcome pack and induction session

provide time for students to discuss problems, in a supportive, confidential environment

provide homestay accommodation if required, and deal quickly and fairly with any difficulties (this includes placing a student with another host if necessary)

students’ progress on a regular basis, moving them up through the levels on merit

promptly resolve any difficulties a student may be having in class and move them to a more appropriate level where necessary

support and guidance to students to enable them to complete their studies

enrol students on courses that are appropriate to their level of language skill

ensure that all teachers employed have the Certificate in Teaching English to Speakers of Other Languages as a minimum qualification.

Complaints Procedure

Adult Courses

Last reviewed January 2026

If you wish to make a complaint, please follow the procedure below.

Step 1. Speak to the member of staff responsible for the area of the complaint, e.g. the Director of Studies for academic issues. See page 3 of Welcome to Lewis School.

Step 2. If you are not happy with their response, please speak or write to the Director. You must put your complaint in writing before leaving the school.

Step 3. If you are still not satisfied, you may complain to English UK or the British Council. Please speak to a member of staff for these contact details.

Junior Programmes

If you wish to make a complaint, please follow the procedure below.

Step 1. Speak to an appropriate member of staff, such as a teacher, activity leader or group leader. We will speak to you within 24 hours.

Step 2. If this does not resolve your complaint you (or your representative) should speak to the appropriate manager at the Lewis School. You must submit any complaint before leaving to allow the school the chance to resolve the problem.

Step 3. If you are not happy with our response, you (or your representative) can write to Alistair Walker, Director, Lewis School of English, 30-33 Palmerston Road, Southampton, SO14 1LL or email [email protected].

Step 4. If you are still not happy, you can contact English UK: English UK, 219 St John Street, London EC1V 4LY. Tel: +44 207 608 7960. Fax: +44 207 608 7961. Email: [email protected]

Teacher Training

If you wish to make a complaint, please follow the procedure below.

Step 1. Speak to the member of staff responsible for the area of the complaint.

Step 2. If you are unable to resolve your complaint, please speak or write to the Director. If you are not happy with our response, you must submit your complaint in writing before leaving the school.

Step 3. If you are still not satisfied, you may lodge your complaint with English UK, British Council, or Ecorys UK (regarding in-service course complaints, including Erasmus+), and for CertTESOL related complaints Trinity College London. Please speak to a member of staff for these contact details.