Safeguarding & Child Protection Policy

Our Commitment

Child Protection Principles

Our approach to child protection is guided by the following principles: the welfare of the child is always paramount; every student has the right to be safe, heard, and treated with dignity; all concerns are taken seriously and acted upon promptly; and safeguarding practice applies equally across home tuition, in-centre sessions, holiday programmes and online lessons.

Safeguarding Responsibilities

Overall responsibility for safeguarding rests with the Nova Minds management team, who ensure this policy is understood and followed by all tutors and staff. Every tutor is responsible for conducting themselves in line with this policy, remaining alert to signs of harm or distress, and raising any concern promptly through the reporting procedure set out below.

Tutor Code of Conduct

All Nova Minds tutors are expected to act as positive role models and to uphold the highest standards of professional conduct at all times, including:

• Treating every student with patience, respect and encouragement
• Using appropriate, professional language at all times
• Never using physical punishment or discipline of any kind
• Being punctual, prepared and fully present during sessions
• Reporting any safeguarding concern immediately, however small it may seem

Professional Boundaries

Tutors maintain clear professional boundaries with students and families at all times. This includes keeping communication focused on academic matters, avoiding personal or private relationships with students outside the tuition context, and never accepting or offering gifts, favours or communication that could blur the professional nature of the tutor-student relationship.

One-to-One Tuition Safety

For home and one-to-one tuition, we ask that a parent, guardian or other responsible adult is present in the home or readily accessible throughout the session. Sessions should take place in a shared or visible area of the home rather than a private bedroom, and tutors are expected to keep session doors open or within view of the family wherever practical.

Online Lesson Safety

Online sessions take place through approved video conferencing platforms. We recommend that a parent or guardian is present in the home during online sessions, particularly for younger students, and that the student joins from a shared family space rather than a private room where possible. Session links and passwords are not to be shared outside the agreed participants. Recording of sessions requires the prior consent of both Nova Minds and the parent.

Appropriate Communication

All communication between tutors and students takes place through channels agreed with, and visible to, the parent or guardian — such as official Nova Minds contact channels, or messages copied to a parent. Tutors do not communicate with students via personal social media accounts or private, unmonitored channels.

Parent Involvement

We actively encourage parents and guardians to stay closely involved in their child's learning journey, including receiving regular progress updates, being present or reachable during sessions, and raising any questions or concerns about a tutor or session directly with our management team at any time.

Photography & Media Consent

Where Nova Minds wishes to use a photograph, video, or testimonial involving a student for marketing or promotional purposes, such as our website or social media, we will always seek the explicit prior consent of a parent or guardian. Consent can be withdrawn at any time, and any such request will be honoured promptly.

Student Privacy

Student academic records, personal circumstances and any sensitive information shared with tutors are treated with strict confidentiality, accessible only to those directly involved in a student's tuition, in line with our Privacy Policy.

Reporting Concerns

Any parent, student, tutor or staff member who has a safeguarding concern about a child's welfare — whether relating to conduct within Nova Minds or a concern noticed about a child's wellbeing more broadly — is encouraged to raise it as soon as possible with our management team at novamindstuitioncentre@gmail.com. All concerns are treated seriously, sensitively, and without delay.

Responding to Allegations

Any allegation made against a tutor or staff member will be treated with the utmost seriousness. We will follow a fair, prompt and thorough process to look into the concern, which may include temporarily suspending the tutor's involvement with the affected student while the matter is reviewed, and involving relevant authorities where required by law.

Confidentiality

Information shared in connection with a safeguarding concern is handled with strict confidentiality, and shared only with those who need to know in order to protect the child and respond appropriately. Confidentiality is never used as a reason to withhold information from appropriate authorities where a child's safety is at risk.

Health & Safety

We expect home tuition environments and our own centre facilities to be reasonably safe, clean and appropriate for learning. Tutors are asked to be mindful of any known allergies, medical conditions or accessibility needs shared by parents, and to respond calmly and appropriately to any minor incident, informing parents promptly.

Digital Safety

We promote safe and responsible use of technology in all online learning. This includes using secure, reputable platforms for lessons, encouraging students not to share personal contact details unnecessarily online, and reminding students and parents of good digital habits, such as being cautious with unfamiliar links or downloads.

Equal Opportunities

Nova Minds welcomes and supports students of all backgrounds, abilities and curricula, and is committed to providing equal access to quality tuition without discrimination. We aim to adapt our teaching approach to suit each student's individual learning needs wherever reasonably possible.

Anti-Bullying

Bullying, harassment or intimidation of any kind — whether between students in group settings, or directed at a student by any adult — is not tolerated. Any report of bullying is investigated promptly and handled with care for the wellbeing and dignity of everyone involved.

Respect & Inclusion

We foster a culture of mutual respect, kindness and inclusion across all our programmes, encouraging students to value diversity and treat one another, and their tutors, with courtesy at all times.

Whistleblowing

Any tutor or staff member who has concerns about the conduct of a colleague, or about safeguarding practice within Nova Minds more broadly, is encouraged and supported to raise this openly with management, without fear of unfair treatment as a result of speaking up in good faith.

Policy Review

This Safeguarding & Child Protection Policy is reviewed periodically to ensure it remains effective and reflects best practice in child protection. Parents are welcome to request further detail on our safeguarding practices at any time.

For any safeguarding question or concern, please contact us:

• Email: novamindstuitioncentre@gmail.com
• Website: novamindshomeschool.co.ke
• Location: Nairobi, Kenya