Tech Immerse Mentor Training

The Immerse Mentor Training Course must be completed before working at Immerse.

Being a Mentor

What does an Immerse mentor do?

The role of an Immerse Mentor

The Immerse Mentors have day to day interaction with the Immerse Participants. Mentors do a variety of daily tasks during the day. They will:

  • Lead extracurricular activities
  • Organise evening social events
  • Attend coach excursions
  • Ensure venues and classrooms are presentable and cleared ready for academic sessions
  • Look after their mentor family (an assigned group of 15 participants)
  • Ensure every participant is getting the most out of the programme academically and socially
  • Ensure the well-being of all participants during the programme.

What are the key qualities of a mentor?

  • Prepared - ready for the next activity
  • Enthusiastic - always maintaining an upbeat attitude
  • Enjoys working in a team
  • Grumpy
  • Inclusive - makes sure all their participants are getting involved
  • Tidy
  • Loud
  • Focused on their participants only
  • Friendly and approachable
  • Bored

Pre-Programme Set-Up

Mentor Arrival Day

Mentors arrive one day in advance of the programme. I.e. if your programme is beginning on 30th June, you should arrive on 29th June for a full day of training and set-up.

Setting up is a vital part of the Mentor Arrival Day, this is often the first day we have moved into Royal Hospital School so it is important that we prepare for the arrival of our participants. Please come in comfortable clothing as it can be a long and physically demanding day.

Site Set-Up

  • Registration desk and area
  • Welcome drinks for arrivals day
  • Communal areas
  • Posters 
  • Banners

Classroom Set-Up

  • Projector screens/TV's and cabling
  • Whiteboards and flipcharts
  • Tables and chairs
  • Subject Posters
  • Water, cups, paper and pens

Tech Immerse

About Tech Immerse

Overview

Tech Immerse is a two week residential educational experience that allows participants to gain an unrivalled insight into a chosen technology based discipline. We provide students with a truly immersive experience, organising a superior, comprehensive, stimulating curriculum taught by leading academics that enable our participants to further their knowledge and passion in the subjects of their choice.

Royal Hospital School has a unique naval heritage with resplendent architecture, making it the perfect setting to inspire the next generation of eager, young minds. Within its historic walls, we pride ourselves on providing unique experiences of leadership and academic excellence through a programme for participants that instills the confidence and passion for learning that are essential to success in all walks of life.

What is certain is that participants emerge far more confident and knowledgeable in their chosen subjects, with unforgettable memories of their time at Tech Immerse.

Royal Hospital School, Suffolk

About Royal Hospital School 

Tech Immerse takes places within one of the most beautiful and historic boarding schools in the UK. Originally founded in Greenwich in 1712, Royal Hospital School moved to its spectacular site in the suffolk in 1933. Sitting in the heart of English countryside, it comprises 200 acres and overlooks the resplendent River Stour.

All participants will be accommodated within one of the school’s boarding houses: Howe or St. Vincent. Within each house there are leisure facilities that include day rooms, table tennis and pool tables, television rooms and a house library. Each participant will be accommodated within shared self-contained sleeping and working accommodation, with shared bathroom and shower facilities nearby. Ensuite accommodation can be provided for a supplement, on a first-come first-served basis. Corridors or staircases separate male and female students and bed linen is changed weekly.

The Programme

The Daily Schedule

A typical day at Tech Immerse

The Tech Immerse schedule is packed with a wide range of unique academic and extracurricular activities.

Participants start off the day with breakfast in the main school dining hall, with a variety of continental choices available. This is followed by the first academic session of the day, which takes place in an interactive seminar format with no more than 15 students per class.

Participants are then provided a two course lunch with vegetarian options, a salad bar and drinks.  Following lunch, academic sessions continue in the format of small tutorial groups. After all the core academic sessions are finished, students are treated to one of a wide range of tech-based workshops or sports activities. A three course dinner in the dining hall is then followed by an evening social event to help participants wind down and socialise after a packed day.

The timetable shown below offers an insight into a typical daily schedule, although this may vary depending on the events planned on the given day. A typical day:


Breakfast: 07:30 - 09:00

Start the day with a continental breakfast in the school dining hall. A wide variety of breakfast items helps participants prepare for the challenging day ahead.

Duty: Mentors attend breakfast to register their mentor family


Morning academic session: 09:30 - 11:30

Typically in either a seminar or lecture format, the morning academic session introduces an exciting new topic - taught by an expert teacher. Drinks and snacks will break up the lessons, and offer a chance for students to discuss their subjects with fellow participants.

Duty: Mentors ensure participants get to lessons on time.


Lunch: 12:00 - 13:30

A two course meal will be provided to students in the dining hall, catering to any specific dietary requirements.

Duty: Mentors meet participants after their first lesson and ensure they arrive at lunch on time. You will also stagger entry into the cafeteria.


Afternoon academic session: 13:30 - 14:30

The afternoon tutorial encourages students to advance their understanding of the material that was explored during the morning academic session.

Duty: Mentors ensure that participants get to their lessons on time


Academic workshop / Afternoon activity: 15:30 - 17:30

After the day's academic sessions, a wide variety of extracurricular activities - including excursions, sports and workshops take place.

Duty: Mentors lead an academically-focused workshop or an afternoon activity


Dinner: 17:30 - 19:00

Participants unwind over a three course dinner, then meet with their mentors to discuss activities for the following day.

Duty: Mentors attend dinner and register their participants, then meet with their mentee groups to discuss the schedule for the following day


Evening social event: 19:00 - 20:30

Enjoy a wide variety of evening activities ranging from fascinating and well-respected guest speakers to talent evenings and quizzes. 

Duty: Mentors lead an evening social activity or monitor Private Study


Quiet time and lights out: 20:30 - 21:00

An early night ensures participants are rested for another busy and exciting day.

Duty: Mentors do night patrols and attend evening meeting with the Programme Manager

Example Timetable - Sheet1 (1)

Arrivals Day

Arrivals Day Quick Facts

  • Arrivals day is a long and stressful day
  • 2PM - 4PM are peak arrivals time
  • Participants will be arriving all day
  • Registration desk will be set up in college
  • There is a Welcome Talk in the afternoon
  • All participants have dinner in college
  • Icebreakers take place after dinner

As a mentor you should:

  • Familiarise yourself with the college layout
  • Be welcoming and friendly
  • Be dressed smartly in your Immerse uniform
  • Help participants and parents
  • Find your mentees and introduce yourself
  • Answer any questions
  • Be prepared for a long and tiring day

Registration Desk

A registration desk is set up to register participants. The School Porters' will direct participants to the registration desk, however, some mentors should also be stationed in the Reception Area to assist, and directional signs should be placed around the school to point participants in the right direction.

Immerse recommends that participants arrive between 2pm and 4pm but with many international students there will be arrivals throughout the day, and peaks when airport transfer coaches arrive. The registration should, therefore, be manned from 8am to 11pm.

Registration Desk Mentors - Registering a Participant

When a participant comes to the registration desk, you should:

  • Ask for their surname
  • Find them on the registration list and tick them (If a student gives a name different from the name they registered with please make a note of this)
  • Hand them a School Registration Form and ask them to fill it out
  • Once completed give them a lanyard and card with their name, emergency contacts, tutors name, mentors name and number, and also their enrolled subject. Lanyards must be worn at all times, by staff and participants. 
  • Hand them a Participants Pack which includes a Programme Overview, a notebook, a pen and a leather folder 
  • Assign them a college guide mentor who will show them to their room and assist with luggage (please note there are no bedroom keys for participants for safeguarding reasons).

Welcome Drinks Mentors - During Registration

From 12 - 4pm, a selection of drinks and snacks will be available for participants and their parents. Please engage with the new arrivals, answer questions about the programme with enthusiasm and make the participant feels 'at home'. 

The Programme Managers will be on hand to assist with any further queries, particularly regarding welfare and academia.

School guide mentors - After Registering 

Summer Mentors will be expected to help to show participants to their room and to help with their luggage.

It is important that you familiarise yourself with the school and boarding houses, so you can direct the students and show them where they need to go.

Rehearsals on how to complete the registration process will take place on the Summer Mentors’ Training Day, on the day before each session.

Tours of the School

Guardians will undoubtedly be interested in the school and surroundings. Therefore some Mentors will provide a guided tour of the classrooms, boarding houses, sports pitches, gym and surrounding areas. You will be provided with a fact sheet about the school to assist with questions - anything you are unable to answer, a school representative can help with!

These tours will be running on a rolling basis from 2 - 6pm. It is important you inform participants and parents about them.

Airport Transfers

Immerse runs several shared airport transfers from/to Heathrow Airport, Luton Airport, Stansted Airport and London Gatwick on arrivals and departures day. 

Arrivals (Airport --> RHS): 

  • Summer Mentors will be required to meet and to accompany participants from the Airport.
  • They will be provided with Tech Immerse flags and a designated meeting point.
  • They will also receive a schedule of participants’ arrivals in addition to specific instructions regarding transportation from the airport to Royal Hospital School.
  • These transfers have been paid for in advance, please do not accept money from participants.

Welcome Talk

The Welcome Talk is a really important aspect of the programme; setting the stage for the following two weeks, it is provided to all of the participants on the programme, irrespective of the subject that they’ve chosen.

The Welcome Talk will be presented by the Programme Manager, and will provide students with an introduction to the programme, covering the following points:

  • An enthusiastic / motivating welcome

  • Academic session procedures

  • Activities procedures

  • Workshop procedures

  • Meal procedures

  • Mentor family concept

  • Fire safety

  • What to do in emergencies

  • Student code of conduct including curfew

  • What to do in case of any queries

  • WhatsApp groups

Important: All participants should attend the Welcome Talk and you must inform your participants that it contains vital information. Please inform the Programme Manager of any participants who DO NOT attend it. If a significant number of students are arriving after the Welcome Talk, the Programme Manager may decide to repeat the talk on Monday, after the first academic session.

Academic Sessions

The Tech Immerse Academic Programme

Tech Immerse offers participants an exceptional range of innovative technology programmes ranging from Web-development to App Development and programming. We deliver these courses with the aim of instilling practical skills into our participants, increasing their knowledge and nurturing their passion. With this in mind, all of our teachers are experts in their field with a dedication to achieving the highest educational standards.

Our ethos is that participants should be challenged with interesting and relevant concepts and provided with skills that have real-world applications. To achieve this, our teachers apply their university or secondary school teaching experience to help students develop their expertise independently and enthusiastically.

Immerse is a two week residential academic programme and the academic sessions make up a significant part of the students' time. Students' lessons run from 9.30AM-12.00PM and 13.30PM-14.30PM. As a mentor, you are not involved in the tutoring side of the programme, however, you should be available to support students studying.

At Tech Immerse, there are many subjects for students to choose from. The following subjects will be allocated across our programmes:


Computer Science - Machine Learning

  • Learn about the fascinating world of computer science by exploring an array of exciting topics that touch on some of the most relevant issues in the field. Here, you’ll have the chance to talk about the theories and developments that drive the field forward and gain some hands on experience using a number of programming languages. More importantly, you’ll find yourself diving into the forefront of the industry as you take a look at the backbone of AI: Machine learning. 

Video and Visual Effects 

  • For the aspiring videographer, we offer an exciting two week residential programme where participants will be have a chance to turn their artistic vision into stunning videos. They’ll learn how to script, direct, film and edit their work to create spectacular masterpieces. They’ll also have the chance to learn the technological skills needed to add extraordinary special effects using a variety of computer programmes such as Filmora to make their projects exciting and unique.

App Development and Programming 

  • Do you have an idea for the next big app? Learn how to take your further and bring it life by creating an exciting app for IOS. You’ll be given some of the fundamental skills needed to plan and design an app and gain by looking at Apple’s own coding and language. Our expert teachers will help you to explore the technology that makes the field possible and encourage you to discuss recent developments and trends that keep the most popular apps look fresh and new.

Graphic and 3D design  

  • To be a successful artist in today’s world takes more than skill with a paintbrush. Look around the world and you’ll see art all around everywhere - on billboards, TV and the internet and even on your smartphone. Modern artists use a variety of tools from graphic design programmes such as Photoshop and GIMP to 3D modelling like programmes like Blender to create stunning pieces that have both commercial and artistic value. On Tech Immerse’s two-week summer programme, you’ll be able to take your creativity to a whole new level by developing the skills needed to make stunning graphic art.

Photography and Digital Editing

  • Some people have an incredible talent for finding the beauty inherent in the world around us, capturing perfect moments in time, or turning mundane objects into bold and compelling works of art. But natural talent alone isn’t enough; To be a great photographer one needs to understand the skills required to frame and capture the perfect image and have the practical knowledge to select and use the best equipment turn that image into art. Participants on a Tech Immerse Photography and Digital Editing summer programme are guided in the techniques required to excel in the field of photography and given the chance to learn from experts who will help them create their own portfolio of stunning work.

Web Development

  • To be an amazing web developer, one needs to possess a variety of skills and characteristics. You need to be organised and methodical, creative and imaginative and you need to be logical and focused with a keen eye for detail. But most importantly, you need to be passionate about designing and developing innovative and stunning webpages. On a Tech Immerse summer programme, we’ll not only help you to expand your talents but also fuel your passion by exploring this subject in an exciting and practical way.

Classroom Turnaround

Classroom Turnaround

After each academic session (morning and afternoon), mentors are responible for tidying the classrooms which includes the following:

  • Water Jugs are full

  • Classroom is clear of rubbish and the tablecloth is straight

  • 'Classroom Box' has working markers, pens, pencils etc

  • Assist teachers with any further queries or requests

  • Tuck in chairs

  • Ensure the room looks presentable for each academic session

You will each be allocated a classroom to attend to before each academic session - Your Programme Manager will conduct inspections 15 minutes before each class begins

Activities

Activities

During the afternoon and evening, students will participate in a number of different activities. These activities run from 3PM - 6PM and 7PM - 8:30PM.

As a mentor, it is your responsibility to familiarise yourself with how these activities should be run. All the information about this will be in the shared Google Drive, and a printed version will be kept in the office. 

Workshops

Skills Workshops

Skills Workshops are delivered by professionals, but you will be required to be on-hand to assist with group-led exercises afterwards.

Example workshops include:

  • Debating Workshop
  • Welfare Workshop
  • Expanding Horizons using Technology (AI, AR/VR, Robotics, Drones etc)
  • 21st Century Skills: Persuasion, Creativity, Innovation

When do workshops happen?

Workshops happen throughout the programme - please look out for them in the timetable.

Additional Responsibilities

Additional Responsibilities

In addition to running activities, there are a variety of things which happen on the programme which mentors are responsible for.

Writing the daily blog

Summer Mentors are expected to write daily blogs that will be published on the Immerse website in order to provide prospective participants and parents with a sense of the experience. These blogs act as a fun and interesting round up of the day’s activities, and should be published no later than 10.30pm on each day. Guidelines are as follows:

  • Approximately 400 – 500 words long

  • Review of the day’s activities: tutorial topics, extracurricular activities, plans for the next day

  • Use of funny (and appropriate!) anecdotes is encouraged

  • Use of photos is encouraged

  • Write in an informal yet intelligent tone

  • Vary sentence length and structure to engage the reader

Once the blog is complete, please post on the Immerse website and social media channels

Social Media

A Summer Mentor will be designated as responsible for regularly updating the programme’s Facebook, Twitter and Instagram page throughout the programme with relevant status updates and photos.

Sports Coordinators

  • Standardise rules for different sports activities:

    • Croquet

    • Ultimate Frisbee

    • Rounders

    • Swimming Gala

    • Cricket

    • Mini - Olympics

  • Clarify this with all mentors at least 1 hour in advance of sports activities

  • Ensure all sports fields are set up at least 1 hour in advance 

  • Set up the rotas

Cake & Canvas

  • Ensuring that there are enough supplies at least 3 days in advance 

    • Paint/ Art supplies

    • Canvases

    • Music

    • Cake

    • Drink

  • Get participants to be creative

Talent Show Coordinators

  • Encourage acts to participate - both individual and group acts

  • Encourage and facilitate their practice

  • Submit all purchase requirements to your Programme Manager

  • Arrange running order 

  • Arrange music / equipment

  • Arrange judges / Master of Ceremony's

  • Coordinate a group Mentor act

Final Evening Party Planners

The Final Evening Party is a big deal and it should be a suitable end to a fantastic programme.

  • Photo booth

  • Lights

  • Food and drink (non-alcoholic)

  • Speakers

  • Music

Further Roles Include:

  • AV & tech
  • Logistics
  • Trips to local activities ie bowling, cinema, trampolining
  • Water-sports
  • Office tidying/ Shirt washing
  • Quiz Night
  • Bingo
  • Movie Night
  • Scavenger Hunt

Evening Debriefs

House Meeting (participants)

After dinner every night there is a compulsory meeting for participants in their boarding houses with the Programmer Managers. This is an opportunity to inform the participants of the schedule of events for the following day, and update them on their team performance.

Teams: Within each boarding house, there are 3 teams named after famous tech companies ie Amazon, Google, Facebook etc. Participants have the opportunity to win prizes for their team during activities, with the winning team receiving prizes at the end of the course. It is a way to keep groups motivated and engaged with one another.

Daily Debriefs (staff)

Every day at Immerse ends with a Daily Debrief. These meetings are extremely important as they are an opportunity for the mentors to come together with the Programme Managers and discuss the day just gone and the day ahead.

These meetings are compulsory.

  • What went well on each day?

  • What should we keep for future programmes?

  • What didn’t go so well? And why?

  • Was something good but wasn’t done well?

  • Participant welfare issues

  • Updates on mentor special roles

  • The schedule for the following day

Night Patrol

Night Patrol

  • Examine outside of boarding houses to identify room parties. Shut these down

  • Patrol corridors

  • Staggering night patrol times (e.g 21.05, 21.10 etc)

  • Note down any instances of offending participants, and report to Programme Managers

Excursions - TBC

Academic Sessions: as a mentor you should...

Immerse participants follow a rigorous academic programme of tutor-led academic sessions everyday (excluding weekends). Participants join small, subject specific academic sessions with no more than 15 participants. Academic sessions are an incredibly important part of the Immerse programme and participants are required to attend.

Please select the 4 correct answers. As a mentor you should...

  • Ensure that your mentees get to their classes every day and on time
  • Help your mentees with any academic questions they might have
  • Ensure that participants use the Private Study Sessions to complete any set work and do any preparatory reading
  • Solve a problem on a homework sheet that a participant can't answer
  • Tell them that your subject is better than the one they are currently studying
  • Allow them to swap classes if they aren't enjoying it
  • Discipline them if you hear they have been disruptive
  • Report any academic problems to the Programme Director

Activities: as a mentor you should...

As part of the Summer Team, the bulk of your interaction with students will be during the exciting programme of activities that we have planned. Your job is to ensure that the students’ welfare is well looked after, that they are safe and that they are kept engaged, happy and interested throughout their course.

Immerse spend lots of time and effort putting the programme together and it is a great opportunity to show off the best that Royal Hospital School and the UK has to offer to students from around the world.

Please select the 4 correct answers. As a mentor you should:

  • Be prepared for the activities
  • Understand the different types of activities
  • Allow a participant to skip an activity if they don't want to do it
  • Make the activities fun for everyone
  • Let the participants know if you think the activity is boring
  • Participate in activities

What is the purpose of the debriefs? Please select the 3 correct answers.

  • To report back to the Programme Manager and other mentors what went well that day
  • To catch up and chat with the other mentors
  • To moan about a naughty participant
  • To discuss the schedule for the following day
  • There isn't a purpose, the evening debriefs are optional
  • To highlight activities that didn't go well and find strategies for improvement

Why is the night patrol important?

  • Participants have very busy schedules at Tech Immerse; it is important they get a good night's sleep in order to be fresh for their lessons
  • I don't know, if the participants want to have parties I think it's fine

Keeping Participants Safe

Keeping Participants Safe: Rules & Regulations

The safety and well-being of the participants during the Immerse programme is our primary concern. 

In this section, there are important notes relating to rules, regulations and safeguarding. These are to keep the participants (and yourselves) safe.

Registration

As a mentor, you are responsible for knowing the whereabouts of your mentor family at all times.

In addition to this, there are official registration times throughout the day:

  • Breakfast
  • Before the afternoon activity
  • Dinner
  • Before the evening activity
  • College Curfew

Attendance

It is the responsibility of the Summer Mentors to ensure that each of their assigned participants are registered at every event, including extracurricular activities and meals.

Should a participant not be present at an event, the following steps must be taken:

  • Check the room of the participant (with at least 2 Mentors present)

  • Check the common areas of the college premises

  • If not present in any of the above venues, phone the participant’s mobile number

  • If the participant is uncontactable, inform the Programme Manager who will then notify the participant’s emergency contact as provided by the participants prior to their arrival.


Absence 

It is imperative that you inform the Programme Manager of any participants who are absent from meal times, academic sessions, or activities.

We have a duty of care and if a participant is missing we need to find out where they are immediately.

Unapproved Absence

All academic sessions and activities are compulsary and a participant cannot decide to not attend. It is your responsibility to inform them of this. An unapproved absence must be reported immediately

Approved Absence

There are times when a participant has been granted leave. The most common scenarios of this are:

  • when a participant is unwell
  • when a participant has left the programme to meet parents / friends

What to do if a participant is ill and cannot make it to class

  • Firstly, check up on the participant with another mentor to verify that they are ill and also to see if you can get them anything.
  • Refer them to the Pastoral Programme Manager
  • Once you have done this, please inform the Programme Manager and the teacher (or activity supervisor) of the upcoming absence.

What to do if a participant wants to leave college to meet family  / friends

As a mentor, you cannot approve leave, this is the responsibility of the Programme Manager. If a participant wishes to leave college or miss an activity / academic session to go and meet external people this leave must be officially approved through completing an exeat form. These forms can be found on the Participant Information Area and must be completed by the participants parent / guardian. 

Lateness

If a participant is late for an event, they must be verbally warned, and told that they should make an effort to arrive promptly in order to be considerate to other participants on the programme.

After the first warning, Summer Mentors must report all future instances of lateness to the Programme Manager who will then issue a formal written warning to the participant.

If the participant continues to be late to scheduled events, a formal letter will be sent to the participant’s parents.

Curfew

The curfew is strictly enforced for the safety of all participants. 

  • Participants must return to their boarding house by 8:30pm
  • All participants must be in their rooms by 9pm
  • Mentors conduct nightly evening patrols 

If a participant breaks curfew, you must inform the Programme Manager of this. 

Fire Safety

In the unlikely event of a fire, a fire alarm will sound and you should leave the building immediately if it is safe to do so. Please familiarise yourselves with the fire assembly points within the school.

  • All participants and all staff will proceed at once to the assembly area, remaining calm and walking quickly.
  • Evacuate the building as quickly as possible at the nearest possible exit, including fire exits.
  • Do not stop to collect personal possessions.
  • Do not go back into the building until you are told it is safe to do so.

Roll Call

  • If the fire alarm sounds (including during the night) participants should assemble in their Mentor groups. Mentors are responsible for taking a register of their groups and should report any missing participants to the Programme Manager.
  • In the event of a real fire, the persons calling the roll should then go through the lists again and satisfy themselves that every Participant is indeed present.
  • The senior person present should call the Cambridgeshire Fire Brigade and Rescue Service as soon as possible.

Afterwards

  • No-one may re-enter the building until given permission by the Programme Manager, a school representative, or by the Senior Brigade Officer (in the event of a fire).

Other Notes

  • You should not be left on your own in a building.
  • The Fire Risk Assessments provided by the college sites will be available and communicated to Staff to ensure that everyone knows what to do in case of a fire.
  • In accordance with the training statement above, all Staff (and participants) will be trained to ensure they know what to do when they hear the fire alarm. If necessary, additional and repetitive training will be available.
  • If you discover a fire, you should not attempt to tackle it. Never put yourself or anyone else in danger. You should operate the nearest fire alarm and, if you have sufficient time, call the Programme Manager and report the location of the fire.
  • All Staff should familiarise themselves with the instructions about what to do in the event of fire which are displayed on notice boards throughout the School. You should also know where the fire extinguishers are, and ensure that you are aware of your nearest fire exit and alternative ways of leaving the building in an emergency.

 

Alcohol, drugs and smoking policy for participants

Immerse operates a zero tolerance for alcohol and drugs. Breaking any of the following rules will results in instant dismissal from the programme.

Alcohol

A participant found drinking or in possession of alcohol will be dismissed from the programme. The purchase or distribution of alcohol is also prohibited. Participants are also banned from visiting pubs, bar, and other venues which may serve alcohol - please be aware of this particularly on excursions.

Drugs

Use or possession of illegal drugs is strictly prohibited and any participant found with drugs will be dismissed from the programme.

If you suspect that a participant may be in possession of drugs or alcohol it is imperative that you inform the Programme Manager.

Smoking

Smoking is not permitted when on school grounds, or during Immerse activities, trips, or excursions.

Alcohol, drugs and smoking policy for mentors

As the safety of our participants is our primary concern the following rules applying for the mentors during their work on the Immerse summer programme.

Breaking any of the following rules will results in instant dismissal from the programme.

Alcohol

It is not permitted for you to drink alcohol when working for Immerse. If a serious incident were to take place it is not acceptable for you to be unable to help because you have been drinking alcohol. 

Drugs

Use or possession of illegal drug is strictly prohibited and any mentor found with drugs will be dismissed from the programme.

If you suspect that another mentor may be in possession of drugs or alcohol it is imperative that you inform the Programme Manager.

Smoking

Smoking is not permitted when on school grounds, or during Immerse activities, trips, or excursions.

Code of Conduct

Important points for participants:

  • We expect participants to be present at all tutorials, meals, activities and excursions

  • Any damage caused to property, equipment and rooms will be charged to the student.

  • Any racist, discriminatory or intimidating behaviour towards another participant or a member of staff will result in dismissal from the programme.

  • We expect participants to behave with respect and empathy to other participants, all Immerse staff members, and members of staff and members of Royal Hospital School.

06 Code of Conduct for Children

Keeping Participants Safe: Safeguarding Policies

Safeguarding

Please ensure you read our policy documents carefully.

Important Points

- Do not communicate with participants privately on WhatsApp, only on the group.

- If you need to enter a room with a student alone, leave the door open and tell another member of staff

- You can only search a participant and/or their room if you have permission from the Programme Manager and if another mentor is present.

Code of Conduct

07 Code of Conduct for Adults

Shared Google Drive

Shared Google Drive

In advance of the programme, we will share a Google Drive with you. There is lots of important information here about the participants.

IMPORTANT: This information is confidential

Participant information

  • Name

  • Date of birth

    • If it is your participants birthday during the programme, please let us know and purchase a cake for the day

  • Dietary requirements

    • It is important you are aware of any dietary requirements

  • Medical requirements

    • It is important you are aware of any medical requirements

  • Accommodation / Room numbers

Lists / Forms to be used during the programme

  • Registration lists

    • You are required to register you participants regularly throughout the programme

    • These lists should always be kept up to date

  • Incident / Welfare forms

    • These forms should be completed if there is an accident, injury or a welfare incident

    • Once you have completed the form, please ensure you send it to the Programme Manager immediately

  • Risk assessments

    • An example risk assessment is attached below

    • You must familiarise yourself with all of our risk assessments

  • Activity instructions

  • An example of an activity's instruction is attached below

    • Mentors are in charge of running activities

    • You must familiarise yourself with how all activities are to be run

    • If you are unsure of anything please clarify with the Programme Manager

  • Classroom lists

    • These lists are those shared with the tutors

    • It is imperative you know what classrooms your participants are in

EXAMPLE RISK ASSESSMENT

Immerse Scenarios: How would you respond when?

What should you do if you suspect a student has been drinking alcohol?

  • Inform the Programme Manager
  • Find the student and expel them from the course
  • Question the student to find out the situation and the inform the Programme Manager

A participant is feeling like the academic programme is too challenging. How would you respond?

  • Ask them if they want to move class. Tell their tutor they will be moving to a different subject.
  • Reassure them that the Immerse academic programme is challenging and it is normal to feel pushed. Ask them if there is anything you can help with. Report this to the Programme Manager and check in with them in a couple of days.

What would you do if you saw a participant looking lonely?

  • Speak to them and try to get them involved in the programme.
  • Tell the Programme Manager

A participant is not feeling challenged enough!

  • Inform the Programme Manager
  • Set the participant additional work yourself