ri masterclass supervisor handbook - rigb.org

Version V1_19 July 2019

Ri Masterclass Supervisor Handbook

1. What are Ri Masterclasses?

Ri Masterclasses are series of workshops which are led by experts from industry, academia

and education. They offer students in-depth investigations of topics in Mathematics,

Engineering or Computer Science, by combining theory with interactive exploration.

Each Masterclass is led by a speaker and usually there are volunteer helpers in attendance to

support the students’ learning. A supervisor oversees all sessions in a series (usually six) to

ensure the wellbeing and enjoyment of the students in attendance at the classes whilst

managing the logistics of the day.

2. What is the role of the supervisor?

An Ri Masterclass supervisor has four main areas of responsibility, summarised in this

section and expanded on in full throughout the rest of this document.

2.1. Child safeguarding and pastoral care of the students

o As the supervisor, you are responsible for the welfare/pastoral care of the students

at the Masterclasses. To ensure best child safeguarding practice, you must:

Read, understand and adhere to the Ri’s Safeguarding policy for Children (SPC)

Take an attendance register at the beginning of the session

Know the whereabouts of all students for the duration of the Masterclass

Not leave the venue until all students have been collected or made their own way

home.

o You must have access to up-to-date emergency contact details, medical details and

photo permission information for each student. This must be accessible, but held

SECURELY and OUT OF SIGHT during the Masterclass sessions at all times, in

accordance with the Data Protection Act.

Masterclasses for unaccompanied students: it is the organiser’s responsibility to

collect this information for the supervisor in advance of the classes.

Masterclasses for accompanied students: Often primary Masterclass students

are accompanied by a responsible adult from their own school staff who remains

with them for the duration of the session. The accompanying adult will have

access to this information (the supervisor should check this). The accompanying

adult is also expected to follow their school’s policy for external trips.

2.2. Health and safety

o You must also follow the health and safety guidelines laid out in this handbook and the

risk assessment(s) for each Masterclass.


o You must act accordingly if any attending adult or student is seen to contravene the

SPC or risk assessments, and must do so as soon as it is brought to your attention

o You must be aware of the venue’s health and safety policy, first aid procedure and

emergency procedure, including those listed in table 1 below. This is particularly

important if you are not familiar with the venue e.g. if you are not a member of staff

o You need to inform adults and students of what to do in case of an emergency –

including informing them of the fire evacuation route and the location of fire alarms.

2.3. Data handling

o You must read, understand and adhere to the Ri’s data protection policy

o As detailed above, you will need access to student emergency contact details during

Masterclasses which must be held securely and be out of sight at all times, to ensure

compliance with the Data Protection Act

o When not overseeing a Masterclass, store all data in a secure place (e.g. locked

cupboard), return securely to organiser at end of series. Do NOT retain a copy.

2.4. Hosting adults - overseeing speakers and volunteers:

o As supervisor, you are also responsible for the welfare of any adults attending

Masterclasses – speakers, helpers or visitors

o You are responsible for ensuring that all adults present during the Masterclass

(including yourself, Ri staff, speakers, all helpers, etc.) sign in on the adult register

upon arrival

o Please ensure you offer all attending adults refreshments (even if only water) during

the Masterclass, especially the speaker who is working hard to run the workshop.

3. Supervisor pack and important documents

All supervisors should be given the following documentation in a supervisor pack. This should

be issued by the Masterclass organiser in advance of the series. Supervisors will need to have

the pack with them for each Masterclass and should return all documents securely to the

organiser at end of series. We have a dedicated webpage for supervisors containing tools and

supporting material:

Ri Supervisor Webpage: www.rigb.org/education/masterclasses/supervisor-resources

As a supervisor, please check in with your organiser prior to the start of your series to ensure

they get it to you in good time for you to review it and discuss any queries you may have.

http://webpage/


Supervisor pack On Supervisor

Webpage? Registers:

Registers constitute an important record of attendees. They must be completed for every session in the series and then returned to the Ri at end by the organiser. Student attendance register

Students tick as they arrive

Adult attendance register

All attending adults must complete this sign-in sheet upon arrival

Ri Safeguarding documents:

Ri Safeguarding Policy for Children

Hold this with the adult register – allows attending adults access to the Ri policy

Ri Safeguarding concerns report form

Complete and return to the Ri Designated Safeguarding Officers in event of any safeguarding incidents, concerns or disclosures.

Photography, video and social media guidance for Ri Masterclasses

Masterclass Volunteer Leaflet for Helpers/Speakers

Emergency and risk assessments:

List of student emergency contact details

Includes medical/allergy/ access requirements and photography permission. Indicates emergency contact number where a parent/carer can be contacted during Masterclasses

No

General risk assessment

Written by the organiser with specific regard to the Masterclass venue(s). An example is available on the webpage, but one should be completed for your venue/series.

Example available

Additional risk assessment

Any information passed on by speakers in advance of sessions specific to their activities, if necessary.

No

Details of evacuation procedures/routes for that venue/room

Supervisors must ensure they have these details if not familiar with the Masterclass venue, e.g. not a staff member.

No

Contact details of on-site security and the Masterclass organiser in case of emergency

Supervisors must ensure they have these details if not familiar with the Masterclass venue, e.g. not a staff member (not applicable to all venues).

No

Details of where to access first aid, if needed

Supervisors must ensure they have these details if not familiar with the Masterclass venue, e.g. not a staff member.

No

Additional documentation:

Spare copies of the blank parent/carer consent form for Masterclass students

In case you accept extra students arriving on the morning of the Masterclasses whose parents have yet to return a completed consent form.

For Masterclass series with sixth form helpers/speakers (see section 9.1): A sixth form helper register Copies of blank sixth form helper emergency details form, if required

http://www.rigb.org/education/masterclasses/supervisor-resources

http://www.rigb.org/education/masterclasses/supervisor-resources


4. Best practice for supervisors

Supervisors are not just attending Masterclasses to tick the box that a DBS-checked official is

in attendance. Their role is much more important than this, especially if they are in attendance

at all or the majority of the Masterclasses in a series. Good supervisors can act as influential

STEM role models and significantly increase the quality of students’ experiences at

Masterclasses.

Always formally introduce the speaker and helpers to the group at the start of each

session, and formally thank them at the end by asking the students to clap their

appreciation

At the very start of a Masterclass series, you could choose to undertake ice-breaker

activities to help the students get to know each other and inject a fun atmosphere. For

some sessions, you could mix up the student groups so they interact with others they

haven’t met before

Sometimes it’s important to be a bit bossy to get the group to do what is needed, but it’s

important to always talk to them as equals – they will appreciate this and it will help

mark out the Masterclasses as ‘not being like school’ in their minds

Proactively support students’ learning as a helper during the sessions:

o Masterclasses are continually being shown to increase students’ confidence in

the subjects. Please try to maximise this - all students, regardless of their pace

of learning, should be valued and praised for their work during Masterclasses

o Students will appreciate words of encouragement and signs that you

remember them as individuals from one week to the next, so encourage them

to chat to you about what they got up to in previous Masterclasses. Talking

about recent Masterclasses will make them revisit and solidify those

memories helping the Masterclass experience stay with them for longer

o Keep your eye out for any who appear to be struggling or not integrating as well

with the group – act quickly to provide them with considerate and patient

support to ensure all have a positive experience

Proactively help the speaker – offer any help as and when you see it is needed, even if

only to pass out handouts, ensure they have drinking water and assist in tiding the

venue at the end.

5. Child Safeguarding and pastoral care

The Ri is committed to safeguarding the welfare of children1 and promoting their wellbeing –

all individuals associated with the Ri are required to share this commitment, and to work

together to help achieve the best possible outcomes for children and to protect them from

harm. No single person can have a full picture of a child’s needs and circumstances, but in

1 For the purposes of this policy, a child is a person under the age of 18 years.


order for children and families to receive the right help at the right time, everyone has a role to

play in identifying concerns, sharing information appropriately and taking prompt action.

The details of this commitment, and the conduct and procedures which all Ri staff, trustees

and volunteers2 should follow, are laid out in our Safeguarding Policy for Children (SPC)3

All Masterclass supervisors are required to read the SPC. The Ri Masterclass team will

arrange for you to return a ‘Safeguarding Statement’ to us via email in advance of the

Masterclass series taking place. This statement will confirm that you have read and will abide

by the SPC (it will need to be repeated only when the policy is updated). The SPC is eleven

pages long plus appendices – please see section 5.3 for more details. Masterclass

supervisors are also required to have a current enhanced DBS check (or equivalent for

Scotland/NI) and may need to undergo a DBS verification process before supervising

Masterclasses – see section 0.

While everyone is responsible for safeguarding, the Masterclass Supervisor has overall

responsibility for pastoral care and is the first point of contact for Masterclass helpers. You

should get in touch with the Ri Masterclass team, Designated Safeguarding Officer (DSO) or

one of the Deputy DSOs if you have any questions or concerns. Please note that one of the

deputy DSOs is also a member of the Masterclass team.

5.1. Key Points from the Safeguarding Policy for Children & code of

conduct

There must be a DBS (or equivalent) checked supervisor in every room that Masterclasses are taking place in

No adult without a valid DBS check (or equivalent) should be left on their own with

the students. The Ri does not DBS check speakers that we use in the network. DO NOT

assume any adults are DBS checked.

Whether an adult has a valid DBS check or not, they should always avoid situations where they are alone with an individual or small group of students (e.g. fewer than four) and should always work in an open environment (avoiding private/unobserved situations) 4

All adults should avoid any form of physical contact with students

No actions should put any child at risk

Adults should act professionally and responsibly, displaying a high standard of behaviour at all times

You should ensure all students are treated with respect

Confidentiality must be maintained for both students and adults, in keeping with the Ri Data Protection Policy (please see the SPC for more details on this regarding child

2 Masterclass Organisers, Supervisors, Helpers and Speakers are classed as Ri Volunteers. 3 Child protection is a part of safeguarding and promoting welfare and refers to the activity that is

undertaken to protect specific children who are suffering, or likely to suffer, significant harm. 4 For Masterclasses in certain venues, it is possible that students will need to be escorted to the toilets.

If so, this may require two adults and adults should stay outside of the toilets in view of others.


protection). Supervisors will share limited information with attending helpers/speakers so that the students can be better supported – this should be treated as confidential and should not be shared beyond this.

5.2. Concerns and disclosures

There are several situations when you may need to contact the Ri Designated Safeguarding Officer (DSO) or deputy DSO. If if you have any concerns about a child, however minor, please get in touch with the Ri Masterclass team, DSO, or Deputy DSO (contact details below). There are more details on this in the SPC and you should have a report form from the Masterclass organiser

The policy gives clear guidance of what to do if a child makes you aware of a safeguarding concern or allegation. No adult should promise confidentiality to a student in this situation. If a child asks for a private discussion, ensure that another adult is present and check the child is comfortable with the choice of accompanying adult

If anything is disclosed to you or if you have a cause for concern, it is your duty to report it. If abuse is disclosed, this information cannot remain confidential and that the Ri will report it to the appropriate authority.

Designated Safeguarding Officers (DSO) Contact number

Mobile Email

DSO David Porter 020 7670 2954 07876 540914 [email protected]

Deputy DSO Samantha Durbin

(Also a member of the Ri Masterclass team)

020 7670 2915 07741657952 [email protected]

Deputy DSO Peter Gallivan 020 7670 2927 07576620026 [email protected]

5.3. Safeguarding Policy for Children contents

Section Topic Page Number

1 Policy statements 1 2 Scope of the policy (who it applies to) 2 3 Safeguarding rules

Please also refer to Appendix 1 for the code of conduct

2

4 Procedure: What to do if you are concerned about a child's

welfare

Please also refer to Appendix 3 for a process flow chart on reporting concerns/disclosures and Appendix 2 for types and definitions of abuse/neglect and potential indicators

4

5 Procedure: What to do if you have concerns or receive

allegations about an individual associated with the Ri

5

6 Information to be recorded

Please see Appendix 5 for a reporting form template – and editable version is available on the supervisor webpage

6

mailto:[email protected]




7 Procedure: Actions and response of the Designated Safeguarding Officer and Ri to concerns and incidents Please also refer to Appendix 4 for a process flow chart

6

8 Appointment of a Designated Safeguarding Officer and deputies (including contact details)

7

9 Confidentiality and information-sharing 9 10 Partner organisations 10 11 Review of policy and procedures 10 12 Safeguarding suite of policies and documents 10

5.4. DBS Verification

Masterclass supervisors for all series that are not supervised by teachers at their own school

(see the note below) must now have their DBS check verified by designated Ri staff once every

4 years. This verification must take place before any individual is allowed to supervise a

Masterclass for the first time.

Verification will involve arranging for one of three Ri staff members (the DSO, deputy DSO or

the Masterclass Programme Manager) to verify the supervisor’s DBS check via the DBS

updates service if they are signed up or by emailing a scanned copy of an original DBS check

(with all details clearly identifiable in the scan). If neither of these are possible, the original

document will have to be seen by one of these three Ri staff members, either via post or in

person.

Any disclosure details recorded on the DBS check will be kept in strictest confidence by the Ri

staff member undertaking the verification and no details will be shared with anyone in the

Masterclass team or wider Ri. Any copies of DBS checks supplied to the Ri will be permanently

deleted once verification process is complete.

Should anyone refuse the verification, the Ri will expect the group in question to replace them

with a new supervisor whose DBS can be verified. If a supervisor cannot find their DBS

documentation a new check can be carried out, but this requires a face-to-face meeting with

the DSO or deputy DSO.

Organisers/supervisors outside England and Wales should get in touch with the Masterclass

team to discuss the process for their region.

Note for Masterclass groups in schools: Supervisors who are teachers at the school hosting

the Masterclasses are classed as exempt from the DBS verification process, though their

names and dates of supervision must be shared with the Ri in advance. This exemption does

not apply if supervisors are teachers but the host venue is not the school which currently

employs them.

6. Use of Photographs, Video and Social Media Involving

Children

The Ri welcomes Masterclass groups taking pictures and short video clips to share and

promote their Masterclass activities. However, safeguarding is of the utmost priority which is


why groups must obtain consent from parents/carers (or students themselves, if they are

aged 16+).

If you are acting on behalf of the Royal Institution Masterclasses in a role that may involve

photography, filming, interviewing young people or promoting Masterclasses on social media

platforms, you are expected to follow the Ri guidance. This can now be found in our separate

Photography, Video and Social Media Guidance for Ri Masterclass on the organiser and

supervisor webpages. If unsure, contact an Ri staff member or safeguarding officer.

7. Health and Safety Guidelines

Masterclasses should be held in a safe working environment and every attending adult should

be undertaking best practices for health and safety. All activities within the Ri Masterclass

programme are covered by the Royal Institution’s Public Liability Insurance. The venue of the

Masterclasses should have their own insurance to cover aspects relating to the health and

safety in that venue. The validity of the Ri insurance may be prejudiced by failure of groups to

follow the guidelines laid out in this document.

7.1. Risk Assessments

You should familiarise yourself with the general risk assessment for the Masterclass series and any additional risk assessments for individual sessions

You or the speaker should brief all helpers before the start of a Masterclass on any specific risks for that session

The speakers should have seen the general risk assessment in advance, but if there are any particularly important points to note please remind them

Remember that health and safety is everyone’s responsibility and you should challenge any unsafe situations or behaviour – for example, if students are misbehaving with sharp implements or if you see a trip hazard.

7.2. Health and Safety Incidents

In case of accident/emergency:

Follow the procedures in the Risk Assessments and Child Safeguarding documents

Report to parents as appropriate

Report to the host venue as appropriate – for example, if an accident or near-miss

occurs they may need the supervisor to complete an accident report. Most venues

would have an accident logbook where incidents should be recorded

Report to the Ri Masterclass team as quickly as possible, giving as much detail as

possible.


8. Data handling

8.1. Definitions

Personal data: means any information relating to a natural person who can be directly or

indirectly identified in particular by reference to an identifier.

Sensitive data: special categories of personal data. These include racial or ethnic origin,

political opinions, religious or philosophical beliefs, trade union membership, genetic data,

biometric data, health or sex life, sexual orientation.

8.2. Data processing

All documents containing personal and sensitive data should be held securely. This

includes keeping all electronic copies of the data password protected and storing any

paper copies in a locked cupboard/drawer. No-one who is not involved directly in

organising or supervising the Masterclass series and who has a legitimate need to see

the data should be able to access these documents

All breaches of security must be reported in-line with GDPR requirements, firstly to

the Masterclass organiser who will pass it on to the Ri Masterclass team. This includes

a loss of data as well as leaving documents unattended and visible or accessible to

others

Common errors to avoid include student list left on the back seat of a car, or student

medical details left on the registration desk and visible to parents/carers or other

students

Documents must be sent securely (recorded delivery, password protected or

encrypted email attachments, or physical handover)

You should update the organiser as soon as possible on any student or parent/carer

details which need to be changed or added

At the end of the series you should transfer all documentation to the organiser and

should dispose of any additional copies

Documents must be disposed of securely – paper copies should be shredded

(preferably with a cross-cut or micro-shredder) or disposed of in secure document

disposal. If you do not have access to these disposal methods you should securely

post/give all hard copies of documents back to the organiser for them to dispose of.

9. Overseeing Speakers and Volunteers

There are typically a number of volunteers at Masterclasses (helpers, speaker, supervisors

and occasional visitors). The supervisor must ensure all attending adults at the

Masterclasses:

Sign an adult register for every session they attend

Have access to the Masterclass Volunteer Leaflet (so make sure copies are held with

the register) and they should tick to confirm that they have read it on the register


Abide by the Health and Safety and Child Safeguarding procedures.

Prior to the Masterclass, you should liaise with your Masterclass organiser to obtain the

contact details of the speaker, and volunteers if necessary. You should ensure the speaker has

everything they need, including refreshments (if available at the venue). You should introduce

the speaker at the start of the session, and thank them at the end.

We recommend that you take helpers through a brief safeguarding induction (e.g. make them

aware that they will not be left alone with students, that they cannot take photographs of

identifiable students, etc.). Please ensure you discuss the induction process with your

organiser prior to the start of the series. It could essentially be pointing the helpers to the

relevant Masterclass Volunteer Leaflet, and quickly running through the points therein that you

feel are most salient.

Other

You may need to liaise with the speakers and/or helpers regarding any students with

accessibility requirements (different educational needs or physical accessibility

needs) to ensure that they are aware of this, and that the students receive adequate

support. Typically the organiser will have made you aware of this in advance, but in

some cases the student’s parent/carer will speak to you upon arrival – if this is the

case, check what the student needs in order to take part in the workshop, and discuss

whether it is possible to accommodate this. It may be that the parent/carer needs to

stay on-site.

9.1. Sixth Form Helpers

Many Masterclass groups, particularly those running at school venues, use sixth form

students as helpers (which adds value for the Masterclass students and is an extremely

valuable experience for the sixth formers).

If this is the case for you, a separate sixth form register should be used. Those aged 16+ will be

able to give their own photo/video permissions on this register. This register will be sent to the

Ri at the end of the series.

Any group choosing to include 16 to 18 year olds as helpers or speakers (this also includes

apprentices or FE students) must remember that these students will need pastoral care, and,

as the supervisor, this is your responsibility.

If the sixth form students are not accompanied by a member of staff from their own school

they will also need to hand in or complete an emergency details form when they arrive at the

session5. This details an emergency contact number of a parent/carer and any medical or

accessibility issues which may affect them at the class. Students aged 16+ can complete this

themselves. Sixth form helpers’ personal details should be treated with the same

5 If these details have been given to the organiser in advance of the Masterclass, supervisors should have a sixth form helper emergency details list (similarly to the Masterclass student emergency details list) rather than asking for forms to be completed/handed in upon arrival


confidentiality as the Masterclass students. The emergency details form should be securely

destroyed at the end of the session(s) that an individual helps at.

If, however, the students are accompanied by a member of staff from their own school

throughout the session, that staff member retains this responsibility for their group of

students, and they need not complete an emergency details form.

Sixth formers should be shown the relevant Masterclass Volunteer Leaflet at the start of the

session and may need an extended briefing on the expectations of being a Masterclass helper.

Please note that sixth form helpers under the age of 18 SHOULD NOT be considered to be

adults for safeguarding purposes and the sixth form helpers are unlikely to have a DBS check.

10. Additional guidance

10.1. Managing Behaviour

Managing behaviour is the responsibility of the supervisor, not the speaker. It is advisable to

have some ‘ground rules’ for all the Masterclasses in the series and ensure students know

what is expected of them in terms of behaviour.

Remember that speakers may not be familiar with classroom behaviour management, and

that you may need to step-in to ensure that the students are behaving appropriately. Have a

clear procedure in case the guidelines aren’t followed; this could range from having a quiet

word with the students to calling their parents to collect them.

In particular, you will need to ensure that no student is made to feel uncomfortable or bullied in

the Masterclasses.

10.2. Extra Students

All students due to attend the Masterclasses should be signed up in advance and listed on the

register. There may be an occasion where additional students who are not on the register

unexpectedly attend, for example if they were granted a place initially but did not confirm in

time.

As the supervisor, you are expected to deal with this situation appropriately, including making

the decision of whether the student can remain at the series.

If you decide to allow the student to join the series, you will need to obtain a completed consent

form from the parents/carers:

On occasion, some students may be offered their place last minute and were not added

to the register. Generally they would have a completed consent form with them and the

series organiser should have contacted you to advise you of the situation

If the student does not arrive with a completed consent form, you must provide a blank

consent form for the parent/carer to complete on arrival. Secondary school students

are sometimes not accompanied by their parents. In this situation, the student must

complete all details on the consent template and then you must call their parents to


obtain their verbal consent (please make repeated attempts if the parent/carer cannot

be reached).

If the series is at capacity, the student would not be able to stay. In this situation, you should

explain to the student that they do not have a place on the series and cannot attend. Please be

sensitive since this may well come as a disappointment. If the student arrived without a

parent/carer, you should contact the parent/carer by phone and ensure that they can get home

safely. If you cannot ensure this satisfactorily, it might be safer to let the student remain at that

one session, collecting the student’s contact details on a consent form to retain for that single

session.


Appendix 1: Supervisor Notes Table

Once completed, please keep the personal information (names and phone numbers) safely

and destroy at the completion of the Masterclass activity.

Supervisor Notes (1 of 2)

Venue-specific:-

Contact details of venue staff or on-site security, for all emergencies:

Who is first aid trained (if not the supervisor):

Venue procedures for an emergency e.g. evacuation for fire

alarm (evacuation procedure must be related to the students at start of

series), calling an ambulance:

Location of nearest toilets:

Masterclass-specific:-

Contact number for Ri Masterclass organiser in case of emergency:

Access time to venue (in case speaker needs longer to set-up):

Location of Masterclasses at venue, including building/room number:

Signage (what signs are needed? Who is printing them/putting them

up? Where should they go?):

AV requirements (where to find instructions, passwords to access,

internet access, etc):


Supervisor Notes (2 of 2)

Programme of speakers, timetable for the morning sessions, contact

details for speakers:

Availability of refreshments, how to prepare them (check with each

speaker at start when they want the break to occur) :

Contingency plans in case speaker is late/ doesn’t turn up (e.g. access

to back-up material):

Students:-

Check if any students require additional support; or if any have refused photographic consent (see emergency contact details for these).

You may need to liaise with the speakers regarding any students needing additional learning support during the sessions to ensure that they are aware of this, and that the student receives adequate support.

Additional notes:-