Alumni Guidelines

 

Alumni Visits & Engagement Guidelines

1. Purpose

Our alumni remain an important part of the Creative School community. We value their continued connection with the school and welcome opportunities for alumni to contribute through volunteering, sports, mentoring, sharing their skills and experiences, and participating in school events.

At the same time, the school is primarily a learning and residential space for current students. These guidelines are intended to ensure that alumni visits are meaningful, well-organised, safe and respectful of the learning environment and the wellbeing of all children.

Guiding Principle

Alumni are welcome as members of our extended school community. However, access to the school is based on the purpose and responsibility of the visit, and not simply on being a former student.

All alumni visits must therefore be planned and approved in advance.

2. Types of Alumni Engagement

Alumni may visit the school for:

  • Volunteering and contribution – supporting sports, refereeing, coaching, school events, projects or community initiatives.
  • Sharing and mentoring – sharing skills, knowledge, professional experiences or facilitating activities when specifically invited.
  • School events – participating in sports, cultural programmes, learning events, celebrations or alumni gatherings organised by the school.
  • Social visits – meeting former teachers and members of the school community.

Social visits should be pre-approved, take place during agreed timings and remain within designated spaces. The campus should not be treated as an informal or unrestricted social space.

3. Prior Approval, Registration & Identification

All alumni visits must be approved in advance by the designated school authority.

Requests should be sent to:

The request should include:

  • Name of the alumnus/alumna
  • Year/group of graduation
  • Purpose of the visit
  • Date and expected duration
  • Areas to be accessed
  • People the alumnus/alumna will be interacting with
  • Name of the staff member coordinating the visit

On arrival, alumni must:

  • Register at the designated entry point.
  • Sign in and sign out.
  • Carry or display the identification provided by the school.
  • Follow the instructions of the staff member responsible for the visit.

Alumni must not enter through unauthorised routes or bring other visitors onto the campus without prior approval.

4. Areas of Access, Timings & Facilities

Access to the campus will depend on the purpose of the visit.

With approval, alumni may access:

  • Sports grounds
  • Event spaces
  • Designated meeting areas
  • Specific learning spaces when invited
  • Other areas specifically approved by the school

Residential/dormitory areas, classrooms, staff areas and other restricted spaces are not open for general alumni access. Any exception must have a specific school-authorised purpose and appropriate staff supervision.

Visits must take place only during agreed timings and should not interfere with:

  • Classes or study periods
  • Meals or rest periods
  • Residential routines
  • School events or scheduled activities
  • The privacy and emotional wellbeing of current students

School equipment and facilities may be used only with permission and must be treated with care.

5. Interaction with Current Students & Safeguarding

Alumni can have a valuable and positive relationship with current students. All interactions must, however, remain within the school’s safeguarding framework.

Alumni must:

  • Interact with students in open and visible spaces.
  • Maintain appropriate adult-child boundaries.
  • Follow the instructions of the staff member coordinating the activity.
  • Avoid being alone or in an unsupervised situation with an individual student.
  • Respect students’ privacy and personal boundaries.
  • Not independently organise activities with current students.
  • Not take students off campus or invite them to activities outside school without formal school approval.
  • Immediately refer any concern about a student’s safety, wellbeing or behaviour to the appropriate school staff.

Alumni are expected to treat students, staff, teachers, parents, fellow alumni and guests with respect and courtesy and to uphold the values and dignity of Creative School.

 

6. Communication, Photography & Social Media

Alumni should maintain appropriate boundaries in all communication with current students.

  • Do not exchange personal phone numbers, social media handles or other personal contact details with current students.
  • Do not establish private or informal communication channels with students without school knowledge and approval.
  • Where communication is required for a school activity, use school-approved channels with appropriate staff awareness.
  • Do not take photographs, videos or selfies with individual students or share photographs/videos involving students unless specifically permitted by the school.
  • Live streaming of any part of a school event requires prior approval.

When directly interacting with students, alumni should keep mobile phones away and remain present and engaged in the activity.

 

7. Food, Substances & General Conduct

Alumni must not independently distribute chewing gum, chocolates, candies, snacks, beverages or other food items to current students. Any food or refreshments intended for students should be coordinated through the school or event organisers.

The following are strictly prohibited on campus:

  • Alcohol
  • Tobacco
  • Vaping products
  • Prohibited substances

Alumni are expected to arrive and remain on campus in a fit and appropriate state.

Alumni should dress appropriately for a school environment and maintain respectful language, tone and behaviour at all times.

Aggressive, abusive, discriminatory, disruptive or otherwise inappropriate behaviour will not be tolerated.

 

8. Sports, Volunteering & Other Contributions

We value alumni who wish to contribute their time, skills and experience, particularly through sports and other school activities.

For such engagement:

  • The activity must be planned with the relevant school team.
  • Roles and responsibilities must be clearly defined in advance.
  • A designated school staff member remains responsible for the activity.
  • Alumni must work within the school’s instructions, safeguarding requirements and rules.
  • Timing and duration must be agreed in advance.
  • Sports participation should reflect fair play and respect for students, officials, staff and fellow participants.
  • Any use of school equipment or facilities must be authorised.
  • All school property should be treated with care.

9. Confidentiality

Alumni may come across personal or sensitive information about students, families, teachers or the school.

Such information must be treated as confidential and must not be discussed, photographed, recorded or shared outside appropriate school channels.

Any concern regarding a student’s safety, wellbeing or behaviour should be brought immediately to the attention of the designated school staff member.

10. Responsibilities

The School will:

  • Approve or decline alumni visit requests.
  • Identify the purpose and scope of the visit.
  • Identify the staff member responsible for the visit.
  • Communicate relevant expectations to the alumnus/alumna.
  • Determine appropriate areas and timings of access.
  • Ensure that applicable student safeguarding requirements are followed.

Alumni agree to:

  • Follow school policies, guidelines and staff instructions.
  • Respect current students and staff.
  • Remain within approved areas.
  • Follow agreed timings.
  • Maintain appropriate boundaries with students.
  • Protect student privacy and confidentiality.
  • Use school facilities responsibly.
  • Conduct themselves in a manner consistent with the values of Creative School.

11. Regular Alumni Volunteers

Alumni who wish to contribute regularly may be invited to become part of an approved alumni volunteer group.

Depending on the nature of the role, the school may require:

  • Formal volunteer registration
  • Safeguarding orientation
  • Reference or background verification, where appropriate
  • A clear description of responsibilities
  • A designated school coordinator
  • Periodic review of the engagement

Regular volunteers must continue to follow the school’s visit, access and safeguarding procedures.

12. Breach of Guidelines

The school reserves the right to:

  • End a visit if these guidelines are not followed.
  • Restrict or withdraw access to the campus.
  • Review or discontinue an alumni volunteer role.
  • Take further action where a serious safeguarding or policy concern arises.

The priority in all such situations will be the safety, dignity and wellbeing of current students and the wider school community.

13. Our Approach

Alumni are always welcome to reconnect, contribute and share their journey with the school.

We hope that every alumni engagement will be a positive contribution to the life of Creative School while respecting the safety, privacy, learning and wellbeing of our current students.