EJEF at Lane End
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EJEF STATEMENT OF EDUCATIONAL PURPOSE 

Reviewed on 14th October 2016

EJEF is a British educational organisation, established in 1973 in Britain, with the express purpose of improving understanding between Japan and the West. Through its principal activities of teaching English and Japanese, and the provision of training programmes on Japanese and Western business and cultural backgrounds, EJEF provides participants with the basic tools of cross-cultural, international communication.
EJEF aims to provide students with well-structured, well-rounded courses and a high standard of teaching in a professional environment combined with an overall approach that is highly personal in nature. This personal approach is exemplified by the small class size (maximum 4) which allows for specific attention to students’ needs, regular feedback sessions and individual relationships with the Managing Director, Teruko Iwanaga, and the Director of Courses, Katherine Robinson. One-to-one sessions are a feature of many of EJEF courses, providing further opportunities to address particular areas for development to achieve the specific personal, academic and professional goals of each student. In addition, almost every student is accommodated in a homestay, which enables full immersion into English language and culture. This combined approach leads to the fulfilment of each student’s and his/her employer’s requirements and promotes cross-cultural understanding.

Most students who come to EJEF have a common reason for doing so in that they are highly motivated to improve their understanding of English.  The majority are motivated by a desire to improve career prospects.  Approximately 90% of our students are sponsored by Japanese Ministries and private business institutions to enhance their human resources.  EJEF aims to provide such students with linguistic skills and, where necessary, a suitable band/score in the IELTS (International English Language Testing System), TOEIC (Test of English for International Communication) or TOEFL (Test of English as a Foreign Language) exams to achieve and better pursue their goals.

Other students study English in order to facilitate their integration into Western  society and need a higher level of competence to do this. EJEF aims to equip such students with the necessary linguistic skills and cultural background needed to enhance their understanding of Western society.
EJEF is based at the Lane End Conference Centre. Lane End Conference Centre and EJEF are both trading names of HTS Management Holdings Limited.

EJEF’S GOVERNANCE ARRANGEMENTS

Teruko Iwanaga, Managing Director / Proprietor / Principal founded EJEF in 1973 to further relations between UK/ Europe and Japan especially in the field of business. EJEF offers English language courses to adult, professional Japanese learners and Japanese language courses to British and business people of other nationalities.

All students on English language courses are sponsored by Japanese government ministries or private business institutions and they come to EJEF to study English on a full-time basis.  Courses range from one or two weeks to eight months. 
The curriculum is set by Katherine Robinson, Director of Courses, in consultation with the Managing Director, and teaching and learners’ achievements are monitored closely by both of these key personnel. 

Director of Courses holds regular informal and occasional formal meetings with her team of English language tutors and she reports to the Managing Director on a regular basis. The Managing Director is in close touch with all the learners’ sponsoring ministries and institutions as well as the learners themselves and problems relating to courses and welfare, if any, are dealt with immediately. 

All learners from various ministries are aware of the fact that they are studying with Japanese tax payers’ support and, consequently, their motivation is high. Learners from private institutions and companies are selected carefully by their sponsoring organisations and their motivation is equally high. Apart from official absences for such reasons as attending conferences and meetings or absences due to illness, no student has ever missed any lessons in the 42 year history of EJEF. 

EJEF forms part of HTS Management Holdings Ltd which is primarily owned by The William Barry Trust. The Trust has an annual meeting of the Trustees  (the Managing Director is one of the Trustees) at which progress towards any strategic objectives is discussed. Operational objectives are discussed regularly and accounted for between the Directors of HTS Management Holdings Ltd. 

ADMISSIONS POLICY

All applications are dealt with on a case by case basis by the Managing Director. An application form can be downloaded from our EJEF website (www.ejef.co.uk) and can be accepted via e-mail, post, fax or in person. 

EJEF may be unable to accept a student if we feel that we cannot meet the needs of the student on medical or disability grounds. EJEF may also refuse to accept a student if we feel we cannot meet their academic needs, for example if the student’s level is not high enough for entry into the English for Academic Purposes course.

CHARGING POLICY

On receipt of the completed application form, a certificate of enrollment and an invoice covering tuition fees and accommodation fees will be posted to the participant or his/her sponsoring organisation. Payments can be made by bank transfer or by credit card. Payments should reach EJEF at least one week in advance of the course starting date.

Should there be a need to cancel the booking, EJEF office must be informed at least one week in advance of the course starting date. Otherwise, the full tuition and accommodation fees for the first week will be charged.

CURRICULUM POLICY

EJEF is committed to the development of each individual student.  We offer a broad, well-balanced curriculum to ensure learners’ linguistic skills and intercultural awareness are enhanced.  We aim to provide a curriculum that will foster and promote learners’ intellectual, cultural, social and professional development and allow them to establish the necessary skills to enhance their careers and/or integrate into Western society.
The purpose of this policy is to ensure that all students are treated equally.  It sets out the steps taken to ensure all learners receive appropriate support to develop their proficiency in English and benefit fully from their education at EJEF.  
The school recognises the importance of meeting student needs, both academically and professionally. For this purpose, EJEF application form contains sections on pre-arrival questions to enable us to identify student needs and expectations and thus learner objectives.  This is followed up by a needs assessment interview with the Director of Courses which may be by telephone from the UK or in person in Tokyo or on arrival at EJEF. The participant's level of English will be assessed and the course content discussed.    

EJEF provides an effective orientation programme.  Prior to enrolment, information regarding the course is given.  Upon arrival, students are provided with handbooks detailing information about EJEF. Explanation is given regarding school structure and staffing, school policies, homestays, course content, school and community social activities. Furthermore, cultural differences are highlighted to enable a smoother integration into British society.
In addition to the academic objectives of the School, there is provision for enhancement of cultural understanding through extra-curricular activities such as sports, entertainment and excursions.  We recognise that students may have different interests and therefore in addition to those provided by EJEF, we actively encourage participation in the local sports and cultural activities.  This has the added benefit of further immersion into British society, cross-cultural understanding and enhancement of linguistic skills.

The welfare of students is paramount.  Because of EJEF’s size, Teruko Iwanaga (Managing Director) and Katherine Robinson (Director of Courses) together with the tutors are able to establish personal relationships with each individual student and thus ensure pastoral support. 
Ongoing assessment by tutors is conducted to monitor individual progress and evaluate proficiency.  Students’ placement may change during the course to reflect increased skill.  For longer stay students, mid and end of course tests will be administered to determine progression.  This information is communicated to students through one-to-one sessions, in which students can discuss their progress and raise any issues of concern.
With regards to academic objectives, all students will receive support as their needs dictate.  Because of small class sizes (maximum 4) and weekly one-to-one sessions, tailor-made and challenging activities can be provided to stretch students who excel or support weaker students. Additional one-to-one sessions may be offered as necessary.

To expand the four key skills of Reading, Writing, Listening and Speaking, the curriculum draws on a wide range and content of materials, including authentic materials dependent on level. Throughout, students have the opportunity to acquire and practise key receptive and productive skills or processes (for example, expressing opinions and discussion, listening and reading for gist and detail). As learners progress, so do the range and scope of these skills and the students’ levels of accuracy and fluency. Pronunciation is regularly checked and remedial assistance is given when necessary to enable students to develop clear and comprehensible speech.

Independent Learning is a key component of all courses. During these periods, students are expected to undertake homework assignments and review activities set by their class tutors. Students are also encouraged to use Independent Learning time to work on specific areas of interest or weakness and receive support and guidance from their assigned tutors.

This policy is supported by syllabuses and schemes of work relevant to each specific course of study.

ATTENDANCE POLICY

The vast majority of our students are Japanese executives and civil servants including diplomats sent by their employers on full-time courses at EJEF.  Unauthorised absences have never occurred in our 41 years of existence.

If a student wishes to be absent from EJEF, for example in order to attend a conference or business meetings, prior authorisation must be obtained from the student’s employer.

In cases where students are 15 minutes late or more for a class or absent without authorisation, the class teacher or Director of Courses informs the Managing Director of the individual’s absence.  The Managing Director telephones the student and / or the student’s home stay family to determine the reason for absence.  In the unprecedented event of absence without satisfactory reason (such as sickness or transport problems) the student’s employer is to be informed.

SOCIAL ACTIVITIES POLICY

Sport and fitness – there is a gym, tennis courts, golf course, fitness trail and tennis/snooker tables available on site.  Equipment such as racquets and clubs and a gym access card can be obtained from the Lane End Conference Centre’s Main Reception, free of charge.
Table Tennis club (free)  - organised by students. Held regularly at lunchtime.

‘English’ lunch club operates daily from 12 noon in the EJEF lounge : meal charge only.  In addition English lunch club may also take place in local pubs/restaurants. Students should discuss with their individual tutors to arrange. 

Long term students should be encouraged to avail themselves of the many opportunities offered by the Buckinghamshire Adult Education programme and local communities.

This develops not only their speaking skills but enables them to mix with ‘real British people’ as well as learning something new.  It is advisable to select a recreational course rather than an academic course.  Recent students have enjoyed courses in pottery, cooking, jewellery making, stained glass making, badminton, drumming and flower arrangement. 

For musical students – It is possible for students to join local choir groups in Marlow or High Wycombe.
Phase trips and excursions – these vary but include afternoon tea at Danesfield House or Compleat Angler hotels, EJEF Barbeque, punting on the River Cherwell in Oxford, EJEF Christmas Party, carol singing with members of the local community, Theatre excursion & meal in London and visits to the Houses of Parliament and BMW Mini plant in Oxford.

Towns in the local area (Marlow, Henley, Windsor, High Wycombe, Beaconsfield, etc) may be visited as part of the Language Challenge. 
In addition students may also take part in small group excursions such as to Blenheim Palace, Chiltern Valley Winery, Rebellion Brewery, Chelsea Flower Show or activities such as horse riding, ten pin bowling or shopping at Bicester village.

EQUAL OPPORTUNITIES POLICY

EJEF is committed to providing an environment in which all students and staff are treated fairly, with dignity and respect. We acknowledge the unique contribution that all individuals can make.  It is our policy to ensure that no one is treated less favourably in terms of race, gender, age, religion, sexual orientation, disability or any other inappropriate or irrelevant criteria or distinction.

SPECIAL EDUCATION NEEDS, LEARNING DIFFICULTIES AND DISABILITIES

EJEF asks that all applicants declare any special needs, learning difficulties and disabilities when they apply for a course. The school treats all declared special needs on a case by case basis.  EJEF will assess the needs of each student and make a judgement about the ability of the school to meet those needs. EJEF will try to accommodate the requirements of students with special needs as much as possible, but in rare cases where EJEF cannot adequately cater for a student’s needs, we reserve the right to refuse admission.

EJEF has some limited wheelchair access and disabled toilet facilities. 

FIRST AID POLICY 

EJEF is committed to providing a safe environment for staff and students. 

EJEF and Lane End Conference Centre have a number of trained first-aiders who can administer basic first aid treatment.  Lists of first aiders are on a display around the EJEF building.

On arrival at EJEF, all students are given emergency phone numbers of both school staff and the emergency services.  All students are issued with personal alarms. 

HEALTH AND SAFETY POLICY 

It is EJEF's policy to give the greatest importance to the safety of its clients and employees.

In the design, construction, operation and maintenance of all equipment and
facilities, it is the duty of the Directors of EJEF and the Lane End Conference Centre to do everything possible to prevent personal injuries. To this end, the Directors will provide basic safety training for all employees, and maintain computerised risk assessments and records of health and safety training. For all educational visits and excursions, risk assessments are undertaken and EJEF makes every effort to minimise risk to all participants. It is also part of EJEF policy to undertake regular discussion of safety and health in staff meetings where appropriate.

It is equally the responsibility of every employee to exercise responsibility and to do everything possible to prevent injury to her or himself and others, and to report accidents or hazards to the Director of Courses or Managing Director.

ACCIDENT REPORTING and INVESTIGATION POLICIES

All accidents involving students and staff whether or not resulting in injury, damage or disease, must be reported in the first instance to either the Managing Director or the Director of Courses, who will then carry out the accident notification procedure as laid down under health and safety legislation.  
All reported accidents will be investigated and appropriate action taken, if necessary, to prevent a recurrence. All accidents will be recorded in the Accident Book. 

RISK ASSESSMENT POLICY

EJEF places upmost importance on the health and safety of students and staff.  To this end, written risk assessments must be undertaken for all activities and excursions.  Each risk assessment involves the following parties: (1) the Managing Director (Teruko Iwanaga) and / or the Director of Courses (Katherine Robinson); (2) the excursion or activity leader; and (3) participating staff.  Permission will not be given for an activity or excursion which has not been risk assessed or which is considered to involve an unreasonable level of health and safety risk.

COMPLAINTS POLICY

EJEF takes all feedback and complaints seriously.  All complaints are handled in a positive and open way and we will respond to your feedback promptly and courteously.

If you are unhappy with any aspect of your course you should speak to the Director of Courses, Katherine Robinson, or the Managing Director, Teruko Iwanaga.  
If you are unhappy with any aspect of your accommodation / homestay, you should speak to Homestay Administrator, Ellen Vincent, or Managing Director, Teruko Iwanaga.

Most complaints are resolved at the first point of contact with information and/or an explanation, together with an apology and recognition of the effect the situation has had on the person.  Some complainants may also want an undertaking that action will be taken to prevent the problem recurring.

A complaint can be made with the assistance of an advocate or by a third party (as agreed between the complainant and the principal). In this case staff will receive and clarify a complaint from more than one person. 
If you are not satisfied with the response you may address your complaint to the Company Secretary, Michael Gough.  If your complaint is still not resolved, you may contact the British Council or Independent Schools Inspectorate (ISI).   

The school documents all complaints.  

Complaints Procedure

If you have a problem or complaint, then:  
1. Speak to Katherine Robinson or Teruko Iwanaga (academic issues) or Ellen     Vincent or Teruko Iwanaga (accommodation issues)
If your problem is not resolved, then: 
2. You may speak to the Company Secretary, Michael Gough
If your problem is still not resolved, then:
3.  Address your complaint to the British Council or Independent Schools     Inspectorate (ISI)
All complaints are recorded and kept on file for internal or external review.  If the complaint is not resolved at the first point of contact, the complaint is acknowledged within five working days by telephone, in person, by email, or in writing.
Within 28 days of the receipt of the complaint, Teruko Iwanaga will provide the complainant with either:
• a written response, including reasons for the decision, or
• a written notification that their complaint has been referred to an internal or external agency

 

Co-ordination of complaints

Teruko Iwanaga has the final responsibility for the management of all complaints that relate to school management issues.  The complaint can be referred to another staff member in the school for action (for example, Katherine Robinson or nominated staff member).

PERSONAL HARASSMENT AND BULLYING POLICY 

We believe that the dignity of all students and staff must be respected. Staff and students should be courteous and considerate towards everyone and the school environment should be welcoming to all.

All staff and students at EJEF have a responsibility to establish and maintain an environment free from bullying and harassment. All forms of harassment or bullying are therefore unacceptable.

Personal harassment or bullying is any kind of unwanted, unwelcome or uninvited act which makes the recipient feel uncomfortable, embarrassed, unsafe or frightened. Examples include:
•    Suggestive or offensive remarks about physical appearance, gender, colour, ethnicity, sexuality or disability
•    Behaviour which excludes, disadvantages or isolates someone
•    Being looked at or touched or subjected to any unwanted sexual behaviour
•    Sexual images being displayed
•    Racist literature, language or behaviour whether in email, text or letter
If you experience any type of harassment or bullying, or see this happening to another student, you should immediately:
Speak to your tutor or Director of Courses
OR
Speak to the Managing Director
When you report instances they will be kept confidential and your complaint or concern will be dealt with promptly and effectively.

VULNERABLE ADULTS PROTECTION POLICY

EJEF is committed to ensuring that vulnerable people who use our services are not abused and that working practices minimise the risk of such abuse. The Managing Director and Director of Courses have a duty to identify abuse of any kind and report it. 
All those making a complaint or allegation or expressing concern are reassured that they will be taken seriously and that their comments will usually be treated confidentially, but their concerns may be shared with the appropriate authorities if they or others are at significant risk. 

DISCIPLINE AND EXCLUSION POLICY

We expect all students to deal with members of staff and other students politely and with respect. We also expect students to follow EJEF’s rules and terms and conditions of study at all times. 

Students’ behaviour should not cause offence or distress to others in the school based on racial, sexual or religious differences. 
It is also unacceptable to use abusive behaviour, such as harassment, bullying, actual or threatened violence and damage to personal property. 
In serious cases we may expel a student from the school immediately. 

If a student’s behaviour in school is not acceptable, we will take the following steps: 
1.    We will give the student a verbal warning (we will speak to you about the problem).
2.    We will give the student a written warning (sponsoring organisations, agents and colleagues may be informed). 
3.    We will give the student a final written warning. 
4.    We will expel the student from school (refunds will not be given in this case). In serious cases we may expel the student from the school immediately.

PREVENT POLICY

EJEF understands its responsibilities under the Counter Terrorism & Security Act 2015 to prevent people of all ages being radicalised or drawn into terrorism and seeks to meet its obligation by giving appropriate advice and support against radicalisation and extremism. 
                                                       
Background

EJEF is located in Lane End, a village with a predominantly white British population.  Lane End is located about five miles from High Wycombe, a town with a diverse multicultural population.  EJEF accepts students from the age of 18 throughout the year.  The student body is composed solely of Japanese adults, the vast majority of whom are sponsored by Japanese ministries and private companies.  EJEF has always encouraged multi-cultural awareness amongst both staff and students, where respect for and tolerance of others beliefs is required.  We promote a safe and supportive international environment via clear expectations of accepted behaviours; radicalisation and extremism will not be tolerated.  The School promotes core British values, British culture and traditions. Depending on the class subject matter, this may be incorporated as part of class delivery and forms an intrinsic part of the culture and ethos of the school.

Terminology 

Radicalisation: act or process of making a person more radical or favouring of extreme or fundamental changes in political, economic or social conditions, institutions or habits of the mind. 

Extremism*: holding extreme political or religious views which may deny right to any group or individual. These views may be expressed in vocal or active opposition to core British values: eg democracy, the rule of law, individual liberty, and respectful tolerance of different faith or beliefs. 

*NB: extremism can refer to a range of views, e.g. racism, homophobia, right –wing ideology, as well as any religious extremism. 

Leadership and Values 

EJEF aims to provide an ethos which upholds core values of shared responsibility and wellbeing for all students, staff and visitors and promotes respect, equality and diversity and understanding. This will be achieved through: 

                                                                         
1.    Promoting core values of respect, equality and diversity, democratic society, learner voice and participation. 
2.    Building understanding of the issues and how to deal with them. 
3.    Meaningful engagement with local communities. 
4.    Strong and effective student support services. 
5.    Listening to what is happening around and in the school and in the local community. 
6.    Implementing anti-bullying strategies and challenging discriminatory behaviour. 
7.    Supporting students at risk through safeguarding and crime prevention processes. 
8.    Understanding the nature of the threat from violent extremism and how this may impact directly or indirectly on the School 
9.    Understanding and managing potential risks within the School and from    
       external influences. 
10.  Responding appropriately to events in local, national or international news that may impact on students and communities. 
11.  Ensuring measures are in place to minimise the potential for acts of violent extremist within the School. 
12.  Ensuring plans are in place to respond appropriately to a threat or incident within the School. 
13.  Ensure that extremist speakers do not use premises to distribute material or expound views.
14.  Ensure staff and Homestay Families are observant and vigilant in           
       noticing any signs of radical or extremist behaviour. 
15.  Ensure that all EJEF staff and Homestay Families will work together to    
       support any students identified as vulnerable. 

Signs to look for that may cause concern

1.    Students talking about exposure to extremist materials or views outside school (in this event, information must be shared with relevant local authorities) 
2.    Changes in behaviour, eg becoming isolated 
3.    Fall in standard of work, poor attendance, disengagement 
4.    Changes in attitude, eg becoming intolerant of differences, becoming aggressive or withdrawn 
5.    Asking questions about certain topics (eg connected to extremism) 
6.    Offering opinions that appear to have come from extremist ideologies 
7.    Attempts to impose own views or beliefs on others 
8.    Use of extremist vocabulary to exclude others or incite violence 
9.    Accessing extremist material online or via social network sites 
10.    Overt new religious practices 
11.    Drawings or posters (eg in accommodation) showing extremist ideology, views or symbols 
12.    Students voicing concerns about anyone 

How and when to react to concerns: 

1.    Any staff member of EJEF or Homestay Family with concerns should either talk directly to Teruko Iwanaga (Managing Director), Katherine Robinson 
(Director of Courses) or Ellen Vincent (Homestay Officer) or complete the Radicalisation and Extremism Referral Form which is confidential and will be dealt sensitively and carefully. 

2.    The Radicalisation and Extremism Referral Form will be forwarded immediately to the Prevent Leads – Teruko Iwanaga (Managing Director) and Katherine Robinson (Director of Courses). 

3.    The Police and Social Services will be contacted, if necessary. 

EJEF has undertaken a Risk assessment with regards to radicalisation and extremism and will monitor any students who may be at risk of radicalisation and extremism. 

This Policy will be reviewed after 12 months or earlier if there are changes in relevant legislation, in response to any significant incidents or changes in circumstances. 

Related policies: 
Personal Harassment and Bullying Policy
Vulnerable Adults and Protection Policy
Discipline and Exclusion policy
Lane End Conference Centre and EJEF Business Continuity Plan

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