Welcome to our policies hub

Minhaj Academy is committed to maintaining a safe, respectful, and high-quality learning environment for all students. Below you’ll find our key policies for parents, students, and staff. These reflect our expectations, support systems, and responsibilities on both sides of the home-academy partnership.

All last updated: September 2025

Minhaj Academy – Parent & Student Policy Summary
📅 Updated: September 2025

🎓 ACADEMY STRUCTURE

Weekday Academy: Monday–Friday, 4:30–7:30pm
Saturday Academy: Saturdays, 11:00am–4:00pm
Hifz Track: Monday–Friday, full 3-hour sessions
Slot A & B System: 2 slots per day

💷 FEES POLICY

Weekday: £40/month
Saturday: £30/month
Hifz: £50/month
SEND (if applicable): £80/month
Registration Fee: £15 (weekday), £15 (Saturday)
Sibling Discount: 50% off for 3rd and 4th children
Late Payment Penalty: £5 after 5th of the month
No refunds for absences or holidays

📋 ATTENDANCE & LATENESS

Minimum 85% attendance required to stay enrolled
3 lates = 1 absence
More than 15 minutes late? Student may be asked to sit out
Excessive lateness or absence may lead to suspension or removal

🧕 UNIFORM POLICY

Modest Islamic dress is required
Boys: Prayer cap (topi), jubbah, clean clothes
Girls: Hijab and abaya
No ripped jeans, tight clothing, or slogans, short sleeves

📵 MOBILE PHONES

Phones must be handed in at the start of class
Phones are not allowed during lessons
Misuse may result in confiscation

🍎 SNACKS & BREAKS

No food, drinks, or chewing gum in classrooms
Water bottles only during class
Breaks are built into the timetable (Saturday/lunch included)
No energy drinks or sweets allowed

🧑‍🤝‍🧑 BEHAVIOUR EXPECTATIONS

Respect all teachers, students, and staff
No bullying, rudeness, or disruptive behaviour
Students must follow instructions and remain in assigned areas
Repeated misbehaviour may lead to warnings, detention, or suspension

👨‍👩‍👧 PARENT RESPONSIBILITIES

Ensure your child is on time, in uniform, and attending regularly
Check messages and announcements via WhatsApp & email
Attend parent meetings and reviews when invited
Keep contact details up to date
Support your child’s learning at home
Inform us in advance if your child is absent
Notify us about any medical needs, SEND, or concerns

📝 COMPLAINTS PROCEDURE

First, raise the issue with the class teacher
If unresolved, speak to the Headteacher or Coordinator
A written complaint can be submitted to the admin email or via form
All concerns are treated seriously and fairly

⚠️ BREACHES OF POLICY

Violations may result in:

Verbal or written warnings
Parent meetings
Behaviour support plans
Temporary or permanent suspension

Class Timings (2025–26 Academic Year)

📅 Updated: September 2025

Weekday Academy (Mon–Fri):

Slot A
• Arrival: 4:30 – 4:45 PM, Class: 4:45 – 6:00 PM
Slot B
• Arrival: 6:00 – 6:15 PM, Class: 6:15 – 7:30 PM
Mon-Thurs: Qa’idah & Namaz | Fri: Islamic Studies
Mon–Wed: Qur’an & Namaz | Thu–Fri: Islamic Studies

Student Agreement

By signing this form, I agree to:

Attend regularly and maintain a minimum of 85% attendance each term.
Arrive on time to every class; I understand that arriving more than 15 minutes late means I may have to sit out until the next session.
Wear appropriate, modest Islamic uniform including a prayer cap (boys) or hijab (girls).
Keep mobile phones switched off and handed in at the start of every session.
Behave respectfully towards all teachers, students, and staff at all times.
No playing, food, drink, and chewing gum in class unless permitted by staff.
Follow all instructions, safety rules, and classroom behaviour guidelines.
Participate actively in all learning and extracurricular activities.
Take care of academy and masjid property, including books, whiteboards, and shared spaces.
Accept consequences of behaviour breaches, including detentions, suspensions, or removal.

Parent / Guardian Agreement

As a parent/guardian, I agree to:

Ensure my child attends regularly, on time, and in the correct uniform.
Inform the academy in advance of any absence or late arrival.
Support my child’s learning through regular practice and homework encouragement.
Respect all academy rules, policies, and staff decisions.
Attend parent evenings, reviews, or meetings when invited.
Keep my contact details up to date and notify the academy of any changes.
Respond promptly to academy communications via WhatsApp or email.
Cooperate with the academy on issues of discipline, behaviour, and progress.
Provide any medical or SEND documentation required at enrolment.
Fulfil my financial obligations. Fees must be paid on time (Direct Debit) and will cover the entire year (including holidays). Books must be purchased.

Class Type	Monthly (12 months)	Per Term (4 payments, 10% off)	Yearly (30% off)
Weekend (Sat only)	£30/month	£81/term	£252/year
Weekday (Mon–Fri)	£40/month	£108/term	£336/year
Hifz	£50/month	£135/term	£420/year
SEND (if available)	£80/month	£216/term	£672/year

* 50% off for the 3rd and 4th siblings, late payment fee: £5 (after the 5th of the month), student cannot attend until paid. £15 reg. fee.

Academy Agreement

Minhaj Academy will:

Provide a safe, structured, and engaging Islamic education.
Monitor and support the spiritual, academic, and personal development of every child.
Offer appropriate curriculum for Qur’an, Tajweed, Islamic Studies, and Hifz.
Communicate clearly and respectfully with all parents.
Organise extracurricular activities, events, and enrichment opportunities.
Deal with concerns and complaints fairly and transparently.
Uphold all safeguarding, behaviour, and policies.

Failure to follow this agreement may result in:

Warnings, reminders, temporary or permanent suspension
Behaviour support plans, parent meetings
Exclusion from any rewards, trips or events

🎓 Admissions Policy

Minhaj Academy Manchester
Updated September 2025

🧭 Key Principles

Admissions are based on fairness, space availability, and student suitability.
Every child must undergo an initial assessment.
Students will only be accepted during designated admissions windows.
Admission is dependent on:
- Payment of fees or confirmed payment plan
- Signed Home–School Agreement
- Acceptance of all academy policies

🗓️ Admissions Windows

We admit students during set periods to ensure smooth class integration:

Window	Details
Main Intake	First 2 weeks of September (may extend to whole month if space allows)
Mid-Year Intake	First 2 weeks of January (if space is available)
Late-Year Admissions	Only in exceptional circumstances, e.g. relocation, overseas return, unique need

Students applying outside these windows will be waitlisted or offered a trial based on availability.

📋 Admissions Process

All applicants must complete the following:

✅ Required Documentation:

Completed Registration Form
Any Medical or SEND reports
Signed Home–School Agreement
Registration Fee (non-refundable after first class)

📝 Entry Assessment:

Every student will sit a short assessment to determine appropriate placement.

Assessment Includes
Qur’an reading or Qaʿidah fluency
Islamic knowledge (pillars, duʿāʾs, manners)
Behaviour & attitude
For Hifz: memorisation and retention check

Assessments are conducted by a teacher and reviewed by the Head of Education.

🧑‍🏫 Class Placement

We place children based on:

Age and emotional maturity
Assessment outcomes
Class availability and balance
Behavioural readiness and learning needs

📌 Parents cannot request specific teachers or classmates. Final placement is determined by the academy.

🧪 4-Week Trial Period

Every new student begins with a 4-week trial:

We monitor attendance, behaviour, and effort
You will receive updates if any concerns arise
After 4 weeks, we confirm placement or recommend one of the following:

Outcome	Explanation
✅ Full Acceptance	Student meets all expectations
🔄 Level Change	If the current level is too easy or hard
🛠️ Support Plan	Additional help needed to settle in
❌ Withdrawal	If student is not suitable or ready

Refunds will be issued if student doesn’t meet our requirements.

🔁 Re-Admissions

Students who previously left the academy must reapply through the full admissions process.

Prior placement is not guaranteed
New assessments may be required

👨‍👩‍👧‍👦 Class Size & Waiting List

To maintain high standards:

Max 15 students per class
Up to 20 for Islamic Studies

If full, students are placed on a waiting list, prioritised as follows:

Returning students
Siblings of current students
Order of completed application

🌱 SEND Admissions

We welcome students with Special Educational Needs (SEND). However, acceptance depends on:

Capacity of staff and resources
Nature of the child’s needs
Availability of support services

If we cannot provide the required support, we will suggest alternatives respectfully.

💰 Fee Conditions

Admission is conditional on:

Full payment of fees
Direct Debit setup or agreed payment plan

Fee Type	Notes
Registration Fee	Non-refundable after first class (refunded if student withdrawn after trial)
Monthly Tuition Fees	Must be paid on time each month

Failure to pay may result in:

Withdrawal of your offer
Suspension or expulsion
Child being marked as inactive

⚠️ False or Incomplete Information

Providing false information may lead to:

Immediate withdrawal of admission
Expulsion without refund

📩 Communication & Decisions

We aim to respond to all applications within 7 working days
You’ll be contacted via email or WhatsApp
If declined, feedback is available upon request

📨 Admissions Appeals

If you wish to appeal an admission decision:

Submit a written request within 7 days
The Head of Education will respond within another 7 working days

📌 Fees & Payments Policy

At Minhaj Academy, timely fee payment is essential for providing high-quality Islamic education to all students. We operate with transparency, compassion, and fairness in all financial matters.

📅 Updated: September 2025

💳 Fee Collection & Payment Process

Payment Method:
All parents are required to set up Direct Debit / GoCardless. This avoids delays, reduces admin, and ensures your child’s place is secure.

Monthly Due Date:
Fees are due on the 1st of each month. A £5 late fee is automatically applied for any payment made after the 5th.

🚫 Non-Payment Policy: “No Pay, No Attendance”

If fees are unpaid for 2 weeks, the following will occur:

Student will not be allowed to attend classes
Status will be marked as Inactive
You will be informed politely via WhatsApp or in person

What we will say:

“We’ve not received your payment this month. As per the policy, your child’s attendance has been paused. Once payment is made, they can return the next day, in shā’ Allāh.”

🛎️ Reminder System

To help avoid late payments, we follow a 3-part reminder structure:

Pre-Reminder – before the due date (to avoid late fee)
Warning – final chance to pay without penalty
Final Reminder – child will not be allowed to attend from [insert date]

🤝 Hardship Policy (Discretionary Exceptions)

We understand life can be difficult. We offer limited, short-term support for families facing genuine hardship.

What Qualifies?

Financial hardship: Job loss, benefit delays, debt, eviction
Medical hardship: Hospitalisation, disability (parent/child)
Bereavement or disruption
Other exceptional cases: Domestic abuse, refugee/asylum, single parent with no support

📄 How to Request Support

Parent Submits a Request
- By message, email, or short form
- Provide a brief explanation (documents optional)
Private Review by Management
- We assess and decide on support
- No public discussion
Outcome Is Formally Logged
- Student Name
- Date of request
- Support granted
- Review date
- Staff signature
Monthly Review
- We check if the situation has improved
- Support ends or adjusts based on current needs

🧾 Support Options & Fee Outcomes

Result	Description	Fee Charged
GP: Grace Period	More time to pay, no late fee	Full amount, paid later
PD: Partial Discount	Temporary fee reduction	Example: £20–£30/month
FFW: Full Fee Waiver	Student attends for free	£0/month
PP: Payment Plan	Pay over 2–3 months	Split payments

Example:

Mother loses job → 1-month full exemption
Sick parent on benefits → £25/month discount for 2 months
Late payer requests time → Full fee with no late penalty
Long-term non-attendee returns → Payment waived

⚖️ Principles We Follow

Temporary only: All support is time-limited and reviewed monthly
Minimum support: If family can pay £25, we won’t waive all fees
Formal log: Every support case is recorded and monitored

🗓️ Student Attendance Policy

Minhaj Academy Manchester
Updated September 2025

🎯 Attendance Expectations

All students must attend at least 85% to 95% of their scheduled sessions each term.
Term dates are final. Absence due to family holidays, weddings, or social events will not be authorised.
Only medical emergencies, bereavement, or exceptional circumstances may be authorised if reported in writing.
Verbal or informal notifications (via children or friends) will not be accepted as valid reasons.

📝 Monitoring & Recording

Teachers must take a daily register and submit it weekly to Admin or Head of Education.
A central attendance log is maintained to track:
- Attendance percentage per student
- Reasons for absence
- Patterns of lateness

⏱️ Lateness & Absences

Students arriving after 15 minutes late will be marked as Late.
3 Lates = 1 Absence
Absence longer than 3 consecutive days requires a written explanation from a parent/guardian.
Repeated or persistent unexplained absences will be marked as unauthorised.

More below.

📊 Attendance Thresholds & Actions

Attendance Level	Action Taken
100–85%	No action required
84–79%	Soft verbal reminder to student and parent
78–60%	First Warning Letter + teacher discussion
59–40%	Second Warning Letter + Formal Parent Meeting
Below 40%	Final Warning + placed on Attendance Monitoring Plan (AMP)
Below 30% (ongoing)	Suspension or Permanent Removal from the academy

⚠️ Enforcement Measures

All attendance warnings are formally recorded.
Parents must sign to acknowledge receipt of letters or plans.
Students on an Attendance Monitoring Plan (AMP) will:
- Be set a clear target (e.g. 90% for 4 weeks)
- Have privileges suspended (trips, competitions, extras)
- Be reviewed weekly by admin or teacher

📋 When is an AMP Triggered?

A student is placed on an AMP if:

Their term attendance falls below 40%
They have 3+ unexplained absences despite earlier warnings
There is a pattern of lateness and absence

🔍 AMP (Attendance Monitoring Plan) Example

Section	Details
Student Name & Class	e.g. Khadija Ali, Level 2
Start Date	e.g. 12 October 2025
Target Attendance	85–90% over the next 4 weeks
Actions Required	Must attend all sessions on time, notify absences in writing
Monitoring	Weekly check-in by admin or teacher
Privileges Suspended	No trips or competitions during AMP
Review Date	e.g. 09 November 2025
Parent Agreement	Signature + Date
Student Acknowledgement	Signature + Date

✅ After the AMP

If Attendance Improves	If Attendance Doesn’t Improve
Student is taken off AMP	Student faces suspension or removal
Privileges are restored	May be denied re-enrolment next term
Attendance strike removed (optional)	Continued absence may lead to permanent exclusion

📣 Communication & Support

Term dates are shared at the start of each academic year.
Absences longer than 3 days must be explained in writing.
Admin will contact families after 2 unexplained absences in a month.
Repeated issues may trigger a welfare check by admin, especially in cases of:
- Medical concerns
- Home issues
- Transport or support needs

⏰ Student Punctuality Policy

Minhaj Academy Manchester
Updated September 2025

🔑 Core Principle

All students must arrive on time and ready to learn. Punctuality is part of Islamic character (adab) and essential for a smooth learning environment.

🚪 Entry Cut-Off Time

There is a strict cut-off point of 15 minutes after class begins.

Example: If class starts at 5:00 pm, students must arrive before 5:15 pm.
Late arrivals after 15 minutes will not be allowed to enter the class unless discretion is granted.

❌ Entry After Cut-Off: Sit-Out Protocol

Students who arrive after the cut-off time:

Will be marked Late on the register
Must Sit-Out of class (after the 3rd time)
Are not allowed to join the current lesson
Will complete a “Late Reflection Sheet” during sit-out

📄 Late Reflection Sheet

A short 5-minute written reflection asking the student:

What was the reason for being late today?
What could you have done differently?
What will you do next time to improve?

This encourages self-awareness and responsibility.

🧑‍🏫 Sit-Out Supervision Guidelines

Students must be supervised at all times during sit-out. They may be seated:

In the Admin Office
A spare side room
The corner of a classroom (separate from class activities)

Sit-outs must never be unsupervised.

⚖️ Discretion Clause

Discretion to allow a late student in can only be applied by the Head of Education or Admin Lead, and only if:

There are exceptional reasons (e.g., public transport failure, family emergency)
Parents informed in advance or sent a written note

🚫 Discretion will not be applied repeatedly. If late arrival becomes a pattern, sit-out will be enforced.

📈 Lateness Tracking & Escalation

Number of Lates in a Term	Action Taken
1–2 late marks	Verbal reminder + Late Reflection Sheet
3 late marks	Logged as 1 absence + First warning to parent
4–5 late marks	Formal parent letter + Student placed “on report”
6+ late marks	Parent meeting with Head + Behaviour contract
Persistent (8+ late marks)	Attendance Monitoring Plan (AMP) or Partial Suspension

🚫 Enforcement Measures

Parents are notified after every 3 lateness records
Students may be restricted from:
- Trips or competitions
- Prize Day certificates or awards
- Leading salah or public presentations
If punctuality improves for 4 weeks, student is taken off report.

🗣️ Appeals & Support

Parents may request a discussion with the Head of Education if:

Their child has ongoing challenges (medical, transport, or carer duties)
They require support or flexibility (this is reviewed on a case-by-case basis)

Suspension or probation will only be considered after a formal parent meeting.

👕 Uniform Policy

Minhaj Academy Manchester
Updated September 2025

🔑 Core Principle

All students are expected to attend in appropriate Islamic uniform. This reflects:

Respect for sacred knowledge
Cleanliness and modesty in the masjid
A sense of equality and discipline among students

👦 Boys Uniform

Any colour jubba/thobe (white preferred)
White prayer cap (other colours acceptable)
Academy hoodie (optional)

👧 Girls Uniform

Plain, modest abaya
Hijab/scarf
Academy hoodie (optional)

❌ Not Allowed

Jeans, joggers, or branded clothing
Ripped, tight, or revealing clothes
Jewellery (except plain studs) or makeup
Perfume or body spray (especially overused by children)
Football kits or non-Islamic cultural dress (unless approved for enrichment events)

🛑 Enforcement Process

Issue	Action
First time	Reminder and verbal warning
Second time	Uniform slip sent home for parent signature
Third time	Sit-out + parent meeting
Persistent non-compliance	Suspension or loss of privileges

Temporary exceptions (e.g. injury, lost item) must be explained in writing by the parent.

❤️ Uniform Hardship Support

We recognise that some families may face genuine hardship. In these cases:

Parents should inform the Admin or Head of Education in confidence.
We will delay enforcement if you’re seeking support.
The Uniform Assistance Scheme offers:
- Donated items (clean, good condition)
- Spare prayer caps, scarves, socks
- Vouchers or sponsored hoodies
- Hygiene products if needed
- Quiet dignity — no student will be made to feel embarrassed

🧼 Hygiene Notes (For Internal Use)

If a student is regularly:

Unwashed / smelly
Wearing dirty clothes or socks
Showing poor hygiene (body or hair)

Do not discipline publicly. Quietly log the concern and inform the Head of Education to explore causes (neglect, poverty, stress) and offer help.

📱 Mobile Phone Policy

Minhaj Academy Manchester
Updated September 2025

🔑 Core Rule

All mobile phones must be handed in at the start of every session.

Phones must be labelled with the student’s name
Devices are stored securely and returned at end of class

🚫 Strict Prohibitions

It is strictly forbidden to:

Use a phone during class for any reason
Take photos or videos of students, staff, or the masjid premises

🚨 Serious misuse may result in immediate suspension, even on first offence.

📋 Breaches & Consequences

Offence	Consequence
Phone visible or in use	Confiscated until end of class + verbal warning
Second time	Only returned to parent/guardian in person
Third time	One-week suspension from classes
Persistent misuse	Full suspension or withdrawal from academy

🤳 What Counts as “Phone Use”?

Even if the student is not actively “on” the phone:

Visible device (e.g. on desk or lap)
Texting, listening to audio, charging it
Passing phone between students
Using as a clock, calculator, or for Qur’an (not allowed without permission)

✅ Exceptions (Require Prior Approval)

Situation	Action
Medical need (e.g. diabetes app)	Written parent request + GP evidence recommended
Family emergency expected	Inform teacher/admin in advance
Qur’an/homework on phone	Must be cleared with teacher before session

🔐 Storage & Safeguarding

Each class has a designated phone box or area, locked or kept out of reach
All confiscations maybe logged with:
- Student name
- Time
- Reason
- Teacher and admin signature
For photo/video misuse, safeguarding leads are informed immediately

📢 Parent Cooperation

Do not call or message your child during class hours
Emergency messages or requests must go through the academy phone number
Support us in modelling responsible phone behaviour

📘 Behaviour & Discipline Policy

Minhaj Academy Manchester
Updated September 2025

🎯 Purpose

To create a safe, respectful, and productive learning environment based on Islamic values. This policy outlines our expectations for student behaviour and the steps taken when those expectations are not met.

✅ Behaviour Expectations

All students must:

Show respect to teachers, classmates, and academy property
Follow instructions immediately and politely
Avoid rude speech, shouting, or physical contact
Focus in class — no unnecessary talking, eating, or distractions
Uphold Islamic manners (adab) in all interactions
Keep the academy clean and tidy
Arrive on time and ready to learn

🚫 Examples of Unacceptable Behaviour

Minor Behaviour	Major Behaviour
Talking in class without permission	Swearing or offensive language
Forgetting books/materials	Defiant or aggressive behaviour
Eating/chewing gum	Damaging property
Distracting others	Physical fighting or bullying
Using mobile phones	Threats or insults towards staff or students
Arriving late without valid reason	Dangerous acts (e.g. pulling fire alarm)

⚠️ 3-Strike Behaviour System (Minor Behaviours)

Strike	Action
1	Verbal Warning + Incident Logged
2	Written Reflection Sheet + Parent Notified
3	Sit-Out + Formal Parent Meeting

Strikes reset every term, unless behaviour continues
Reflection sheets are reviewed monthly by the Head of Education

🚨 Major Behaviours → Immediate Action

The following bypass the 3-strike system and trigger direct consequences:

Physical violence
Abusive language or swearing
Vandalism or theft
Bullying or intimidation
Threats to safety or order
Dangerous behaviour (e.g., pulling fire alarm)

First Offence	Immediate Suspension (1–2 weeks)
Repeated or Severe	Expulsion or Behaviour Support Plan

✍️ Reflection Sheet (Strike 2)

Students complete this in their own words:

What did you do wrong?
Why was it wrong?
How should you have acted?
What will you do next time?

All forms are filed and logged by admin.

📈 Escalation for Ongoing Issues

Issue	Action Taken
3 Strikes in a Term	Probation + Weekly Behaviour Monitoring
Continued low-level disruption	Temporary Suspension (1–2 weeks)
Physical aggression / dangerous act	Immediate Suspension / Permanent Removal
Bullying or harassment	Admin referral, parent meeting, formal warning
Damaging property	Parents charged + disciplinary measures

📋 Enforcement Protocols

Every incident is logged (digital or paper system)
After 2 logged incidents, parents are contacted
Sit-outs are supervised and logged
Students may lose privileges:
- Class trips or awards
- Public recitations, leadership roles
- Event or performance participation

🤝 Restorative Approach (Optional Stage)

After serious behaviour incidents, a restorative session may be held.

Participants:

Student
Staff member involved
Mediator (e.g., Head of Education)

Goal: Rebuild trust, discuss repair, and support reintegration.

📞 Parent Communication

Parents are informed:

At Strike 2 or higher
After any serious incident (e.g., violence, bullying)
Before and after formal meetings or sit-outs
With 48 hours’ notice for formal behaviour meetings

🍏 Breaks & Snack Policy

Minhaj Academy Manchester
Updated: September 2025

🎯 Purpose

To support a focused, respectful learning environment where food and breaks are structured, hygienic, and balanced with wellbeing. This policy also ensures fairness, discretion, and empathy for all students.

🕰️ Break Time Guidelines

Minhaj Academy does not operate a formal snack break.
Salah time is the only natural pause during class.
Students must complete wudūʾ before Salah begins.
Any snacks (if allowed) should be eaten after Salah, never before or during.
Salah time is for prayer and reflection, not free play or casual eating.
Parents should ensure children eat before class and arrive in wudūʾ.

🥤 Snack Policy

🚫 Food is not allowed in class or corridors.
🚫 No fizzy drinks, sweets, chewing gum, crisps, or fast food.
✅ Only plain water is permitted.
✅ Snacks, if allowed, must be healthy, in a clean container, and consumed after Salah only.

🍬 No food sharing is permitted for hygiene and allergy reasons.
🗑️ Leftovers or wrappers must be cleared immediately.
🎁 Snacks given as rewards must be discreet and not create disruption.

✅ Approved Exceptions

Type	Details
Young Children (Under 7s)	May bring a small healthy snack: e.g., fruit, dates, plain biscuits (no crisps, chocolate, sweets)
Medical Needs	With parent note, e.g., diabetes, migraines
Illness / Weakness	Teacher may offer discreet food/water
Special Sessions	e.g., End-of-Term Days, Eid, Prize Days
Low Attendance Days	Teachers may allow snacks to boost morale (with permission)
Teacher-Led Rewards	Snacks allowed as incentive or prize
Emergency	Child is faint, distressed, or missed a meal — teacher may allow a snack

📝 Discretionary allowances must be logged if outside this framework.

🏫 Welfare & Provision Support

To avoid snack-related distress and support children:

Every classroom should have:
- Clean drinking water access
- Disposable cups
- Emergency light snacks (e.g., crackers, dates, biscuits)
These can be stocked via:
- Academy funds
- Parent donations (snack drive)
- Donation box at Jumuʿah
- Emergency “Snack Bank” for teachers

🍽️ No child should ever feel ashamed or embarrassed for being hungry.
Staff must handle snack support with care and confidentiality.

⚖️ Enforcement

Offence	Consequence
Eating in class without reason	Confiscation, verbal reminder
Second time	Parent notified, incident logged
Repeat offence	Behaviour strike + Sit-out at next Salah break

📢 Message to Parents (Example)

“Please ensure your child eats before class and brings a labelled water bottle. Snacks are generally not allowed, except under teacher discretion or for under-7s after Salah. If your child has any dietary requirements, allergies, or medical needs, please inform us in writing. We aim to keep the environment calm, clean, and caring — but are flexible where necessary, with your support.”

Nut-Free Policy

Our Commitment

Minhaj Academy is a strictly nut-free environment.

We have students and staff with severe nut allergies. Exposure to even a small trace of nuts — by touch, smell, or cross-contamination — can cause life-threatening reactions.

This policy is in place to protect everyone’s safety.

🚫 What Is NOT Allowed

Please do not send your child with any of the following:

Peanuts or peanut butter
Tree nuts (almonds, cashews, pistachios, walnuts, etc.)
Nut-based spreads (Nutella, hazelnut spreads)
Snacks that may contain nuts (e.g. some cereal bars, biscuits, or chocolates)
Baked items with nuts (cakes, pastries, cookies, muffins, etc.)
Food prepared with nut oils

✅ What IS Allowed

You may send food or snacks that are clearly labelled nut-free such as:

Fresh fruit or cut vegetables
Plain biscuits or crackers
Cheese sandwiches
Nut-free snack bars (check labels carefully)
Homemade items with no nut ingredients

When in doubt — leave it out.

Check Every Label

Many products say:

“May contain traces of nuts”
“Produced in a factory that also handles nuts”

⚠️ We treat these as unsafe. Please do not send such items.

Why This Is Serious

Children with nut allergies can suffer anaphylaxis, which can:

Happen within minutes
Cause swelling, breathing difficulty, and collapse
Require immediate injection and emergency hospitalisation

Even a small exposure on someone’s hand, bag, or desk can trigger a reaction.

In Case of Breach

If a student brings a nut item:

It will be confiscated and safely removed
The parent will be informed
Repeat cases may lead to disciplinary action (for health & safety breach)

Staff & Events

All staff and volunteers are briefed on allergy protocols
Snacks or treats given during events will always be nut-free
No outside food may be shared between students
Teachers are trained to watch for allergy symptoms

What Parents Must Do

Check all food labels
Avoid snacks from shops unless clearly nut-free
Inform us if your child has any allergies
Never send homemade items with nuts for sharing
Speak to the admin team if you’re unsure about a snack

For Allergy Parents

If your child has a nut allergy:

Let us know immediately
Provide an allergy action plan
Supply any emergency medication (e.g. Epipen) with clear instructions
Keep contact details up to date

One Child’s Safety is Everyone’s Responsibility

Thank you for helping us protect all our students.

Toileting & Hygiene Policy

Purpose

Minhaj Academy is committed to providing a safe, respectful, and dignified environment for all students. This includes supporting appropriate toileting needs and promoting personal hygiene, especially for younger children or those with specific needs.

🚽 Toilet Use Rules

Students must ask permission before going to the toilet during lessons
No child is allowed to wander unsupervised
Only one student per class may go at a time
Salah breaks are the best time for wudūʾ and toilet use
Toilets must be left clean and flushed
Students must wash their hands with soap before returning to class

For Younger Children

We understand younger children (ages 5–7) may struggle with:
- Urgency
- Wiping properly
- Needing reminders to go
Teachers will:
- Be understanding
- Allow discreet reminders or toilet breaks
- Keep extra wipes or tissues in class if needed

For Parents

Please ensure your child:

Has used the toilet before coming to class
Is dressed in easy-to-manage clothes (no tight belts or layers)
Brings spare clothes if they are under 7 or prone to accidents
Knows how to:
- Flush
- Wipe properly
- Wash hands with soap

Accidents

If an accident happens:

The child will be discreetly helped and cleaned up if possible
The parent will be informed
A change of clothes will be provided if available
If necessary, the parent may be called to help

Hygiene Matters

We teach all students the importance of:

Personal cleanliness (ṭahārah)
Proper toilet etiquette (istinjāʾ)
Using water and tissue properly
Washing hands to avoid illness

These are integrated into our Islamic Studies curriculum as well.

Students with Medical or SEN Needs

Parents must inform us if their child has:
- Any medical condition that affects toilet use
- SEN or disabilities related to toileting
A tailored plan may be put in place
Staff may offer:
- Reminders
- Extra time
- Privacy and dignity
- Safe storage of wipes or nappies if needed

Staff Conduct

All staff must:

Maintain student dignity and privacy
Avoid entering cubicles unless it is an emergency
Never touch students without permission
Record and report any concerning patterns (e.g. repeated soiling)

Clean Facilities

Toilets are cleaned daily
Soap, tissues, and bins are provided
Maintenance issues must be reported immediately
Students must never play or loiter in the toilets

Working Together

We rely on parents to teach good toilet habits at home, and we will reinforce them here. When handled together, we can prevent discomfort, embarrassment, and hygiene issues — allowing every child to learn with dignity.

🧩 Playtime Policy

Minhaj Academy Manchester
Updated: September 2025

🎯 Purpose

Play is important for emotional, social, and cognitive development — especially in younger children. However, unstructured or unsupervised play can disrupt learning, pose safety risks, and damage property. This policy ensures playtime is safe, age-appropriate, and balanced with academic priorities.

⏰ Permitted Play Times

Time	Play Allowed?	Conditions
Before class (10 mins)	✅ Yes	Must be supervised by staff
After class (10 mins)	✅ Yes	Only for students awaiting pickup — supervised
During Salah break	✅ Limited	Only under 7s, quiet play after Salah
During lessons	✅ Conditional	Only if integrated into lesson and approved by teacher
Indoor play (any time)	✅ Conditional	Teacher-led and supervised only

👧 Play Policy for Children Aged 7 and Under

Children under 7 may engage in:

👣 Light physical play after Salah (walking, chatting, holding toys)
🧩 Quiet, seated activities (puzzles, colouring, cards, play mat, chess, baby darts) during breaks

Teacher Responsibilities:

Constant supervision
Clear boundaries for safety
Limit sugary snacks and hyperactive behaviour
Remove disruptive play immediately

📍 Play Area Guidelines

Location	Rules
Outdoor playground	Active games allowed with staff supervision
Classroom	Quiet, seated activities only — teacher permission required
Corridors & reception	❌ No running, play, or loud noise
Prayer area	❌ Absolutely no play before/after Salah
Car park/entrance areas	❌ No play — must be with parent or staff only

❌ Prohibited Play (Unless Part of a Supervised Club)

Wrestling, fighting, rough contact
Football, cricket, skipping, tug of war, blind man wolf
Climbing fences, walls, gates, or furniture
Throwing items or swinging sticks
Use of mobile phones or music during play
Inappropriate or foul language
Sharing food or drinks (allergy risk)

🧑‍🏫 Staff Responsibilities

✅ Supervise or assign reliable play monitors
✅ End all play 5 minutes before class resumes
✅ Keep a log of any:
- Injuries
- Rule breaches
- Bullying or hyperactivity
✅ Ensure students stay within defined play zones
✅ Stop play if:
- Becomes unsafe
- Too noisy or hyper
- Interrupting nearby classes

☁️ Weather-Based Restrictions

Outdoor play is suspended during:

🌧️ Heavy rain, snow, or icy conditions
🌬️ High winds or storm warnings
⚠️ Unsafe/slippery grounds

🎲 Indoor alternatives may include:

Story time
Quiet quizzes
Seated games (cards, puzzles)

🛑 Enforcement & Consequences

Offence	Consequence
Unsafe or rough play	Verbal warning + Sit-out
Second offence (same week)	Behaviour strike + Parent notified
Persistent misbehaviour	Behaviour Monitoring Plan or suspension from play
Injury to others / property damage	Immediate sit-out + formal report + possible academy suspension

📝 All injuries or damage incidents must be recorded.

🧘 Quiet Play Corner / Chill Zone

(If space/resources allow)
A designated indoor corner can be used for:

Reading
Puzzles
Tasbih or reflection
Calming down after distress

Teachers can rotate access or reward with this time.

🌿 Final Note

Play is part of tarbiyyah (nurturing character), but it must never come at the cost of adab, safety, or learning.
Staff have full discretion to modify or stop playtime based on the needs of the class or individual students.

📘 Suspension & Expulsion Policy

Minhaj Academy Manchester
Updated September 2025

🚫 Suspension

📝 Definition

Suspension is a temporary removal from the academy, typically lasting 1–2 weeks, during which the student is not permitted to attend classes or activities.

🎯 Purpose of Suspension

To provide a cooling-off period
To allow for investigation of a serious incident
To reinforce the seriousness of the offence
To help reset boundaries and expectations

⚠️ Grounds for Immediate Suspension

A student may be suspended without prior warnings or strikes if they engage in any of the following:

Physical violence or threats towards any student or staff
Use of abusive, insulting, or obscene language
Intentional damage to academy property
Bullying (physical, verbal, or online)
Possession or sharing of prohibited items:
- Vapes
- Knives
- Firecrackers
- Explicit materials
Repeated defiance or classroom aggression
Disruption that affects the safety or learning of others

📋 Suspension Procedure

Step	Action
1.	Incident logged and reviewed by Head of Education
2.	Parents contacted immediately by phone and written notice
3.	Student sent home (if during class) or instructed not to attend next session
4.	Suspension recorded in the student’s behaviour file
5.	Reintegration Meeting must take place before return
6.	A Behaviour Support Plan (BSP) is created and signed

⏱ Note: In extreme situations, suspension may be extended up to a full term at the discretion of senior leadership.

❌ Expulsion (Permanent Removal)

📝 Definition

Expulsion is the permanent termination of a student’s place at Minhaj Academy. It is used only when:

All attempts at correction and support have failed, or
A single incident is too serious to permit return

⚠️ Grounds for Expulsion

Multiple suspensions in one academic year
Failure to comply with a Behaviour Support Plan
Dangerous or unacceptable behaviour
Persistent defiance of rules and expectations
Refusal by parent/guardian to cooperate with academy agreements
Unrepentant misconduct, despite repeated interventions

📋 Expulsion Procedure

Step	Action
1.	Detailed investigation by Head of Education
2.	Written report submitted to General Secretary & Trustees
3.	Formal Expulsion Notice issued to parents
4.	Parent may request a final review meeting (within 7 days)
5.	All access to academy is withdrawn; records updated

❗Note: Expelled students may not re-enrol within the same academic year. Future admission would require a formal reapplication process, subject to approval.

🕊 Islamic & Ethical Considerations

“Ad-deen an-naseeha” — The religion is sincere counsel. (Muslim)

Minhaj Academy remains committed to tarbiyah (nurturing), not punishment.

We aim to guide students through:

Multiple chances and reminders
Restorative justice sessions
Mentoring and support plans
Conflict mediation when appropriate
Our focus is primarily on focusing on the side of rewards, not punishment

However, this must never come at the cost of safety, learning quality, or the dignity of others.

🧩 Behaviour Support Plan (BSP)

A BSP is used when:

A student returns from suspension
A student accumulates 3 or more strikes
Persistent behaviour is affecting safety or learning
A parent requests structured support
A Safeguarding referral has been made

📄 BSP Template Overview

Section	Details
Student Name & Class	e.g. Ayaan Ali, Level 3
Date Issued	e.g. 16 September 2025
Lead Teacher	Teacher responsible for monitoring BSP
Reasons for BSP	Summary of incidents/triggers
Target Behaviours	Max 2–3 (e.g. “No physical aggression”)
Positive Strategies	e.g. Rewards, mentors, seating plan
Consequences	e.g. Repeated breach = parent meeting/sit-out
Duration	Usually 4–6 weeks
Review Date	e.g. 20 October 2025
Parent Agreement	Signature + Date
Student Agreement	Signature + Date

🧠 Who Creates and Reviews the BSP?

Initiated by: Head of Education or Teacher Lead
Drafted by: Teacher in charge of the class
Reviewed: Weekly or fortnightly
Archived: In the student’s file

📘 Student Progress & Intervention Policy

Minhaj Academy Manchester
Updated: September 2025

🎯 Purpose

To ensure measurable, meaningful progress for every student in:

Qur’an Reading & Recitation
Hifz (Memorisation)
Tajweed
Islamic Studies
Personal development (e.g. behaviour, speeches, participation)

This policy outlines how we monitor progress, intervene when needed, and support students at every stage.

📈 Expected Standards of Progress

All students are expected to:

✅ Progress through their syllabus or level
✅ Achieve skills-based goals (e.g. recitation, leading salah)
✅ Complete homework, assessments or assigned logbooks
✅ Show visible improvement in:

Fluency
Tajweed
Engagement
Behaviour

✅ Attend regularly and participate actively

💡 Progress varies based on age, attendance, ability, and consistency. But all students must show effort and commitment.

📌 Hifz Student Benchmarks

Standard	Expectation
Memorisation	½ to 1 page/week (or personalised target)
Revision	Daily review of previous ajzāʾ
Testing	Monthly Hifz test — 80%+ accuracy
Logging	Daily use of Hifz diary/logbook
Attendance	No long breaks from class or home revision

📊 Progress Monitoring System

👨‍🏫 Observation & Assessment Schedule

Type	Frequency	Conducted By
Ongoing Verbal Checks	Weekly	Class Teacher
Internal Assessments	Termly	Head of Education
Formal Written Reviews	2× per year	Head of Education
Tajweed Checks	Every 6 weeks	Supervisor
Hifz Testing	Monthly	Assigned Examiner
Parent Progress Reports	2× per year	Admin + Teachers

All progress is logged using standardised digital or paper tracking tools.

⚠️ Early Signs of Concern

Repeating same lesson/sūrah without improvement
Forgetting previously learnt material
Lack of homework or engagement
Falling behind class peers
Ignoring feedback

🧭 Support & Intervention Framework

Stage	Action
1. Observation	Teacher adjusts method and notes concern
2. Targeted Support	1–2 week classroom support + verbal feedback to parents
3. Parent Meeting	Formal meeting with Head + set targets
4. Written Support Plan	Weekly tracking with review date
5. Review & Decision	If no progress: Group reassignment Academic probation (4 weeks max) Temporary pause
6. Withdrawal or Transfer	If no engagement, student may be paused or moved to another stream

📘 Hifz-Specific Interventions

Issue	Action
Frequent forgetfulness	Increase revision hours, update plan
Repeated test failures	Parent + student meeting, written warning
Refusal to revise	2-week probation
Regression	Shift to revision-only stream
Total disengagement	Withdrawal until commitment returns

🤝 Equity & Compassion

We support students with:

Learning needs (adjusted targets if staff can support)
Emotional or family stress (discreet support)
Language barriers (extra help)
Girls on menstruation (adjusted Hifz/testing load)

However, effort, attendance, and communication are still required.

🧪 Diagnostics & Placement

All new students must complete a diagnostic session
Placement may be adjusted after 2 weeks
Parents will be informed and consulted before any reassignment

👪 Parent Responsibilities

Parents are expected to:

✅ Help with home reading and revision
✅ Ensure attendance and punctuality
✅ Respond to reviews and communication
✅ Notify of family/home issues affecting learning
✅ Encourage consistency and effort at home

🏆 Recognising Student Progress

We celebrate and reward progress through:

Praise, dojo points, certificates
Surprise prizes for effort
Monthly Hifz Awards (accuracy, consistency)
End-of-term achievements
Class shoutouts, stickers (for younger students)
Trips and special opportunities (based on merit)

Breaches of Conduct Policy

🎯 Purpose

This policy ensures consistent and fair handling when a student breaks academy rules. Our goal is not just punishment, but restoration, responsibility, and growth. Every student is given the chance to improve with support from teachers, staff, and parents.

🚫 What Counts as a Breach?

A breach of conduct is any action that goes against the academy’s rules. This includes:

❌ Disruptive or disrespectful behaviour
❌ Breaking the Uniform Policy
❌ Arriving late without reason
❌ Poor attendance or not informing the academy
❌ Using phones, eating in class, or chewing gum
❌ Unsafe or rough play
❌ Ignoring instructions from staff
❌ Misusing academy property

Even small actions — if repeated — can lead to serious consequences.

📋 How Breaches Are Handled

Stage	Action
First Offence	Verbal reminder from teacher + noted on class sheet
Second Offence (same issue)	Parent informed via WhatsApp/email; warning recorded
Third Offence	Escalated to Head of Education or Deputy; formal parent meeting arranged
Further Offences	Student placed on a Student Conduct Monitoring Plan (SCMP) or suspended

✅ Every breach is logged with the date, what happened, and what action was taken.

🔁 What If It’s Multiple Small Issues?

If a student breaks 3 different rules in the same term — for example:

1x phone misuse
1x wrong uniform
1x repeated lateness

They may be placed on an SCMP or temporarily suspended, even if each issue seemed small.

This ensures accountability and helps prevent patterns from being ignored.

📘 Student Conduct Monitoring Plan (SCMP)

A short, structured plan (2–4 weeks) to help the student get back on track.

Area	Details
Start Date	Issued by Head of Education
Targets	e.g. Arrive on time, wear correct uniform, follow class rules
Monitoring	Weekly review by teacher or admin
Privileges	No trips, awards, or public roles during SCMP
Parental Role	Must sign the plan + attend review meeting
End Review	SCMP is either closed or extended depending on behaviour

🚨 Serious or Instant Breaches

Some actions skip the normal warning stages and go straight to senior staff:

Physical aggression or fighting
Bullying or threats
Swearing or abuse
Damaging academy property
Recording videos or taking photos on-site
Discriminatory or harassing behaviour
Repeated refusal to follow instructions

These can result in:

Immediate suspension
Full Behaviour Support Plan (BSP)
Referral to Trustees for possible expulsion

💛 Compassion & Support

Not every behaviour issue is simply bad conduct. Some students may be struggling.

If repeated breaches are due to:

Special Educational Needs (SEN)
Family issues or trauma
Mental health challenges

We may offer:

Modified expectations
Mentoring support
Counselling referrals
SEN assessment or advice

We always aim to discipline with empathy, but also protect the wider learning environment.

👨‍👩‍👧 Parent Engagement

We expect parents to:

Respond to messages and attend meetings when notified
Support rules at home (e.g. uniform, punctuality)
Speak to their child about behaviour
Help with follow-up actions (e.g. SCMP targets)

Parents will always be informed before any suspension or serious consequence is applied.

🕌 Closing Message

Good behaviour is a sign of good tarbiyah. Our children are capable of excellence — with the right balance of firm boundaries, sincere reminders, and family support.

🏡 Parent Conduct & Responsibilities Policy

Minhaj Academy Manchester
Updated: September 2025

🎯 Purpose

This policy outlines expectations for parent and guardian conduct, engagement, and communication with Minhaj Academy. A respectful partnership with families ensures a safe, positive, and effective learning environment for all students.

👨‍👩‍👧 Parent Responsibilities

Parents/guardians are expected to:

✅ Uphold the Home–School Agreement signed at enrolment
✅ Ensure their child:

Attends regularly and punctually
Wears the correct uniform and brings all required materials
Completes reading logs, revision, and homework when assigned

✅ Regularly check and respond to academy communication via:

WhatsApp group messages
Emails and printed letters
Termly reports or notices

✅ Inform the academy of:

Planned absences or travel
Updated contact details
Any medical, emotional, or welfare-related concerns

🤝 Parent Engagement

Parents are expected to participate in the following:

Event	Frequency
Parent Evenings	2× per year (Mandatory)
Termly Events (e.g., Awards, Gatherings)	At least once per term
New Parent Induction	At start of academic year
Workshops or Surveys	As notified
Masjid Events	As notified

⚠️ Failure to attend key events may affect your child’s access to trips, awards, or re-enrolment.

🧭 Code of Conduct for Parents

All parents must:

Treat staff with respect, calmness, and professionalism
Never raise voices, use threatening language, or cause disruption on-site
Refrain from criticising teachers in front of students or other parents
Use official channels (Admin WhatsApp or Email) for complaints or issues
Maintain confidentiality and not share internal matters on public forums or social media

⚠️ Breaches of Conduct & Consequences

Incident	Academy Response
First disrespectful interaction	Verbal warning from Head of Education
Continued rudeness or hostility	Written warning + parent meeting
Threats, aggression, or abuse	Site ban + student removed from programme
Ignoring key communications	Logged; child may lose event/trip eligibility

🤝 Our Commitment to Parents

Minhaj Academy promises to:

Treat all parents fairly and respectfully
Respond to written messages within 5 working days
Give parents reasonable notice for meetings, events, or updates
Communicate openly, professionally, and with empathy

🎓 Graduation Policy

Minhaj Academy Manchester
Updated: September 2025

🎯 Purpose

This policy defines how students graduate from key milestones in their Islamic learning journey. Each graduation celebrates academic achievement, character development, and spiritual growth — ensuring meaningful recognition for real progress.

🏆 Graduation Levels

Graduation Type	Description	Format
Qaʿidah Completion	Completion of full Qaʿidah with fluent recitation and basic tajwīd	In-class mini ceremony (any time of year)
Qur’an + Namāz	Full Qur’an reading (Naẓrah) + complete Salah, duʿās, short Sūrahs and meanings	End-of-term or year group ceremony
Ḥifẓ Graduation	Completion of full memorisation + multiple khatms + retention review	Annual Ramadan Community Event

✅ Graduation Eligibility Criteria

A student must meet all the following to be eligible:

✅ Completed full curriculum for the level
✅ Passed all assessments (fluency, tajwīd, duʿās, salah)
✅ Maintained minimum 85% attendance in final 2 terms
✅ Demonstrated consistent behaviour and effort
✅ Recommended by teacher and approved by Head of Education
✅ Parent consent received

📅 Graduation Timings

Type	When Held	Notes
Qaʿidah	Rolling, anytime	Mini celebration within class
Qur’an + Namāz	Termly or yearly	Minimum 4 graduates for group event
Ḥifẓ	Once a year (Ramadan)	Public ceremony; scaled based on number of graduates

👗 Graduation Dress Code

Graduation Level	Dress Code
Qaʿidah & Qur’an	Clean, modest clothes; academy may provide sash or badge
Ḥifẓ Graduation	Boys: Turkish-style jubba + kufiGirls: White abayah + hijabParents informed 2–3 weeks in advance

🎁 Graduation Pack

All graduating students receive:

Formal certificate
Personalised teacher feedback or encouragement card
Small gift (e.g., duʿā book, pen)
Optional class photo (with parent consent)

Ḥifẓ graduates also receive:

Special plaque or personalised gift
Public recognition during Ramadan event

🧪 Assessment & Sign-Off Process

Level	Assessment
Qaʿidah	Fluency + tajwīd review; class teacher sign-off
Qur’an + Namāz	Spot checks on duʿās, sūrahs, meanings + Salah practical
Ḥifẓ	1 full khatm required + spot testing + retention check by Head of Education

📆 Graduation Planning Timeline (for Qur’an & Ḥifẓ)

Week	Task
6 Weeks Before	Final assessments begin
5 Weeks Before	Parent confirmation letters sent
4 Weeks Before	Names confirmed on Graduation Roster
3 Weeks Before	Gifts & certificates ordered
2 Weeks Before	Student rehearsals for duʿā or recitation
1 Week Before	Final checks, setup, dress code reminder

👨‍👩‍👧‍👦 Parent Involvement

Submit written consent to confirm graduation
Attend and support graduation event
Sign media consent form (or opt out)
May contribute to gifts (Ḥifẓ only, optional)

📸 Photography Policy

Group photos/videos may be taken for internal use or marketing
No individual close-ups used publicly unless opted in
Parents sign media consent at enrolment

🎤 Student Roles in Ceremony

Graduating students (esp. Ḥifẓ) may be asked to:

Lead a short duʿā
Share a personal reflection
Recite Qur’an aloud

💡 This builds confidence and helps them leave a positive legacy.

⏳ Graduation Deferral or Denial

A student’s graduation may be deferred if:

Attendance is too low
Assessment is incomplete or failed
Behavioural concerns arise
Parent support or consent is missing

In such cases: targets are set, and re-assessment is scheduled with the next cohort.

🚀 Post-Graduation Pathways

Graduates are encouraged to:

Join Ḥifẓ Programme (if completing Qur’an)
Join advanced Tajwīd or Tafsīr classes
Serve as Junior Assistants or mentors
Join enrichment or alumni programmes

Equal Opportunities Policy

Our Commitment

Minhaj Academy is committed to providing a safe, respectful, and inclusive environment for every student, staff member, and parent. We do not tolerate discrimination of any kind — whether based on race, ethnicity, nationality, gender, disability, religion, or background. Every child deserves the right to learn, grow, and thrive in an environment that treats them with fairness and dignity.

Who This Policy Applies To

This policy applies to:

All students and families
All staff, volunteers, and visitors
All activities run by the Academy, whether on-site or off-site

What We Stand For

✅ Fair Access to Learning
Every child has the right to access Islamic education and Qur’an classes, regardless of background or ability.

✅ Respect for All
We expect all staff, students, and parents to show respect to one another — no racism, sexism, or bullying will be tolerated.

✅ Support for Additional Needs
Children with SEND (Special Educational Needs and Disabilities) will be supported as much as possible within our capacity. We will work with families to ensure adjustments can be made when needed.

✅ Welcoming Diversity
Our community includes students and staff from many ethnic and cultural backgrounds. We believe this diversity strengthens our mission and helps us model the values of the Prophet ﷺ.

What We Do Practically

We:

Promote kindness, fairness, and empathy in all lessons and activities
Monitor staff recruitment, student admissions, and disciplinary actions for bias
Offer support to those who need extra help — academically, emotionally, or socially
Train staff to recognise and challenge unfair treatment or discrimination

If There Is a Problem

If a student, staff member, or parent feels they have been treated unfairly:

They can raise it directly with the Head of Education or Admin Lead
We will listen and investigate with confidentiality and care
We will act quickly to resolve the issue and provide support

Zero Tolerance for Discrimination

Examples of unacceptable behaviour include:

Racial slurs or jokes
Bullying someone for their background or ability
Gender-based insults or discrimination
Ignoring or excluding a student based on disability or ethnicity

Any such behaviour may lead to:

Behaviour warnings
Parent meetings
Suspension or permanent removal from the Academy (for serious or repeated offences)

Working Together

We ask all parents to support this policy by:

Teaching their children to respect others
Informing us of any issues early
Helping us create an environment that reflects the values of Islam: justice, mercy, and compassion

Adult Aggression & Parent Conduct Policy

Our Commitment

Minhaj Academy is a place of sacred learning, built on respect, trust, and cooperation. We expect all parents, carers, and adult visitors to conduct themselves with dignity and calm at all times.

Aggressive, abusive, or disrespectful behaviour towards staff, students, or other parents will not be tolerated under any circumstances.

What This Policy Covers

This policy applies to:

All adults interacting with the academy — including parents, carers, family members, and visitors
Behaviour on the academy premises, in WhatsApp groups, during calls, or at off-site events
Verbal, written, or physical interactions with staff or other parents

What We Expect from Parents

✅ Speak respectfully with staff, even when raising concerns
✅ Follow our communication procedures (e.g., admin WhatsApp, email)
✅ Arrive on time for drop-off and pick-up
✅ Support your child’s behaviour and learning
✅ Engage positively in parent meetings and events
✅ Keep conversations about issues private — not in front of students or in public settings

Unacceptable Behaviour

The following will not be tolerated:

Shouting or using raised voices at staff
Swearing, insults, or threatening language
Aggressive body language or intimidation
False accusations or personal attacks
Recording staff without permission
Sharing screenshots or messages publicly to shame staff or the academy
Any form of racism, sexism, or discrimination

Step-by-Step Response

Incident	Action Taken
First disrespectful interaction	Verbal reminder and record of incident
Continued rudeness or raised voice	Formal written warning from Head of Education
Serious aggression or threat	Parent banned from premises for a period + meeting required
Verbal/physical abuse or harassment	Permanent ban + removal of child from academy (if serious)

WhatsApp and Group Etiquette

Parents are added to relevant WhatsApp groups for updates. These groups must remain respectful and on-topic.

❌ Do not:

Post negative messages or screenshots publicly
Question or criticise staff decisions in the group
Spam the group with personal queries or debates

✅ Do:

Message admin privately for concerns
Use the group only for official communication

When a Parent is Banned

If a parent is banned from entering the premises due to aggression:

Communication will only continue via admin
The child may still attend if arrangements are made
In serious cases, the child’s place may be withdrawn

Safeguarding Comes First

If a parent’s behaviour is considered a safeguarding risk (to staff or students), we will:

Record and report the incident
Involve trustees or external authorities where needed
Ensure all students and staff feel safe at all times

Working Together

We understand that parenting can be stressful, and concerns may arise. We’re here to help. But we ask that all issues be raised calmly, privately, and respectfully.

Together, we can build a space of learning, compassion, and mutual trust.

This policy will be reviewed annually or as needed.

Child Protection & Safeguarding Policy

Our Duty of Care

At Minhaj Academy, the safety and wellbeing of every child is our highest priority.

We are committed to safeguarding all children in our care from harm, abuse, neglect, or exploitation. We follow best practices, legal guidance, and Islamic values in all safeguarding matters.

What is Safeguarding?

Safeguarding means:

Keeping children safe from abuse and harm
Creating a secure, respectful environment
Being alert to signs of neglect, emotional or physical abuse
Acting quickly and appropriately if concerns arise

Types of Abuse

We train our staff to look out for signs of the following:

Type	Examples
Physical	Hitting, shaking, burning, force-feeding
Emotional	Shouting, constant criticism, fear-based control
Sexual	Inappropriate touching, exposure, exploitation
Neglect	Lack of food, hygiene, clothing, supervision
Online Harm	Cyberbullying, inappropriate content, unsafe messaging

How We Protect Students

✅ All staff are DBS-checked (criminal background check)
✅ Staff receive safeguarding training and updates
✅ Strict pick-up/drop-off policies are in place
✅ Staff never meet children alone behind closed doors
✅ No mobile phone use is allowed around students
✅ Students are taught how to stay safe and report issues
✅ All incidents are documented and handled discreetly

Designated Safeguarding Leads (DSL)

We have trained staff responsible for handling safeguarding concerns:

Lead DSL: Head of Education
Deputy DSL: Senior Teacher/Admin

If any student, parent, or staff member is concerned about a child’s welfare, they should speak to one of these individuals immediately.

Reporting Concerns

If a staff member sees or suspects any form of abuse:

They will log the concern confidentially
The DSL will review and decide on next steps
Parents may be contacted, unless this puts the child at further risk
In serious cases, social services or police may be informed

What Parents Should Know

Communication: Please inform us if your child is going through anything that may affect their wellbeing.
Confidentiality: All safeguarding reports are confidential and handled with care.
Respect Boundaries: Parents must not discipline other children or interfere with academy staff duties.

Mobile Phones and Online Safety

Students are not allowed to use mobile phones during academy hours.
Staff must never contact students via personal phone, social media, or messaging apps.

Any breaches will be treated seriously and may result in suspension or safeguarding referral.

What to Do if You’re Concerned

If you’re worried about the safety of your own child or another:

Contact the academy’s Designated Safeguarding Lead (in person or via WhatsApp/email)
Be clear and calm — we are here to listen
If it is an emergency, call 999 or report to Children’s Services immediately

Remember

Children thrive in environments where they feel safe, valued, and heard. We work closely with parents to ensure every child at Minhaj Academy is protected, respected, and nurtured.

This policy is reviewed annually or as safeguarding law and guidance changes.

Health & Safety & Risk Assessment Policy

Our Commitment

Minhaj Academy is committed to providing a safe, clean, and secure environment for all students, staff, volunteers, and visitors. Health and safety is everyone’s responsibility — and we take it seriously at all levels.

What We Do to Keep Everyone Safe

✅ Daily checks of classrooms and key areas
✅ Clear supervision during arrivals, breaks, lessons, and home time
✅ Strict procedures for fire, evacuation, and lockdowns
✅ Risk assessments for activities, trips, and equipment use
✅ First-aid trained staff always on site
✅ Incident logs for accidents and injuries
✅ Emergency contact details for every child
✅ Secure entry/exit procedures during class times

Safety in the Building

All learning takes place in secure, supervised areas
No child is allowed to roam unsupervised
Stairwells, toilets, and outdoor areas are checked regularly
Fire exits and extinguishers are kept clear and accessible
All furniture and equipment are regularly maintained
We keep a list of hazards and review them each term

Supervision & Staffing

Every class is supervised by at least one teacher
Support staff may assist under supervision
Students under 7 are escorted during toilet trips
No adult is ever alone with a child in a closed space
Volunteers and visitors must sign in and follow staff instructions

First Aid & Emergencies

First aid kits are available in every zone
All staff are briefed on emergency steps
First-aid trained staff are on duty every day
Parents are notified immediately if a child is injured or unwell
Emergency services are contacted when needed
Accidents are logged and monitored for patterns

Fire Safety & Evacuation

Fire drills are held once a term
Exit routes are shown to all staff and students
Fire extinguishers are checked and maintained
Assembly points are clearly marked
A fire warden is appointed during each session

Toilets & Hygiene

Toilets are checked before and after each session
Younger students are given extra supervision
Students must wash hands after using the toilet
Soap, tissues, and hygiene supplies are regularly stocked
Any accidents are cleaned immediately following COSHH guidelines

Risk Assessments

We carry out written risk assessments for:

Classrooms
Corridors and stairs
Outdoor areas and car park
Trips and off-site events
Special activities (e.g., sports, performances)
Visitors and guest speakers

Each risk assessment includes:

What the potential risks are
Who might be harmed
How the risk is reduced
What to do if an incident happens
Who is responsible for checks and supervision

Student Illness

If a student is visibly unwell (e.g., vomiting, fever, flu symptoms), they must be collected immediately
Students must be kept home for at least 48 hours after vomiting or diarrhoea
We may send a child home if they are too unwell to learn

What Parents Must Do

Keep emergency contact details updated
Inform us of any medical conditions or allergies
Keep children at home when unwell
Collect your child immediately in an emergency
Follow safety instructions at pick-up and drop-off times
Avoid loitering or entering classrooms without permission

Reporting Issues

If you see anything unsafe — a loose wire, blocked fire exit, broken toilet, unsupervised child — please report it immediately to a staff member or the Head of Education.

Health & Safety is Everyone’s Duty

Our duty to protect our students comes before everything else. We ask all staff, parents, and students to help us maintain a safe, clean, and calm learning environment, built on mutual respect and care.

This policy is reviewed each academic year and after any major incidents or updates in health & safety law.

Complaints & Concerns Policy

Purpose

At Minhaj Academy, we value feedback and believe that concerns or complaints are an opportunity to improve. We aim to resolve issues fairly, respectfully, and as quickly as possible — in line with our Islamic values of justice, compassion, and integrity.

🔁 Simple 3-Step Complaints Process

Step 1: Talk to Us

If something is bothering you, please speak to the class teacher or a member of staff first.
Most issues are resolved quickly through a respectful conversation.
You can speak in person or send a message via the admin WhatsApp or email.

Step 2: Raise It Formally

If the issue is not resolved, you can raise a formal concern to the Head of Education.
Please send your complaint in writing (WhatsApp, email, or form).
Include:
- What happened
- When and where it happened
- Who was involved
- What outcome you’re seeking

Step 3: Final Review

If you’re still not satisfied, you may request a final review by the General Secretary.
This will be reviewed within 7 working days, and a final written outcome will be shared.

💬 What Can Be Raised as a Complaint?

You can raise a concern about:

A teacher’s behaviour or communication
A staff decision affecting your child
Bullying or unfair treatment
Safeguarding or wellbeing
Any matter that you believe was handled unjustly

We take all concerns seriously, including those related to:

Equal opportunities
SEN and support needs
Health and safety
Behaviour or discipline

🚫 What Is Not a Complaint?

Requests for information (e.g. timetables, event details)
Payment reminders or admin notices
Issues already resolved
Anonymous messages without context

We welcome questions — but a complaint should only be made if there’s a real concern that needs formal attention.

⏳ Timelines

Stage	Response Time
Initial response	Within 3 working days
Formal review (Stage 2)	Within 7 working days
Final review (Stage 3)	Within 7 working days

Some complex matters may take longer. If so, we will keep you updated.

🤝 Our Principles

We will always:

Listen respectfully
Keep matters confidential
Avoid defensiveness
Investigate impartially
Seek to resolve matters quickly
Provide written responses for formal concerns

We expect parents to:

Be respectful and calm
Avoid shouting, blame, or threats
Raise issues at the right time and place (not in front of students or during dismissal)
Give us time to investigate before judging

⚖️ What Happens If a Complaint Is Upheld?

Depending on the issue, we may:

Offer an apology or explanation
Provide a solution (e.g. class change, teacher reminder)
Review a decision or policy
Offer a meeting with senior staff
Refer serious matters to trustees

🛡️ Safeguarding & Serious Complaints

Any safeguarding issue is handled immediately by the Designated Safeguarding Lead.
Inappropriate or abusive behaviour by any staff member or volunteer will be referred to the Trustees and authorities if required.

✋ Unacceptable Conduct

If a complaint is made in a hostile, threatening, or inappropriate manner, we may:

End the conversation
Delay response until a calm discussion is possible
Record the incident
Apply the Parent Conduct Policy (e.g. warnings or restrictions)

Summary

We are here to serve our community and raise our children with excellence. By working together and handling complaints with adab (manners), we protect the dignity of everyone involved.

Staff Code of Conduct

(Teacher Conduct & Professional Responsibilities Policy)

At Minhaj Academy, our teachers are more than instructors — they are mentors, role models, and the heart of our learning environment. This policy outlines the professional expectations for all teaching staff.

✅ General Conduct

All teachers are expected to:

Be fully engaged in class — no phone use or idle conversation
Speak respectfully to students, staff, and parents at all times
Supervise students during all transitions (e.g. prayer, playtime, wudu)
Keep the class space clean, calm, and ready for learning

📵 Use of Devices

Phones may only be used at the start and end of class for class-related tasks
Parental/admin messages during class are handled by senior staff

⏱ Punctuality & Presence

Arrive at least 15 minutes before class to prepare and settle in
Notify in advance for any absence or emergency
Stay until all students are safely handed over at the end of class

📚 Preparation & Professionalism

Teachers must:

Follow the set curriculum (e.g. Jewels Series, Islam4Kids, etc.)
Adapt lessons for different levels and learning needs
Plan lessons weekly and bring needed materials
Record student progress using agreed trackers or notes

🧕🏽 Islamic Presentation

Teachers should dress modestly and professionally, in line with Islamic values

🔁 Accountability & Support

Teachers receive monthly observations with feedback
Weekly check-ins and termly reviews are part of your development
Feedback focuses on clarity, engagement, and classroom management
Teachers are expected to respond positively to feedback and training

🔐 Safeguarding Expectations

All staff must:

Complete safeguarding training yearly
Supervise students at all times — including toilets, salah, and arrival/departure
Immediately report any safeguarding concerns to the Head or DSL
Never promise confidentiality in sensitive disclosures

📞 Parent Communication

Teachers do not handle parent messages directly during class
All communication goes through:
- Admin WhatsApp
- Email
- Scheduled parent meetings
Personal numbers must not be shared. Private tuition with academy students is not allowed without prior authorisation.

Teaching Assistants & Volunteers Policy

We deeply value those who support our teaching and learning — whether it’s inside the classroom or during events. This policy ensures clear expectations and student safety.

👩‍🏫 Teaching Assistants (TAs)

Must:

Be approved by Head of Education
Complete safeguarding induction
Never be left alone with students
Sign a basic conduct agreement

Can:

Help students with Qur’an revision
Manage materials and handouts
Assist with behaviour and transitions
Support admin or class tasks under supervision

👐 Volunteers

Must:

Fill out a short volunteer form
Be assigned to a specific supervisor
Work under supervision — not lead a class

Volunteers may help with:

Events (graduation, awards, etc.)
Admin duties (registration, food, handouts)
Class tasks (tidying, support, encouragement)

Volunteers and TAs are always supervised, trained, and welcomed into a team that values compassion, integrity, and excellence.