Date: October 2025
Review Date: October 2026
Coordinator: tba
Nominated Governor: tba
Version: v10.25
TL;DR
We’re a small, relationship-led, online provision. If your child can (with scaffolding) connect to live sessions, communicate with a mentor, and produce artefacts of learning, they’ll likely thrive. If—after real attempts to adapt—there’s persistent distress or non-engagement, we’ll exit with care: a short transition plan, full handover notes, and pro-rata fees settled.
Our fit philosophy (what Haven is and isn’t)
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Is: neuro-affirming, mentor-centred, artefact-based learning (Canvas briefs + Pencil Spaces boards), short live blocks, daily mentor check-ins, optional body-doubling (Open Path).
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Isn’t: passive video school, attendance theatre, or 6+ hours on-camera. We measure participation and artefacts, not seat time.
What we look for (with scaffolding)
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Connection: can join Pencil Spaces (even via phone at first), respond in chat/emojis, and follow a mentor link.
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Communication: can check in with a mentor daily (voice, chat, or short note) and let us know if they’re opting for independent work that day.
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Making: can create something that shows learning—notes on the board, a photo of work, a short upload to Canvas—at least once per week to start.
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Regulation: can participate without sustained dysregulation triggered by the model itself (pace, online modality), even if life is complex.
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Safety: no unmanageable safeguarding risks in an online group setting.
How we decide (a phased, evidence-based process)
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Soft Start (Week 1): low-stakes onboarding. We remove barriers (accounts, logins, routines). Success = gets into spaces and meets mentor.
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Weeks 2–3: Minimum Viable Week. Success = 3+ live touches/week (mentor or class) and one artefact/week in Canvas/Pencil Spaces.
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Week 6 Fit Check: Mentor + parent + learner review. We look at: access, regulation, artefacts, progress toward goals. Decision: continue / continue with adjustments / begin off-ramp.
Signs it isn’t working (red flags we take seriously)
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Persistent non-access despite tech coaching and alternative routes (e.g., phone join).
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Sustained distress tied to the model (not a short life-event dip): panic before sessions, shutdowns caused by online expectations.
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No artefacts over multiple weeks (not even minimal check-ins or photos).
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Group safety fit: behaviour or needs that we cannot safely support online within small groups.
What we’ll try before off-ramping
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Adjusted timetable (fewer blocks, different times, camera-off norms, avatar use).
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More mentor scaffolding (DM check-ins, visual schedules, co-written micro-goals).
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Alternative demonstration (voice note, photo of handwritten work, short video, creative artefact).
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Temporary Independent Study Plan with agreed outcomes and a check-in schedule.
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Targeted tech support (device profile fixes, Chrome profile separation, Family Link settings).
If these do not reduce distress or increase access within 2–3 weeks, we move to a planned exit.
The off-ramp (clean, humane, documented)
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Case meeting (30 mins): mentor + parent/carer (+ learner if appropriate). We agree that Haven’s model isn’t currently a fit.
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10-day transition window: learner may attend what feels safe; no new assessments are assigned.
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Handover pack: attendance/participation summary, strengths snapshot, curriculum notes, and any safeguarding information shared appropriately.
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Signposting: we suggest alternatives that better match current needs (e.g., 1:1 tutoring, local college taster, community provision, home-ed groups, LA/EOTAS pathways). We don’t drop families.
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Re-entry option: you’re welcome to re-apply after a change in circumstances or with an updated support plan.
Money, data, and safeguarding
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Fees: pro-rata refund of any unused scheduled sessions from the transition start date. If funding is via LA/EHCP or third party, we coordinate with them.
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Data: we retain required safeguarding/attendance records; you can request copies of learning artefacts. Non-essential data is minimised per our policy.
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Safeguarding: if concerns are primary, off-ramp may be immediate while we follow statutory procedures.
How you can help us decide well
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Tell us early about tech constraints and regulation patterns.
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Use the mentor channel daily in Week 1–2, even if the message is “not up for live—doing Canvas task X.”
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Share what does work (e.g., “camera off + chat only,” “needs 5-minute buffer,” “prefers morning sessions”). We will adapt.
Bottom line
Fit isn’t a judgement on your child; it’s a match question between needs and model. We’ll try smart adaptations first. If those don’t land, we exit cleanly and kindly—and we’ll help you land somewhere that does fit.