Part 1: Preamble and Authority

1. Purpose and Vision

Empower Learning System (ELS) is a volunteer-run, non-profit educational institution dedicated to providing high-quality, accessible education to refugee and marginalised communities in Malaysia. This Charter establishes the foundational governance, operational standards, and institutional identity that guide all ELS activities during the Academic Year 2026–2027 and beyond.

The purpose of this Charter is to:

• Define the legal and ethical framework within which ELS operates
• Set clear expectations for staff, students, guardians, and volunteers
• Ensure compliance with Malaysian law, international education standards, and child safeguarding requirements
• Provide a transparent reference for all decision-making and dispute resolution
• Align institutional practice with the mission of empowering refugee learners through education

2. Scope of Authority

This Charter applies to all persons associated with Empower Learning System, including but not limited to:

• Students: All enrolled learners across nursery, primary, secondary, IGCSE, GED, higher education, and skills development programmes, regardless of age or legal status
• Teaching Staff: All teachers, mentors, tutors, and instructional volunteers
• Administrative Staff: The Principal, Operations Manager, and all administrative personnel
• Safeguarding Personnel: Designated Safeguarding Lead, Deputy DSLs, and Child Protection Officers
• Board of Governors: All governance and oversight committee members
• Volunteers and Visitors: Any person present on ELS premises or participating in ELS programmes
• Parents and Guardians: All persons with legal or de facto responsibility for enrolled students

The authority of this Charter extends to all ELS premises, all official ELS activities whether on-site or off-site, all online learning platforms operated by ELS, and all communications conducted in an official ELS capacity.

3. Mission Statement

Empower Learning System exists to deliver holistic, learner-centred education to refugee and underserved children and youth. Our mission encompasses:

• Academic Excellence: Delivering rigorous, internationally recognised curricula (IGCSE, GED) alongside foundational primary and secondary education
• Skills Development: Equipping learners with vocational and life skills that enable self-sufficiency
• Holistic Growth: Nurturing physical, emotional, social, and moral development alongside intellectual growth
• Community Building: Creating an inclusive community that celebrates diversity and promotes mutual respect
• Advocacy: Raising awareness of refugee education rights and advocating for policy change

All ELS policies, including the Child Safeguarding Policy and this Charter, serve this mission and are subordinate to it in spirit and application.

Part 2: Employment Terms and Structure

4. Recruitment and Appointment

4.1 Recruitment Principles

All ELS staff and volunteers are recruited through a transparent, merit-based process that prioritises:

• Relevant qualifications and demonstrable competence in the assigned role
• Alignment with ELS values and commitment to refugee education
• Suitability to work with children, verified through background checks
• Cultural sensitivity and ability to work in diverse, multilingual environments

4.2 Appointment Process

The appointment of all staff members follows this sequence:

1. Application: Submission of curriculum vitae, qualifications, and references
2. Interview: Conducted by the Principal or Operations Manager, with safeguarding questions included
3. Reference Verification: At least two professional references, one from the most recent employer
4. Background Check: Police clearance or equivalent criminal record verification
5. Offer: Formal appointment letter specifying role, remuneration (if applicable), and start date

4.3 Volunteer Appointments

Volunteers are subject to the same safeguarding checks as paid staff. Short-term volunteers must complete an orientation on ELS policies and sign a declaration of understanding before commencing duties.

5. Probation and Confirmation

5.1 Probation Period

All new staff members serve a probationary period of 90 days. During probation:

• Performance is assessed against role-specific competency standards
• The Principal or Operations Manager conducts monthly check-ins
• Probation may be extended for up to 30 additional days if performance concerns exist
• Either party may terminate the appointment with 14 days' written notice during probation

5.2 Confirmation

Upon successful completion of probation, the staff member receives written confirmation of permanent appointment. Confirmation entitles the staff member to:

• Full staff privileges and voting rights in staff meetings (where applicable)
• Access to professional development opportunities
• Eligibility for any applicable benefits or allowances

6. Compensation and Benefits

6.1 Salary and Stipends

ELS is a volunteer-run institution. Where financial support is available, the following principles apply:

• Compensation, if provided, is treated as a stipend or honorarium rather than a commercial salary
• Stipend levels are determined by the Board of Governors based on available funding
• All stipend agreements are documented in writing
• Stipend recipients acknowledge that ELS is a non-profit and funding may fluctuate

6.2 Leave and Absence

6.3 Resignation and Termination

Confirmed staff must provide 30 days' written notice of resignation. ELS may terminate employment for:

• Gross misconduct (effective immediately)
• Breach of the Child Safeguarding Policy (effective immediately, with mandatory reporting to authorities)
• Consistent failure to meet role expectations after written warning
• Organisational restructuring necessitated by funding or operational changes

Part 3: Academic Programs and Scope

7. Programs Covered

Empower Learning System delivers a comprehensive range of educational programmes designed to meet learners at every stage of development. The programmes covered under this Charter are:

All programmes are delivered without discrimination based on nationality, legal status, religion, gender, disability, or socioeconomic background. ELS operates on a needs-assessment basis; learners may be placed in programmes based on prior attainment rather than age alone.

8. School Timing

8.1 Academic Calendar

The ELS academic year 2026–2027 comprises two semesters:

• Semester 1: January 2026 – June 2026 (approximately 24 teaching weeks)
• Semester 2: July 2026 – December 2026 (approximately 24 teaching weeks)

8.2 Daily Timetable

The current daily timetable, including any adjustments for specific programmes, examination periods, or special events, is published and maintained exclusively on the ELS Learning Management System (LMS). All staff, students, and parents must refer to the official portal for the authoritative schedule:

https://portal.elsystem.org

Any printed or offline copies of the timetable are for reference only and may not reflect real-time changes. Teachers must verify the schedule on the LMS before each academic day.

8.3 School Hours Extension

No ELS premises shall remain open beyond the established daily schedule without formal written authorisation from the Operations Manager or Principal. The sole exception applies to transportation-related delays, where premises may remain open only until the last student or staff member has safely departed. Any staff member required to supervise during such an extension must be formally notified and acknowledged in writing by the Principal.

8.4 After-Hours Classes

After-hours classes are not allowed. No teacher, tutor, or staff member may conduct classes, tuition, coaching, or any form of instructional session on ELS premises outside the established daily timetable. This prohibition applies to paid or unpaid sessions and to both ELS-enrolled students and external learners. Any genuinely exceptional academic support session (e.g., examination revision before IGCSE or GED) must be approved in writing by the Principal in advance and must conclude within the regular school day where possible.

9. Fees

9.1 Fee Principles

ELS is committed to keeping education accessible. The specific fee schedule for each programme is published and maintained by the Operations Office and is shared with parents at the point of admission and on subsequent review. No student shall be denied education solely due to inability to pay; fee waivers are available on application.

9.2 Fee Administration

Fees are collected by the Operations Manager or designated fee officer. Key rules:

• Fees are issued and due by the 10th of each month
• No student shall be denied education solely due to inability to pay; fee waivers are available on application
• Fee records are maintained confidentially and shared only with the Principal and designated administrators
• Teachers do not handle cash; all payments are processed through the administrative office

9.3 Sibling Discount

ELS offers a sibling discount to support families enrolling more than one child. The applicable discount is reviewed annually by the Board of Governors and published in the official fee schedule maintained by the Operations Office. Parents may apply for the sibling discount at the time of enrolment or at any point during the academic year by submitting a written request to the Operations Manager, who verifies sibling status against admission records before applying the discount to subsequent fee statements.

Part 4: Staff Duties and Responsibilities

10. Teachers

10.1 Core Teaching Responsibilities

Every teacher at ELS is responsible for:

• Delivering the assigned curriculum in accordance with ELS syllabus and teaching standards
• Preparing and submitting lesson plans to the Principal by the beginning of each week
• Maintaining accurate records of student attendance, progress, and assessment results
• Participating in staff meetings and professional development sessions
• Collaborating with colleagues on cross-curricular and interdisciplinary projects
• Reporting any safeguarding concerns to the Designated Safeguarding Lead immediately

10.2 Classroom Management

Teachers must maintain a classroom environment that is:

• Safe, inclusive, and conducive to learning
• Free from corporal punishment, verbal abuse, or humiliation of any kind
• Respectful of all students' cultural, linguistic, and religious backgrounds
• Consistent with the ELS Child Safeguarding Policy at all times

10.3 Communication with Parents

Teachers communicate with parents/guardians through:

• Termly progress reports
• Parent-teacher meetings (minimum two per academic year)
• Written notices for significant concerns or commendations
• Official ELS communication channels only; personal contact details are not shared

11. Principal

11.1 Role and Authority

The Principal is the academic and operational head of Empower Learning System, reporting to the Board of Governors. The Principal holds authority over:

• Academic planning, curriculum implementation, and quality assurance
• Staff supervision, performance evaluation, and professional development
• Student admissions, placement, and disciplinary matters (in consultation with safeguarding personnel)
• Day-to-day operational decisions within the framework of Board policy

11.2 Specific Duties

• Approve all lesson plans and teaching schedules
• Conduct classroom observations and provide feedback to teachers
• Chair the Academic Committee and Safeguarding Committee
• Represent ELS in external engagements with education authorities, partners, and donors
• Ensure all staff receive mandatory safeguarding training annually
• Oversee the preparation and execution of examinations
• Maintain the Single Central Record of pre-appointment checks

11.3 Parent Office Hours and Appointments

The Principal shall establish and publicly display fixed office hours for receiving parents and guardians. The Principal shall communicate (send) these office hours to all parents through the official ELS channels (parent handbook, enrolment pack, school portal, and a written notice at the start of each semester) so that every family knows when and how to reach the Principal.

All parent-principal meetings ordinarily require a scheduled appointment made at least 24 hours in advance, and walk-in meetings are not permitted outside designated office hours.

Urgent meetings requested by parents are allowed. Where a parent raises a matter involving immediate student welfare, safety, safeguarding, health, a serious behavioural incident, or any other genuinely time-sensitive concern, the Principal (or, in the Principal’s absence, the Operations Manager or Safeguarding Officer) shall receive the parent on the same working day where reasonably possible, even outside the displayed office hours. Such urgent meetings must be logged in the visitor and meeting register, and the substance and outcome recorded in writing.

12. Operations Manager

12.1 Role and Authority

The Operations Manager is responsible for the administrative and logistical functions of ELS. The Operations Manager serves as the custodian of this Charter and all operational records.

12.2 Specific Duties

• Oversee procurement of educational materials, supplies, and equipment
• Coordinate logistics for school events, field trips, and external examinations
• Maintain accurate records of student enrollment, transfers, and withdrawals
• Ensure compliance with health and safety regulations
• Manage the school facility, including maintenance, security, and cleanliness
• Prepare operational reports for the Board of Governors
• Coordinate volunteer scheduling and deployment
• Act as the primary point of contact for external suppliers and service providers

12.3 Charter Custody

The Operations Manager holds the master copy of this Charter and is responsible for:

• Distributing updated versions to all staff and posting on the ELS website
• Maintaining the Revision Log (Appendix B)
• Archiving superseded versions for reference
• Ensuring all staff acknowledge receipt of the current Charter

12.4 Financial Manager

The Financial Manager is responsible for all financial matters at ELS, operating independently of the Operations Manager to ensure proper segregation of duties. The Financial Manager reports to the Board of Governors.

12.4.1 Financial Duties

• Manage fee collection, financial records, and budget tracking
• Prepare monthly financial statements for the Board of Governors
• Process staff stipends, supplier payments, and reimbursement claims
• Maintain fee waiver records and ensure confidential handling of all financial data
• Coordinate external audits and ensure compliance with financial regulations
• Oversee all banking transactions and maintain custody of financial instruments

12.4.2 Segregation of Duties

The Financial Manager and the Operations Manager shall maintain independent records. The Financial Manager controls all cash and bank transactions; the Operations Manager controls procurement and inventory. Neither role may approve its own expenditures. All payments exceeding RM 500 require dual authorisation by the Financial Manager and either the Principal or a Board-designated signatory.

13. Safeguarding Officer

13.1 Role

The Safeguarding Officer (also referred to as the Designated Safeguarding Lead or Child Protection Officer) is the central point of contact for all child protection matters at ELS. This role is separate from teaching and administrative duties and requires specialist training.

13.2 Responsibilities

• Oversee implementation of the ELS Child Safeguarding Policy
• Receive and manage all safeguarding reports and disclosures
• Conduct initial risk assessments and make referrals to external agencies where necessary
• Maintain confidential records of all safeguarding concerns
• Ensure staff receive safeguarding training at induction and annually thereafter
• Liaise with the Royal Malaysia Police (PDRM), Department of Social Welfare (JKM), and education authorities as required
• Sit on the Safeguarding Committee and report to the Board of Governors
• Ensure the Safer Recruitment procedures are followed for all new staff

Part 5: Academic Policies

14. Curriculum Management

14.1 Curriculum Design

The ELS curriculum is designed to:

• Meet international standards while remaining culturally relevant to the refugee learner population
• Prioritise English language acquisition as the medium of instruction and a key employability skill
• Incorporate social-emotional learning and life skills alongside academic subjects
• Remain flexible to accommodate learners with interrupted schooling

14.2 Syllabus Approval

All subject syllabi are prepared by teachers, reviewed by the Principal, and approved by the Academic Committee before implementation. Syllabi must include:

• Learning objectives aligned to programme outcomes
• Topic sequencing and estimated time allocation
• Assessment methods and weightings
• Resources and materials required
• Differentiation strategies for learners with varying prior attainment

15. Classroom Standards

15.1 Teaching Quality

Every classroom session at ELS must meet the following standards:

• Clear learning objectives shared with students at the start of each lesson
• A variety of teaching methods to accommodate different learning styles
• Regular checks for understanding and opportunities for student questioning
• Inclusive language and examples that reflect the diversity of the student body
• Evidence of preparation (lesson plan, materials, classroom setup)

15.2 Class Size and Support

16. Assessment and Grading

16.1 Assessment Principles

ELS uses a continuous assessment model that values:

• Formative assessment: Ongoing feedback that guides learning improvement
• Summative assessment: Formal evaluations at the end of each term or unit
• Holistic assessment: Recognition of effort, improvement, and non-academic growth

16.2 Grading Scale

16.3 Reporting

Students receive termly report cards and continuous feedback through class tests, assignments, and teacher comments. Parents may request additional meetings to discuss academic progress at any time.

17. Homework Policy

17.1 Purpose

Homework reinforces classroom learning, develops independent study skills, and engages parents in their child's education. Homework is assigned thoughtfully, not as busywork.

17.2 Guidelines

17.3 Teacher Responsibilities

• Assign homework that is achievable with the resources available at home
• Provide clear instructions and, where necessary, examples
• Mark and return homework within one week of submission
• Be flexible for students who may lack a stable home environment for homework

18. Exam Procedures

18.1 Internal Examinations

Internal examinations are conducted at the end of each semester. The Principal is responsible for:

• Setting the examination timetable
• Overseeing the creation of question papers
• Ensuring secure storage of examination materials
• Arranging invigilation (minimum one invigilator per 25 students)
• Managing results processing and report card preparation

18.2 External Examinations (IGCSE / GED)

Registration for external examinations is coordinated by the Principal in collaboration with the Operations Manager. Students must:

• Meet prerequisite course completion requirements
• Submit registration forms and fees by published deadlines
• Attend all preparatory sessions and mock examinations

18.3 Academic Integrity in Examinations

Any form of cheating, plagiarism, or dishonesty during examinations is a serious breach of the ELS Code of Conduct. Consequences range from confiscation of the paper and a score of zero to suspension, depending on severity and repetition.

Part 6: Student Policies

19. Attendance

19.1 Compulsory Attendance

Regular attendance is essential for academic success and social development. All students are expected to attend all scheduled classes, assemblies, and approved activities.

19.2 Absence Reporting

Parents or guardians must notify the school on the day of absence, providing a reason. The Operations Manager or Principal records all absences. Patterns of unexplained absence trigger a welfare check.

19.3 Late Arrival

Students arriving after 08:30 must report to the administrative office before joining class. Habitual lateness (more than 3 instances per month) results in a meeting with parents and the Principal.

19.4 Truancy

Truancy (unauthorised absence without parental knowledge) is treated as a serious matter. The Safeguarding Officer is notified immediately, as truancy may indicate underlying welfare concerns.

20. Academic Integrity

20.1 Definition

Academic integrity means completing all work honestly, acknowledging sources, and not misrepresenting others' work as one's own. ELS teaches integrity as a core value, not merely a rule.

20.2 Prohibited Conduct

• Plagiarism (copying work without citation)
• Cheating during examinations
• Submitting work completed by another person
• Fabricating data, sources, or results
• Collusion on individual assignments

20.3 Consequences

21. Behaviour

21.1 Expected Behaviour

All students at ELS are expected to:

• Treat all members of the school community with respect and kindness
• Follow teacher instructions promptly and politely
• Take responsibility for their own learning and actions
• Respect school property and the property of others
• Resolve conflicts peacefully and seek adult help when needed

21.2 Prohibited Behaviour

• Physical violence or threats of violence
• Verbal abuse, harassment, or intimidation
• Vandalism or theft
• Bringing weapons, drugs, alcohol, or tobacco onto school premises
• Gambling or any form of betting
• Bullying of any kind (see Section 24)

21.3 Disciplinary Ladder

22. Dress Code

22.1 Uniform Policy

ELS students wear a simple, affordable uniform to promote equality, safety, and school identity:

• Boys: White shirt, navy blue trousers, black shoes
• Girls: White blouse, navy blue skirt or trousers, black shoes
• Physical Education: School PE t-shirt and shorts (provided or purchased at cost price)

22.2 Modesty and Cultural Sensitivity

ELS respects all religious and cultural dress requirements. Students may wear head coverings (hijab, turbans, etc.) as part of their faith practice. The Principal adjudicates any dress code disputes with sensitivity and respect.

22.3 Jewellery and Accessories

Simple jewellery is permitted. Large or dangling items that pose a safety risk must be removed during PE and practical activities. The school is not responsible for loss or damage to personal items.

23. Technology and Phone Usage

23.1 School Technology

All school-owned devices (computers, tablets, projectors) are for educational use only. Students must:

• Use devices under teacher supervision
• Not install software, change settings, or attempt to bypass security
• Report damage or malfunction immediately
• Not access inappropriate content; internet filtering is active

23.2 Personal Phones

Students may bring personal mobile phones to school but must:

• Switch phones to silent mode upon arrival
• Keep phones in bags during lessons unless the teacher explicitly permits use for an educational activity
• Not use phones to photograph or film other students or staff without consent
• Not use phones for bullying, harassment, or sharing inappropriate content

24. Anti-Bullying

24.1 Definition

Bullying is any repeated, intentional behaviour that causes physical, emotional, or psychological harm to another person. At ELS, bullying includes but is not limited to:

• Physical bullying: Hitting, kicking, pushing, theft, or damage to property
• Verbal bullying: Name-calling, threats, humiliation, or spreading rumours
• Social bullying: Exclusion, manipulation of friendships, or public embarrassment
• Cyberbullying: Bullying conducted via phone, social media, messaging apps, or email

24.2 Prevention

ELS prevents bullying through:

• Explicit teaching of respect, empathy, and conflict resolution in the curriculum
• Regular class discussions on inclusion and celebrating differences
• A buddy system pairing new students with established peers
• Clear signage and communication that bullying is not tolerated

24.3 Response

Any report of bullying is taken seriously and acted upon within 24 hours:

1. The Principal or Safeguarding Officer receives the report
2. All parties are interviewed separately
3. A safety plan is developed to protect the victim
4. The perpetrator receives appropriate consequence and education
5. Parents of all involved students are notified
6. Follow-up monitoring is conducted for at least four weeks

25. Participation in Activities

25.1 Co-Curricular Activities

ELS offers a range of co-curricular activities including sports, arts, debate, and community service. All students are encouraged to participate as part of their holistic development.

25.2 Field Trips and External Activities

All off-site activities require:

• Written parental consent (see Appendix A: Consent Form)
• Risk assessment approved by the Principal
• Adequate adult supervision (minimum one adult per 10 students for primary, 1:15 for secondary)
• Emergency contact information carried by trip leaders
• First aid kit and trained first aider present

25.3 Refusal to Participate

No student is forced to participate in any activity against their will or their parents' wishes. Reasonable accommodations are made for students with disabilities, health conditions, or religious/cultural restrictions.

Part 7: Administrative Procedures

26. Documentation

ELS maintains accurate, up-to-date records including:

• Student enrollment registers with contact details and emergency contacts
• Staff personnel files with qualifications, references, and background checks
• Financial records including fee receipts, expenditure, and budget reports
• Safeguarding incident logs (confidential, access restricted)
• Minutes of all staff meetings and Board meetings
• Inventory of educational materials and equipment

27. Communication Protocols

Official communication at ELS follows these channels:

• Staff → Management: Direct communication to Principal or Operations Manager
• Management → Staff: Staff meetings, email, or notice boards
• School → Parents: Written notices, parent meetings, phone calls for urgent matters
• Parents → School: Administrative office hours, phone, or email
• External: Principal or Operations Manager is the authorised spokesperson

28. Incident Reporting

All incidents (accidents, injuries, safeguarding concerns, behavioural incidents, property damage) must be reported within 24 hours using the official Incident Report Form. Serious incidents (involving injury, safeguarding, or criminal activity) must be reported immediately to the Principal and, where applicable, to the Safeguarding Officer or emergency services.

28.1 Follow-Up, Feedback and Resolution to Parents

For every reported incident or case involving a student, the follow-up, feedback, and final resolution of the report must be delivered to the parents or guardians after the case is closed. The Principal (or, for safeguarding matters, the Safeguarding Officer) is responsible for ensuring that parents receive:

• A clear summary of the incident as it was investigated
• The actions taken by the school in response
• The outcome or resolution reached
• Any agreed follow-up steps, monitoring arrangements, or support being provided to the student

This communication must be delivered through an official ELS channel (written notice, scheduled meeting, or formal email) and must be documented in the student’s file. A case is not considered closed until the parents have been formally informed of its resolution.

Part 8: Professional Conduct and Ethics

29. Code of Conduct for Staff

All ELS staff are bound by a Code of Conduct that requires:

• Professionalism in all interactions with students, parents, and colleagues
• Respect for the dignity and privacy of every individual
• Honesty and transparency in all professional dealings
• Commitment to continuous improvement and lifelong learning
• Adherence to the ELS Child Safeguarding Policy, including mandatory reporting
• Maintenance of appropriate professional boundaries with students at all times
• Full adherence to all published Standard Operating Procedures (SOPs) issued by the Principal, Operations Manager, or Board of Governors

29.1 Compliance with Standard Operating Procedures (SOPs)

All staff are required to follow the SOPs that apply to their role, including academic, administrative, safeguarding, and operational procedures. Failure to follow SOPs will lead to a formal warning, and continued or serious non-compliance will lead to termination of employment. The progressive consequences are:

• First instance: Written warning issued by the Principal or Operations Manager and recorded in the staff file
• Repeated or serious breach: Final written warning and performance review
• Persistent or grave non-compliance: Termination of employment in accordance with Section 6.3

Wilful disregard of an SOP, or any non-compliance that endangers the welfare or safety of a student, may result in immediate termination without progression through the steps above.

30. Child Safeguarding and PSEAH

Empower Learning System maintains a zero-tolerance policy on all forms of abuse, exploitation, and harassment. The full Child Safeguarding Policy (2026–2027 Edition) is a companion document to this Charter and must be read, understood, and signed by all staff.

Key safeguarding obligations include:

• All staff are mandated reporters under Malaysian law
• Any suspicion or disclosure of abuse must be reported to the Safeguarding Officer within 24 hours
• Staff must not engage in any form of physical punishment, sexual harassment, or inappropriate contact with students
• One-to-one interactions with students must be observable and interruptible
• Personal contact with students outside official channels is prohibited

31. Professional Development

ELS invests in the growth of its staff through:

• Mandatory safeguarding training (induction + annual refresher)
• Subject-specific professional development workshops
• Peer observation and feedback sessions
• Access to online courses and resources where available
• Leadership development for aspiring managers

Part 9: Health and Safety

32. Safety Measures

ELS maintains a safe learning environment through:

• Fire extinguishers, first aid kits, and emergency exits checked monthly
• Fire drills conducted at least once per semester
• Electrical equipment inspected regularly
• Playground and sports equipment maintained in safe condition
• Secure entry and exit procedures with visitor logging
• Emergency contact lists displayed in all classrooms and offices

33. Health Guidelines

• Students who are visibly unwell are sent to the first aid area and parents are contacted
• Students with contagious conditions (e.g., chickenpox, measles) must stay home until cleared by a medical professional
• Medication is administered only with written parental consent and under staff supervision
• First aid is administered by trained staff only; serious injuries result in immediate medical referral
• Hygiene education is part of the curriculum, with handwashing facilities available

34. Emergency Procedures

In the event of fire, medical emergency, security threat, or natural disaster:

1. Alert: Raise the alarm immediately
2. Assess: Evaluate the situation and determine if evacuation is needed
3. Account: Ensure all students and staff are accounted for
4. Assist: Provide first aid or call emergency services (999) as needed
5. Report: Document the incident using the Incident Report Form within 24 hours

Part 10: General Rules

35. Facility Use

• School facilities are for educational purposes only. Commercial use requires Board approval.
• Classrooms must be left clean and orderly at the end of each day.
• Food and drink (except water) are not permitted in classrooms, science labs, or computer rooms.
• Smoking is prohibited on all ELS premises.

35.0 Cleaning Day Schedule

A dedicated cleaning schedule is maintained for all ELS campuses to ensure a hygienic, safe, and orderly environment. The schedule is set by the Operations Manager and published on the staff notice board and the LMS at the start of each term. Key elements:

• Daily: Classrooms, washrooms, corridors, and common areas are cleaned by the assigned support staff before and after the school day.
• Weekly cleaning day: A designated cleaning day each week is reserved for deep cleaning of classrooms, laboratories, the library, washrooms, and the playground. Staff and students are expected to leave their workstations and shared spaces tidy on this day.
• Monthly: Deep cleaning of pantries, store rooms, and air-conditioning vents, plus inspection of fire and first-aid stations.
• Termly: A whole-school clean before the start of each new term, including pest control and an inventory check.

The Operations Manager is responsible for monitoring compliance with the cleaning schedule and reporting any lapses to the Principal.

35.1 Visitors and Non-Authorised Persons

No outsider, including friends, relatives, or acquaintances of any staff member, may enter Empower Learning System (ELS) premises or remain on campus for purposes of visiting, chit-chatting, hanging out, or informal supervision. This prohibition applies regardless of whether the outsider is known to staff.

All visitors must be recorded and processed strictly through the school’s visitor approval and logging procedures, and may only be on site for an approved, school-authorised purpose (e.g., scheduled parent meeting, official appointment, or supervised co-curricular/support role approved in advance).

Staff members who bring or allow unauthorised outsiders on campus without prior authorisation will be subject to disciplinary action, which may include removal from duties and/or termination, in accordance with ELS conduct and safeguarding obligations.

35.2 Principal Office Hours and Visitor Appointments

The Principal shall establish and publicly display fixed office hours for receiving parents, guardians, and official visitors. All visits to ELS premises by parents or other visitors require a scheduled appointment made at least 24 hours in advance, except in genuine emergencies involving immediate student welfare or safety.

Walk-in visits are not permitted outside designated office hours. The Principal shall communicate these hours to all parents during enrolment and at the start of each semester. No visitor shall remain on ELS premises beyond the established office hours without formal written authorisation from the Principal or Operations Manager.

35.3 Confidentiality of School Matters

No school-related matters, including but not limited to student records, staff affairs, disciplinary proceedings, financial information, operational decisions, or safeguarding concerns, shall be discussed with or in the presence of any person who is not an authorised staff member of Empower Learning System. This prohibition extends to conversations in public spaces, on public transport, on social media, in messaging groups, and in any setting where non-staff persons may overhear or access such information.

Staff are prohibited from sharing internal documents, meeting minutes, student data, or policy deliberations with external parties unless explicitly authorised by the Principal or Board of Governors in writing.

35.4 Secrecy, Confidentiality and Zero Tolerance for Gossiping

The privacy and dignity of all students, teachers, and parents must be regarded with the utmost care and highest professionalism. All personal information, academic records, medical details, family circumstances, disciplinary histories, and employment matters are strictly confidential.

There is zero tolerance for gossiping, rumour-mongering, or the casual discussion of colleagues’, students’, or families’ private affairs. Any staff member found to be spreading gossip, sharing confidential information inappropriately, or engaging in conduct that undermines the professional reputation of ELS, its staff, or its students shall face disciplinary action, up to and including termination.

Breaches of confidentiality may also constitute violations of the Personal Data Protection Act 2010 (Act 709) and may expose both the individual and the school to legal liability. All staff must treat every piece of information entrusted to them as privileged and protected.

35.5 Parties, Farewells and Special Programmes

Birthday parties: No birthday parties are allowed on ELS premises. Staff and students may not organise or host birthday celebrations during school hours or within school facilities. Families wishing to celebrate a child’s birthday should do so at home or outside the school setting. Distributing sweets or treats in class for a birthday is also not permitted, in order to keep the learning environment fair and free from social pressure.

Farewell parties and other student activities: Farewell parties or any other special student activities are allowed only with prior written approval from the school management. Such activities are organised under the authority of the Principal, who is responsible for approving the programme, the guest list, and the supervising staff. To minimise disruption to learning, only one such activity may be held per term, and it must take place on a Friday. All farewell and activity arrangements must comply with the Child Safeguarding Policy, including supervision ratios, food safety, and decoration safety.

Jamati and community programmes: Jamati programmes (community religious or social programmes) may be held on ELS premises subject to the Principal’s approval. The Principal has the authority to permit such programmes; however, the Operations Office must be formally informed in advance so that scheduling, room allocation, facility readiness, and security arrangements can be coordinated. The Principal and the Operations Manager remain jointly responsible for ensuring that any Jamati programme aligns with ELS’s inclusive ethos and does not interfere with the regular academic timetable.

36. Technology Use

• School Wi-Fi is for educational purposes. Illegal downloading, streaming, or access to adult content is prohibited and monitored.
• Staff use of school devices for personal purposes is limited and must not interfere with work.
• All school data, including student records, must be stored on secure school servers, not personal devices or cloud accounts.

37. Review and Amendment

This Charter is reviewed annually by the Board of Governors, with input from the Principal, Operations Manager, and Safeguarding Officer. Proposed amendments are circulated to all staff for comment before adoption.

Minor amendments may be made by the Principal with Board ratification at the next meeting. Major amendments (affecting employment terms, fee structure, or safeguarding) require a full Board vote.

38. Governing Law

This Charter is governed by the laws of Malaysia. All ELS operations comply with:

• The Child Act 2001 (Act 611)
• The Sexual Offences Against Children Act 2017 (Act 792)
• The Education Act 1996 (Act 550), where applicable
• The Personal Data Protection Act 2010 (Act 709)
• International standards including the UN Convention on the Rights of the Child

39. Effective Date

This Charter comes into effect on 1 January 2026 and remains in force until superseded by a revised edition. All previous versions are archived by the Operations Manager.

Appendix A: Staff Acknowledgement and Consent Form

This form must be completed by every staff member (teaching and non-teaching) of Empower Learning System. It confirms that you have read, understood, and agree to abide by the Charter for ELS Staff (AY 2026–2027) and all associated policies.

Appendix B: Revision Log