Tutor Code of Conduct

A Word from Nova

Who We Are

This policy is issued by Nova House Publications Limited, trading as Nova Education (“Nova”, "we", "us", "our"). We are the data controller for all personal data processed in connection with our publishing, tutorial, and training activities.

1. Professional Standards & Conduct

Nova tutors are ambassadors for the programme. The following standards apply at all times:

• Always conduct yourself in a professional manner when interacting with students, parents, carers, other tutors, and members of the team, both during sessions and in all written and spoken communications.
• Use appropriate language and tone in all interactions, ensuring that all conversation is professional, courteous, and tailored to your audience.
• Present yourself as punctual and well-prepared for every session. Arrive on time, with materials ready and having tested your technical setup in advance of the session.
• Dress appropriately (whether in-person or online) and ensure your environment is professional and non-distracting whilst tutoring (e.g. tidy, well-lit, and free from background noise or clutter).
• Maintain an open line of communication between yourself and the Nova team.
• Take the time to write thoughtful and considered feedback at the end of each session, understanding that parents love to know how their child is doing and that this, in turn, fosters a positive relationship.
• Be responsive to messages within the Nova Platforms in a timely manner.
• Remember to keep your availability up to date, ensuring that any known absences are communicated as far in advance as possible.
• Avoid consuming or being under the influence of alcohol or any substance that could impair your ability to teach.
• Maintain high standards of personal conduct outside of sessions. Be aware that behaviour on social media or in public life could affect your suitability to work with children and your association with Nova.
• Not engage in any behaviour that could be deemed dishonest, deceptive, lack integrity, or that could bring Nova into disrepute.

2. Safeguarding & Child Protection

Safeguarding is our first and non-negotiable commitment.

Every tutor is expected to:

• Hold a valid Enhanced DBS (Disclosure and Barring Service) in place before working with students and keep it current throughout your engagement with Nova.
• Complete Nova's safeguarding induction before your first session and engage with refresher training as required.
• Be vigilant for any signs of abuse, neglect, or harm to a child and report any concerns immediately to Nova's Designated Safeguarding Lead (DSL), without waiting for certainty.
• Never attempt to investigate concerns yourself, always refer them to the DSL promptly.
• Never allow concerns or allegations to go unreported.

Tutors must immediately inform Nova of any circumstances, incidents, investigations, cautions, or convictions, whether personal or professional, that may affect, or be perceived to affect, their suitability to work with minors. This includes, but is not limited to, matters relating to safeguarding concerns, criminal charges, changes in health that impact safe practice, or any restrictions imposed by relevant authorities. Failure to disclose such information promptly may result in suspension or termination of engagement.

When working with students, you must:

• Maintain clear professional boundaries at all times. Never develop a personal relationship with a student or their family beyond the tutorial programme.
• Never be alone with a student in a physical space where you cannot be observed. For online sessions, ensure a parent or carer is aware that the session is taking place and only conduct it from an appropriate location (e.g. avoid bedroom).
• Not arrange to meet a student online or face to face outside of scheduled sessions.
• Never initiate or accept contact with students via personal social media platforms. Any unavoidable digital communication must copy in the parent, carer or guardian.
• Do not share your personal contact details (personal mobile, personal email, home address) with students or parents.
• Ensure online sessions are never recorded.
• Not make inappropriate promises to students.
• Students with Special Educational Needs or additional vulnerabilities must be treated with additional care, and any concerns escalated to Nova's lead tutor immediately.
• If you are aware of culturally specific practices that may constitute harm (e.g. Female Genital Mutilation), you have a legal duty to report. Contact the DSL immediately.
• In case of emergency, call 999 first, then notify Nova.

Failure to adhere to this policy will be subject to our disciplinary procedures. Depending on the seriousness of the situation, your association with Nova may be terminated. We may also make a report to statutory agencies such as the police and/or the local authority child protection services. If you become aware of any breaches of this policy, you must report them to the DSL. This will be treated within our disciplinary procedures and policies.

3. Equality, Diversity & Inclusion

Nova is committed to creating a learning environment that is inclusive, respectful, and free from all forms of discrimination.

• Apply the same high professional standards regardless of a student's culture, disability, gender, language, racial origin, religious belief, or sexual orientation.
• Respect every student's personal dignity, cultural background, and individual identity at all times.
• Take all reasonable steps to protect students from harm, discrimination, and demeaning treatment.
• Adapt your teaching approach to meet the needs of individual students, including those with learning differences or additional needs.
• Never make remarks, including in jest, that could be construed as demeaning, discriminatory, or disrespectful. This includes remarks about appearance, clothing, background, or personal circumstances.
• Actively support the independence and confidence of every student you teach, regardless of their starting point.

4. Student Welfare & Professional Relationships

The relationship between tutor and student is professional, purposeful, and built on trust. Nova tutors are expected to nurture that trust carefully and responsibly.

• Understand that your relationship with students and their families is professional in nature. You have a duty of care; you are not a friend, confidant, or family adviser.
• Encourage students to become independent learners. Avoid creating or encouraging unnecessary dependency on tutoring.
• Never complete a student's work for them or assist them in any form of plagiarism or academic dishonesty.
• Be aware of the inherent power imbalance between a tutor and a young child. Never exploit this position for personal gain or gratification.
• Recognise that students may form attachments or 'crushes', ensure your conduct is beyond reproach at all times and never encourages such feelings.
• If a student discloses something that concerns you about their welfare at home or elsewhere, listen calmly, do not promise confidentiality, and report immediately to Nova's DSL.
• Share with Nova's Head of Operations any social, emotional, or behavioural concerns about a student that are beyond your professional competence to manage alone.
• Refer any students who appear to have Special Educational Needs beyond your experience back to Nova so that appropriate specialist support can be identified.

5. Teaching Quality & Professional Practice

Nova's reputation is built on the quality of its teaching. Every tutor is expected to deliver sessions that are thoughtful, well-prepared, and genuinely responsive to the individual child.

• Deliver every session to the highest standard of which you are capable with a student-centric approach.
• Adapt your approach to meet each student's individual learning style, pace, and needs.
• Follow Nova's session structure and course materials faithfully. Do not deviate from the programme without discussion with Nova.
• Prepare thoroughly for every session. Read the unit materials in advance and anticipate the needs of your student.
• Provide feedback that is honest, specific, warm, and constructive. Generic praise is not the Nova standard.
• Demonstrate genuine belief in every student's potential. Low expectations are not tolerated.
• Complete all reporting documents (Session Notes, Unit Completion Reports, Mid-Programme Reports, and End-of-Book Reports) on time, to the standard required, and in keeping with Nova's tone and format.
• Identify and communicate any areas where a student is struggling so that support can be given promptly.
• Engage in continuing professional development, including internal Nova training updates, tutor briefings, and quality assurance sessions.
• Keep up to date with relevant legislation, educational guidance, and exam requirements relevant to your teaching role.

6. Online Session Safety & Digital Conduct

The majority of Nova sessions take place online. The following requirements exist to protect both the student and the tutor.

• Test your connection, webcam, microphone, and required software before every session. Technical unpreparedness is not acceptable.
• Conduct sessions from a quiet, well-lit, neutral space, never from a bedroom. Ensure your background is appropriate and professional.
• Keep your camera on throughout every online session. This is a professional requirement, not a preference.
• Ensure a parent or carer is aware each session is taking place. Confirm this at the start of the session if in any doubt.
• Never record sessions.
• All materials shared digitally must comply with copyright law and Nova's Data Privacy & Protection Policy.
• Do not engage in any personal social media contact with students or their siblings. If a student locates and contacts you via a personal platform, do not respond, report it to Nova immediately.
• Be vigilant for signs of online grooming, exploitation, or abuse. Report any concerns immediately to Nova's DSL.
• Maintain awareness of online safeguarding risks and follow Nova's guidance around digital safety matters.

7. Confidentiality & Data Protection

As a Nova tutor you will have access to personal and sensitive information about students and their families. This carries a clear legal and ethical obligation.

• Treat all information about students and their families as strictly confidential. Do not discuss student details with anyone outside Nova's authorised team.
• Comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in all your handling of personal data.
• Do not retain student data, including written work, session materials, or personal information, beyond what is required for your professional duties with Nova.
• Keep records of sessions and communications as required by Nova's reporting framework, and store them securely.
• Report any data breach, accidental or otherwise, to Nova's lead tutor immediately.
• Confidentiality has limits: if information is disclosed that puts a child at risk of harm, you must report it in accordance with the law. Promises of confidentiality must never be made to a student.

8. Parent Communication

Parents are Nova's partners in preparing their children for selective school exams. Tutors have an important role in maintaining clear, warm, and professional communication with families.

• Communicate with parents only through channels authorised by Nova. Direct contact via personal phone numbers or social media is not permitted.
• Issue all required documents (e.g. Session Notes, Unit Completion Reports, and formal reports) on time and to the quality standard expected by Nova.
• Be honest, clear, and constructive in all communications. Do not tell parents what they want to hear at the expense of accuracy.
• Do not offer private tutoring directly to Nova families, either during or immediately following the programme. To do so is a serious breach of contract.
• Escalate any parent concern you cannot resolve directly to Nova's Head of Operations promptly.
• Never discuss one student's performance with the parent of another student.

9. Commercial & Business Conduct

• Respect the terms of your agreement with Nova fully. Do not engage in any activity that conflicts with or undermines Nova's legitimate business interests.
• Do not approach Nova families to offer tutoring services independently of Nova, either during or immediately after the programme.
• Do not share Nova's proprietary materials, course books, report templates, or internal documents, with any third party.
• Avoid any situation in which personal interests conflict with your professional duties to Nova and its students.
• Report any gifts, inducements, or unusual offers from parents to Nova's lead tutor without delay.
• Behave in a manner that brings credit to the tutoring profession and to Nova in all public and professional contexts.

10. Reliability, Cancellations & Absence

• Do give at least 24 hours' notice for any session you are unable to deliver. Last-minute cancellations cause significant disruption to families.
• Offer an alternative session time promptly when you cancel or reschedule.
• Inform Nova's Head of Operations of any absence or unavailability as soon as it is known.

11. Breaches & Consequences

Nova takes its responsibilities seriously. Breaches of this Code of Conduct will be addressed formally and may have significant consequences.

• Minor or first-time breaches that do not lend themselves to be resolved through informal discussion between involved parties, will be addressed through a formal conversation with the Head of Operations and the involved parties, and this discussion will be recorded. In cases where informal resolution is inappropriate or unsuccessful, a complainant may submit a formal grievance in writing to the Nova Head of Operations for a confidential investigation. The grievance should include:
  • The nature of the complaint.
  • Relevant facts and evidence.
  • Any steps taken to resolve the issue informally.
  • Desired outcome or resolution.
• Serious breaches, including any safeguarding failure, dishonesty, unauthorised contact with students, or conduct bringing Nova into disrepute, may result in immediate suspension and/or termination of engagement.
• Nova reserves the right to terminate a tutor's engagement where, in its reasonable judgement, continued engagement would not be in the best interests of students or the programme.
• Breaches involving potential harm to children will be reported to the relevant statutory authorities, including the DBS, without hesitation.
• Tutors found to have engaged in academic dishonesty or 'cheating services' (in breach of the Skills and Post-16 Education Act 2022) will have their engagement terminated immediately.

All grievances reported to Nova and related information will be handled confidentially (to the extent legally permissible and possible), with information disclosed only to those directly involved in the resolution process. Retaliation against individuals who raise grievances in good faith is strictly prohibited. Any acts of retaliation will be subject to disciplinary action. Nova will maintain all documentation related to grievances, including investigation reports, decisions, and appeals, in a secure and confidential manner.