The Institutional Policy Register

Policy Information

Introduction & Purpose

This Charter states, in one place, what kind of institution Sultan Hanafi Royal Schools is, who governs it, and what each level of authority may and may not decide alone — the highest document in the Institution's governance library, which every other policy sits beneath.

Institutional Identity & Philosophy

Sultan Hanafi Royal Schools is a single institution operating five distinct schools under one Board of Governors and one Management Team — not five independently governed schools sharing a brand. Authority flows from the Board downward through clearly delegated channels; Islamic scholarship and secular educational leadership sit together in the Management Team by design, a structural strength rather than something to flatten into a single generic role.

Authority Structure

The Board approves this Charter, all Tier 1 governance documents, and appoints the Head of Schools / Administrator. The Head of Schools / Administrator directs day-to-day operation across all five institutions. Each institution's Principal or Head Teacher holds academic and disciplinary authority within their institution, but may not adopt a policy that conflicts with a Board-approved document across all five institutions.

Continuity & Governance Gaps

When a named authority-role holder leaves, their authority passes to a confirmed successor or, until then, to their immediate superior — it never lapses or transfers informally. Where a role this Charter assumes is filled has no named holder (such as the Designated Safeguarding Lead today), that gap is tracked and reported to the Board until resolved, rather than left as a silent assumption.

Conclusion

This Charter does not establish the Institution's legal corporate form, which requires confirmation from the school's own legal and corporate records, not an assumption made here.

Introduction

At Sultan Hanafi Royal Schools, assessment is the process by which the quantity and quality of teaching and learning are measured through various techniques, and organised into interpretable forms across a number of variables.

Objectives

• Evaluate teaching and learning practice against specific objectives.
• Give learners regular performance feedback and ownership of their learning.
• Give parents a clear idea of progress needed.
• Benchmark against local and national standards.
• Identify whole-school professional development needs.
• Ensure underperforming groups are identified for intervention.
• Enable educators to plan support to fill knowledge gaps.
• Uphold the school's high expectations and standards.
• Report clear information to management and the board of governors.
• Integrate assessment into planning and teaching.

Forms & Techniques

• Forms: Diagnostic, Formative, Summative.
• Techniques: Oral questions, classwork, assignments, quizzes, project, test (POP/CBT), exams (POP/CBT).

Feedback

• Learners get constant feedback.
• Parents receive broad sheets and oral feedback on Open Day each half term.
• Report cards issued at the end of every term.

Report Card Components

• Learner's individual information and attendance record.
• Continuous Assessment (CA) score — 40 marks; Examination score — 60 marks; Total — 100 marks per term.
• Cumulative 200 at 2nd term, 300 at 3rd term; class average.

Grading Scale

Conclusion

Correct and final interpretation is the sole responsibility of the Principal and Vice-Principal Academics.

Policy Information

Introduction & Purpose

This Regulation governs everything about a student's academic progress that the Assessment Policy doesn't already cover: how a score becomes a promotion decision, what happens when a student is struggling academically, how graduation and certification work, and how a guardian disputes an academic decision.

Promotion & Probation

• End-of-year promotion is based on cumulative term performance against a promotion threshold. The threshold is set by the Registrar together with the Principals and Head Teachers, on the evidence of the Institution’s own historical performance data, and is published in the Academic Regulations for the year in which it applies.
• A student not meeting the threshold is placed on academic probation with a defined support plan, rather than automatically repeated.

Qur'an College Distinction

Qur'an College and Islamiyyah School are explicitly exempted from the CA/Examination promotion mechanics above — their progression is measured by memorisation and Tajweed standard instead, governed by the Hifz Regulations.

Graduation, Integrity & Transfer Students

• Royal College / Basic School graduation follows the promotion framework, culminating in a final report card and certificate.
• Qur'an College's credential is the Ijazah, governed separately by the Ijazah Governance Framework.
• Examination malpractice and academic dishonesty are investigated and disciplined under the Student Code of Conduct's general procedure, pending a dedicated Academic Integrity Policy.
• A transferring student is placed provisionally based on their previous school's report, with academic standing confirmed after the first term's real results.

Appeals

A guardian disputing a grade, promotion decision, or probation placement raises it with the class teacher, then the Registrar, then the relevant Principal/Head Teacher — a distinct pathway from the Student Code of Conduct's disciplinary appeal.

Conclusion

Promotion thresholds, probation criteria, and special-consideration procedures are proposed structure built on the live Assessment Policy's grading scale — not yet a record of criteria SHRS currently applies, and requiring confirmation before use.

Policy Information

Introduction & Purpose

This document gives Qur'an College's 24–36 month memorisation programme a written standard: how much a student memorises and by when, how retention is verified, how progress is assessed, and how the framework connects to the Ijazah a student ultimately earns.

Memorisation & Muraja'ah

Memorisation without retention is not progress — Muraja'ah (revision) is scheduled and tracked with the same rigor as new memorisation. A weekly consolidation check verifies the week's new memorisation is retained before moving to new material. Progress is measured in verified, examined Juz' completions, with Tajweed accuracy inseparable from memorisation itself.

Progression & Special Circumstances

Progression through the 30 Juz' is pace-based, not time-based — a student needing the full 36 months is not treated as behind if retention is strong. A student whose progress is interrupted by illness or documented hardship has their individual plan adjusted accordingly, rather than being penalised against the standard pace.

Completion & Ijazah Relationship

Full completion requires all 30 Juz' memorised, a retention-verification period passed, and Tajweed standard confirmed. This document governs the memorisation programme itself — it does not grant the Ijazah; once completion standards are met, the Principal puts the student forward for examination under the separate Ijazah Governance Framework.

Conclusion

Daily/weekly memorisation targets and pass standards are proposed structure pending review and confirmation by Qur'an College's own scholarly and teaching staff, who hold the subject-matter authority this document formalises.

Policy Information

Introduction & Purpose

This framework ensures that when Sultan Hanafi Royal Schools awards an Ijazah, the credential means exactly what it claims to mean — a verified, examined, properly transmitted qualification — so a graduate's Ijazah carries the same weight wherever it is presented. It does not itself establish religious authority to grant an Ijazah, which properly rests with the qualified Islamic scholars on staff.

Examination & Granting

Examination is conducted by the named Ijazah-granting scholar(s), not the student's own day-to-day Muhaffiz alone, separating teaching from certification. On successful examination, the Ijazah is granted and signed by the examining scholar(s), stating explicitly what has been certified. A failed examination results in a defined remediation period, not an automatic re-sit.

The Permanent Register & Verification

Every Ijazah issued is recorded permanently — student name, date, examining scholar(s), what was certified, and a unique reference number — retained indefinitely so it remains verifiable decades later. A third party may request verification, and the Registrar confirms only what the register states, not additional personal information about the graduate.

Revocation

In the rare event an Ijazah is later established to have been granted in error or through fraudulent conduct, the Principal convenes the named scholars to review the original record before any revocation. A revocation is recorded alongside the original entry — never deleted, only annotated.

Conclusion

This framework should be reviewed and approved by the Institution's own Qur'an College scholarly leadership before adoption — its role is purely to give their existing religious authority a consistent institutional process and a permanent record.

Introduction & Purpose

Sultan Hanafi Royal Schools provides adequate first aid to learners, staff, parents, and visitors during accidental or medical emergencies — ensuring safe use, storage, and administration of medicines, and preserving life.

Scope

Covers all members of the Sultan Hanafi community, in school and at off-school activities.

First Aiders' Responsibilities

• Act as first responders; apply appropriate incident responses.
• Send learners home for recovery if necessary.
• Complete an accident report form the same day.

Medical Management

• Handled by trained first aider and school nurse (sick bay).
• Allergy/medical info disclosed at admission and recorded in sick bay.
• Medicine must be original-packaged with dosage and name; no written parental permission, no administration.
• Hospitalisation: parents contacted; staff stays with learner until arrival.
• Infectious learners excluded unless certified fit by a doctor.

First Aid Kit Locations

• Medical room/sick-bay · Reception · Sports Hall/field · Kitchen · Dining hall · Laboratories · School vehicles

Personnel & Training

• A currently certified First Aider is on duty on the campus through the school day.
• First Aider certification is renewed on a defined schedule; a First Aider recognising an incident beyond their training escalates immediately rather than exceeding it.
• Boarding wardens apply the same procedures overnight, coordinating with the Emergency Response Plan where a nurse or First Aider isn't immediately on site.

Escalation & Transportation

• Anything beyond minor first aid: school nurse notified immediately.
• A serious incident (hospitalisation, emergency transport): guardian contacted without delay, with a staff member remaining until arrival or transport.
• Every response — minor or serious — is logged on an accident report form the same day, without exception.

Conclusion

Final interpretation is the sole responsibility of the Principal, VP Administration, and Registrar.

Introduction & Objectives

Sultan Hanafi Royal Schools strives to provide every child with total education in a comfortable, safe environment. Objectives include fostering a safe environment, minimising injury potential, and preparing for and managing hazards.

Likely Hazards

• Tripping, slipping, falling · unprotected wiring · aggression from visitors/intruders · machinery noise · pests · sunburn · dangerous play · fire outbreak · psychological hazards (bullying, harassment).

Safety

• Fire-danger education; occasional fire drills and evacuation procedures.
• Fire-prevention equipment placed and inspected regularly.
• Clearly indicated fire escapes and safety exits.
• Weekly walk-arounds by the health and safety committee.

Security

• Effective learner supervision in and around the school.
• Vehicle monitoring and documentation.
• Visitors sign the visitors' book and wear identification badges at all times.
• Threats professionally dispatched by the security unit.

Environmental & Other Measures

• Occasional fumigation; high hygiene standards throughout.
• Facilities for the physically challenged.
• Managed access to offices, labs, classrooms.
• PPE and minimal-risk practice for workers/contractors.

Area-Specific Safety

• Laboratories, sports and physical activity, and boarding houses each carry their own elevated-hazard procedures, layered on top of the standing site inspection.
• Electrical wiring, food-service hygiene, and contractor PPE are checked as part of the same recurring inspection cycle, not treated as one-time fixes.

Incident Reporting

• Any hazard-related incident or near-miss is reported the same day to the Health and Safety Committee and logged.
• The weekly walk-around produces a written, logged checklist result, with any hazard assigned an owner and a resolution deadline.

Conclusion

Correct and final interpretation is the sole responsibility of management staff.

Overview

Visitor safety and site security fall under the Health & Safety Policy's security provisions. Every visitor signs in and out at the security post, and wears an identification badge at all times on the premises.

Visitor Categories

• Parent Visitor — a guardian of a currently enrolled student; follows the same registration procedure as any other visitor.
• Contractor / Vendor — engaged for site work or deliveries; issued a distinct log category with a defined access scope agreed in advance.
• Government Official — a regulatory, educational, or security representative visiting in an official capacity.
• Emergency Visitor — a medical responder, fire service member, or law enforcement officer attending an active emergency; admitted immediately, logged retrospectively.

Registration & Screening

• No visitor enters any classroom or office without an identification badge, issued only after registration and a purpose check at the security post.
• Vehicles coming and going are monitored and documented.
• Security personnel maintain constant orientation and professionalism.

Restricted Areas & Safeguarding

• Boarding houses, the medical room, and staff-only offices are never entered by a visitor without specific, logged authorisation from the relevant owner.
• No visitor is left unsupervised with a student at any time, regardless of category or stated purpose.
• Visitor photography or recording of students requires explicit, specific authorisation — never a blanket default.

Misconduct & Removal

• Any visitor deemed a potential threat, or who does not comply with a reasonable security instruction, is professionally dispatched by the security unit.
• A visitor who refuses to leave when asked is referred to the Nigeria Police Force, consistent with the school's Emergency Response Plan.

Policy Information

Introduction & Purpose

Sultan Hanafi Royal Schools protects every child — from age 2 through boarding students at Qur'an College and Royal College — from abuse, neglect, exploitation, and harm, whether the risk originates inside the school, at home, online, from a peer, or elsewhere. Every adult connected to Sultan Hanafi Royal Schools has a clear, unambiguous duty to act, without delay, on any concern.

Our Commitment

• A child's welfare is paramount, above institutional reputation or any relationship.
• Every adult has an individual duty to report a concern the same day it arises — no one assumes "someone else will."
• Confidentiality is need-to-know, never blanket; a child raising a concern is never promised secrecy.
• Safer recruitment applies to every adult with unsupervised access to children, not teaching staff alone.
• Boarding students, and any concern between peers, are addressed with the same seriousness as any other safeguarding matter.

Responding to a Concern

• Any adult receiving a disclosure listens, does not promise confidentiality, and does not investigate personally.
• The concern is reported the same day to the Designated Safeguarding Lead or a Deputy DSL.
• Where a concern indicates a child may be at risk requiring statutory intervention, the DSL refers to the relevant external authority without delay.

Safer Recruitment & Visitors

Every adult with unsupervised access to children is vetted before appointment. No visitor or contractor is left unsupervised with a child, regardless of sign-in status, per the Visitors Policy (SW-08).

Digital Safeguarding

The Parent Portal and the website's AI assistant are treated as safeguarding surfaces, not just IT systems — access is restricted to a child's own guardians and authorised staff, and the AI assistant is configured to direct any safeguarding concern to a named human contact rather than attempt to handle one itself.

Conclusion

This policy is defined in full. The Designated Safeguarding Lead role upon which it depends has been formally framed (see the Designated Safeguarding Lead Framework) but not yet filled — appointing one is the highest-priority action tied to this policy.

Policy Information

Introduction & Purpose

This framework answers, concretely, the question the Child Protection & Safeguarding Policy raises but cannot resolve on its own: who is the Designated Safeguarding Lead, what do they do day to day, and how does the Deputy DSL structure work across Sultan Hanafi Royal Schools's five institutions.

Role & Reporting Lines

The DSL sits at Executive Management level, not delegated to a single institution's staff, since a safeguarding concern doesn't respect institutional boundaries. The DSL is the first and final point of contact for every disclosure across Sultan Hanafi Royal Schools, deciding on internal handling versus external referral and maintaining a single cross-institution safeguarding log. A Deputy DSL per institution is the first point of contact locally, escalating to the DSL the same day.

Interim Coverage

Until a Designated Safeguarding Lead is appointed by the Board, safeguarding responsibility is exercised jointly by the Head of Schools / Administrator and the Principal or Head Teacher of the institution concerned. Every disclosure is logged in the same cross-institution register the appointed Lead will inherit, so that no concern falls between the arrangement and the appointment. The vacancy stands on the Board's standing agenda until it is filled.

Appointment & Independence

A DSL appointment is never informal — it is a named Board decision, documented, with a clear start date. The DSL's independence from day-to-day management pressure is a structural requirement: the Head of Schools / Administrator resources and protects that independence but does not sit inside the DSL's reporting chain for case decisions.

Conclusion

The supervision ratios this framework sets for future growth are confirmed with a qualified child-protection professional before they take effect, and are not adopted on the Board's judgement alone.

Policy Information

Introduction & Purpose

Families entrust significantly more to the school when a child boards. This document gives the Institution's boarding population a clear, written standard for supervision, safety, conduct, and welfare while resident.

Supervision

• Boarding supervision is continuous — there is no unsupervised overnight period, even during sleeping hours.
• A room check is conducted at lights-out and at least once more during the night, logged by name and time.
• At least one warden is awake and present in each boarding house overnight; a second is reachable within the site.

Daily Routine

A structured schedule covers wake time, prayer times, meals, study hours, Qur'an memorisation/Muraja'ah sessions for Qur'an College boarders, free time, and lights-out — published to guardians, not left to vary informally.

Safeguarding & Welfare

• Staff-student contact rules from the Child Protection & Safeguarding Policy apply in full to boarding staff.
• A new boarding student's first weeks receive additional pastoral check-ins beyond the standard routine.
• Any safety incident, illness beyond minor first aid, or substantive disciplinary matter is communicated to the guardian the same day.

Leave-Out & Communication

A boarding student leaves the premises only with prior guardian authorisation, logged by the boarding warden. Guardians are entitled to request a call with the boarding warden within a reasonable response window.

Conclusion

Supervision ratios and boarding practice are set by the House Master and confirmed on site by the Head of Schools / Administrator at the opening of each term.

Policy Information

Introduction & Purpose

This plan gives every student, staff member, and boarding house parent a single, rehearsed answer to "what do I do right now" for fire, medical emergency, security threat, and severe weather — rather than leaving each incident to be improvised.

Fire & Medical

Immediate evacuation via the nearest marked route to the assembly point, with class registers carried and a headcount reported to the Incident Commander — no re-entry for belongings. Medical emergencies beyond first-aid capability trigger an immediate call to emergency services and to the student's guardian, per the First Aid Policy.

Security & Severe Weather

A lockdown procedure secures doors, moves students from windows and sightlines, and holds silence until the Incident Commander gives the all-clear, with the security unit and Nigeria Police Force contacted if warranted. Given Lagos's rainy-season risk, severe weather moves students indoors and may delay dismissal if travel is unsafe.

Boarding, Off-Site & Communication

Boarding wardens hold a current room list at all times, with a named on-call senior staff member reachable overnight. Off-site activities carry a current student list and guardian contacts, with the leading staff member acting as Incident Commander until the institutional lead is reached. Parent communication is always one controlled message, never multiple staff independently messaging.

Conclusion

Evacuation routes and assembly points are walked and confirmed on site with a fire-safety professional before this plan is treated as operative.

Introduction

A caring, safe, friendly environment is necessary for effective teaching and learning. Sultan Hanafi Royal Schools aims to provide such an environment where learners develop in a relaxed, secure atmosphere.

Purpose

Bullying is intentional, repetitive hurting of one person by another, often involving an imbalance of power. At Sultan Hanafi Royal Schools, expectations of good behaviour are defined by our Islamic creed. Aims include:

• Demonstrating bullying is taken seriously and won't be tolerated.
• Preventing all forms of bullying, in school and off-site.
• Supporting identification and protection of those bullied.
• Encouraging learners to speak up rather than suffer in silence.
• Increasing online safety awareness.
• Helping bullies understand why they must change.

Scope

Applies to all members of the Sultan Hanafi community — learners, staff, visitors, parents, and guardians — in school and at off-school activities.

Forms of Bullying

• Emotional: exclusion, tormenting, threatening gestures, property damage/theft.
• Physical: pushing, kicking, hitting, punching, spitting, or any physical violence.
• Cultural/Racial: racial taunts, gestures, graffiti, stereotyping.
• Religious: anti-religious/sectarian taunts, gestures, graffiti.
• Sexual/Sexist: unwanted contact, abusive comments/gestures, rumours.
• Verbal: name-calling, teasing, mocking, rumours, offensive comments.
• Ability: targeting special needs or disability.
• Cyber: misuse of internet/email/chat/mobile/camera to torment or spread rumours.

Disciplinary Consequences

• Prohibiting derogatory name-calling; requiring genuine apology.
• Prohibiting adult humiliation of a learner.
• Immediately correcting behaviour; keeping evidence on record.
• Official warning; informing parents/guardians; conference meeting if needed.
• Special monitoring on school premises.

Conclusion

Final interpretation is the sole responsibility of the Principal, VP Administration, and School Guidance Counsellor.

Policy Information

Introduction & Purpose

This Code states, in one place, what Sultan Hanafi Royal Schools expects of every student's conduct — in class, around campus, online, and off-site when representing the school — building on the Anti-Bullying & Disciplinary Policy rather than duplicating it.

Expected Conduct

• Punctual attendance and preparedness for class.
• Respectful conduct toward staff, peers, and visitors, consistent with our Islamic creed expectations.
• Honesty in academic work.
• Appropriate use of personal devices and school digital systems.
• Care for school property and the shared environment.
• Off-site conduct at any school-organised activity, or online conduct affecting another student, is treated as on-campus conduct.

A Graded Response

• Minor misconduct is addressed directly by the class teacher, informally.
• Repeated or moderate misconduct is referred to VP Administration, logged, and guardians informed.
• Serious misconduct is referred to the relevant Principal; guardians informed the same day.
• A restorative conversation is used alongside or instead of a purely punitive consequence, wherever appropriate.
• Before any suspension is confirmed, the student is given an opportunity to explain their account of events.

Safeguards on Discipline

Searching a student's belongings and any use of physical intervention are both deliberately narrow in scope — used only as a last resort, always logged, and always reported to the Principal the same day.

Appeals

A guardian may appeal a suspension or more serious consequence to the Principal's immediate superior, decided by someone who was not part of the original decision.

Policy Information

Introduction & Purpose

This Handbook teaches every Sultan Hanafi student — from Nursery through Qur'an College — what is expected of them and what they can expect from the school in return, written to be read and understood by the student themselves.

Rights & Responsibilities

• Every student is treated with respect and dignity, heard before a serious disciplinary consequence, and has a safeguarding concern acted on the same day.
• Every student is expected to attend punctually, follow the Student Code of Conduct, be honest in academic work, and treat school property, staff, and peers with care.

Academics, Conduct & Digital Behaviour

Report cards and grading follow the Assessment Policy; promotion criteria are in the Academic Regulations. Conduct expectations are governed in full by the Student Code of Conduct — this Handbook explains why the Code exists rather than restating its disciplinary procedure. Personal devices and school digital systems are used per the Acceptable Use Policy, and online conduct affecting another student is treated exactly like on-campus conduct.

Boarding, Welfare & Safety

Boarding students follow the Boarding Regulations for daily routine and conduct. A student with a welfare concern can raise it with any staff member, who acts the same day per the Child Protection & Safeguarding Policy. In an emergency, students know their assembly point and follow their teacher, per the Emergency Response Plan.

Uniform & Extra-Curricular Activities

Uniform and presentation are governed by the Dress Code Policy, applying equally to every student regardless of institution. A student representing Sultan Hanafi Royal Schools at any off-site activity follows this Handbook's conduct expectations identically to on-campus conduct.

Purpose

To establish a standard dress policy across staff categories. Appearance reflects on the school before students, parents, and visitors, and must be clean, decent, and professional, mindful of safety and role.

Scope

Applies to all Sultan Hanafi Royal Schools staff — permanent, contract, or otherwise employed.

Policy Elements

• Male staff: casual corporate wear (chinos acceptable, no jeans), caftan and cap to fit. Female staff: comfortable clothing covering all parts of the body — suits or shirt-and-trousers with a matching tie.
• Drivers and sanitary officers wear uniforms Monday–Friday.
• Staff must be clean and well-groomed; religious grooming styles not restricted but worn appropriately.
• Casual wear (jeans, t-shirts, flip-flops) not permitted Monday–Friday.
• Clothes must be professional, clean, and free of rips, tears, or offensive stamps.

Responsibilities & Consequences

• Formal or casual dress permitted Fridays only; formal required other days.
• Non-compliance: verbal warning, then written warning, then suspension without pay; may lead to termination in severe cases.

Conclusion

Final interpretation is the sole responsibility of the Principal/VP Administration.

Introduction

Sultan Hanafi Royal Schools is responsible for equality of opportunity in access and outcome throughout school life, so present and future life chances are widened, not impeded — though equal access does not necessarily mean equality of outcome.

Purpose

• Communicating commitment to equal opportunity.
• Eliminating discrimination, harassment, victimisation.
• Advancing equality between persons who share protected characteristics and those who don't.
• Ensuring all staff and learners feel valued and reach their potential.

Protected Characteristics

• Gender · Marital status · Age · Disability · Pregnancy and maternity · Race · Religion or belief

Provision

• Equal access to educational activities and resources for boys and girls.
• Raising staff awareness of gender-role stereotyping.
• Monitoring equipment and teacher-time access across genders.
• Reasonable adjustments for special needs and cultural/dietary needs.

Conclusion

Recognises and celebrates similarities and diversities among individuals and groups, working hard to help each person maximise their personal achievement.

Introduction

Sultan Hanafi Royal Schools believes learners' future careers are crafted from their experience, progress, and achievements. Learners aged 11–17 receive independent career guidance.

Purpose

• Equipping learners to make right career choices.
• Encouraging ambitious, informed pathway choices.
• Providing experiences that build employability and study skills.
• Creating awareness of local and global career opportunities.
• Raising aspirations on job prospects.

Provision

• Periodic career guidance counselling; Annual Career Guidance Day.
• Role-Mentor career talks; workplace visitation.
• Career Corner in the school library; Trade Fairs.
• Guiding university/career choices; partnerships with business.
• Practical apprenticeships during long vacation.

Parents' Responsibilities

• Building a mature parent-child relationship; non-judgmental listening.
• Setting realistic expectations without undue pressure.
• Aiding, not dictating, decisions; instilling positive self-belief.
• Bringing professional networks to connect the child/school.

Conclusion

Final interpretation is the sole responsibility of the Principal, management, and guidance counselling unit.

Policy Information

Introduction & Purpose

This policy states what personal data Sultan Hanafi Royal Schools collects about students, guardians, and staff; why; who can see it; how long it is kept; and what rights a guardian has over their own and their child's data — across the Parent Portal and the website's AI assistant.

What the Parent Portal Stores

• Guardian accounts: name, email, a securely hashed password, and account-security fields.
• Student records: name, class, enrolment status, and linked guardians.
• Academic data: term-level results and attendance summaries.
• Financial data: a fee-status snapshot per term, not full payment-processor data.
• What it does not store: health/medical data, disciplinary records, or free-text notes about a child.

Our Principles

• Data is collected only for a stated, legitimate school purpose.
• A guardian can only ever see their own linked child(ren)'s data.
• Staff access is role-scoped, not all-or-nothing.
• Security failures are disclosed, not hidden.

Guardian Rights

A guardian can already see all data linked to their child(ren) via the Parent Portal dashboard. Correction requests are made directly to the Registrar. Data portability and erasure rights are still being defined and require a Board decision informed by legal advice. A separate image and media consent structure — asking guardians, at admission, whether a child's photo may be used internally, publicly, or not at all, recorded per child and revocable at any time. Save under a consent so recorded, no identifiable student photograph is published to a public Sultan Hanafi Royal Schools channel without the guardian's specifically confirmed consent.

Third Parties & Safeguarding

The Parent Portal and AI assistant are hosted by real technology providers acting on the Institution's instructions, not independent controllers of the data. Where a safeguarding concern requires sharing a child's data with an external statutory body, that duty overrides this policy's confidentiality provisions.

Conclusion

This policy does not certify compliance with the Nigeria Data Protection Act 2023 — retention periods, data-subject rights, and breach-notification timelines are open items requiring legal input before adoption.

Introduction

Sultan Hanafi Royal Schools works closely with parents and guardians in a partnership that benefits every child. Complaints are handled fairly, openly, and honestly, per national educational guidance and global best practice.

Top Tips for Complaints Handling

• Be transparent — an accessible procedure increases confidence.
• Demonstrates commitment to service and readiness to handle complaints.
• Resolving every complaint through dialogue and mutual understanding.
• Parents made aware of their right to complain and their options.

Scope

Routine concerns are dealt with through class teacher discussion. Occasionally a concern develops into a formal complaint. Anonymous complaints are discouraged.

Arrangements for Managing Complaints

• Parents may request a copy of this policy at any time.
• Principal/VP responds within 24 hours, normally in full within 5 school days.
• All complaints handled in strict confidence; no effect on how a pupil is treated.
• Equal rights for both parties; pupils not directly involved in the process.

Role of Principal & Governing Board

• Principal holds overall responsibility, or delegates while remaining informed.
• Governing body ensures the procedure is in place and reviewed regularly.
• A Complaints Committee of three governors considers formal written complaints.
• Chair of governing body investigates if the Principal is the subject.

Conclusion

Final interpretation is the sole responsibility of the governing board and school management.

Policy Information

Introduction & Purpose

This Handbook is the one document a family reads to understand how Sultan Hanafi Royal Schools works day to day — summarising and pointing to each governing policy's full procedure, rather than restating it, so nothing here drifts out of step with the source document.

Communication & Partnership

• Guardians keep contact information current in the Parent Portal, respond to school requests within a reasonable window, and communicate respectfully with staff and other families.
• Channels: Parent Portal (attendance, results, fee status, notifications), WhatsApp (day-to-day), email (formal correspondence), and termly Open Day.

Academics, Safeguarding & Boarding

Report cards and grading follow the Assessment Policy; promotion and academic standing follow the Academic Regulations. Any concern about a child's welfare is raised with the class teacher or the Designated Safeguarding Lead, per the Child Protection & Safeguarding Policy — this Handbook does not reproduce disclosure-handling detail meant for staff. Boarding families are pointed to the Boarding Regulations for the full supervision and routine procedures.

Technology, Fees & Emergencies

What the Parent Portal stores is described in full in the Data Protection & Privacy Policy. The fee schedule for each academic year is settled by the Head of Schools / Administrator and published on the Admission page, in force from the date it bears. In an emergency, guardians receive one controlled message via WhatsApp broadcast and/or Parent Portal notification, per the Emergency Response Plan.

Concerns & Appeals

A general concern goes to the Complaint Policy; a disciplinary decision to the Student Code of Conduct's appeal process; a grade or promotion decision to the Academic Regulations' appeal process; a data-protection concern to the Data Protection & Privacy Policy's appeal process — one signpost per situation, not a duplicate procedure.

Policy Information

Introduction & Purpose

This policy governs the principles behind the Institution's admission process — who is eligible, how selection decisions are made, what happens to application data, and how a disputed decision is appealed — sitting above the live 12-stage admission process already published on the Admission page, not replacing it.

Eligibility & Selection

Admission decisions are based on the entrance exam, test, and interview, applied consistently regardless of a family's background, in line with the Equal Opportunity Policy. Required documentation is exactly what the live Admission page already states: birth certificate, two passport photographs, and a report sheet or testimonial from the previous school — verified for authenticity before an offer is confirmed.

Transfer Students & Waiting List

A transfer student's previous-school report is reviewed for any disclosed disciplinary or safeguarding history, consulting the Designated Safeguarding Lead where a question arises, before an offer is confirmed. An applicant who meets eligibility but cannot be offered a place due to capacity is placed on a waiting list, in the order assessed, with a realistic estimate of when a place might become available.

Fees, Scholarships & Withdrawal

Fee structure, scholarship criteria, and international-student arrangements are set for each academic year and published on the Admission page. A guardian withdrawing a student notifies the Registrar in writing; refund terms are settled by the school's fee schedule.

Appeals

A guardian disputing a non-admission decision may request a review by the Head of Schools / Administrator, who was not part of the original entrance-assessment decision.

Policy Information

Introduction & Purpose

This policy gives students and staff one place that defines acceptable use of the Institution's digital systems — the Parent Portal, the AI assistant, and any physical digital infrastructure — the detailed policy the Student Handbook and Staff Handbook both point to rather than restate.

Use Standards

• Digital systems are used for their intended educational or administrative purpose; credentials are never shared.
• Digital conduct affecting another person is held to the same standard as in-person conduct.
• Sharing another person's Portal credentials, harassment, or bypassing access controls are all prohibited.

Social Media & Account Lifecycle

A staff member posting in a capacity representing Sultan Hanafi Royal Schools does not share a student's image, name, or personal data without consent already governed by the Data Protection & Privacy Policy. A guardian's Portal account is provisioned at enrollment and deactivated per the Records Retention Policy; a staff member's access is deprovisioned the same day their employment ends.

Conclusion

Device- and network-specific rules (personal devices on campus, school Wi-Fi) are governed by the standing instruction of the office that operates them, issued under this policy.

Policy Information

Introduction & Purpose

This policy sets, for the first time, how long each category of record Sultan Hanafi Royal Schools holds is kept — closing a gap the Data Protection & Privacy Policy, Academic Regulations, and Admissions Policy each defer to this document, which is the single authority on the question.

Proposed Retention Periods

Legal Hold & Data Minimisation

Where litigation, a regulatory inquiry, or an ongoing safeguarding investigation makes early deletion of a specific record inappropriate, normal retention is suspended for that record until the hold is lifted. At each annual review, the Registrar and ICT Head jointly reconsider whether every category still reflects what the Institution's systems actually collect.

Conclusion

Every period above is a proposed default grounded in common school-record-keeping practice, not yet a period Sultan Hanafi Royal Schools currently applies or one verified against a specific Nigerian statute — Board confirmation with legal input is required before this policy is treated as binding.

Policy Information

Introduction & Purpose

This policy states what any AI system operating under the Sultan Hanafi name may and may not do, how it must identify itself, what data it may access, and when a human must be involved instead. Sultan Hanafi Royal Schools today operates exactly one live AI system — the website's chat assistant; a Parent AI, Student AI, or Admissions AI do not exist yet, and this policy is written to also cover those future touchpoints, not to describe them as already running.

Core Principles

• Every artificial-intelligence system discloses that it is such upon first interaction, and never represents itself as a member of staff.
• An artificial-intelligence system states only what the Institution has published or can verify, and where it has no answer it directs the enquirer to the office that does.
• Safeguarding overrides normal AI operation: an AI system must direct a disclosure to a named human contact, never handle it itself.
• An AI system never makes an admission, disciplinary, academic grading, or Ijazah-certification decision on its own.

Oversight & Change Management

A named staff member reviews the AI system's actual behaviour against this policy, not just its intended configuration. A change to the AI provider or model version is logged, with a note on whether the change was tested against this policy's scope boundaries. Before any new AI touchpoint goes live, it undergoes a pre-launch review against this policy and the Data Protection & Privacy Policy's Data Protection Impact Assessment requirement together.

Conclusion

Any AI system granted broader authority than these principles describe would require an explicit Board-approved amendment, not a quiet expansion in practice.