School Policies

Download the Code of Conduct Here  >>>       
Absence from School Policy

A pupil may only be absent from school for a valid reason (illness, urgent affairs, etc).

  • If a child is absent from school for one day only. Upon his return, the child's absence should be explained by means of a letter from the parent(s).

  • If a child is off for a second day, the secretary should be informed by telephone.  This should be done at the outset if parents know that the child is due to be off for more than one day.

  • Absence of more than three days must be supported by a doctor's certificate.

  • In the case of absence through illness, the teachers will assist in efforts for the child to catch up with missed work, get notes, etc.

A Grade 4 to 7 pupil whi is absent on a test day will have to supply a doctor’s certificate. They will write the test on their first day back at school. 

The headmaster or any teacher may NOT give permission for any child to miss school for any reason other than illness or urgent affairs.  Permission for travel, timeshare, modelling assignments etc may not be given.
Should a parent decide to keep a child out of school for reasons other than illness, it is their responsibility and, not that of the teacher, to ensure that the child catches up missed work, obtains notes, gets up to date, hands in projects etc.
Absence for periods of a week or longer could seriously hamper the child's progress.

Academic Matters and Incentives Policy

In order to stimulate an academic awareness amongst our pupils, a wide variety of academic incentives have been created.


Academic Certificates:                                  

Academic certificates are awarded, at the annual Awards Ceremony, to pupils who have achieved at the highest possible level throughout the year. These certificates are also graded into a Gold, Silver or Bronze class.  The top five academics will also be recognized from Grade 4 to 7.

General Certificates:

Every pupil will receive a general certificate at the annual Awards Ceremony. These certificates are directly related to the pupils’ attitude and commitment to school and all it has to offer.

Merit Badges/ Dojo Badges:

These badges are awarded continuously to pupils who have been working according to their ability. The system we use is called Class Dojo. In the Intermediate Phase a green badge is awarded when a pupil receives 25 positive Dojo's and a white badge is awarded when the pupil receives 45 positive Dojo's.  After 65 positive Dojo's the pupils will receive a ship badge.

In the Foundation Phase the pupils are awarded a green Dojo badge for 40 positive Dojo's and a brown Dojo badge for 60 positive Dojo's

Academic Badges:

These badges are awarded to the pupils in Grade 4 to 7 at the end of the First Semester and at the end of the year based on the years cumulative mark. The recipients have had to maintain an academic standard of 80% plus.


General Academic Matters:

Assessment of pupils’ work is continuous throughout the year.

Assessment records are issued at the end of the first, second, third and fourth terms.

All exercise books are to be covered.

All text books to be covered in plastic - if a textbook or library book is lost or damaged, pupils are required to pay for the replacement of these books

House points are awarded on a daily basis in the classroom – these points play a major role in determining the winning house at the end of each year.

Outdoor Education plays an important part in our yearly school planning.  Grade 4 and 6 pupils are privileged to spend two to four days at either Sumcay or Hobbiton-on-Hogsback.

The following activities serve as support systems for our academic programme :

  • Individual music

  • Computer education

  • Remedial education

  • Extra lessons for struggling pupils

  • Maths extention

  • Occupational Therapy

  • Psychological Services

After School Policy
  1. All learners are to leave the school building quickly and quietly through their designated exits.

  2. No learner may remain on the school grounds for extended periods of time unless supervised by a teacher or coach.

  3. No learner may climb over the palisade fencing or any closed/locked gates to leave the grounds.

  4. Learners must leave the grounds through designated gates only. After 14:30 the Foundation Phase gate near the swimming pool will be open.

  5. No learner may exit the school grounds through the main, front electronic gate.

  6. Learners may not interfere with the mechanism of the main, front electronic gate.

  7. Bicycles must be pushed from the lock up area at the boys change rooms to outside of the school grounds.

  8. Pupils that use the Birkholtz field are to cross at the pedestrian crossing in 5th Avenue en route to the sports field.

  9. Learners are to wait in the designated area outside the Grade 2 classrooms; no pupil is allowed to wait on the pavement area outside of the school grounds to be collected. The security personnel patrol this area from 7:00 to 17:30 daily.

  10. No learner may be allowed back into any classroom or venue after school once the classrooms are locked.

  11. Learners may not ask workers or teachers to unlock classrooms or venues to collect homework etc. after school.

  12. Learners may not be inside the school building after school hours unless accompanied by a teacher or coach.

Aids Policy

•    All educators, pupils and parents of this school undertake to uphold and support our school’s Aids Policy.
•    It is the policy of this school to implement Aids Awareness education in all our grades as an integral part of
     our Life  Orientation learning area.


•    There will be no discrimination against any learner or educator who is HIV positive.
•    Educators and learners who are HIV positive will be treated fairly and humanely.
•    Special circumstances required by a learner or educator who is HIV positive will be accommodated by this
      school to the best of our ability.


•    No learner may be denied access to this school on the grounds that he/she is HIV positive.
•    No learner may first be tested for HIV before access to the school is granted.
•    No learner may be denied access to any academic, sporting of cultural participation because he/she is HIV positive.
•    No learner may be tested for HIV as part of the school programme.


•    No educator’s application may be turned down because he/she is HIV positive.
•    No educator or non educator may be asked to leave or terminate his/her contract with the school due to the fact
     that they are HIV positive.

This policy document is not discriminatory in any way.  It respects the rights of all individuals and takes into account all persons, including those with HIV/Aids.
•    No educator or non educator may be discriminated against because they are HIV positive.
•    No educator or non educator may be asked to undergo testing for HIV as a school requirement.


•    This school will accommodate learners who are HIV positive as far as practically possible.
•    Learners who are HIV positive will attend all academic classes at this school for as long as the learner can do so
•    Learners who cannot function effectively academically due to the progression of the HIV or illnesses relating to HIV
     may request to be exempt from school.
•    The  must be supplied with a recent medical certificate if a learner is leaving the school due to HIV related 
•    The parents/guardian of the learner leaving school due to HIV related illnesses must inform the Headmaster in writing
      of this intention.  (Section 4 Schools Act 1996).
•    Should any learner with HIV/Aids no longer be able to attend school due to illnesses the Headmaster and relevant
      educators will supply the necessary work so that the learner can be educated at home.
•    The Headmaster and educators must supply the necessary support to such a learner for as long as it is possible
      (Section 51 School’s Act 1996).
•    If a learner displays neurological or behavioural problems directly related to his/her illness, the Headmaster must:

a)    Offer the learner special learning support, or
b)    Evaluate the learner through the School Clinic with the goal that the learner be accepted by a Special School.


•    No learner or parents of learners can be compelled to disclose that they are HIV positive.
•    No educator can be compelled to disclose that he/she is HIV positive.


•    No learner with an open wound is permitted to take part in any form of contact sport until the wound has healed.
•    Any learner who suffers a bleeding injury during a contact sport must be taken from the field immediately.  The
     wound must be bandaged effectively before the learner may continue participating in the sport.
•    No learner may play a contact sport in blood soaked clothing.
•    Learners who are HIV positive may participate in any sport provided that a medical report is received stating so.


•    All learners in the school will receive Aids/Awareness Education.
•    The content will be adapted according to the age of the learner.
•    Learners will receive Aids/Awareness Education as a part of Life Skills education.
•    Parents of learners must be informed as to the content of the Aids Education programme within every grade.
•    All non educators must also receive Aids/Awareness education at the school
•    Educators must attend relevant seminars to learn and understand the terminology needed to effectively educate
     the learners.


•    Learners who refuse to attend the same class as a learner who is HIV positive will be given a Governing Body
     hearing.  Parents of this learner will also be requested to attend such a hearing.
•    Learners or educators who refuse to participate in the school’s Aids/Awareness Education programme will also be
     given a Governing Body hearing.


a)    Implementation of Aids/Awareness teaching within the grade.
b)    Train fellow teachers within the grade in effective Aids/Awareness teaching.
c)    Pass on any relevant documentation, pamphlets or policies to grade educators.
d)    Evaluation and further planning of the Awareness programme.
e)    Attend meetings with advisors from other grades.


•    If any learner or educator voluntarily wishes to disclose the fact that they are HIV positive they are permitted to do
     so only to the Headmaster.  The Headmaster must at all times keep this information strictly confidential.
•    Should the Headmaster wish to discuss the HIV/Aids of a learner with the relevant educator he/she must obtain 
     written permission from the learner and his/her parents.


•    The parents of learners who have open wounds, open blisters or lesions are responsible for covering these areas 
     with a waterproof bandage.
•    If this cannot be done by the parents the school will assume the responsibility of covering areas with waterproof
•    Educators who are treating learners must wear surgical gloves at all times.
•    Any surface that has been contaminated by blood must be cleaned and sterilized with a strong jik solution.
•    Personnel who are cleaning these areas must also be given surgical gloves to wear.
•    Instruments used during the treatment of a learner/educator or non educator must be disinfected immediately.
•    Any cloth or material used in the cleaning up of contaminated areas must be incinerated immediately.
•    Toilet paper and cotton wool contaminated with blood must be flushed down the toilet after usage.
•    Every classroom must have a set of surgical gloves and sterile cotton wool within easy access of the educator and 
     his/her learners.
•    Every classroom must display a set of procedures showing learners how to deal with a “blood” injury in the
     classroom situation.
•    Educators must take a fully stocked first aid kit with them on any outing, camp or sporting fixture.

Assignment and Project Policy



  1. Instructions are to be given in writing or discussed in class

  2. Instructions are to be clear and should be explained fully

  3. The marking rubric should be supplied

  4. The date of issue and the due date should be supplied. The time granted for completing the assignment should be

  5. reasonable.

  6. The research required should be accessible to all. Materials required should have no or little cost and should be easily obtainable to all.


  1. The assignment must be handed in on or before the due date. Should this due date not be met, a zero (0) mark will be registered subject to the following:

  2. If the learner is ill on the due date, the assignment may be handed in on the day that he/she returns to school with no  penalty. This must be accompanied by a letter from the parent explaining the child’s absence.

  3. Should the assignment not be handed in on the due date due to negligence only one day’s grace will be given. This latehanding in will result in the child forfeiting 20% of the marks.

  4. This policy will be strictly enforced. No deviations will be permitted.

Cellphone Policy

 NO CELL PHONES or equipment of a similar nature are allowed at school.  If found, they will be confiscated for the remainder of the term. In the event of a device accidently being brought to school it must be handed in to the class teacher at the being of the day.

Hair and Jewellery Policy


  • Girls’ hair must be clipped away from the face and hair of shoulder length or longer must be tied back.  Bottle-green ribbons and/or elastics (may be brown) must be worn.  Alice bands must either be bottle-green or dark brown in colour.

  • Girls may wear earrings in the form of small matching gold or silver studs.  Only two earrings may be worn, one in each ear and these may only be worn in the ear-lobe itself.  If the ear-lobe has more than one pierced hole, the stud may only be worn in the bottom most hole.

  • Boys’ hair is to be reasonably short, neat and not attract undue attention.  Level of fringe must be above eyebrows and hair must be clear of the collar and ears.  No trend-setting hairstyles including ‘steps’ are allowed.  It must be kept neat and clean at all times.

  • Boys’ may not use hair gel or mousse.

  • Boys may not wear earrings or bangles

  • No highlights or colour may be put into girls’ or boys’ hair.  No dyeing of eyebrows and eyelashes of girls is allowed.


Homework Policy


  • Daily homework in the Foundation Phase for basic drills; reading words and reading phonics and mathematics (counting, number concepts and problem solving). 

  • Daily homework in the Senior Primary in English, Afrikaans, Mathematics and Content Subjects.

  • Homework diaries to be used and signed daily by parents – teacher to sign weekly   

  • No homework over weekends – excluding examinations or when work has not been completed.          


Expectations of parents :

  • daily homework supervision

  • sign and check diary daily

  • establish homework routines

  • create the right environment for homework (furniture, silence. etc)

  • show an interest in their child’s work

  • use homework book as a means of communication with teacher and school

  • Be connected via Class Dojo and monitor messages and information that is shared by the teacher

Religious Policy

Although Herbert Hurd Primary has a Christian ethos, we endeavour to treat each child with respect and dignity, irrespective of their religious background.  We acknowledge all children's particular religious beliefs and practices and encourage all learners to accept each other's religious differences.

Herbert Hurd Primary follows the Life Orientation curriculum as set out by the ECED and each grade is exposed to facets of religions other than their own.  Tolerance and acceptance undergird the material presented, encouraging children to be more accepting of other cultural and religious and groups.

Where days of religious significance are celebrated at school, objection on grounds of religion are acknowledged.  These learners may be excused.  Non-participation in singing religious songs outside of a particular child's religious conviction is also permissible.  This also applies to the school song and the national anthem.  These learners are also permitted to take time off to celebrate the festival of their particular religion.

School assemblies are held once a week.  Topics shared with the learners are designed to instil Godly values such as honesty, generosity, kindness etc. and to encourage the learners to live effective, successful lives

Sports Policy

To align all sport with School Policy regarding participation, competitions and general points of importance.

It is the policy of Herbert Hurd Primary School that all learners are encouraged to participate in at least one summer and one winter activity of the extra-curricular activities offered at the school.  Teams are entered to the various sporting codes. We as a school are committed to display good sportsmanship on and off the field of play.

To assist with the number of teams and pupils outside assistants may be required. Outside assistants are remunerated for their contributions during the school term.  Payment is calculated according to the amount of time offered to your particular activity.  Extra payment is made for matches.

Trials should be held at the beginning of the first/fourth terms (summer sport) and the second and third terms (winter sport).  First or A teams must be selected on merit and should be the strongest team.  Thereafter, B, C and further teams .
All members of a team should belong to a particular age group for the activity, except for tennis (individual sport), u13 rugby (owing to the league structure) and u13 cricket (when a player demonstrates above average batting/bowling skills).The School Code of Conduct applies when Herbert Hurd Primary School pupils participate in any competitions, presentations or fixtures. The badge and name of Herbert Hurd Primary shall be worn with pride, even in defeat.  Strict adherence to the dress code will apply at all times.

Once selected for a team, team members are expected to attend every practice as per weekly programme. Pupils who fail to attend practices without a note to the coach will be excluded from the team for their next match.

It is expected that Herbert Hurd Primary School will enter in to competitions, or fixtures offered, that fall within the boundaries of the sport program.  A minimum of activities entered into is not set, but no child should be withheld the opportunity to participate as often as possible, and at the highest level possible.  In an effort to improve the competitiveness of our teams and groups, it is important that their skills and abilities are tested against other schools, especially those outside our region. Learners, who are participating in fixtures or activities, should change into their appropriate clothes during second break or at the end of the school day depending on where they are playing away.  Learners may not leave their class early to participate in a fixture, unless the teacher has been informed.

5.    TOURS
It is the responsibility of the coach/es of a particular team, age group or code to arrange tours.  Once an proposal of the details of such a tour are available they must be presented to the Director of Sport and Management Team. Only after this will a decision will be made if it is viable.

Teams and tours have been sponsored from time to time.  Careful discussion has to be entered into and the terms of the sponsorship must be strictly adhered to.  Any form of sponsorship must be communicated to the Director of Sport in order to ensure uniformity and consistent practice.

In the event of inclement weather, the head of sport code must consult with the Director of Sport to cancel the organized practice/matches that day.
For Junior Phase Activities: Inform the parents by 12.30
For Senior Phase Activities: Inform the parents by 13.00

The changes of the Sport Program for that day are recorded on the D6  Communicator as a ALERT.
Wet Weather:
If there will no longer be any educational value to continue with outside activities due to rain, wet fields or courts, the activities should be cancelled. If it is raining at the above time, and the forecast predicts continued rain for the afternoon, cancel activity.
If intermittent showers are present and the forecast predicts that periods of clearing could be experienced, the activity should continue. If the fields and courts are not suitable for use due to excessive water on them, the activity should be cancelled.

Hot Weather:
No activity should merely be cancelled due to excessive heat.  Preventative measures should be taken to avoid excessive exhaustion and dehydration.  The wearing of caps / hats, sunscreen and regular drinking of water together with periods of rest in shady places must be encouraged. If the humidity level is so high that unnatural dehydration is possible, the activity must be cancelled. If possible other forms of preparation for an activity should also be considered instead of simply canceling an activity.


It is the responsibility of the particular educator that all participants of an activity reach the venue for the activity.  Should the learner be unable to reach the venue by own means, school transport must be made available to him/her.  Parents are to be informed if private transport is used. 
Any staff member driving the school bus must be in the possession of a valid Professional Driving Permit (PDP).  Where an external bus company is used the school will always endeavor to make use of appropriately registered and reputable companies.  Prior to departure the chosen bus company will be required to provide the PDP and driver licenses, the current service record, as well as the pre-trip check document, for each bus provided. Eating in the buses is not permitted and buses are to be returned in a clean state.

The school Code of Conduct applies during all activities.  Learners who disobey school rules must be dealt with according to the school’s discipline policy.  Appropriate behavior on and off the field / court must be encouraged at all times.  No coach, parent or learner should be permitted to display gamesmanship at all times.  Herbert Hurd Primary is gracious in victory and accepts defeat.  We do not indulge in a culture of blame and will at all times be worthy opponents.

The school code of conduct covering sport is:
Code of Conduct for Players

  • Play according to the rules and never question an umpire’s decision.  Leave any queries to your coach or teamcaptain.

  • Control yourself at all times-never lose your temper with your opponents or fellow mates.

  • Maintain a high work rate!  This will benefit both you and your team.

  • Show respect to all players on the field.

  • Be sporting – acknowledge good play of both your team mates and opponents.

  • Play for the love of the game – not for the pleasure you think it gives parents and coach.

  • Remember: The aim of sport is enjoyment and to develop your skills.

Code of Conduct for Parents

  • Children should learn best from example set to them.

  • Children should never be forced to participate in any sport code. 

  • Children should be playing sport for their personal enjoyment, not their parent’s.

  • Never humiliate of shout at your child if he/she makes a mistake on the field or loses a match.

  • Encourage your child to play according to the rules and to co-operate with coaches and umpires.

  • Continually reinforce the fact that it is just as important to play your best as it is to win.

  • Change losing into winning: help your child develop his/hers skills and develop a spirit of sportsmanship.

  • Acknowledge all good play, no matter from which team.

  • Show respect for the opposing team, after all, without them there could be no match!

  • Set an example, please refrain from swearing or insulting coaches/umpires publicly.

  • Acknowledge and support our volunteer coaches and umpires.  They are offering their times and expertise for thegood of the game.

  • Not every child is a future springbok, some children are simply participating in organized sport.

  • Aggression/violence on the field will not be tolerated under any circumstances.

Learner’s who repeatedly do not uphold the ethos, should be dealt with firmly.  Consequences: 
1.    Verbal warning and counseling of the child.
2.    Child is dropped or suspended if behavior continues and a discussion is held with the parent and child.

The buying of new equipment must be done according to the school’s financial policy. Care must be taken of all equipment.  New equipment must be added to the school’s assets register.  Repair of damaged equipment needs to be followed up on and budgeted accordingly.