Preparatory School Handbook:
A-Z Guidelines

Parents are asked to contact the Preparatory School Absentee Line before 8.30am if their child is sick: 

Telephone: (08) 9377 8550 (message only)  
Email: preparatory.absentees@ggs.wa.edu.au  

The Absentee line and email are available 24-hours a day. All unexplained absences are followed up with parents as soon as possible after the morning roll. 

For urgent messages during the day, please call Preparatory Administration on (08) 9377 9296.  

Allergies are very common and increasing in Australia, affecting around 1 in 5 people at some time in their lives. There are many different causes of allergy and symptoms vary from mild to potentially life threatening. Allergy is also one of the major factors associated with the cause and persistence of asthma. Effective prevention and treatment options are available for most allergies. In most schools some children are anaphylactic. We are committed to providing a safe and healthy environment for students. We have adopted an allergy awareness policy to protect students who have mild to severe allergies (anaphylaxis). Banning particular foods and declaring schools to be ‘nut‐ free’ is not recommended by Australian Society of Clinical Immunology and Allergies (ASCIA) as it is not possible to guarantee such positions. Rather, as recommended, we have developed strategies to promote allergy awareness.  

Anaphylaxis is a severe, rapidly progressive allergic reaction that is potentially life threatening. It occurs when a person is exposed to an allergen (such as a food or insect bite). Although death is rare, an anaphylactic reaction always requires an emergency response. Prompt treatment with an EpiPen is required to halt progression and can be lifesaving.  

Anaphylactic reactions are usually preventable by implementing strategies for avoiding allergens.  

Common allergens for anaphylaxis are:  

• foods (e.g. peanuts and tree nuts, shellfish, fish, milk, egg, sesame and soy)  
• insect bites (e.g. bee, wasp, jumper ants)  
• medications (e.g. antibiotics,)  
• latex (e.g. rubber gloves, balloons, swimming caps)  

The severity of an allergic reaction is influenced by a number of factors, such as exercise, hot weather and in the case of food allergens, the amount eaten. In the case of severe food allergies:  

All students need to be aware that they must eat only from their own lunchbox and not share food.  

Parents must inform Enrolments through the enrolment process or at the time of diagnosis of their child’s allergies and arrange a meeting with the School Nurse. 

Students must understand the importance of washing hands before and after eating.   

Children from Year 1 to Year 6 participate in assemblies at 8.25am every second Friday morning in Priestley Hall throughout each term. Assemblies provide the opportunity to celebrate special achievements, showcase talented musicians, see performances by students and hear guest speakers. Commendation certificates are presented at Assembly. Parents are always welcome to attend. Chapel is held on the alternate weeks to assemblies on a fortnightly rotation.  

Please note that there are no booklist requirements for Preparatory School students. The school coordinates these as bulk orders internally and you will see a levy on your fees account to facilitate this. Class teachers will provide resources to the students as needed. 

For comprehensive information on the school’s bus services please visit our website at: 

 www.ggs.wa.edu.au/Our-School/Bus-Services  

Healthy food and water are an essential requirement for student wellbeing.  

We encourage all students to bring fruit or vegetables each day to have at a Crunch and Sip break in the morning.  

We encourage students to keep well hydrated with water throughout the day. Each child should bring a named reusable water bottle to school each day. 

Cafe
The Preparatory School Café offers a delicious menu that strikes a balance between flavour and good nutrition. Every attempt is made to give the students options that are low in sodium, low in fat, have a low Glycemic Index and provide the fuel every growing body needs to get through the day. 

All Preparatory School students have access to the Café and orders can be placed prior to 8.00 am each morning for the day ahead, or up to a week in advance. The Prep Café is cashless, with orders conveniently available for purchase with funds pre-loaded onto the student card (see below), or via the Flexischools website (www.flexischools.com.au). 

A ‘Forgotten Lunch’ slip is issued for any student who does not have food packed / ordered for the day, enabling the Prep Café to provide them with a basic vegemite or jam sandwich and a piece of fruit. Notification is sent to families advising when this occurs so that payment can be arranged directly with the Prep Café. 

At Guildford Grammar Preparatory School, we enjoy celebrating birthdays and special occasions with your child.  

• You are welcome to bring in a small non-food based treat to share with all members of the class.  
• Invitations to birthdays or other special events are not to be handed out at school unless the entire class is invited.  

Guildford Grammar School is an Anglican School which is theologically inclusive, liberal and orthodox; as such worship and the teaching of Religion, Philosophy and Ethics are central to its purpose. The school welcomes students from all or no religious backgrounds; however, all students are required to attend Chapel and classes in Religion, Philosophy and Ethics. Most Preparatory School Chapel services take place in Priestley Hall every second Friday. At the services, the School Chaplain, is assisted by a Chapel team of Year 6 students. Singing of hymns and spiritual songs is important in the school’s worship and  we gather for congregational singing (‘Congo’), where they learn a wide range of hymnody and songs which adds to the quality of our worship. 

The  Guildford Grammar School Clothing Shop is located at the rear of the Bursar’s Office at 11 Terrace Road, Guildford. The Clothing Shop stocks the complete range of Guildford Grammar School uniform requirements (except shoes), both new and a good range of second-hand clothing are available. 

 All new students and families to Guildford Grammar School are invited to make an initial appointment to be fitted with their uniform requirements.  

  For all uniform queries: 

• visit the Clothing Shop on Terrace Road 
• email: clothing.shop@ggs.wa.edu.au 
• call the Clothing Shop on (08) 9377 9209 

  Payment can be made by cash, cheque, EFTPOS; all major credit cards are accepted.  

Visit Online Clothing Shop

Opening Hours

At Guildford Grammar School, students wear their uniform with pride. Please review the Uniform Guidelines for details of our formal uniform requirements. 

Kindergarten – Year 2 Uniform 

All students in Kindergarten-Year 2 will wear the sport and active uniform which allows them to learn, work and play in developmentally appropriate clothing. 

• Quarter polo required in Years 1 and 2 for Quarter carnival events. 

Year 3-6 Uniform  

Students in Years 3-6 will wear Sport Uniform on days when there are scheduled Physical Education lessons. Sport Uniform is also required on Tuesday and Thursday for students in Years 4-6. 

• Summer uniform is worn in Terms 1 and 4, winter uniform is worn in Terms 2 and 3. 
• Students in Years 3 – 6 transition to the formal uniform with blazers required on Fridays during Term 2 and 3, and for formal events as communicated by the School. 
• Only Guildford Grammar School backpacks and sports bags are to be used by the students.  
• Only black, lace up shoes to be worn with formal uniform, no Mary-Janes. 
• No hat, no play policy. 
• All students are expected to have neat, tidy and clean hair.  
• Students may not have hair falling over their eyes, ears or collar.  
• Extremes of hair styles and hair colour are not accepted.  
• Where hair is long enough, students are expected to tie it back. Hair ties or clips should be either neutral, navy or white.  
• Colourful clips are not to be worn, but navy and/or white ribbons can be worn. 
• Except for wrist watches, medical alerts bracelets or culturally approved items, no other jewellery is to be worn to school. However, students may wear small, discreet studs or sleepers.  
• School bathers and Rash vest are required when swimming for Years 1-6.  
• Students from Kindergarten–Pre-Primary are not required to wear the school bathers for swimming lessons or the swimming carnival.  
• Students are encouraged to carry sunscreen in their sports bags; Sunscreen is also available in classes, PE office, Medical Centre, and the pool. Summer sports staff and coaches carry sunscreen in their kits. 
• Quarter polo is required for quarter carnival events. 

Above all, please ensure all uniform items are clearly labelled. All uniform and sports gear is to be carried in the Guildford sports bag (Year 1-6) or sports kit bag, available at the Clothing Shop. 

For a comprehensive guide on correct school attire, please call the  Clothing Shop on (08) 9377 9209 or pop in and talk to our friendly staff. 

Lost Property
It is imperative that you label all items of clothing your child brings to school, including bags and shoes. Identification makes it much easier to track lost articles of clothing.  Preparatory School lost property is located in the foyer of Joobaitch Wing. Unnamed items remain until the end of term when they are placed on display to be claimed.  

Effective and open communication between school and home strengthens our community and supports student engagement and learning. Communication between parents, students and teaching staff is vital to students’ wellbeing and success at Guildford Grammar School. All teachers value our parents’ knowledge and views. Teachers are always keen to discuss any matter concerning students in their care. We regularly review our communication practices and appreciate feedback from parents to help us better serve our community.  

Regular forms of communication are listed below: 

• GGS Bulletin – includes Senior and Preparatory School news, sent to families each fortnight. 
• Prep Weekly Update – specific to Preparatory School information, sent to families each Friday. 
• GGS Website 
• Seesaw – K-Year 6.  
• Classroom teacher updates  
• Parent Interviews – scheduled for Term 1 and Term 3  
• Student Diary – Years 3-6 students use their diaries on a daily basis. They are useful tools to assist children in developing their organisational skills and keep families informed of what is happening. 

Consent2Go
Parents use Consent2Go (C2G) as a tool to manage and update their child’s care information, approve excursions and much more. There is an app you can download – please register with the email address in our School System to connect with your child.

Please ensure you update any changes to your personal contact details, including residential and postal addresses; home or work phone numbers; mobile numbers; or email addresses via Consent2Go. Parents will be sent a profile update request at the beginning of each year and can contact Administration to request a link during the year or update using the C2G app. We especially encourage you to keep your email addresses and mobile phone numbers updated, as important correspondence is often sent in these formats. 

Parent Hub
If you haven’t already done so, please visit and bookmark the Parent Hub on the Guildford Grammar School website: ggs.wa.edu.au/parent-hub/. This hub contains the most recent newsletters to allow you to familiarise yourself with GGS and will provide you with up-to-date information on a range of things such as:  

• Absentee contact information  
• The Clothing Shop, opening hours and uniform requirements  
• Parent handbooks  
• Online forms  
• Calendar and term dates  
• Campus maps  
• Bus routes and transport information  
• Prep clubs and activities. 

You can communicate with your child’s teacher via email and phone, as well as through scheduled face-to-face meetings. 

Reporting
Teachers use Seesaw as an online portfolio, to provide continuous reporting of student learning progress.  Throughout the year, this will include assessments and work examples.  Work will also be displayed in the classroom. Formal reports will be distributed via SEQTA at the end of each semester for students in Pre-Primary to Year 6. Kindergarten families will receive a report at the end of the year, which is published via SEQTA. 

Seesaw
Seesaw is a platform for connecting school and home. It is an online portfolio enabling us to showcase student work and activities directly with parents in real time.  

SEQTA
SEQTA is an online learning management system used by staff for attendance records, communication and organisation. All parents will be given login details to access SEQTA Engage. For parents in the Preparatory School, the portal is predominantly used to access school reports. 

Concerns
Concerns can be addressed via the following line of communication.

Accidents and Emergencies
If a child has a significant accident or injury at school, they will be cared for by our qualified first aid team or nursing staff. Parents will be contacted immediately. 

Parent Interviews
Interviews are arranged by the school in Term 1 and Term 3 and can be booked via an online platform. Additional meetings can be arranged at any time during the year, by speaking to the relevant teacher to organise a mutually convenient date and time. 

There is much to be gained by going out into the wider community and experiencing some of the many cultural events on offer to schools. All costs for excursions are included in the school fees. Excursion information is sent to parents via Consent2Go where parents are required to read and acknowledge the details prior to the excursion. 

Independent learning should be personalised, innovative, relevant and empowering for students, and is designed to establish the habit of completing work outside of school and setting positive and purposeful routines which serve students well when they move into Senior School.

All students are expected to read or be read to each night, and engage in outdoor play.

The following timeframes for a student to spend on additional independent learning experiences outside of school may be used as a guide. We acknowledge that this will ebb and flow depending on weekly commitments and family circumstances.

Years 3 and 4            15 minutes per night (Maximum of 1 hour per week)

Year 5                         20 minutes per night (Maximum of 1 hour, 20 minutes per week)

Year 6                         30 minutes per night (Maximum of 2 hours per week)

The Preparatory School Library is known as the Hamersley Resource Centre. It provides a warm, safe and welcoming learning environment for the whole Preparatory School community between 8.00am and 3.30pm.  

The library houses an extensive collection of resources including fiction, non-fiction, picture books, graphic novels and reference materials. Library staff guide and assist students to search the online library catalogue for resources.  

Many special events and exciting activities are held in the library throughout the year. Children’s Book Week, where dressing up, games, competitions, visiting authors and awesome displays are successfully organised, is always enjoyed by staff, students and families. 
 

The Out of School Hours Care Centre is a great venue for social interaction, homework, relaxation, the acquisition of new talents and for making friends. 

Catering for children aged 3 to 12 years, the service is open: 

• Before School Care (BSC)                      7.00am – 8:15am 
• After School Care (ASC)                           2:45pm – 6.00pm 
• Vacation Care or Student Free Days     7.00am – 6.00pm 

Children may attend clubs provided by the school.

The Centre’s philosophy encapsulates Guildford Grammar School’s core values and embraces the My Time Our Place curriculum and Out of School Hours Care Framework. 

• In our place, every child is encouraged to develop to their full potential. 
• We have a safe, supportive and caring environment. 
• Our children, families and staff are equal and valued. 
• Our children and parents are encouraged to share and participate in all decision-making. 
• We value each other, our environment, the community that is our School, and our local area. 
• Our management supports and promotes continuous improvement and a great working environment. 

The centre is managed by a fully qualified coordinator and supported by experienced, skilled, and passionate educators who are trained in First Aid and CPR, Anaphylaxis and Asthma Response, Epilepsy Training and Food Safety Training. 

Guildford Grammar School OSHC uses Xplor to store family/student data and attendance for Centrelink and to upload and share photos and information of the day’s exciting activities. Families need to communicate directly with Centrelink to check eligibility for the subsidy. This can be done online via your MyGov account or by phoning 136 150. 

For all enquiries, please contact:  

Out of School Hours Care  
(08) 9377 9290  
outofschoolhourscare@ggs.wa.edu.au 
 

The main parent support body of the school is the Parents and Friends’ Society (P&F).  The P&F oversee and support many subsidiary parent groups across the School and in consultation with the School also provide funding for meaningful projects that will benefit the community.  For further details about the P&F please see the School website, Parents & Friends’ Society – Guildford Grammar School (ggs.wa.edu.au). 

The Friends of the Preparatory School (FOPS) is the auxiliary parent supporter group concerned with the Preparatory School. FOPS provides opportunities for parents to meet and integrate into the school community. Details of events are advertised in the Bulletin (the fortnightly newsletter). It is hoped that all parents will join in the activities of FOPS as this way everyone can share in the life of Guildford Grammar School.  

Each class has one or two parents who volunteer their time to be Liaison Parents (LP). Liaison Parents are a very valued group of people within the school.  

A significant role of a Liaison Parent is to assist new families in their transition into the Guildford Grammar Preparatory School community. The Liaison Parent may also arrange social functions for parents. New families will find Liaison Parents a great source of information and support. 
 

The annual Prize Giving evening is a compulsory event for students from Year 1 to Year 6. Prize Giving is an opportunity to recognise the achievements of our students. This event is the last formal opportunity for the school to gather as a community and is a fitting celebration for the end of the academic year.  
 

Students are placed into a Quarter (faction) upon entry to the school. There are four Quarters:  

• North (red)   
• East (green)  
• South (blue)  
• West (gold)  

The Quarters were established in 1929, to aid organisation, games and sport for a growing Preparatory School community. In 2004, we introduced Quarter banners depicting heraldic emblems – Lion (North), Dragon (South), Stallion (East) and Griffin (West). 

Students require a quarter polo in Years 1-6, which is available from the Clothing Shop.  
 

The Guildford Grammar School Sports website is where parents can find details such as:  

• Training times and venues  
• Fixture information and team selections (password required)  
• Carnival and sporting event information including programs for Swimming and Athletics Carnivals.  

The website can be accessed through the school website, app or at www.ggs-sport.com  
 

All students from Year 1 to Year 6 are issued with student cards shortly after commencement. This card is dual-purpose, for use at the Prep Café and on both public and GGS provided transport. Activation and usage instructions are sent to families once students are issued with these cards. 
 

Parents are requested to use the designated parking and drop off zones around the school and adhere to all parking restrictions, one-way roads and speed limits. Parents are asked not to park in the kiss and drop areas and leave their cars unattended.  

The classrooms open at 8.15am and students can arrive at school from 8.00am. School sport for Year 4-6 students commences at 7.40am each Tuesday. As such, arrival time for students is no earlier than 8.00am, unless they are signed up for a before school co-curricular group or attending Out of School Hours Care (OSHC).

It is important that all parents are aware that there is no supervision by the duty teachers until 8.00am. Families who need their children to arrive earlier than 8.00am should take advantage of our OSHC facility.  

Children in Little Explorers, Kindy and Pre-Primary are to be accompanied at all times to and from their classrooms by their parents or guardians.  

If you are running late for pick-up, please call reception on (08) 9377 9296 and we will ensure your child’s teacher is informed.  

After-school supervision occurs from 3.10pm – 3.40pm by the designated waiting area at Kiss and Drop. This ensures students are collected by parents in an efficient and timely manner, thus improving traffic flow in the Preparatory School. Students may use the oval after school only under parent supervision, provided it is not being used for any other cocurricular activity.  

Student Supervision
The school provides general supervision (staff on duty) and accepts responsibility for students from 8.00am to 3.40pm only on weekdays. Outside these hours, supervision of students and responsibility for them is related to specific sporting or extra-curricular activities and the students officially involved in them. If for any reason you are running late to collect your child, please contact reception on (08) 9377 9296. Out of School Hours Care is available from the end of the school day to 6.00 pm as required. 
 

A range of leadership positions are offered in the Preparatory School. These leadership positions are for students in Year 6. The aim of the Leadership Program is to encourage and develop personal responsibility and service for others. School leaders are expected to act as role models for the younger students. Qualities of leadership are encouraged and enacted in all year levels.  

Leadership opportunities exist for:  

• Student Committees 
• Preparatory School Captains and Preparatory School Vice-Captains  
• Quarter Captains and Vice-Captains  

Medication
All medication is to be left with the School Nurse who will administer it. A form explaining details of medication and administering is to be completed and can be found in the Preparatory Administration. Medication must be in its original packaging.  

Sun Safety and Protection
Students are required to wear the correct GGS wide brimmed hat whenever they are outdoors. The Clothing Shop provides students and staff with the opportunity to purchase hats with a 50+UV index rating.  

A ‘No Hat, Play in the Shade’ statement is widely published, articulated and enforced by staff. 

Students without hats are directed to a designated shaded area.  

Students are educated to wear sunscreen prior to arriving at school in the morning, and to reapply at recess and lunchtime.  

Students are encouraged to take responsibility for applying their own sunscreen which they keep in their school bags. 

Sunscreen is provided for all classrooms and for all outdoor events. Regular reminders are issued by staff to students. Staff are unable to apply sunscreen for any child.  

Students can wear sunglasses to protect their eyes from harmful UV radiation while participating in outdoor activities (when safe and practical to do so). Fashion sunglasses with no UV rating are not acceptable. Sunglasses may be worn to and from the school or when outside in the school grounds.  

Sun protection and skin cancer prevention programs are incorporated into the curriculum at each year level throughout the health strand, ‘Personal, Social and Community Health’.  

Whenever possible, Priestley Hall or shade is used to counter peak UV index times when Physical Education lessons occur.  

Shade is erected for both parents and students at outdoor carnivals and events when required.

Use of Technology
Students in K-Year 6 have access to IPADS to enhance their learning experience with the expectation that the approach is one that encourages creativity and collaboration. In Years 3-6 students have a 1:1 device and IPADS can be taken home each night to enrich the learning that has taken place during the school day or to complete projects and homework. Skills to be digitally literate and to act as competent digital citizens are explicitly taught in an age appropriate manner.

Mobile Phones and Wearable Technology
Our policy is that children will always have access to a school phone, should they need to contact their parents during the day. Mobile devices, if brought to school, are not to be used during the day and should be handed to teachers in the morning when students arrive at school. The school does not accept responsibility for the loss or damage of mobile phones or devices. In line with our mobile device guidelines – designed to promote a distraction-free learning and social environment – devices must be turned off and given to the teacher during the course of the school day; smart watches must be set to school mode. Any breaches to the guidelines will result in confiscation.  

In the event of an emergency where parents contact the school, every endeavour will be made to contact the classroom teacher and the student. 

Emergency and Evacuation Procedures
Each classroom displays a procedure poster, along with maps of emergency muster points. Many staff members at Guildford Grammar School hold a current Senior First Aid certificate. Practice drills are conducted each year. The school also has a highly developed Critical Management Plan in the unlikely event of an emergency or disaster.  

During an evacuation, students and staff will proceed in an orderly fashion to the emergency muster points. A roll call will immediately follow.  

During a lockdown, all students and staff will enter the nearest building and lock all doors and windows, turning off lights and closing blinds. They will remain quietly in the building until the lockdown siren ceases.  During lockdown, entry into and from the school may be closed by authorities. Please be aware that you may be refused entry during a lockdown, and we ask that you obey authorities in this matter. Once lockdown ceases, students and staff will proceed to emergency muster points where a roll call will immediately follow.  

In the event of an emergency, the school will send a brief SMS to all parent mobile phone numbers on record, which will include the date and time. This message will be followed up by email communications. Please ensure that your mobile phone numbers and email addresses are kept up to date with the school so that you may receive these communications.  

Should there be the need to use this system, please be aware that the school will communicate as much information as possible at the time. We may sometimes be constrained by events or the authorities in the information we are able to release. This system has been put in place to keep our parents informed; please avoid calling the school to allow our phone lines to remain free for emergency communication.  

Our priority at all times is the welfare and safety of our students and staff.