Informed Consent and Participation Opt-Out Policy

Informed Consent, Activity Participation And Opt-Out Policy

Academic Session: 2026-28

1. Purpose and Commitment

At Gyanshree School, we believe that meaningful learning extends beyond the classroom. Our Shreeyans are provided with varied opportunities for holistic development through field visits, workshops, sports, assemblies, performances, exhibitions, community interactions, leadership opportunities, wellness initiatives, technology-enabled learning, competitions and other curricular and co-curricular experiences.

The School also recognises that parents are important partners in every child’s educational journey. Parents must be informed of significant activities and must have the opportunity to make appropriate decisions for their child based on relevant information, including the purpose of the activity, expected benefits, arrangements, risks, cost, timing, supervision and alternatives, wherever applicable.

This Policy has therefore been developed to establish a clear and practical framework for obtaining, assuming, denying, recording and withdrawing consent for School-related activities. It aims to ensure that students do not miss routine learning opportunities due to administrative delays, while also ensuring that explicit written consent is obtained wherever required by law, safety, risk, cost, travel, data privacy or child safeguarding considerations.

2. Guiding Principles

2.1 Child First

Every decision regarding student participation shall place the child’s safety, dignity, well-being, learning and best interests at the centre.

2.2 Informed Parent Partnership

Parents must receive relevant information in advance, wherever feasible, so that they can make informed decisions regarding their child’s participation.

2.3 Assumed Consent Only for Appropriate Activities

Assumed consent shall apply only to routine, regular, age-appropriate and low-risk School activities after information has been shared with parents and an opportunity to opt out has been provided.

2.4 Explicit Consent Where Required

The School shall seek specific written consent for activities involving higher risk, overnight or outstation travel, adventure elements, significant cost, specialised medical or psychological processes, sensitive personal data, third-party platforms, public media exposure or any matter where explicit consent is legally or ethically appropriate.

2.5 Safety and Safeguarding

The School’s Code of Conduct, Health and Wellness Policy, Child Protection Policy, Transport Policy, Digital Safety norms and other applicable School policies shall apply to all activities, whether participation is based on assumed consent or specific written consent.

2.6 Parent Responsibility

Parents are responsible for reading School communications carefully, responding within prescribed timelines where required, keeping contact and health records updated, and informing the School of any reason their child should not participate.

3. Scope and Applicability

This Policy applies to all students enrolled at Gyanshree School and covers consent relating to regular School activities, events, workshops, competitions, day visits, student documentation, student work display, wellness initiatives, technology-enabled learning, parent communication and other School-related experiences.

This Policy applies to:

  • parents and legal guardians;
  • students;
  • School staff;
  • activity coordinators;
  • coaches and facilitators;
  • external experts;
  • authorised vendors;
  • School transport staff, where applicable;
  • any person involved in planning or conducting School-approved activities.

This Policy must be read together with the School’s Health and Wellness Policy, Child Protection Policy, Transport Policy, Guardianship and Child Custody Policy, Digital Safety / Technology Use Policy, Food and Nutrition Policy, Student Code of Conduct and any specific circular issued for a particular activity.

4. Meaning of Informed Consent

“Informed consent” means that the parent or guardian has been given relevant information regarding a proposed activity and has had an opportunity to permit, deny or seek clarification regarding the child’s participation.

Information shared by the School may include, as applicable:

  • name and purpose of the activity;
  • date, time and duration;
  • venue;
  • whether the activity is on-campus or off-campus;
  • mode of transport, if applicable;
  • supervision arrangements;
  • broad nature of expected participation;
  • cost or payment requirement, if any;
  • food, dress code or material requirement;
  • health or fitness considerations;
  • safety instructions;
  • whether photographs or recordings may be taken;
  • whether third-party facilitators or platforms are involved;
  • deadline for denying consent or submitting explicit consent;
  • contact person for queries.

The level of detail may vary depending on the nature of the activity. Routine classroom and School-day activities may require limited information, while off-campus, higher-risk, paid or specialised activities shall require more specific communication.

5. Categories of Consent

For clarity and compliance, Gyanshree School shall follow three broad categories of consent.

Category A: Routine School Activities Covered by General School Consent

Certain activities are part of the ordinary educational programme of the School and do not require separate consent each time.

These may include:

  • regular classroom activities;
  • assemblies;
  • house activities;
  • library activities;
  • art, music, dance, theatre and physical education within regular School programming;
  • internal competitions;
  • classroom presentations;
  • group discussions;
  • regular assessments;
  • routine counselling or student support conversations within School norms;
  • age-appropriate wellness sessions;
  • supervised campus activities;
  • display of student work within the School;
  • routine use of School-approved ERP, LMS or learning platforms.

These activities are considered part of the normal School programme and are covered by the general acceptance of School policies and enrolment terms, unless a specific opt-out or medical restriction has been submitted and accepted by the School.

Category B: Assumed Informed Consent / Opt-Out Activities

For certain regular School-related activities, the School may follow an assumed informed consent model. This means that parents will be informed in advance, and if the School does not receive a denial of consent by the prescribed deadline, the child may be permitted to participate.

This model may apply to:

  • local day field trips;
  • day visits within the city or nearby areas;
  • local educational visits;
  • day sports fixtures or tournaments;
  • inter-school events within regular School hours or extended day schedule;
  • workshops and training sessions for students;
  • age-appropriate wellness, safety, leadership or life-skills sessions;
  • exhibitions, performances or assemblies;
  • student participation in routine School documentation;
  • curricular or co-curricular events held on campus;
  • guest sessions or expert interactions;
  • non-residential community engagement activities;
  • routine health, hygiene or nutrition awareness initiatives;
  • technology updates related to teaching-learning or School communication, where no additional explicit consent is legally required.

For such activities, the School shall share relevant details in advance through ERP, circular, email or other official channels. If parents do not wish their child to participate, they must submit the Consent Denied Form or opt-out response by the deadline mentioned in the circular.

If the School does not receive the Consent Denied Form or opt-out response by the deadline, consent may be assumed.

Category C: Activities Requiring Specific Written Consent

Assumed consent shall not be used for activities where explicit written consent is required due to risk, travel, law, cost, data privacy, medical considerations or special circumstances.

Specific written consent shall ordinarily be required for:

  • overnight trips;
  • outstation trips;
  • residential camps;
  • adventure activities;
  • water-based activities outside routine School swimming;
  • trekking, rock climbing, rafting, camping, cycling on public roads or similar higher-risk activities;
  • activities involving significant physical risk;
  • participation in tournaments requiring travel beyond the local area;
  • international programmes or exchanges;
  • paid external programmes where separate charges apply;
  • activities requiring passport, visa, government permission or external documentation;
  • medical procedures beyond first aid and emergency response;
  • vaccination drives, where applicable;
  • specialised psychological assessments, diagnostic assessments or third-party therapeutic interventions;
  • use of third-party digital platforms involving additional student data processing, where required by law or School policy;
  • collection or publication of sensitive personal information;
  • identifiable student interviews, testimonials or promotional campaigns;
  • use of student images, voice, video or work in external publicity where separate media consent is required;
  • any activity involving a child with known medical, emotional, behavioural or safeguarding concerns where individual consent is appropriate;
  • any activity for which the School considers explicit consent necessary.

Where explicit consent is required, the student shall not participate unless the required form is submitted by the parent or guardian within the prescribed timeline.

6. How the Assumed Consent Process Works

For activities covered by assumed informed consent, the School shall issue an activity communication in advance. The communication may be sent through the School ERP, email, circular, app notification, diary note, official message or any other approved School channel.

The communication shall ordinarily mention:

  • name of the activity;
  • date and time;
  • venue;
  • purpose;
  • supervising staff;
  • transport arrangement, if any;
  • dress code or material requirement;
  • food or water requirement;
  • cost, if any;
  • safety expectations;
  • opt-out process;
  • deadline for submitting the Consent Denied Form;
  • contact person for clarification.

If the parent permits participation, no further response is required unless the circular specifically asks for confirmation.

If the parent does not want the child to participate, the parent must submit the Consent Denied Form or prescribed opt-out response by the deadline.

If no opt-out response is received by the deadline, the School may proceed on the assumption that the parent has read the circular, understood the nature of the activity, considered the child’s suitability and permitted participation.

7. Denial of Consent / Opt-Out

Parents who do not wish their child to participate in an activity covered by assumed consent must submit the Consent Denied Form by the deadline mentioned in the circular.

The form must clearly state:

  • name of the student;
  • class and section;
  • name of the activity;
  • date of the activity;
  • reason for denial of consent, if the parent wishes to provide it;
  • name and signature of the parent or guardian;
  • date of submission.

The School may accept denial of consent through ERP or official email where permitted by the circular.

A child whose parent has denied consent shall not be required to participate in that activity. The School may provide an alternate supervised arrangement during School hours, where feasible.

8. Late Denial or Withdrawal of Consent

Parents may withdraw or deny consent before the deadline communicated by the School.

A late denial or withdrawal of consent may be considered by the School depending on the nature of the activity, student safety, booking arrangements, transport plans, group commitments, third-party payments and administrative feasibility.

Where arrangements have already been confirmed, costs incurred, tickets booked, transport finalised or vendor commitments made, refund or adjustment may not be possible.

The School may still exclude a child from participation if there is a genuine safety, medical or safeguarding concern, even if the opt-out request is received late.

9. Parent Responsibility Before Participation

Parents are expected to read all circulars and activity communications carefully. They must assess whether the activity is suitable for their child, especially in light of any medical, emotional, behavioural, sensory, dietary, physical, religious, family or custody-related consideration.

Before any activity, parents must ensure that the following details are updated in School records:

  • parent contact numbers;
  • emergency contact details;
  • authorised pick-up person;
  • health record;
  • allergies;
  • medication;
  • physical restrictions;
  • dietary restrictions;
  • emotional or behavioural concerns requiring School awareness;
  • custody or guardianship instructions;
  • transport instructions, where relevant.

If a child is unwell, medically restricted or unable to attend on the scheduled date, the School must be informed at the earliest through the prescribed communication channel.

10. School Discretion Regarding Participation

The School reserves the right to allow, restrict, defer or decline a student’s participation in any activity where the School considers such action necessary in the interest of the student, other students, staff, safety, discipline, logistics or School functioning.

The School may restrict participation where:

  • required consent has not been received;
  • the child is medically unfit;
  • health records are incomplete or outdated;
  • emergency contacts are unavailable;
  • required payment has not been made;
  • required documents have not been submitted;
  • the child’s conduct poses a safety concern;
  • the activity cannot reasonably accommodate the child’s medical or support needs;
  • there is a custody or handover dispute;
  • participation may affect the child’s safety or well-being;
  • the School considers exclusion necessary for operational or safeguarding reasons.

The School’s decision in such matters shall be guided by the child’s best interests, safety and the overall responsibility of the School.

11. Student Assent, Readiness and Well-Being

While parental consent is necessary, the School shall also be attentive to the student’s age, maturity, comfort and emotional readiness.

Where a child appears distressed, unwilling, unwell, unsafe or emotionally unable to participate, the School may temporarily withhold participation, contact the parent, consult the counsellor or make an alternate arrangement.

A child shall not be forced into an activity in a manner that compromises dignity, emotional safety or health.

12. Health, Medical and Emergency Consent

All activity participation is subject to the School’s Health, Wellness, Medical Support and Emergency Care Policy.

By allowing the child to participate, parents confirm that the child is medically fit for the activity unless the School has been informed otherwise in writing.

Parents must provide updated medical information before any activity involving physical exertion, travel, food, outdoor exposure, swimming, sports, stage performance, extended hours or any special condition.

In case of accident, injury, illness or emergency during an activity, the School may provide basic first aid, contact parents, arrange emergency medical referral and take reasonable steps in the child’s best interest as per the School’s Health and Wellness Policy.

Parents shall bear medical costs arising from emergency care, unless liability is legally established otherwise.

13. Transport, Travel and Handover

Where an activity involves travel arranged by the School, the School shall make reasonable arrangements for transport, supervision and student safety.

Parents must ensure that their child reports on time and follows all travel instructions. If the child is to be collected from a venue other than School, or if there is a change in authorised receiver, prior written approval must be obtained.

For local day trips and day events covered by assumed consent, the School may use School buses, contracted vehicles or other authorised transport arrangements.

For outstation, overnight or higher-risk travel, explicit written consent shall be required, and additional travel details shall be shared with parents.

Where parents independently arrange transport for an activity, such transport shall remain the responsibility of the parent unless specifically taken over by the School through written communication.

14. Food, Allergies and Dietary Restrictions

Where an activity involves food, snacks, refreshments or meals, parents must inform the School in writing of any allergy, food intolerance, medical dietary restriction or emergency food-related instruction.

Parents must not assume that previously submitted information is sufficient for every special event, trip or camp. Where the activity circular requests health or dietary information, parents must submit it again.

The School will make reasonable efforts to support known food restrictions and allergies. However, the School cannot guarantee a completely allergen-free environment, especially during trips, events, shared spaces, third-party venues or activities involving outside facilitators

15. Fees, Charges and Refunds

Some activities may involve additional costs such as transport, tickets, entry fees, registration charges, materials, costumes, accommodation, meals, external trainer fees or vendor payments.

Where an activity involves cost, the School shall communicate the amount and payment process.

Payment, once made, may be non-refundable or partially refundable depending on the nature of the activity, vendor terms, booking deadlines, transport commitments, cancellation policy and administrative feasibility. This is also applicable to all the CBSE related activities inclusive of Sports Competitions held outside the state.

If a parent denies or withdraws consent after the prescribed deadline, the School may not be able to refund amounts already committed or paid.

16. Photographs, Videos, Student Work and School Documentation

The School may document student learning and participation through photographs, videos, audio recordings, student work, performances, artwork, achievements, classroom displays, exhibitions, newsletters, magazines, brochures, School website, ERP, official social media handles or other School-approved communication platforms.

However, from a privacy and compliance perspective, the use of identifiable student images, voice, videos, personal data and student work must be handled responsibly.

The School may use student photographs, videos or work for internal School purposes, documentation, classroom display, newsletters, magazines, School records, yearbooks, assemblies or parent communication, subject to School policy and consent records.

For public-facing promotional use, external media, identifiable interviews, testimonials, campaigns, advertisements or third-party publication, the School may seek separate media consent or rely on media consent already obtained through the admission/enrolment process, annual consent form or parent portal, subject to applicable law.

The School shall avoid publishing content that may compromise a child’s safety, dignity, privacy or emotional well-being. Sensitive information such as medical condition, counselling concern, disciplinary matter, safeguarding concern, exact address, contact details or private family circumstances shall not be publicly shared.

Parents may withdraw media consent prospectively by submitting a written request. Such withdrawal shall apply to future use, but the School may not be able to recall printed materials, archived publications, already circulated digital content, media reports or content already shared externally before withdrawal.

17. Student Personal Data, Digital Platforms and Technology

The School may use digital platforms, ERP systems, learning management systems, educational applications, communication tools, assessment platforms, online resources and technology-enabled learning systems as part of School operations.

Where the use of a platform is part of routine School administration or teaching-learning and is governed by School-approved systems, consent may be covered by enrolment terms, School policies and applicable privacy notices.

Where a new digital platform, third-party tool or technology initiative involves additional processing of children’s personal data, sensitive information, behavioural profiling, public sharing, external accounts or non-routine use, the School may seek specific consent or provide additional notice as required.

The School shall endeavour to process children’s personal data in a lawful, fair, necessary and child-safe manner, keeping in mind India’s data protection framework for children’s personal data.  

18. Social Media, Local Media and Public Recognition

The School may celebrate student achievements in academics, sports, arts, culture, service, innovation and leadership through official School channels.

Such recognition may include the student’s name, class, photograph, work, performance or achievement, where appropriate and subject to consent records and School discretion.

The School shall take reasonable care to ensure that public posts are dignified, age-appropriate and aligned with student safety. The School may moderate or remove content where required.

Parents are requested not to download, edit, circulate, misuse or publicly repost photographs or videos of other children without permission.

19. Workshops, External Experts and Third-Party Facilitators

The School may invite external experts, facilitators, trainers, coaches, artists, health professionals, counsellors, organisations or agencies to conduct workshops, sessions or activities for students.

For routine age-appropriate sessions, assumed consent may apply after prior information is shared.

Specific written consent may be required where the session involves:

  • sensitive topics;
  • mental health screening;
  • psychological assessment;
  • medical screening;
  • personal data collection by an external party;
  • one-on-one interaction outside routine School supervision;
  • recording or publication of student responses;
  • paid participation;
  • higher risk or specialised activity.

All external facilitators shall be expected to follow School safeguarding, discipline, confidentiality and conduct expectations.

20. Counselling, Wellness and Safeguarding

Routine student support, wellness conversations and counselling availability may be part of the School’s student well-being framework.

However, where a matter involves risk of self-harm, harm to others, abuse, neglect, sexual misconduct, severe distress, child safeguarding concern or legal reporting obligation, confidentiality shall be limited.

The School may involve parents, School leadership, counsellors, medical professionals, child protection personnel or legal authorities where required.

Where the School has knowledge or apprehension of an offence requiring mandatory reporting under applicable child protection law, the School shall act in accordance with law.  

21. Custody, Guardianship and Conflicting Instructions

Consent must be given or denied by a parent or legal guardian recognised in the School’s records.

Where there is a custody order, guardianship order, protection order, restraining order or any restriction on a parent’s authority to give consent, the relevant document must be submitted to the School in advance.

In cases of conflicting parental instructions, the School may:

  • follow the most recent uncontested School record;
  • seek clarification from both parents;
  • require joint consent;
  • require a valid court order;
  • withhold participation where safety or legal clarity is lacking;
  • act in the child’s best interest in urgent situations.

The School shall not adjudicate custody disputes and shall act based on official records, valid documentation and the child’s welfare.

22. Absence on the Day of Activity

If a child is unable to participate because of illness, family emergency or unavoidable circumstance, parents must inform the School at the earliest through the prescribed channel.

For off-campus activities, parents must notify the School before departure time so that attendance, transport and supervision records can be updated.

If the child is absent without intimation, the School may proceed with the activity and shall not be responsible for missed opportunities, non-refundable charges or logistical inconvenience arising from the absence.

23. Force Majeure and Change of Activity

The School may cancel, postpone, modify, curtail or reschedule an activity due to circumstances beyond its reasonable control.

Such circumstances may include:

  • weather conditions;
  • pollution-related restrictions;
  • road closures;
  • traffic restrictions;
  • government directions;
  • security concerns;
  • illness outbreak;
  • public disturbance;
  • transport disruption;
  • venue cancellation;
  • facilitator unavailability;
  • natural disaster;
  • strike or agitation;
  • court order;
  • change in law;
  • any other operational or safety concern.

Where feasible, the School shall inform parents of significant changes. Refund or adjustment, if any, shall depend on vendor terms, costs already incurred, School policy and administrative feasibility.

24. Liability and Good Faith Action

The School shall take reasonable care in planning and conducting School-approved activities. However, parents acknowledge that some activities may involve inherent risks despite supervision, planning and safety measures.

By allowing participation, parents acknowledge that they have considered the nature of the activity, the child’s health and suitability, and the information shared by the School.

The School shall not be responsible for consequences arising from:

  • non-disclosure of medical or emotional concerns;
  • outdated contact or health records;
  • failure to deny consent by the prescribed deadline;
  • child’s failure to follow instructions;
  • inherent risks of sport, travel, physical activity or public events despite reasonable care;
  • third-party acts beyond the School’s reasonable control;
  • force majeure events;
  • parent-arranged transport or arrangements outside School supervision.

Nothing in this Policy shall exclude liability arising from the School’s own proven negligence, wilful misconduct or breach of applicable law.

25. Parent Undertaking

Parents undertake to:

  • read School circulars and activity information carefully;
  • respond within prescribed timelines wherever required;
  • submit Consent Denied Forms where participation is not permitted;
  • provide specific written consent where required;
  • keep School records updated;
  • disclose health, allergy, dietary, emotional, behavioural or support needs;
  • inform the School if the child is unfit or unable to participate;
  • ensure the child follows School instructions;
  • respect the School’s decision where participation is restricted for safety or compliance reasons;
  • cooperate with the School in emergency situations.

26. Policy Review and Updates

Gyanshree School may review, amend, clarify or update this Policy from time to time in response to legal requirements, regulatory expectations, child safeguarding standards, digital privacy obligations, operational needs, educational developments or School experience.

Updated policies may be communicated through the School ERP, website, circular, email or any other official School channel. Parents are expected to familiarise themselves with the latest version of the Policy.

The latest version issued by the School shall supersede all previous versions.

Summary Of Key Parent Consents And Acceptance

By accepting this Policy, parents confirm that they understand and agree to the following:

  1. The School may conduct routine curricular, co-curricular, wellness, sports, cultural and educational activities as part of the regular School programme.
  2. For certain regular, low-risk School activities, the School may follow an assumed informed consent model after sharing prior information.
  3. If parents do not wish their child to participate in an activity covered by assumed consent, they must submit the Consent Denied Form or opt-out response by the deadline.
  4. If the School does not receive a denial of consent by the deadline, the child may be permitted to participate.
  5. Assumed consent shall not apply to overnight trips, outstation trips, higher-risk activities, adventure activities, significant paid programmes, specialised medical or psychological interventions, non-routine data processing, or any activity where explicit written consent is required.
  6. The School may use photographs, videos, student work and achievement details in accordance with School policy, consent records and applicable privacy expectations.
  7. Parents may withdraw media or activity consent prospectively, subject to deadlines, feasibility and materials already published or circulated.
  8. Parents must keep the child’s health records, emergency contacts, dietary restrictions, allergies, custody instructions and authorised receiver details updated.
  9. The School may restrict participation where consent, health, safety, conduct, payment, documentation or safeguarding requirements are not satisfied.
  10. In case of accident, illness or emergency during an activity, the School may provide first aid, contact parents, arrange emergency medical referral and act in the child’s best interest as per School policy.
  11. Parents agree to cooperate with the School and to respect timelines, safety instructions and participation decisions.

Privacy Statement

Student participation, activity records, photographs, videos, student work, health disclosures, emergency contacts and digital platform information may involve personal data of children.

The School shall use such information only for legitimate School purposes, student safety, educational documentation, communication, administration, legal compliance, child welfare and School-approved publications, subject to applicable consent and privacy requirements.

Student personal information shall be shared only with authorised persons on a need-to-know basis or where required for safety, emergency response, safeguarding, legal compliance, court order, government direction or protection of the child or others.

Declaration By Parent / Guardian

I/We confirm that I/we have read and understood the Gyanshree School Informed Consent, Activity Participation and Opt-Out Policy.

I/We understand that for certain routine, regular and low-risk School activities, consent may be assumed if the School has shared prior information and I/we do not submit a Consent Denied Form by the prescribed deadline.

I/We understand that explicit written consent shall be required for activities involving overnight or outstation travel, higher risk, significant cost, specialised intervention, non-routine data processing or any other matter where the School requires specific consent.

I/We undertake to keep School records updated, read School communication carefully, disclose relevant health or safety information, and cooperate with the School in all matters concerning my/our child’s participation, safety and well-being.