Session Dynamics & Feedback

1. Purpose
This procedure sets clear expectations for communication and feedback relating to Waymakers sessions. Waymakers CIC is a not-for-profit Community Interest Company. Facilitators and Directors are paid for in-session time only. Planning, administration, safeguarding follow-up and most communication outside sessions are largely voluntary.

Clear boundaries are therefore essential to:

  • Protect staff and volunteer wellbeing

  • Ensure fairness and consistency

  • Maintain safeguarding standards

  • Sustain the organisation long term


2. Roles and Professional Boundaries
Waymakers operates through:

  • Directors (governance and strategic oversight)

  • Lead Facilitators and Facilitators (session delivery)

  • Volunteers (session support)

We are part of a close home educating community. Some staff and directors are also parents and may have friendships within the community.
To avoid blurred boundaries, any communication relating to Waymakers sessions must be directed to the official Waymakers email address, not personal accounts, private WhatsApp messages or social media. This ensures clarity of role, transparency, and appropriate record keeping.

3. Contact Process
First point of contact: The Lead Facilitator for your child’s session.
Email: directors@waymakerscambridge.co.uk
Subject line: FAO [Name of Lead Facilitator]

We are committed to co-creation and maintain an open-door culture. Parents may contact Directors where matters are significant, unresolved or strategic. However:

  • Operational matters should be raised with the Lead Facilitator first.

  • Session-related communication must go through the Waymakers email address.

Directors remain accessible, but not as a parallel channel for routine session concerns.

4. WhatsApp and Informal Channels
WhatsApp is widely used within Waymakers and the wider home educating community.
Its purpose within Waymakers is logistics only (e.g., reminders, location updates).
It must not be used for:

  • Concerns about session dynamics

  • Behaviour or inclusion issues

  • Safeguarding matters

Such issues will be redirected to email to ensure appropriate documentation and safeguarding compliance.

5. Response Times and Out-of-Session Contact
Waymakers is not a 24-hour service. Immediate responses should only be expected in genuine safeguarding situations.

6. Feedback on Session Dynamics
We value feedback and recognise that home educating parents are highly attuned to their children’s needs. Feedback supports reflection, inclusion and improvement. However, high volumes of informal feedback across multiple channels are not sustainable.
Where possible:

  • Consolidate feedback into a single clear email.

  • Focus on specific observations.

  • Allow time for review and response.

7. Session Evaluation Form
All parents and young people (where appropriate) are strongly encouraged to complete the Waymakers Feedback Form following regular or one-off sessions

This is the preferred mechanism for reflective and constructive feedback. It enables:

  • Fair and consistent data gathering

  • Pattern identification over time

  • Structured team reflection

  • Appropriate record keeping

Urgent concerns should still be emailed directly and feel free to alert us to emails by Whatsapp. 

8. Information Sharing and Safeguarding
Information relating to sessions will normally be shared with relevant facilitators, volunteers or directors as appropriate.
Requests for confidentiality will be respected where possible. However, this may be overridden if:

  • There are safeguarding concerns

  • Sharing is necessary to protect the wellbeing of children

Safeguarding emails should be marked:
SAFEGUARDING – FAO [Name]
If a child is at immediate risk, contact emergency services first.

9. Sustainability and Community Responsibility
Waymakers serves children and families collectively. Clear boundaries around communication protect:

  • The wellbeing of staff and volunteers

  • The integrity of safeguarding practice

  • The sustainability of the organisation


​By adhering to this procedure, families support Waymakers in remaining a calm, collaborative and sustainable learning community.