ECA-Policy

Pakistani Islamic Private School – Al Ain, UAE

Effective from: Academic Year 2024–2025
Full Compliance Required by: Academic Year 2025–2026
Approved by: School Principal
Aligned with: ADEK Wellbeing Policies and UAE Regulations

1. Introduction

Extracurricular Activities (ECAs) play a vital role in the holistic development of students by enhancing self-confidence, teamwork, leadership, creativity, and physical wellbeing. At Pakistani Islamic Private School, ECAs are designed to support academic learning while nurturing Islamic values, cultural identity, and respect for the laws, traditions, and values of the United Arab Emirates.

The school recognizes its duty of care to ensure that all extracurricular activities and events are planned, supervised, and delivered in a safe, inclusive, and well-regulated manner, in line with ADEK requirements

2. Purpose

This policy aims to:
 Provide a structured framework for planning and delivering safe, inclusive, and
meaningful extracurricular activities and events.
 Offer a balanced range of academic, cultural, religious, artistic, athletic, and community-service activities.
 Promote students’ physical, emotional, social, and moral development in line with Islamic teachings.
 Ensure full compliance with ADEK wellbeing, safeguarding, health and safety, and child protection policies.
 Support parental engagement and transparency in extracurricular programming.

3. Scope

This policy applies to:
 All extracurricular activities conducted on or off campus
 School-organized events, including celebrations, competitions, and graduation ceremonies
 Field trips, overseas trips, and exchange programs
 Virtual extracurricular activities
 All students, staff, volunteers, and external providers involved in ECAs

4. Guiding Principles

The school commits to ensuring that all ECAs:
 Reflect Islamic ethics, good character (Akhlaq), and mutual respect
 Respect Pakistani cultural identity while upholding UAE values and laws
 Are inclusive and accessible to students of all abilities and backgrounds
 Prioritize student wellbeing, safeguarding, and safety
 Promote positive behavior, leadership, and teamwork

5. Extracurricular Activities Program

5.1 Range of Activities

The school shall offer a broad and balanced ECA program that may include: Islamic activities: Quran recitation, Islamic studies clubs, Seerah projects
 Academic activities: Science club, mathematics competitions, debates
 Cultural activities: Urdu literature, nasheed, calligraphy, cultural days
 Sports and physical activities: Football, badminton, athletics, swimming
 Creative activities: Art, drama, poetry, robotics
 Community and charitable initiatives: Fundraising, volunteering, environmental awareness

At least some activities shall be offered free of charge, particularly those led by school staff.

6. ECA Coordination and Responsibilities

6.1 ECA Coordinator ( Mr.Muhammad Yaqoob)

ECA Coordinator responsible for:
 Overseeing the planning and implementation of all ECAs
 Ensuring alignment with ADEK and school policies
 Coordinating ECA schedules and publishing an annual ECA calendar
 Collecting and securely storing parental consent forms
 Ensuring risk assessments and emergency plans are completed
 Acting as the main point of communication with parents and ADEK

6.2 ECA Leaders and Supervisors

 A school staff member shall act as ECA Supervisor for all activities
 All leaders and supervisors must comply with:
               o ADEK Student Protection Policy
               o School Code of Conduct
               o UAE cultural and religious expectations

7. Student Participation and Inclusion

 All students shall be encouraged to participate in ECAs appropriate to their age and interests.
 Students with additional learning needs shall be supported through reasonable accommodations.
 Where full participation is not possible, meaningful alternative roles shall be provided.
 The school shall encourage students to initiate clubs or activities, subject to school approval.

8. Planning, Risk Assessment, and Safety

 A risk assessment and emergency plan shall be prepared for every activity.
 Activities shall be age-appropriate and culturally sensitive.
 Adequate supervision ratios shall be maintained at all times.
 First aid facilities and trained personnel shall be available during activities.
 All incidents shall be reported in accordance with ADEK Health and Safety requirements.

9. Field Trips and Overseas Trips

 Field trips are optional and require written parental consent.
 Overseas trips shall:
           o Be limited to students in Grade 5 and above, unless exceptional approval is granted
           o Use destinations approved by the UAE Ministry of Foreign Affairs
           o Include travel insurance and detailed travel plans
 Educational compensation plans shall be provided for missed lessons.

10. Parental Consent and Engagement

 Written parental consent is mandatory for all ECAs and events.
 Consent forms shall include:
          o Activity details and schedule
          o Medical and emergency information
          o Transportation and supervision arrangements
 Parents are encouraged to support and engage in school activities in line with school guidelines.

11. Fees and Donations

 Fees, where applicable, shall be reasonable and approved by ADEK.
 No fees shall be collected before ADEK approval.
 Donations shall comply with UAE laws and be used strictly for approved purposes.

12. Events and Celebrations

 The school shall conduct events in a respectful, organized, and culturally appropriate manner.
 Graduation ceremonies shall:
           o Be free of charge
           o Not require parents to purchase materials
           o Be conducted with dignity and simplicity
 Photography and media use shall follow the School Digital Policy and parental consent rules.

13. Exchange Programs

 Exchange programs shall comply with UAE residency, academic, and safeguarding regulations.
 Academic credits shall be transferred appropriately.
 Parents shall be responsible for travel, visas, and accommodation costs

14. Records and Documentation

The school shall maintain records of:
 Student participation and attendance
 Parental consent forms
 Risk assessments and emergency plans
 Incident reports and ADEK submissions

15. Compliance

This policy is aligned with ADEK regulations and is mandatory for all staff and students. 
Failure to comply may result in disciplinary action and regulatory consequences as determined by ADEK and UAE law.