Document Owner: Squid Academy Ltd
Version: 1.0
Review Date: Annually

​

1. Purpose

Squid Academy provides Discord servers and online community spaces to support learning, collaboration, esports participation, and student engagement. The purpose of this policy is to ensure that all community members interact safely, respectfully, and professionally while participating in Squid Academy online environments. This policy forms part of the wider Safeguarding, Child Protection, Code of Conduct, and Online Safety framework.

​

2. Scope

This policy applies to:

• Students
• Parents and guardians
• Staff
• Coaches
• Tutors
• Moderators
• Volunteers
• Guest speakers
• Community members

The policy applies to all official Squid Academy Discord servers and related communication platforms.

​

3. Community Principles

All members are expected to:

• Treat others with respect.
• Communicate professionally.
• Support an inclusive learning environment.
• Demonstrate good sportsmanship.
• Follow moderator instructions.
• Contribute positively to the community.

Squid Academy operates a zero-tolerance approach to bullying, harassment, discrimination, or harmful behaviour.

​

4. Respectful Communication

Members must:

• Use respectful language.
• Remain courteous during discussions.
• Accept differing opinions respectfully.
• Avoid disruptive behaviour.
• Communicate constructively during esports activities.

Members must not:

• Use offensive language.
• Insult, threaten, or intimidate others.
• Engage in personal attacks.
• Deliberately provoke arguments.
• Encourage harmful behaviour.

​

5. Anti-Bullying and Harassment

The following behaviour is prohibited:

• Bullying
• Harassment
• Discrimination
• Hate speech
• Targeted abuse
• Sexual harassment
• Doxxing
• Public shaming

This applies regardless of:

• Age
• Gender
• Nationality
• Ethnicity
• Religion
• Disability
• Sexual orientation
• Gaming ability

Any reported incident will be investigated and may result in disciplinary action.

​

6. Child Safety Requirements

Protecting young people is a priority. Members must not:

• Request personal contact details from minors.
• Request photographs or videos from minors.
• Attempt to arrange private meetings.
• Engage in inappropriate conversations.
• Discuss sexual content.
• Share harmful material.
• Encourage secrecy between students and adults.

Any suspected grooming behaviour will result in immediate escalation under the Safeguarding Policy.

​

7. Direct Messaging (DM) Rules

To maintain a safe environment:

​

Students

Students should:

• Use public channels whenever possible.
• Report inappropriate messages immediately.
• Block users if instructed by moderators.

​

Staff and Coaches

Staff must:

• Use approved communication channels.
• Avoid unnecessary one-to-one conversations.
• Maintain professional language.
• Follow safeguarding procedures.

Private communications involving minors should only occur where operationally necessary and in accordance with safeguarding procedures.

​

8. Voice Channel Expectations

During voice communications: Members must:

• Speak respectfully.
• Allow others to participate.
• Follow moderator instructions.
• Use appropriate language.

Members must not:

• Shout at other users.
• Use discriminatory language.
• Play offensive audio.
• Disrupt lessons or activities.

Moderators may mute or remove disruptive participants.

​

9. Usernames, Avatars, and Profiles

All usernames, avatars, banners, and profile content must be appropriate. The following are prohibited:

• Offensive usernames
• Explicit content
• Hate symbols
• Violent imagery
• Drug-related content
• Gambling promotion
• Impersonation of staff or students

Moderators may require profile changes.

​

10. Sharing Content

Members may not post:

• Pornographic content
• Graphic violence
• Illegal content
• Pirated software
• Malware
• Scam links
• Harmful challenges
• Content that violates copyright

Educational and esports-related discussions should remain appropriate for the age group of participants.

​

11. Privacy and Personal Information

Members must not share:

• Home addresses
• Phone numbers
• School details
• Financial information
• Personal identification documents
• Passwords

Users should avoid posting personal information publicly.

​

12. Recording and Streaming

Members may not record, stream, or redistribute:

• Classes
• Coaching sessions
• Voice chats
• Community events

without prior permission from Squid Academy. Unauthorized recording may result in disciplinary action.

​

13. Reporting Concerns

Members are encouraged to report:

• Bullying
• Harassment
• Safeguarding concerns
• Inappropriate content
• Security concerns
• Rule violations

Reports may be submitted through:

• Moderators
• Community Managers
• Designated Safeguarding Lead
• Official reporting forms

All reports will be treated seriously and reviewed promptly.

​

14. Moderator Authority

Moderators may:

• Remove messages
• Mute users
• Restrict permissions
• Remove inappropriate content
• Issue warnings
• Suspend users
• Remove users from the community

Moderation decisions are made to protect community safety and well-being.

​

15. Disciplinary Actions

Violations may result in:

​

Level 1

• Verbal reminder
• Informal warning

​

Level 2

• Formal warning
• Temporary restrictions

​

Level 3

• Temporary suspension

​

Level 4

• Permanent removal from the Discord community

​

Immediate Removal

Serious incidents, including:

• Grooming
• Sexual misconduct
• Threats of violence
• Hate speech
• Sharing illegal material

may result in immediate permanent removal and referral to appropriate authorities.

​

16. Parent and School Involvement

Where appropriate, Squid Academy may notify:

• Parents or guardians
• Partner schools
• Relevant educational organisations

When serious incidents involve students.

​

17. Policy Review

This policy will be reviewed annually and updated whenever safeguarding, legal, or operational requirements change.