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Setting up a team for under 18-year olds

See also our Safeguarding Policy: and general advice on setting up and running a team.

We received this Question from a member:  

“We’re planning to start a children’s morris side (probably 6-year-olds and older), and would appreciate some advice about safeguarding. Would all team members who wish to help have to be DBS checked? And if so, would we have to have a check specifically for this activity, or would a current checked status for (for example) working in a school be appropriate?”

We replied … (this advice also applies to Vulnerable Adults):

As long as someone has a DBS in the room and concentrates on that job rather than being too involved in the teaching then an existing DBS and one only will be enough – they will become the “responsible adult” and a chaperone. This is bare minimum.  

DBS checked adults who are in contact with the children, as he has said at least one adult who will oversee all other adults. It does not need to be specific in our current view but must be current (ie within 3-4 years old max.) 

Never let any one adult be alone with a child – 2 adults one doing, one chaperoning.  

A Chaperone course for several more members would be a good idea for those not having a DBS.  

Also – be thinking about young bodies and how able they are to do the adult moves; malleable bodies can be injured more easily.  

Check your insurance with the JMO Insurance officer  

 See also these links, including from RAD and ISTD, bth top dance organisations:

Create your Terms and Conditions (T&C) agreement outlining your requirements for participation – an example policy used in a children’s dance school is given to inform you of areas for consideration.  

That T&C agreement should be signed by parents, mother preferably, father if named on the birth certificate, of the child.  It should set out your proposed course of tuition and their commitment to your team; what you will do if … 

Get permission from parents for everything you can think of including parents’ names, addresses, contact numbers and email addresses. Medical matters and if there is anyone using an inhaler or EpiPen. 

Morris can be a contact hobby – a degree of physical contact is common, and this should be explained to the Parent / Guardian – express consent is worth considering.

There are many policies that you might consider to have, covering yourselves for every eventuality  

Essentially you will need:  

  • Safeguarding Policy.
  • GDPR and Data Protection Policy.  
  • Risk Assessment for classes and outside venues.  
  • Performance Licence for Children – every local authority seems to have their own interpretation of the law, so it is suggested you contact your local Children in Performance department, who will be able to advise you.  
  • Image consent and which social media platforms parents permit you to share with. You are advised to never name a child in an image and if there is a child without permission in one of your photos you wish to use, you can blur their face or cover with a sticker.

There are some very helpful Facebook groups to support your policy writing,  such as Creative Arts Business Support Hive  - you can request to join the group. They can provide all sorts of template packages at a very reasonable cost. 

Example Terms and Conditions (T&C) Agreement 

This example is offered for information and consideration by your team. It is not exhaustive; it will likely require a Dance Out section to include a risk assessment for the venue you visit.  This should be on your web site along with any accompanying policies you put in place. 

1  Responsibilities of Parent or Guardian

1.1) These terms and conditions, and any enrolment forms you have signed or will sign, constitute an agreement between you and XXXXXXX. to classes or any other services.  

1.2) Attendance at class is deemed to be acceptance of the current Terms and Conditions.  

1.3) It is the responsibility of the Parent/Guardian to notify XXXXXXX of any illness/injury that may affect the student’s participation at class.  

1.4) It is the responsibility of the Parent/Guardian to ensure that we have the correct details for you and the student and keep us updated of any changes, including changes to health, change of address etc.  

1.5) It is the responsibility of the Parent/Guardian to read newsletters, emails and all other correspondence to be fully aware of upcoming events and matters.  

1.6) In the event that we consider you to be in breach of these Terms and Conditions or that your child is disrespectful or disruptive to other pupils, staff or teachers, we reserve the right to exclude your child from any activity within XXXXXXX 

1.7) XXXXXXX has a uniform and strives to maintain a high standard of appearance. Uniform is to clean and tidy and hair must be groomed in the appropriate style (please refer to the uniform and grooming document which can be found on the website, XXXXXXX 

1.8) For Health and Safety, jewellery must not be worn and only stud earrings are allowed.  

1.9) It is the responsibility of the Parent/Guardian to regularly read the website XXXXXXX, notice board, emails and other correspondence in order to be fully aware of upcoming events and matters. Our Facebook and Instagram pages are a quick way of publishing news and information, so please visit these pages often.  

1.10) XXXXXXX hire premises from Third Parties, therefore all XXXXXXX Staff, Parents, Guardians and Pupils must abide by the codes of conduct set out by those Third Parties. CCTV is in operation in the car park and foyer areas of the hall.  

1.11) Parents/Guardians taking photographs are requested not to identify any pupil upon their posting images on social networking sites. Also see note 8.1  

1.12) XXXXXXX is responsible for students ONLY while they are in their class AND NOT OUTSIDE CLASS TIMES. Staff cannot supervise children outside class time, this responsibility remains with the Parent or Guardian.  

1.13) We ask that pupils arrive no more than 10 minutes before the start of their class and wait in an appropriate place. For pupils under the age of 10 years old a Parent/Guardian should be available to remain on the premises until the class commences and be available to collect their child punctually at the end of a class. Under no circumstances is a child to be left alone. If the Parent/Guardian is delayed the child, must wait with a member of staff in the main studio.  

1.14) All children 8yrs and under must have a Parent/Guardian on the premises at all times.  

1.15) The small room at our regular venue/s should be used for changing and waiting and Parents, Siblings and Pupils should avoid waiting in the foyer areas.  

1.16) It is the responsibility of the Parent/Guardian to ensure that a pupil is punctual and that classes are regularly attended. A pupil who do not attend on a regular basis and/or are repeatedly late for class, not only suffer the impact on their own progress but impedes the learning of others and the progress of the class.  

1.17) If a student finds they is not quite feeling up to physical activity but is well enough to come and watch their class, please encourage them to do so, as observation is very beneficial.  

1.18) If you know your child will be absent, please inform us via email XXXXXXX 

2 Fees

2.1) Invoices for timetabled classes are sent out by email, unless you specifically request a paper copy, at the beginning of each term.  

2.2) The number of weeks per term may vary (10 – 13 weeks), so prices are quoted per class, and you will be charged for the appropriate number of weeks for each term.  

2.3) It is requested that fees be settled within two weeks of receiving your invoice. All accounts MUST be settled by HALF TERM.  

2.4) Payment can be made by cheque, cash or bank transfer.  

2.5) Payment may be made in two instalments by prior arrangement with the Principal.  

2.6) Any fees not received by half term will incur a 10% surcharge.  

2.7) Any cheques returned unpaid will incur a £7.50 handling charge.  

2.8) We reserve the right to suspend your child’s classes until any overdue payment is received. 

2.10) XXXXXXX reserves the right to pursue recovery of unsettled accounts by legal means.  

2.11) All fees are subject to increase without notice; however, we will endeavour to give as much notice as possible. Discounts/ Credits  

2.12) A pupil taking three or more classes per week will be offered a 5% discount on the total invoice.  

2.13) Credits are issued to cover circumstances such as cancelled classes and long-term illness or injury. All credits are deducted from the following term’s invoice. If no notice or late notice is received, credit will be lost. 2.14) ) Fees are not waived in respect of family holidays, holidays, or short-term, illness e.g., colds, covid, stomach upset etc. or injury.  

2.15) Instances of long-term illness or injury will be addressed on an individual basis  

2.16) Extreme weather: we do not credit for lessons that are missed by the pupil due to extreme weather (e.g. transport difficulties and school closures caused by snow fall etc.). See also note 4.2  

2.17) If a pupil wishes to discontinue classes, XXXXXXX must receive half a term’s (6 weeks of lessons per subject) written notice or fees (6 weeks of lessons per subject) in lieu of notice. Holiday weeks DO NOT count as part of the notice period  

3  Termination of Classes

3.1) If a pupil wishes to discontinue classes XXXXXXX must receive half a term’s (6 weeks of lessons per subject) written notice or fees (6 weeks of lessons per subject) in lieu of notice. Holiday weeks DO NOT count as part of the notice period  

3.2) In the event of a pupil leaving the XXXXXXX with fees still outstanding, XXXXXXX reserves the right to pursue recovery of the debt by legal means.  

4  Cancellation of classes by XXXXXXX

4.1) Occasionally, it is necessary to change the venue of the class or postpone it to a later date. Where this occurs XXXXXXX will try to notify parents either by notice board, email, letter, website or word of mouth. Please also see note 4.3 

4.2) Cancellation of classes due to forced closure because of adverse weather conditions, flood, local/national lockdown due to epidemics/pandemics such as COVID-19 and situations completely out of the control of XXXXXXX, we will endeavour to replace lessons by re-scheduling on a different date or via the use an online system such as Zoom. Where it has been impossible to provide an alternative delivery 50% of fee will be credited to your account.  

4.3) We reserve the right to cancel any class anytime up to and including the date the class starts. Should this occur, we will endeavour to give as much notice as possible and arrange an alternative date to re-place the cancelled class. Where a class has been re-scheduled, no refunds will be given for non-attendance. If it is impossible to offer a replacement class, a refund will be applied to the next invoice.  

5  Timetable

5.1) We reserve the right to change the timetable at any time without prior notice. However, we will endeavour to give as much notice as possible.  

6  Examinations

6.1) A pupil’s entry for an examination is at the discretion of the Teacher and Principal.  

6.2) Entry fees must be paid by the requested date. Failure to do so will result in exclusion from the examination.  

6.3) Extra coaching lessons must be attended, and regular attendance to lessons, throughout the year, and especially in the term leading up to an exam, is essential 

6.4) Parents provide a vital role in supporting and encouraging their child to practice at home, attend extra coaching lessons and ensuring that the small homework tasks are completed.  

6.5) Invoices – please refer to note 2.18    

6.6) Name, date of birth, and sometimes contact details are required by the Examining Bodies for accepting entry to Examinations.  

7 Medical information

It is important that we are made aware of any medical conditions, allergies or dietary requirements that a pupil may have, including the use of a medical implement such as an asthma pump, Epipen etc. and you will indicate this on your registration form. It is also important to inform us of any Special Educational needs.  

The staff hold First Aid Certificates and emergency first aid will be administered to pupils if deemed necessary.  

8  Images

Photographs and video footage taken by XXXXXXX including photographing and filming pupils during classes as a teaching aid, at events, exams, shows etc. will be kept securely. XXXXXXX may use current and past images for publicity and marketing purposes on flyers, posters, and website and on our public and private social media pages such as Instagram and Facebook. Images posted by the XXXXXXX on these platforms will not identify a pupil individually and in the event of it being appropriate to name, permission will be sought before publishing. If you do not wish your image to be used for these purposes, you must indicate this on your registration form or inform us in writing. Images may be used after a pupil has left the school.  

9  Individual’s achievements

Permission will be sought before publishing information and images.  

10  Data Privacy (GDPR)

Please read our Privacy Policy which is available on our website, or you can request a copy.  

11  XXXXXXX Liabilities

11.1) XXXXXXX do not accept liability for loss, damage or injury arising from errors or omissions on the enrolment form whether completed by you or the person in charge of your child at the time of enrolment.  

11.2) XXXXXXX do not accept liability for death or personal injury to any child attending classes, with the exception of such injury being caused by negligence or default of any member of our staff or any other default on our part.  

11.3) XXXXXXX does not accept any liability for loss or damage to personal property.  

11.4) XXXXXXX do not accept any liability for loss or expense due to circumstances beyond our control including, transport, fire, adverse weather conditions, flood, local/national lockdown due to epidemics/pandemics such as COVID-19 and situations completely out of the control of XXXXXXX 

11.5) XXXXXXX is only liable for students whilst they are in their class. Staff cannot supervise children outside class time, this responsibility remains with the parent or guardian. See note 1.12 and 1.13.  

12  Miscellaneous

12.1) All Teachers are qualified, DBS checked and insured and are fully aware of our Child Protection Policy.  

12.2) Due to the nature of teaching dance, sometimes it is necessary to correct positions physically. It must be understood by all parents and guardians of students that this is deemed necessary in the safe and effective teaching of dance technique. This is always conducted with utmost care and professionalism.  

12.3) Any changes to these terms and conditions will be announced on the notice board or by email.  

12.4) The staff either hold an HCTS Emergency First Aid At Work Certificate, HCTS Paediatric First Aid or Safety First Emergency First Aid At Work Certificate which is regularly updated. It is understood that first aid will be administered to students when deemed necessary.  

Last updated: December 2023

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