The Bishops Stortford Academy of Performing Arts recognises its duty of care under the Children and Young Persons Act 1963, the Child (Performances) Regulations 1968, the Protection of Children Act 1999 and the Criminal Justice and Court Services Act 2000 (in Scotland change to Protection of Children (Scotland) Act 2003).

The society recognises that abuse can take many forms, whether it be physical abuse,emotional abuse, sexual abuse or neglect. The society is committed to practice which protects children from harm. All members of the society accept and recognise their responsibilities to develop awareness of the issues which cause children harm.

The society believes that:

• The welfare of the child is paramount.
• All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the right to protection from abuse.
• All suspicions and allegations of abuse should be taken seriously and responded to swiftly and appropriately.
• All members and employees of the society should be clear on how to respond appropriately.

The society will ensure that:

• All children will be treated equally and with respect and dignity.
• The duty of care to children will always be put first.
• A balanced relationship based on mutual trust will be built which empowers the children to share in the decision making process.
• Enthusiastic and constructive feedback will be given rather than negative criticism.
• Bullying will not be accepted or condoned.
• All adult members of the society provide a positive role model for dealing with other people.
• Action will be taken to stop any inappropriate verbal or physical behaviour.
• It will keep up-to-date with health & safety legislation.
• It will keep informed of changes in legislation and policies for the protection of children.
• It will undertake relevant development and training.
• It will hold a register of every child involved with the society and will retain a contact name and number close at hand in case of emergencies.

The society has child protection procedures which accompany this policy. This policy should also be read in conjunction with the society’s Equal Opportunities Policy and Health & Safety Policy.

The society has a dedicated Child Protection Officer, who is in charge of ensuring that the child protection policy and procedures are adhered to. That person’s name is Sharon Chantrill, and she can be contacted on 01279 293959 or email: info@bsa-performingarts.co.uk

This policy will be regularly monitored by the Executive Committee of the society and will be subject to annual review.

Date: ……………………………………………………………………………………………….

MODEL CHILD PROTECTION PROCEDURES

Responsibilities of the Society

At the outset of any production involving children the society will:

• Undertake a risk assessment and monitor risk throughout the production process.
• Identify at the outset the person with designated responsibility for child protection.
• Engage in effective recruitment of chaperones and other individuals with responsibility for children, including appropriate vetting (if necessary in consultation with the local education authority).
• Ensure that children are supervised at all times.
• Know how to get in touch with the local authority social services, in case it needs to report a concern.

Parents

• The society believes it to be important that there is a partnership between parents and the society. Parents are encouraged to be involved in the activities of the society and to share responsibility for the care of children. All parents will be given a copy the society’s Child Protection Policy and procedures.
• All parents have the responsibility to collect (or arrange collection of) their children after rehearsals or performances. It is NOT the responsibility of the society to  take children home.

Unsupervised Contact

• The society will attempt to ensure that no adult has unsupervised contact with children.
• If possible there will always be two adults in the room when working with children.
• If unsupervised contact is unavoidable, steps will be taken to minimise risk. For example, work will be carried out in a public area, or in a designated room with a door open.
• If it is predicted that an individual is likely to require unsupervised contact with children, he or she may be required to obtain a criminal record disclosure.

Physical Contact

• All adults will maintain a safe and appropriate distance from children.
• Adults will only touch children when it is absolutely necessary in relation to the particular activity.
• Adults will seek the consent of the child prior to any physical contact and the purpose of the contact shall be made clear.

Managing sensitive information

• The society has a policy and procedures for the taking, using and storage of photographs or images of children.
• Permission will be sought from the parents for use of photographic material featuring children for promotional or other purposes.
• The society’s web-based materials and activities will be carefully monitored for inappropriate use.
• The society will ensure confidentiality in order to protect the rights of its members, including the safe handling, storage and disposal of any sensitive information such as criminal record disclosures.

Suspicion of abuse

• If you see or suspect abuse of a child while in the care of the society, please make this known to the person with responsibility for child protection. If you suspect that the person with responsibility for child protection is the source of the problem, you should make your concerns known to the Chairman.
• Please make a note for your own records of what you witnessed as well as your response, in case there is follow-up in which you are involved.
• If a serious allegation is made against any member of the society, chaperone, venue staff etc., that individual will be suspended immediately until the investigation is concluded. The individual will be excluded from the theatre, rehearsal rooms etc. and will not have any unsupervised contact with any other children in the production.

Disclosure of abuse

If a child confides in you that abuse has taken place:

• Remain calm and in control but do not delay taking action.
• Listen carefully to what has been said. Allow the child to tell you at their own pace and ask questions only for clarification. Don’t ask questions that suggest a particular answer.
• Don’t promise to keep it a secret. Use the first opportunity you have to share the information with the person with responsibility for child protection. Make it clear to the child that you will need to share this information with others. Make it clear that you will only tell the people who need to know and who should be able to help.
• Reassure the child that ‘they did the right thing’ in telling someone.
• Tell the child what you are going to do next.
• Speak immediately to the person with responsibility for child protection. It is that person’s responsibility to liaise with the relevant authorities, usually social services or the police.
• As soon as possible after the disclosing conversation, make a note of what was said, using the child’s own words. Note the date, time, any names that were involved or mentioned, and who you gave the information to. Make sure you sign and date your record.

Recording

• In all situations, including those in which the cause of concern arises from a disclosure made in confidence, the details of an allegation or reported incident will be recorded, regardless of whether or not the concerns have been shared with a statutory child protection agency.
• An accurate note shall be made of the date and time of the incident or disclosure, the parties involved, what was said or done and by whom, any action taken to investigate the matter, any further action taken eg. suspension of an individual, where relevant the reasons why the matter was not referred to a statutory agency, and the name of the persons reporting and to whom it was reported.
• The record will be stored securely and shared only with those who need to know about the incident or allegation.

Rights & Confidentiality

• If a complaint is made against a member of the society, he or she will be made aware of his rights under the society’s disciplinary procedures.
• No matter how you may feel about the accusation, both the alleged abuser and the child who is thought to have been abused have the right to confidentiality under the Data Protection Act 1998. Remember also that any possible criminal investigation could be compromised through inappropriate information being released.
• In criminal law the Crown, or other prosecuting authority, has to prove guilt and the defendant is presumed innocent until proven guilty.

Accidents

• To avoid accidents, chaperones and children will be advised of “house rules” regarding health and safety and will be notified of areas that are out of bounds.  Children will be advised of the clothing and footwear appropriate to the work that will be undertaken.
• If a child is injured while in the care of the society, a designated first-aider will administer first aid and the injury will be recorded in the society’s accident book. This record will be countersigned by the person with responsibility for child protection.
• If a child joins the production with an obvious physical injury a record of this will be made in the accident book. This record will be countersigned by the person with responsibility for child protection. This record can be useful if a formal allegation is made later and will also be a record that the child did not sustain the injury while participating in the production.

Criminal Record Disclosures

• If the society believes it is in its best interests to obtain criminal record disclosures for chaperones or other personnel, it will inform the individual of the necessary  procedures and the level of disclosure required. A Standard disclosure will apply for anyone with supervised access to children. An Enhanced disclosure will be required for anyone with unsupervised access.
• The society will have a written code of practice for the handling of disclosure information.
• The society will ensure that information contained in the disclosure is not misused.

Chaperones

• Chaperones will be appointed by the society for the care of children during the production process. By law the chaperone is acting in loco parentis and should exercise the care which a good parent might be reasonably expected to give to a child. The maximum number of children in the chaperone’s care shall not exceed 12.
• Potential chaperones will be required to supply photographic proof of identity (eg. passport, driving licence) and two references from individuals with knowledge of their previous work with children, unless already well known to the society. They will also be asked to sign a declaration stating that there is no reason why they would be considered unsuitable to work with children.
• Chaperones will be made aware of the society’s Child Protection Policy and Procedures.
• Chaperones will not usually have unsupervised access to children in their care. If unsupervised access is unavoidable, or if this is a requirement of the local authority, a criminal record disclosure will be sought.
• Where chaperones are not satisfied with the conditions for the children, they should bring this to the attention of the producer. If changes cannot be made  satisfactorily, the chaperone should consider not allowing the child to continue.
• If a chaperone considers that a child is unwell or too tired to continue, the chaperone must inform the producer and not allow the child to continue.
• Under the Dangerous Performances Act, no child of compulsory school age is permitted to do anything which may endanger life or limb. This could include working on wires or heavy lifting. Chaperones should tell the producer to cease using children in this way and should contact the local authority.
• During performances, chaperones will be responsible for meeting children at the stage door and signing them into the building.
• Children will be kept together at all times except when using separate dressing rooms.
• Chaperones will be aware of where the children are at all times.
• Children are not to leave the theatre unsupervised by chaperones unless in the company of their parents.
• Children will be adequately supervised while going to and from the toilets.
• Children will not be allowed to enter the adult dressing rooms.
• Chaperones should be aware of the safety arrangements and first aid procedures in the venue, and will ensure that children in their care do not place themselves and others in danger.
• Chaperones should ensure that any accidents are reported to and recorded by the society.
• Chaperones should examine accident books each day. If an accident has occurred, the producer is not allowed to use that child until a medically qualified opinion has been obtained (not just the word of the parent or child).
• Chaperones should have written arrangements for children after performances. If someone different is to collect the child, a telephone call should be made to the parent to confirm the arrangements.
• Children should be signed out when leaving and a record made of the person collecting.
• If a parent has not collected the child, it is the duty of the chaperone to stay with that child or make arrangements to take them home.

FEES & PAYMENTS

Welcome to Bishops Stortford Academy of Performing Arts. This agreement sets out the terms and conditions that will govern the relationship between us and you the Parent/Guardian and member. It is a legally binding agreement and these rules are important to maintain high standards, well being and ensure maximum enjoyment is had by all parties.

All members of Bishops Stortford Academy of Performing Arts will take part in our production and weekly rehearsals upon payment of membership fees.  A 10% discount is offered for siblings.

Payments: A Deposit £100 upon joining/renewing with the balance paid monthly thereafter.

Fees: Dependant on each production and length of term.

Upon receipt of your first payment membership placement is secured for the term/production and includes all weekly classes/rehearsals, class/rehearsal materials, tuition, performance(s) at South Mill Arts (subject to licence and Government Guidelines). We do not charge a Show Fee, as these are covered by production ticket sales. Members polo shirt is included. We would encourage all members to see the whole term through to gain the maximum experience of taking to the stage. If however membership is terminated we require a minimum of two months’ notice and membership fees will be adjusted/invoiced pro rata.

Our preferred payment method of fees is by online banking and our bank details are:

Bank: HSBC

Account Name: BSMTC Juniors Limited

Account Number: 81746898

Sort Code: 401203

Reference: Please use your child’s name as payment reference

Uniform:

As part of membership and included within fees, all members will be required at all rehearsals to wear a company polo shirt and must be worn at any promotional events. For rehearsals we would recommend comfortable foot wear , dark coloured jogging bottoms/track suit bottoms or suitable leggings. For girls, hair to be tied up in a pony tail or bun.

Promoting The Show/Production:

All members will be involved in promoting our show and this will include promotional photographs for our printed and digital media, show program, local newspapers and Bishops Stortford Town Carnival and other events.

Photography/Video recording;

Permission is given to Bishops Stortford Academy of Performing Arts  to take photographs and / or video of my child.

I grant Bishops Stortford Academy of Performing Arts full rights to use the images resulting from the photography/video filming, and any reproductions or adaptations of the images for fundraising, publicity or other purposes to help achieve the group’s aims. This might include (but is not limited to), the right to use them in their printed and online publicity, social media, press releases and funding applications.

Privacy Policy:

Our privacy policy can be found at www.bsa-performingarts.co.uk

Safeguarding:

Our Child Protection Policy can be found at www.bsa-performingarts.co.uk

Covid Policy:

Our Covid Policy can be found at www.bsa-performingarts.co.uk/covid-19-procedure/

Parents/Guardians:

We would encourage all parents & guardians to assist their child with learning lines and song words and welcome assistance during our busy show week and promotion of our show. Please do follow and share us on social media.

Code Of Conduct -OBJECTIVE AND SCOPE:

• The purpose of this document is to establish clear rules and guidelines so that all Members, Directors, Production Teams, Parents, Guardians and helpers, understand the boundaries within which Bishops Stortford Academy of Performing Arts operates, and what will happen when the rules have been breached.
• The Code Of Conduct is designed to outline a fair and consistent system to deal with any breach of rules. The objective is to emphasise and encourage improvements in individual conduct. A full investigation may be undertaken into the circumstances of any breach of the Code Of Conduct and it may be necessary to suspend an individual dependent on the nature of the offence.
• Whilst the Director and the Production Team have the authority to temporarily suspend someone, it is the responsibility of the management to hold an investigation and deal with all breaches of discipline.

GENERAL STATEMENT OF INTENT:

It is the Director, Production Team and management’s responsibility to ensure the safety and well being of all members whilst they are rehearsing and performing. It is also their intention to apply the rules and code equally and fairly to all members regardless of gender, sexuality, race, religion, social status or disability.

OUR CODE OF CONDUCT:

• General behaviour must be of a high standard and reflect favourably on Bishops Stortford Academy of Performing Arts . Everyone who is associated with Bishops Stortford Academy of Performing Arts must understand that the reputation and image of Bishops Stortford Academy of Performing Arts is paramount.
• Punctuality is essential. In order for the Director to start the rehearsals on time and in consideration of other members, all members must be at rehearsals at the times stated on the rehearsals schedules or as verbally requested by the Director. If anyone is unable to attend a rehearsal, a member of either the Creative Team or management must be informed at the earliest opportunity – the Director may be able to reschedule the rehearsal if given advance notice.
• All Members mobile phones must be switched off during rehearsal sessions at all times unless otherwise instructed or agreed by the Director.
• Drop Off and Pick Up. In the interest of child safety, parents who drop off members must escort them into the building and wait until they are safely under the supervision of the Creative Team & management on duty. Similarly, after the rehearsal, parents/guardians are responsible for their children when they leave the rehearsal room.
• Any forms of abuse or threatening behaviour (physical or verbal) will not be tolerated. This rule will include, the use of abusive language, bullying, threatening behaviour, any form of physical violence or being disrespectful to another member, the Production Team, the Committee or helpers.
• The consumption of alcohol, smoking and use of illegal drugs is strictly forbidden for any member of Bishops Stortford Academy of Performing Arts .

PROCEDURE:

• In the event of any member acting or behaving inappropriately, the attention should be drawn to the Director or creative/management team.
• The Director or creative/management team will clarify the situation and using their personal judgement may ask the alleged perpetrator of the behaviour or conduct to stop, explaining the consequences of failing to do so.
• Should the Director or a a member of the creative/management team find it necessary to “sanction or discipline” any member during a rehearsal or show, the creative/management team may follow up the action in writing to the member or their parents/guardian. The likely sanctions are described below:

Minor Breaches: Arriving late to rehearsal sessions, acting without respect for other members, using mobile phones in rehearsal sessions, not observing the authority of the Director, Production Team, Creative Team, Management or helpers.

Moderate Breaches: Repeated acts of minor breaches of the Code Of Conduct, discrimination against other members and adults in authority, showing a poor standard of behaviour which reflects unfavourably on Bishops Stortford Academy of Performing Arts , smoking or drinking alcohol, encouraging others to break the Code Of Conduct.

Serious Breaches: Any form of abuse, bullying, threatening behaviour or any form of physical violence, repeated acts of serious misconduct, taking or encouraging others to take illegal or legal substances or practices that could cause harm, disregard for health and safety and acting in a manner that will jeopardise the safety of others.

• This list is not exhaustive and can be changed anytime at the discretion of the Committee. It is a requirement for all members, parents/guardians, Director, Production Team, Creative Team and the management to adhere to these rules at all times.

SANCTIONS:

• In the case of abusive language, bullying, threatening behaviour and any form of physical violence during a rehearsal or a show – those concerned will be asked to leave the room under supervision until their parent/guardian is able to collect them.
• Those who disrupt rehearsals or repeatedly disregard the Director or Production Team’s instructions may also be asked to leave the room (as above).
• The Director, Production Team, Creative Team & Management will always take into consideration the safety and welfare of all members, including the perpetrator of the incident, when instructing that person to leave the room. It is not the Director, Production team, Creative team or Managements responsibility to inform parents/guardians prior to this instruction being made.
• The behaviour and conduct of a member, parent/guardian or carer is ultimately their own responsibility.
• The management have the responsibility and power to enforce the following sanctions;

In cases of minor breaches of the Code Of Conduct a verbal warning will be issued.

In cases of persistent minor breaches or a serious breach of the Code Of Conduct, a written warning will be issued.

If there is no improvement following the written warning a final warning letter will be sent and the Committee can request a parent/guardian is present during the rehearsal/show sessions. This letter will also inform the member, parent/guardian that membership will be withdrawn in one month if poor behaviour persists.

In cases of persistent breaches or a very serious breach of the Code Of Conduct the individual concerned could be asked to leave.

APPEALS:

• In the case of an appeal against a decision, the member will be given the opportunity to appeal within seven days upon receipt of the Company’s decision, if they wish to defend their behaviour.
• Any appeal must be made in writing to the company. The appeal will be heard by the management at a mutually convenient time for both parties.

By ticking the box you confirm you have read and agreed our terms of membership and provide consent for photography and videos.

Name:

Members Name

Our Community’s wellbeing is our number one priority as such we will continue to follow the latest Government and Public Health Advice.

Bishops Stortford Academy of Performing Arts will safeguard our students and staff and teachers through:

• Full Covid-19 Procedures
• All students and staff are to remain socially distanced
• Group Sizes of 15 (max) to create ‘Bubbles’
• Regular contact point cleaning and deep-cleaning
• Regular hand washing protocol
• No parents or carers allowed rehearsal/classrooms