Policies - Downland Dance

Our policies

We care about our members and ask you to review our policies, listed below, relating to how we look after you, your children and your data. Any questions please email us on info@downland-dance.co.uk

Safeguarding and Child Protection Policy

Safeguarding and Child Protection Policy

Downland Dance believes that no child or young person should be the subject of neglectful or abusive behaviour.

We will promote and maintain the welfare of every child or young person in our care and seek to protect them from harm regardless of race, age, disability, gender, sexual orientation, gender reassignment, religious belief or any other form of identity or creed. We acknowledge our duty to act appropriately to any allegations, reports or suspicions of abuse.

We recognise that some children are additionally vulnerable and/or have additional needs due to past experiences, their level of dependency, being a member of a minority ethnic group, disabled children, and understand the barriers these children may face, for example with communication or the impact of discrimination.

Downland Dance believes in embracing difference and diversity, and expects all staff and volunteers involved with the dance school to respect the rights of all children, young people and adults. We will create a safe and welcoming environment for all.

This policy applies to all our staff/teachers/volunteers/dancers and anyone working on behalf of Downland Dance, and covers children under the age of 18 and/or vulnerable adults.

The purpose of this policy:

To protect children and young people who dance at Downland Dance, including those who participate in regular classes, performances, workshops, master classes or any other activities linked to the school.

To provide teachers, staff, parents and volunteers with guidance to our approach to child welfare, and what they should do if they suspect a child or young person is experiencing or is at risk of harm.

To protect children and young people in our care, we will:

Value and respect all children and listen to what they have to say
Ensure that everybody has the right to dance
Put the welfare of each child first
Work with children, parents and relevant organisations
Encourage enthusiastic teaching practises which promote constructive criticism as opposed to negative criticism
Encourage a safe and healthy approach to studying dance for all students
Highlight the benefits of dance to any individual both personally and socially, as well as physically
Share our policy with all staff, parents and students
Ensure all required checks (including safeguarding training) are made when hiring staff or accepting help from volunteers, and that those in regular contact with children hold a current DBS check
Ensure all staff receive appropriate training and provide support where necessary
Take responsibility for children and young people’s safety when in our care
Maintain an adequate level of insurance to cover all teaching activities
Seek permission from parents before taking images (photographs or film) of students and inform them how and where the images will be used, as detailed in our Photography and Video policy
Take action to stop any inappropriate behaviour
Report suspected neglect or abuse to the nominated member of staff, relevant organisation, or police, as detailed in our Policy for Reporting Suspected Neglect or Abuse
Report any concerns relating to a child or young person’s welfare to the nominated member of staff, the child’s academic school, other relevant organisation, or police
Never accept bullying in any form
Keep informed of changes to legislation and policies regarding the welfare and protection of children
Ensure that this policy is reviewed at least annually.

Concerns about a child’s welfare or safety can be reported, in confidence, to our designated safeguarding lead, the deputy safeguarding lead, or the child’s teacher as set out in our Reporting Suspected Neglect or Abuse policy.

Downland Dance Safeguarding Lead: James Harris Contact: jim@downland-dance.co.uk, 07831 316 591
Deputy Safeguarding Lead: Suzanne Simcox Contact: suzanne@downland-dance.co.uk,
0796 759 0142

Additional guidance can be found in the following documents:

Policy for Reporting Suspected Neglect or Abuse
Policy of Appropriate Physical Contact in Dance
Photography and Video Policy
Health and Safety Policy

This policy was last reviewed on 18/09/2025

Reporting Suspected Neglect or Abuse

Policy for Reporting Suspected Neglect or Abuse

Concerns regarding a child’s welfare can be reported by:

Parents
Teachers
Friends
The child or young person

Concerns regarding a child’s welfare can be reported to:

The child’s teacher
The Downland Dance Safeguarding Lead
The Downland Dance Deputy Safeguarding Lead

All allegations of neglect or abuse will be taken seriously. If a concern is reported directly by the child or young person we will not seek to disagree, ask probing or leading questions, or do anything else which may discourage them.

We will make clear that reported concerns cannot be kept confidential but will need to be shared with a nominated member of staff or external organisation. Parents or guardians will also be involved if appropriate.

We acknowledge that it may be helpful to write down what is being reported. We will never add our own assumptions, opinions or judgements, and any written reports will be kept strictly confidential.

We recognise that early action is vital. Any concerns will be reported immediately.

If the child or young person is in immediate danger of harm, we will contact the police by dialling 999

If we believe the child or young person’s safety to be of immediate concern, for example if:

There are allegations/concerns that the child has been sexually/physically abused.
There are concerns that the child is suffering from severe neglect or other severe health risks.
There is concern that a child is living in or will be returned to a situation that may place him/her at immediate risk.
The child is frightened to return home.
The child has been abandoned or parent is absent.

We will call the Multi-Agency Safeguarding Hub (MASH) on:

0345 050 7666 (during office hours), or
0800 833 408 (outside office hours)

In all other cases, we will report concerns to:

The Safeguarding Lead at the child’s academic school, or
The Local Authority Designated Officer (LADO), on: 01865 815956 (if an adult needs to be investigated), or 01865 815843 (in other cases), or
We will make an online referral to MASH at the following URL: https://www.oxfordshire.gov.uk/business/information-providers/multi-agency-safeguarding-hub

This policy was last reviewed on 18/09/2025

Appropriate Physical Contact in Dance

Policy of Appropriate Physical Contact in Dance

Dance, and in particular, classical ballet is a physical activity which if done incorrectly could cause physical injury and/or harm. Therefore, in order to help students better understand their body’s alignment and maintain safe practice, appropriate physical contact between students and teachers in class is essential to ballet training.

A teacher will sometimes need to use their hands, and occasionally a foot or knee, to illustrate a concept to a student or to adjust parts of a student’s body (especially with the younger students). This can include:

Lifting/Supporting
Adjusting arms, legs, rib cage, hips, feet, hands
Moving one student in relation to another

Ballet posture often requires adjusting the rib-cage and the buttock area simultaneously, and it is sometimes necessary to touch the inner thigh.

Downland Dance recognises that such physical contact is a potentially complex area; and the school also fully recognises its responsibilities for safeguarding students and teachers and for protecting their welfare.

All touching will only be undertaken if the student is willing to receive a correction by touch, or if the student’s welfare is best served by it.

Downland Dance will ensure that appropriate physical contact is only undertaken in a safe and effective manner in the following ways:

Contact will be made with particular awareness of the needs of each individual, to assist the dancer in correcting placement
All teachers will treat any physical contact with due sensitivity and care
We will seek permission from the student before making physical contact in any scenario where we think the student might otherwise feel uncomfortable
Contact will not involve force or the use of any instrument
Teachers will be mindful of location and avoid situations where they are isolated with a student; all classes should be held in studios and dance areas. In the case of there being only one student in a class, the studio door will remain open
Where contact is needed, we will remain sensitive to the student’s wishes and put their welfare first. In all cases, we will say why and how we will be correcting the student’s position before making any contact
We encourage students, parents or teachers to report any concerns to the Safeguarding Lead (see the Safeguarding and Child Protection Policy for details).

This policy was last reviewed on 18/09/2025

Photography and Video Policy

Photography and Video Policy

Downland Dance recognises that taking images of students in our care may not always be appropriate, and that some children and parents may not want images taken at any time. Therefore, before taking images of a child or young person, we will:

Make clear to the child and parent where and when the image will be taken
Clearly identify the person who will be taking the image
Ensure a Downland Dance teacher is present when the person taking photos/videos is in attendance
Explain how the image will be used, e.g. whether it will be posted on social media or printed to be displayed at the school
Instruct anyone taking photos/videos on behalf of Downland Dance to only capture images of those students who have/whose parents/guardians have given consent, except for if those images were captured during DDPA rehearsals of performances (as detailed below). If any should slip through, those images will not be used and will be deleted
Only allow for photographs and pictures to be used in an appropriate context
Never add the name of the student alongside the image
Never pass images or video onto any third party, except for when we have permission to do so for filmed exams or for advertising purposes, or if those images were captured during DDPA rehearsals or performances (as detailed below)
Seek written agreement from parents that images and/or video can be taken of their child.

Where we have publicly displayed images at our school, on the school’s website or on social media, parents and students may withdraw their permission at any time. In such cases, the images will be removed as soon as is reasonable and without question.

In some cases, we may ask to use a particular image or video for advertising purposes (e.g. print advertising in a newspaper or magazine). We will only do so with the express prior consent of the student/parent/guardian.

We ask that any parent wanting to take photographs or film at our events only do so with our prior permission. Permission will only be granted on the agreement of all present.

We will take steps to ensure that any picture or video captured is only used in the ways listed above. We encourage any student/teacher/parent who feels that an image has been used inappropriately to contact a member of the School’s Board immediately.

Downland Dance reserves the right, under the conditions listed above, to have a photographer/videographer present during selected DDPA rehearsals and performances. Video footage of any DDPA performances may be used to create a permanent recording (DVD or other) for the sole distribution to Downland Dance members. By participating in the DDPA, you acknowledge that you understand this.

This policy was last reviewed on 18/09/2025

Health and Safety

Health and Safety Policy

This is a statement of general policy and arrangements for Downland Dance Ltd.

We will actively maintain and promote good health and safety procedures and will:

Maintain safe and healthy work conditions
Provide adequate control of the health and safety risks at our school
Ensure all teachers engaged by Downland Dance hold a valid certificate of First Aid Training (the length of validity is considered 3 years from the date of training completion)
Be open to comments and suggestions from our staff, students and their parents on matters relating to health and safety
Provide information, instruction and supervision for staff and students and make them aware of this policy
Ensure all teachers are capable of doing their tasks, hold any required qualifications, and that they receive adequate training
Record any harm or injuries that occur in an Accident Book and make changes where required to avoid similar incidents in the future
Regularly review and update this policy

Adam Harris has overall responsibility for health and safety.

Suzanne Simcox has day-to-day responsibility for ensuring this policy is put into practice.

A First Aid box is located at:

Abingdon West Wing Studio: In the cupboard above the sink in the waiting area.
Other Studio Locations: Kept with the teacher and brought to each class.

An Accident Book is located at:

Abingdon West Wing Studio: In the cupboard above the sink in the waiting area.
Other Studio Locations: Kept with the teacher and brought to each class.
Electronically: An electronic record is maintained and available on request. Contact: adam@dowland-dance.co.uk

In the case of an emergency or serious injury, please contact the emergency services on 999.

This policy was last reviewed on 18/09/2025

Safer Recruitment Policy

Safer Recruitment Policy

Policy Statement

Downland Dance is committed to safeguarding and promoting the welfare of all children and young people who attend our classes. As part of this commitment, we apply robust safer recruitment practices to deter, identify, and prevent unsuitable individuals from working with children.

This policy outlines our approach to recruiting staff and volunteers in a safe and transparent way that promotes equality, fairness, and child protection.

Scope

This policy applies to:

All paid staff (e.g. dance teachers, and administrative staff who are in contact with children)
Volunteers and assistant instructors who are left unattended with children
Freelancers and contractors delivering sessions on our behalf, unless escorted by Downland Dance staff at all times whenever in contact with children
Anyone engaged in regulated activity or who has regular contact with children through the school

Aims of Safer Recruitment

To ensure that all staff and volunteers are suitable to work with children
To minimise the risk of harm to children by identifying and deterring unsuitable individuals
To promote a culture of vigilance and accountability

Recruitment and Vetting Process

All recruitment will follow these key steps:

Application and Shortlisting

All applicants will submit a CV with covering letter and references.
Gaps in employment will be explored and verified.

Interview and Safeguarding Questions

Interviews will assess candidates’ suitability, experience, and attitudes toward working with children.
All shortlisted candidates will be asked questions regarding safeguarding, including hypothetical or scenario-based questions.

References

A minimum of two references will be obtained.
At least one reference must be from a recent employer or someone who can comment on the applicant’s work with children.
Referees will be asked to answer safeguarding-specific questions and confirm the applicant’s suitability to work with children.

Identity and Right to Work Checks

Proof of identity (e.g. passport or driving licence) and proof of address will be verified.
Right to work in the UK documentation will be checked and retained where required.

Criminal Records and DBS Checks

All staff and volunteers engaged in regulated activity will be required to undergo an enhanced Disclosure and Barring Service (DBS) check, including a check of the children’s barred list.
DBS checks will be updated every 3 years, or sooner if required by contract or policy.
For individuals who have lived or worked outside the UK, additional overseas criminal record checks will be obtained.

Qualifications and Professional Background

We will verify relevant qualifications and certifications (e.g. dance instruction, paediatric first aid, safeguarding training).
Where applicable, teaching or coaching qualifications will be cross-checked with the awarding body.

Safeguarding Training

All new staff will provide proof of safeguarding training being performed within the past year before they start teaching children, unless there is another teacher present in all of their classes.
Staff will be required to complete refresher safeguarding training at regular intervals (at least annually).

Induction and Monitoring

All new staff will:

Be asked to review the safeguarding policy and procedures, as well as other school policies and class risk assessments
Be subject to ongoing supervision

Single Central Record (SCR)

We maintain a Single Central Record of all staff and volunteers which includes:

DBS check details
Dates of safeguarding training
Dates of first aid training
References and identity checks
Role and start date

Allegations and Concerns

Any concerns about the conduct of a staff member during recruitment or employment will be managed in accordance with our Safeguarding and Child Protection Policy and, where applicable, reported to the Local Authority Designated Officer (LADO).

Policy Review

This policy will be reviewed annually or in response to changes in legislation or best practice.

This policy was last reviewed on 18/09/2025

Code of Conduct

Code of Conduct

Purpose

This Code of Conduct outlines the expectations for all students, parents/guardians, teachers, and staff at Downland Dance, ensuring a safe, respectful, inclusive, and professional environment for learning and enjoyment of dance.

General Behaviour Expectations

All members of the school community must treat each other with respect, kindness, and dignity.
Punctuality is expected. Students should arrive in time to warm up and be ready to start promptly.
Mobile phones must be on silent or turned off during classes.
Disruptive or inappropriate behaviour will not be tolerated and may result in disciplinary action.
All communication—verbal or written—should be respectful, constructive, and in keeping with the school’s values.

Student Code of Conduct

3.1 In Class

Listen carefully and follow the teacher’s instructions.
Show focus, commitment, and enthusiasm in all lessons.
Respect others’ space and learning—no talking during exercises.
Correct uniform and grooming must be observed (see Uniform Policy).
Students must not leave class without informing the teacher.

3.2 Respect for Facilities and Property

Treat the studio, equipment, and costume resources with care.
No chewing gum, food, or fizzy drinks in studios. Only water in a secure bottle is allowed.
Personal belongings should be labelled and stored neatly in designated areas.

3.3 Safety and Wellbeing

Inform the teacher of any injuries or health issues before class.
Students are expected to warm up and cool down as directed.
Unsafe or reckless behaviour will not be tolerated.

Parents and Guardians

Encourage regular attendance, punctuality, and commitment.
Inform the school in advance of any planned absences.
Ensure students are properly attired and prepared for class.
Maintain respectful and constructive communication with staff.
Concerns should be addressed privately with the principal or teacher—not during class time.

Teachers and Staff

Deliver high-quality, age-appropriate, and safe instruction.
Maintain professional boundaries at all times.
Continue professional development and safeguarding training.
Report any safeguarding concerns in accordance with school and statutory procedures.
Foster an inclusive, encouraging, and positive learning environment.
Provide feedback in a constructive and supportive manner.

Equality, Diversity, and Inclusion

Downland Dance does not tolerate discrimination of any kind.
We welcome students of all backgrounds, identities, abilities, and body types.
We aim to make reasonable adjustments for students with specific needs and will work with families to support inclusion wherever possible.

Safeguarding and Child Protection

All staff are DBS checked and trained in safeguarding procedures.
Any concerns regarding the wellbeing of a child must be reported to the school’s Designated Safeguarding Lead (DSL).
Children will never be left unsupervised while in class.
Appropriate physical contact will only be used when necessary for correction and with full professional standards.

Social Media and Photography

Students and parents must not post photos or videos from classes without permission from the school and those featured.
The school may use images for promotional purposes with prior consent via our enrolment form, and in line with our Photography and Video policy.
Respect others’ privacy both in and out of class.

Attendance at Performances, Exams & Events

Participation in exams, performances, or events is optional but requires commitment to rehearsals and deadlines.
Costs and expectations will be outlined clearly in advance.
We expect students representing the school to uphold our values at all times.

Breaches of the Code

Breaches of the Code of Conduct will be addressed promptly and fairly.
Consequences may include verbal warnings, written communication, suspension from classes, or removal from the school in serious cases.
The school reserves the right to act in the best interest of its students and community at all times.

Acceptance

By enrolling at Downland Dance, students and/or their parents/guardians acknowledge that they have read, understood, and agree to abide by this Code of Conduct.

Terms and Conditions

Risk Assessments