Safe Working Practices

SAAZ Music Safe Working Practices

Guidance for Safer Working Practice in Group and One to One Teaching Settings

This guidance is for all SAAZ Music members, students, tutors and collaborating organisations and individuals. By agreeing to participate in any activities and events organised by SAAZ Music, you are giving an undertaking that you have read, understood and will abide by the practices, procedures and conditions laid out in this document. This document is based on ‘Guidance for Safer Working Practice for Adults who work with Children and Young People in Education Settings (March 2009)’ produced by Department for Children, Schools and Families (DCSF). Further information can be obtained from Safeguarding Advisors in your local Government Office or the Local Authority Designated Officer (LADO) in the Safeguarding unit of your local council.

Background

All adults who come into contact with students in their work have a duty of care to safeguard and promote their welfare. There is a duty on all involved in the delivery of SAAZ Music services to safeguard and promote the well being of students and SAAZ members and tutors in a safe and supportive environment. This guidance aims to:

Put into place working practices that keep all students and SAAZ members and tutors safe;
Assist adults working with children to work safely and responsibly;
Provide clear expectations of behaviour and/or codes of practice relevant to the services being provided;
Minimise the risk of misplaced or malicious allegations made against adults who work with students;
Avoid the occurrence of any incidents that lead to positions of trust being abused or misused.

General conduct by teaching and organisation voluntary staff

It is expected that all teachers and voluntary staff of SAAZ Music will adopt high standards of personal conduct in order to maintain the confidence and respect of their colleagues, students or public in general and all those with whom they work.

Dress and Appearance

While a person’s dress and appearance are matters of personal choice and self-expression, adults should dress in ways which are appropriate to their role. In many circumstances this may need to be different to how they dress when not at work.

Gifts

No gift should be exchanged during the teaching sessions that might be construed as a bribe by others, or lead the giver to expect preferential treatment.

Communication

Communication between children and adults, by whatever method, should take place within clear and explicit professional boundaries. This includes the wider use of technology such as mobile phones, text messaging, emails, digital cameras and recorders, videos, webcams, websites and blogs. Adults should not share any personal information with a child or young person. They should not request, or respond to, any personal information from the child/young person, other than that which might be appropriate as part of their professional role. Adults should ensure that all communications are transparent and open to scrutiny.

Social Contact

Adults should not establish or seek to establish social contact with students for the purpose of securing a friendship or to pursue or strengthen a relationship which is not appropriate to their role of providing musical training to the student. If a relationship between a SAAZ Music member and an adult student forms outside the teaching situation then he/she should inform the Director or another member of SAAZ Music immediately.

Sexual Contact

All adults should clearly understand the need to maintain appropriate boundaries in their contacts with all students. Intimate or sexual relationships between children/young people and the adults who work with them will be regarded as a grave breach of trust. Allowing or encouraging a relationship to develop with children/young people in a way which might lead to a sexual contact is unacceptable and will be reported to appropriate authorities.

Physical Contact

There are occasions when it is entirely appropriate and proper for staff to have physical contact with students, but it is crucial that they only do so in ways appropriate to their professional role, for example positioning of the hand when playing an instrument. In all circumstances, permission should be sought from the student and the responsible adult in the case of a young student after explaining what type of contact is needed. The general culture of ‘limited touch’ should be adapted, where appropriate, to the individual requirements of each child. Children with special needs may require more physical contact to assist their everyday learning. The arrangements should be understood and agreed by all concerned, justified in terms of the child’s needs, consistently applied and open to scrutiny.

Behaviour during teaching sessions

All students have a right to be treated with respect and dignity even in those circumstances where they display difficult or challenging behaviour. SAAZ Music tutors or members should not use any form of degrading treatment towards any student. The use of sarcasm, demeaning or insensitive comments towards students is not an acceptable practice in any situation. Similarly, no abuse towards any SAAZ Music member including tutors and nominees will be tolerated.

One to one teaching situations

One to one teaching situations have the potential to make child/young person and adult students more vulnerable to harm by those who seek to exploit their position of trust. Adults working in one to one settings with students may also be more vulnerable to unjust or unfounded allegations being made against them. Both possibilities are recognised and for one to one teaching situations reasonable and sensible precautions should be taken. Every attempt should be made to ensure the safety and security of all students and SAAZ Music members and teachers who work with them. Where a programme of work is to be undertaken at a home environment, an appropriate work space should be provided and agreed with the student and a parent in the case of a young student. This should include: clear objectives; content; timing; and duration of sessions. The plan should take into account the preferences of students where it is practicable. If the place of teaching has limited space then the local host should ensure that the student agrees to receive their training in such an environment. In the case of children, a parent or another responsible adult should remain in the vicinity of the session. During a one to one session with a tutor, no person other than SAAZ Music personnel or those nominated should be present unless they have sought the student’s permission. Students should be aware that a SAAZ Music member may be present during the teaching session or in the close vicinity in order to observe the session. This is to provide support for the tutor and the student and to have a third party witness in case of any instances of misunderstanding or allegations. The primary purpose here is to provide a safe environment for both the student and the tutor. For all children and young students, a parent or a responsible adult will need to be present during the teaching session in addition to a SAAZ Music member who will be in the teaching area or easily accessible nearby. In the case of adult students, if he/she does not wish a SAAZ Music member to be present in the teaching area or room, then the Tutor must also agree. If the tutor wishes a SAAZ Member or their nominee to be present during the session then the student will have to abide by that decision or forgo the session. This will be made known to the student at the time of booking the session. If the student and tutor have both agreed that a SAAZ Member should not be present in the teaching area, then BOTH, the student and the Tutor will need to waive all rights to make any allegations against SAAZ Music and will have to accept that there will be no independent witness in case of an allegation.

Audio and video recording

During teaching sessions students are only allowed to make an audio recording of their lesson for personal use. They should not record or attempt to record anyone else’s lessons. Under no circumstances should they circulate, distribute or make the recording available on the internet or any other social media. For group sessions, SAAZ Music will make a video and an audio recording for archival, teaching and promotional purposes. If any student does not wish to be in the recording then they need to make this known before the session starts. For one to one sessions, SAAZ Music will normally make an audio recording of the lesson in a non-obtrusive way. The audio recording will serve the following purposes

(i) act as evidence that a lesson has been provided,

(ii) provide a record for the tutor of what was taught and to monitor the progress of the student and

(iii) for archival purposes and as a backup for use by the student.

There have been many instances when students have requested audio copies of their lessons from SAAZ Music and these have been provided. These recordings are always kept by SAAZ Music and are not used for any purpose other than that stated above and nor are they circulated or distributed. If a student does not wish to be recorded during their lesson then they should inform SAAZ Music at the time of booking of the session (see next paragraph). Under these situations, SAAZ Music will not be responsible for providing copies of material or making additional recordings for the students. If the tutor, however, wishes the sessions to be recorded for the purposes stated above then the student has to abide by that decision or forgo the session. This will be made known to the student at the time of booking the lesson. All recordings of one to one sessions will be deleted after a period of 24 months unless the tutor requests that they are kept intact for a longer period. SAAZ Music will take all reasonable steps to ensure the safe keeping of the recordings but cannot be held liable if the recordings become damaged or are lost or stolen.

Photography

Photography is not allowed during any session unless permission has been sought from SAAZ Music and all subjects have agreed. During Group sessions, SAAZ Music will take photographs of the sessions as a record of the event and for promotional purposes. If any student does not wish to be in the photographs then they need to make this known before the session starts.

First Aid and Administration of Medication

All adult students and parents of young students are responsible for checking with their medical professionals that the musical activity being undertaken is appropriate for them. They are also responsible for their own medication and informing SAAZ Music personnel or their nominees of any information that is needed such as emergency contacts and place of medication if required. Should an emergency occur then the person responsible will contact the appropriate authorities.

Transporting students

SAAZ Music is not responsible for transporting students to and from their place of music learning.

Sharing Concerns and Recording Incidents

All allegations of inappropriate behaviour against children or adults will be taken seriously and properly investigated. Adults who are the subject of allegations are advised to contact their professional association and/or legal representative. In the event of any allegation being made, the allegation should be reported in writing to SAAZ Music without delay. Adults should always feel able to discuss difficulties or problems that may affect their relationship with students so that appropriate support can be provided or action can be taken. Records will be kept of all concerns expressed to SAAZ Music about the conduct or actions of adults working with or on behalf of students.

Disclaimer

Please note that SAAZ Music is not liable for any damages due to circulation of or misuse of recordings or other documentation made by the student during his/her session. SAAZ Music cannot be held responsible for any incident or allegation made by a student or the Tutor if the student and the Tutor have opted to be alone during a teaching session. If an allegation is made, however, it will be investigated but the student and the Tutor will need to recognise that no other account of the incident may be available.

25 July 2014

Ranjeet S Sokhi

Chair and Director of SAAZ Music

Please note that the content of this document may be changed at any stage to take account of changes in SAAZ Music policies, expert advice or changes to relevant legislation operating in the UK.