Safeguarding Policies and Procedures

Safeguarding Policies and Procedures

 

Child Protection Policy

This policy applies to all members, production team members and volunteers or anyone working on behalf of Linlithgow Amateur Musical Productions incorporating LAMP Children’s Theatre, henceforth referred to as LAMP.

All of us at LAMP promise to make sure that children and young people have the best time possible while taking part in our activities. We all believe that children and young people have a right to feel safe and comfortable whilst they are with us. We will do our very best to live up to the promises that we make them.

We will:

  • Make everyone feel welcome
  • Always think about children and young people’s needs as the main consideration
  • Treat all children and young people fairly
  • Make sure our members, committee members, volunteers and paid officials know what they are supposed to be doing
  • Make our activities as safe as possible
  • Listen to our children and young people
  • Do our best to ensure our children and young people have fun
  • Do what we say we will do

 

The purpose of this policy:

  • To protect children and young people taking part in our activities
  • To provide our members, production team members and volunteers with the principles that guide our approach to child protection

 

LAMP believes that children and young people should not experience abuse of any kind. We have a responsibility to promote and safeguard the welfare of all children and we are committed to practicing in a way that protects them from harm.

 

We recognise that:

  1. The best interests of the child must always be a primary consideration
  2. All children and young people should be treated fairly and with dignity and respect
  3. All children and young people have the right to protection from harm, abuse, neglect and exploitation
  4. All children and young people have the right to express their views on matters that affect them

 

We will keep children and young people safe by:

  1. Having a designated Child Protection Officer
  2. Taking a safe recruitment approach for production members
  3. Ensuring our members and volunteers are aware of our Safeguarding policies and procedures
  4. Keeping our Safeguarding policies and procedures up-to-date and in line with current legislation

 

 

Our Child Protection policy should be used in conjunction with our other policies and procedures:

  • Disciplinary and Grievance Policy
  • Equal Opportunities Policy
  • Social Media Policy
  • General Data Protection Policy
  • Referral Policy (Appendix 1)
  • Children (Performance and Activities) Scotland Regulation 2014 License Application (Appendix 2)
  • Code of Behaviour (Appendix 3
  • Bullying Procedures (Appendix 4)
  • Typical Rehearsal Schedule (Appendix 5)
  • Rehearsal Risk Assessment (Appendix 6)
  • Theatre Risk Assessment (Appendix 7)
  • Reporting Flowchart

 

 

Legal Framework

United Nations Convention on the Rights of the Child (UNCRC)                                     Children and Young People (Scotland) Act 2014

Protection of Vulnerable Groups (Scotland) Act 2007                                                   General Data Protection Regulation (GDPR) 2018

Equality Act 2010                                                                                                      Getting It Right For Every Child (GIRFEC)

 

Referrals Policy

 

This policy is relevant to all those involved in making recruitment/disciplinary decisions in our organisation.

 

When a volunteer or member of staff is permanently removed from a regulated work position, there are certain circumstances where our organisation must notify the Protection Unit at Disclosure Scotland that this has happened.  This is called “Making a Referral”.  If we would have permanently removed the individual, the actions detailed in this policy will continue to apply (even if a member of staff or volunteer leaves their regulated work position prior to any action being taken, irrespective of the reason that they leave).

 

2 conditions must be met before we let Disclosure Scotland know that something has happened.

 

Condition 1 – A person has been permanently removed/removed themselves from regulated work

Condition 2 – At least 1 of the following 5 grounds apply

  • Caused harm to a child or protected adult
  • Placed someone at risk of harm
  • Engaged in inappropriate conduct involving pornography
  • Engaged in inappropriate sexual conduct
  • Given inappropriate medical treatment

 

When both conditions have been met, it is a legal requirement that we must let Disclosure Scotland know by making a referral within 3 months of the permanent removal of the individual. 

 

Where there is an historical allegation of harm or inappropriate behaviour about someone who is no longer in regulated work with us but which we believe would, in all probability, have led to the 2 conditions being met, we will consider whether we want to make a referral but the legal responsibility applies only after 28 February 2011 when PVG was first introduced.

 

Where it is necessary to make a referral, this process will be carried out by our Child Protection Officer.  In their absence, the referral process will be carried out by our President.  Those who are in a position which may involve carrying out disciplinary action which may result in the removal from regulated work or dismissal of someone in regulated work must ensure they notify our Child Protection Officer or, in their absence, our President of the legal requirement to make a referral where the conditions above have been met.

 

Failure to make a referral where required, may result in our organisation being prosecuted.  It is therefore essential that those involved in carrying out disciplinary action notify our Child Protection Officer or our President when both conditions for making a referral have been met.

 

Children (Performance and Activities) Scotland Regulation 2014

License Application Procedure

Children (Performance and Activities) Scotland Regulation 2014 came into force on 15th February 2015 to modernise arrangements for the safeguarding of children involved in all performances and licensed activities, including amateur musical theatre.

The licensing system applies to all children and young people under school leaving age. In Scotland, children can leave school on 31 May if their 16th birthday falls between 1 March and 30 September of that year. Those who turn 16 between 1 October and the last day of February can leave at the start of the Christmas holidays of that school year.

The President of LAMP is ultimately responsible for arranging amateur performances, and so is the person responsible for applying in writing for the license. For any granted license, the applicant will become the license holder and will be responsible for ensuring its conditions are met. The license holder will have overall responsibility (in conjunction and co-operation with the Child Protection Officer and Management Committee) for arranging, organising and overseeing the performance involving the child and for ensuring the protection and wellbeing of the child during the performance.

Full details of GIRFEC and ensuring the wellbeing of children involved in performance and licensed activities and how this may affect your child:

https://www.gov.scot/publications/young-performers-guide-parents-guardians/pages/1/

LAMP will apply for a Body of Persons Approval License for each Children’s Theatre production. This removes the need for individual child performance licenses to be obtained for a performance and covers all children, even if they are from another local authority, as it is based on where the theatre is and not where the child comes from.

LAMP will adhere to the following procedures to ensure the wellbeing of the child or young person:

  • must not take part in any performance or rehearsal on more than 6 consecutive days.
  • an overnight break of no less than 14 hours
  • On any one day, they may take part in more than one performance providing these are of the same nature and in which they perform the same part.
  • A break of 15 mins after every hour of performing or rehearsing
  • A food break of not less than 1 hour if present for more than 3.5 consecutive hours

 

The child or young person will not be granted a license to perform with LAMP Children’s Theatre if during the preceding 12 months they have taken part in other performances on more than 80 days.

 

Usual license requirement for each child or young person participating are:

 

  1. Name, address, postcode, date of birth
  2. School attended
  3. Copy of Child Protection Policy
  4. Copy of Risk Assessment for rehearsals and the theatre
  5. Names and scheme numbers of all PVG members
  6. Copy of Constitution

Code of Behaviour

All children and young people have the right to protection from all forms of harm, abuse, neglect and exploitation.

This code outlines what is expected of all members, committee members, paid officials and volunteers who participate in activities organised by LAMP and LAMP Children’s Theatre, as well as anyone working in partnership with us or on our behalf.

The purpose of this code is to protect children and young people from harm and to help members, committee members, volunteers and paid officials maintain the standard of behaviour we always expect and conduct themselves in an appropriate manner.

Committee Members, Members and Paid Officials should:

  • Operate within our policies and procedures including the child protection guidelines
  • Treat everyone fairly, with respect, dignity and as an individual
  • Engage with children and young people in a meaningful way, valuing their contribution
  • Ensure that contact with children and young people is appropriate and relevant
  • Ensure that language used is appropriate and not offensive or discriminatory
  • Respect children and young persons’ right to privacy
  • Ensure that activities are run as safely as possible with risks minimised
  • Ensure there is sufficient chaperone presence, no less than a 1:10 ratio at every rehearsal or performance – every chaperone will be PVG Registered with LAMP
  • Understand when physical contact is appropriate and be aware that physical contact can be misinterpreted
  • Challenge unacceptable behaviour and report any concerns or allegations
  • If concerns are raised, record these as soon as possible

Committee Members, Members and Paid Officials should not:

  • Ignore or trivialise any concerns
  • Promise confidentiality to a child or young person
  • Develop inappropriate relationships with children, young people or their families
  • Make sarcastic, offensive or sexually suggestive remarks or gestures directly to, or in front of, children and young people
  • Conduct a sexual relationship with a young person
  • Act in a way which could be perceived as threatening or intrusive
  • Allow bullying to take place without challenge
  • Take unnecessary risks

Children’s Theatre Members should:

  • Attend rehearsals in a timely manner ready to start at the appropriate time
  • Be polite and courteous to all other members, committee members, volunteers and paid production officials
  • Not use mobile phones during rehearsals or performances, except during designated break periods
  • Wear comfortable and appropriate clothing for each rehearsal
  • Not bully any other member

Bullying Procedures

Bullying in any form will not be tolerated in LAMP and LAMP Children’s Theatre

Bullying is any behaviour which makes people feel hurt, threatened, frightened and left out and can happen face-to-face or online

If bullying is identified either through the observations of activities of members, committee members, volunteers or paid officials or if it is reported directly to any member, committee member, volunteer or paid official, this will be taken extremely seriously.

Procedure:

  1. The whole company will be reminded at the earliest opportunity, usually by the President or Vice President, that bullying is not acceptable and will not be tolerated in any way.

 

  1. If the bullying continues, the member accused will be approached by two chaperones present, one of which must be a member of the Management Committee (usually the President or Vice President). The member will be asked, without confrontation, if they have an explanation for any observed behaviour and that they have been accused of and/or witnessed bullying another member.

 

  • If there is an adequate explanation, the members behaviour will continue to be monitored until it is felt that the behaviour has ceased. The member will be informed that a record will be made of the conversation.

 

  • If there is no adequate explanation, the member will be reminded of their obligations through our code of conduct that bullying of any form will not be tolerated and that their behaviour is unacceptable. The member will be informed that a record will be made of the conversation and that their parent/guardian will be notified. Further discussion should only take place with the members parent/guardian present. Outlining the concerns, they will be asked to amend their behaviour immediately, but will be welcome to continue as a member of the Company.

 

  • If the bullying behaviour persists beyond this, the member’s parent/guardian will be notified immediately and will be required to remove the member from the rehearsal/performance as soon as possible after being notified. The member will be permanently excluded from LAMP Children’s Theatre and will have no right to refund of any fees paid.

 

  • The member is fully entitled to challenge this decision in conjunction with LAMPs Disciplinary and Grievance Procedures.

Typical Rehearsal Schedule

 

Starting time:               7.30pm on Tuesday’s weekly

                                      Icebreaker games lead by director

 

First few weeks:           singing in designated groups and designated and lead by

                                      musical director

                                      Stage craft, movement and general direction of

                                      performance lead by director

                                      Some movement/dancing of specific chorus numbers

                                      lead by choreographer

 

Break time:                   8.30pm – 8.45pm

                                      Tuck shop will be provided, but if your child has specific

                                      dietary requirements or allergies, please let any member

                                      of the committee know.

 

Finish Time:                  9.30pm

 

Later weeks will see less setting of singing and more setting of cast on stage.

 

If a rehearsal is cancelled, we will give as much notice as possible through Facebook, E-mail and Group Call. Please ensure your details are up-to-date.

A member of the committee will try to be present at the rehearsal venue if the rehearsal is cancelled at short notice.

 

 

Additional rehearsals:

 

Principal rehearsals:              7.30pm – 9.30pm Thursday’s weekly

 

 

Sunday rehearsals:                2.00pm – 5.00pm Sunday’s weekly

 

Rehearsal Risk Assessment

 

 

ACTIVITY

POTENTIAL HAZARDS

PERSONS IN DANGER

CONTROL MEASURES

General movement during production setting

Slips, trips and falls

All members present during activity

Ensure loose items are placed at the sides of the room

 

Keep keyboard away from the area of activity

Rehearsals

Fatigue

All members present during activity

Regular breaks will be taken

Dancing/movement rehearsals

Accidental collisions

All members present during activity

All cast briefed before activity

Ensure members know their specific roles

Ensure appropriate clothing

Singing

Keyboard cables

All members and paid officials present during activity

Ensure cables are tidied away and not a trip hazard

Fire

Risk of suffocation and death

All persons present at activity

Ensure all persons present know of emergency exits and how to exit safely

Electrical appliances

Risk of electrocution

Rehearsal pianist and any others using keyboard

All electrical equipment to be PAT tested prior to use

 

 

 

Theatre Risk Assessment

 

ACTIVITY

POTENTIAL HAZARDS

PERSONS IN DANGER

CONTROL MEASURES

General movement on stage during production

Slips, trips and falls

All members present during activity

 

Crew and chaperones

Ensure loose items are placed at the sides of the stage or at sides of the room

Red lights on in wings to prevent tripping in these areas

Ensure cast know their roles and movements

All props and scenery fit for purpose and securely restrained

Stage edge marked with white tape

All cast and crew briefed by Stage Manager prior to first performance on stage

Any sharp objects/tools to be safely stored away from stage area

 

 

General movement backstage during production

Slips, trips and falls

All members present during activity

 

Crew and chaperones

Ensure loose items are placed at the sides of the room

Ensure tidy changing areas

Chaperones to help tidy areas and help as many children as possible

Ensure props table is kept tidy

 

 

Movement from backstage to on stage

Catching fingers on doors

All members present during activity

 

Crew and chaperones

Ensure door latches covered with cloth and tape to prevent full closure of door

Performance

Fatigue

All members present during activity

Regular breaks will be taken

Dancing/movement on stage

Accidental collisions

All members present during activity

All cast briefed before activity

Ensure members know their specific roles

Ensure appropriate clothing

Manual Handling of scenery

Danger of injury

Cast and crew

Ensure scenery is appropriately built and restrained

All cast and crew briefed by Stage Manager

Specific roles allocated based on role and experience

Stage Manager ensures safe practices are adhered to

 

Use of smoke machine

Slip hazard due to split water

Injury from heavy machinery

Cast and crew

All smoke machines to be used in accordance with ABTT CoP “Pyrotechnics and Smoke Effects”

Spillages of water mopped up immediately

Area around the hot nozzle to be marked with white tape

Machines allowed to cool before moving

Placement of machine marked with white tape

Electrical appliances

Risk of electrocution

Cast and crew

Chaperones

All electrical equipment to be PAT tested prior to use

Fire

Risk of suffocation or death

All persons present in the theatre

Ensure 2x fire marshals for each performance

Fire safety instructions issued to audience prior to commencement of each performance

Ensure cast and crew and chaperones know emergency exits and how to leave the stage safely

 

General Comments of Safeguarding During Performances in Theatre:

  1. All chaperones present backstage will have PVG Scheme numbers through LAMP
  2. No person will be allowed backstage without an appropriate backstage pass, issued by LAMP, and monitored by a PVG Scheme registered chaperone at the backstage door before, during and after each performance
  3. There will be a chaperone present in each stage wing throughout each performance
  4. Boys and girls will have separate changing areas
  5. Chaperones will not be allowed to escort their own child to toilet facilities