Terms & Conditions

Terms and Conditions, Safeguarding & Child Protection

1. Class Etiquette

• Students must arrive on time

• Appropriate footwear and dance wear must be worn

• Hair must be tied back and should be neat and tidy (preferably in a bun or pleat)

• Students should act in a polite and well-mannered fashion towards teachers and students

• No food in the classes

• No gum chewing in class at any time

• Mobile phones should be placed on silent and not used during class

• Only capped water bottles allowed in the class

• Students should ask if need permission to leave during a lesson

• Appropriate care and consideration should be given to the waiting premises

• No bad language to be used

2. Uniform Policy

The correct dance uniform specific to the appropriate class should be adhered to (after the initial trial period) this will be specified where appropriate per class and grade. 

Students need to ensure they are wearing Douglas Dance Academy uniform to any events attended.

Clear Guidelines will be given for any specific uniform and shoes required in advance of any examinations. 

3. Code of conduct

Students are expected to behave in an orderly, civilised and well-mannered way and to show respect to their teacher and each other. Any unacceptable behaviour will not be tolerated by Douglas Dance Academy, either within the Dance classes or at any event/performance where the Academy is being represented. 

• Unacceptable behaviour could result in the student's exclusion from the school.

• Unacceptable behaviour will not be tolerated off parents/carers or other family members and could result in parent/carers or family members been banned from events/performances.

• Unacceptable behaviour includes - swearing, fighting and derogatory comments towards others.

• Most importantly whilst at examinations/performances/events you are all ambassadors and representatives of the Douglas Dance Academy and we expect you to behave in a manner showing this.

• You are encouraged to fully support your school and the dancers within it.

• Should any issues arise that are a cause for concern, please let staff know and we will deal with the situation appropriately.

4. Parent Conduct

• Please be a good role model and encourage your child to learn the rules of the school and perform within them.

• Arrive with plenty of time to get your child ready for their class and ensure they have been to the toilet before the class begins

• Set a good example within the dancer’s environment by recognising good sportsmanship and applauding good performances of all.

• be realistic with regard to their ability and do not set expectations too high - It can be very damaging for children if they feel they are falling short of their parents’ expectations.

• Discourage comparison against other dancers - Each dancer is an individual with different goals and objectives and they must be praised on their own personal achievement.

• Understand and acknowledge the dance teacher’s knowledge and experience who will assess each child’s ability individually to decide on when they are ready to progress, sit an examination or attend competitions, etc.

• Dance teachers are not to be interrupted before, during or in between classes. Every effort will be made to address your concerns in a timely manner.

• Please communicate concerns sooner rather than later by contacting staff via email.

• Ensure safety guidelines are followed

5. Collecting your child

All parents/carers must come into the appropriate location to collect their child. Young children will not be allowed to walk out without being collected.  

Children who have breaks between classes or wait for classes to start are NOT under the supervision or responsibility of Douglas Dance Academy, the venue in which classes take place are also NOT responsible for your child during these times. 

6. Possible bad weather disruptions/force majeure or cancellation of classes

In the event of bad weather, it will be decided as early as possible whether to cancel classes or not. Notices will be sent out via text, Facebook and/or email. Notices will also be put on the school Facebook page. The above procedure will also apply if lessons are cancelled for any other reason.  

If a class is cancelled due to the staff illness, a health epidemic or any other unforeseen event, we will endevour to reschedule the class. This may be on a different day and time from when the class was originally scheduled and might involve an extension to the term time dates. Since best efforts will be made to re schedule classes refunds will not be given under any circumstance .

Refunds will not be given for cancellation of classes due any conditions which are outside the control of the school 

7. Payment Policy

1. How Fees are Calculated & Billed

Our dance year consists of 40 weeks of scheduled tuition, aligned with local school terms.

To keep your payments predictable and affordable, the total cost of these 40 weeks is split into 12 equal monthly subscription payments.

• Payments are automatically collected through ClassForKids on the 1st of every month.

• Because the annual cost is spread evenly across the full calendar year, your monthly subscription fee remains exactly the same every month—including months with scheduled holiday closures (such as Christmas, Easter, or Summer).

• Monthly fees cover your child's guaranteed place in their designated class.

2. Notice Period for Cancellation

If your child wishes to stop attending lessons, one full calendar month’s written notice is required.

• Notice must be sent via email to: douglasdance252@gmail.com

• Notice served via whatsapp/text/messenger will not be accepted and your monthly subscriptions will continue

• Your final subscription payment will be collected on the 1st of the month following your notice, and your child is welcome to attend all remaining classes during that notice period.

3. Refunds and Absences

• Non-Refundable: All monthly subscription fees are strictly non-refundable.

• Missed Classes: Credits or refunds cannot be issued for classes missed due to family holidays, minor short-term illnesses, school trips, or general absences.

• Exceptions for Severe Illness/Injury: In the unfortunate event that a child suffers a severe long-term illness or physical injury that prevents them from dancing for an extended period, please contact the Principal. Refunds or a temporary pause on your subscription may be granted at the school's discretion, typically upon receipt of a medical note.

8. Health and Safety

• It is the parent's responsibility to notify the school of any changes to their emergency contact details
• Parents understand that dance is an active engagement and whilst every effort is made to avoid them, injuries can happen. The school accepts no responsibility for injuries sustained via any means other than a teacher's negligence
• Students will be supervised during class time only and parents / carers must ensure the safety of their children in the waiting, changing and toilet areas
• Students/parents or guardians should inform the teacher of any special health considerations or existing injuries before participating in class
• Parents must be responsible for ensuring your child's punctuality. Teachers are not available to supervise late pickups. Students may be refused entry if they are continuously late for class as they are missing out on warming up safely for class
• Dress code must be observed at all times, especially footwear for safe dance practice. Only indoor dance shoes to be worn in the studio to protect the floor and for health and safety
• Students should not wear any jewellery that may pose a risk to themselves or others (stud earrings, and jewellery worn for religious or cultural reasons are acceptable)
• No food (or chewing gum) is allowed in the studio. Water is permitted in capped bottles
• In case of a Fire emergency all teachers have a clear understanding of responsibilities.
• The School will undertake regular assessment of risks regarding premises hired and any concerns will be raised with the providers
• We are committed to ensuring all employees/volunteers are competent to do their tasks and to give them adequate training
• The school has a non-smoking policy, and smoking is not permitted anywhere within the centres where lessons take place. This is due to the health hazards of smoking and passive smoking, and because the centres regularly hold activities which involve young children.
• If required the school will contact the emergency services first, then the parent / guardian of the student(s) involved by the telephone number on the class registers

9. Data Protection Policy

Personal data is stored in a secure location and paper containing personal data is never left around for the general public to view. Sensitive data that must be taken out on trips is always transported with care and treated with confidentiality. Any data stored on a PC is password protected. 

Further details involving data can be found in data privacy policy.

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PART ONE – POLICY

1. Introduction and Scope

2. Principles

3. Aims

4. Definitions

5. Key Personnel

6. Roles and Responsibilities  

7. Good Practice Guidelines  

8. Abuse of Trust

9. Off-Site Arrangements

10. Photography and Images

PART TWO – PROCEDURES  

11. Recognising Abuse  

12. Indicators of Abuse  

13. Taking Action

14. If a Child Discloses Information  

15. Notifying Parents  

16. Children with Sexually Harmful Behaviour 

17. Confidentiality and Sharing Information 

PART ONE – POLICY 

1. Introduction and Scope

It is Douglas Dance’s moral and statutory responsibility to safeguard and promote the welfare of children in its care. It is also aware of the responsibility for “Safeguarding Adults at Risk”.  

The policy is reviewed annually, unless an incident occurs, or new legislation suggests the need for an earlier review date.  

Douglas Dance endeavours to provide a safe, welcoming environment in which all people are listened to, respected and valued.  

Douglas Dance is alert to the signs of abuse and neglect and follows the procedures outlined in this document to ensure that children receive effective support, protection and justice.  

The procedures in this policy apply to Douglas Dance’s staff and other contractors whether full-time or 

part-time and unpaid volunteers. The procedures are consistent with those of The Scottish Governments Child Protection Policy. 

2. Principles

The welfare of the child is paramount  

All children, regardless of age, gender, ability, culture, race, language, religion or sexual identity, have equal rights to protection.  

Douglas Dance believes that a child or young person should never experience abuse of any kind. We are committed to practice in such a way that protects them.  

All staff have an equal responsibility to act on any suspicion or disclosure that may suggest a child is at risk of harm in accordance with this guidance.  

All students and staff involved in child protection issues will receive appropriate support from the Douglas Dance staff, who will follow this policy guidance in doing so.  

3. Aims

We seek to keep children and young people safe by committing: 

▪ To provide staff with the necessary information to enable them to meet their statutory responsibilities to promote and safeguard the wellbeing of children

▪ To ensure consistent good practice throughout the organisation, by training staff and updating training as outlined in this policy

▪ To listen, value and respect children and young people

▪ To recruit staff and volunteers safely ensuring all necessary checks are completed

4. Definitions

Safeguarding and promoting the welfare of children  

The process of protecting children from abuse or neglect, preventing the impairment of their health and development, ensuring that children grow up in circumstances consistent with the provision of safe and effective nurturing care and undertaking that role so as to enable those children to have optimum life chances and to enter adulthood successfully.  

Child Protection  

The process undertaken to meet statutory obligations laid out in the Children Scotland Act, 1995 and associated guidance in respect of those children who have been identified as suffering or being at risk of suffering harm.  

Child  

All young people who have not yet reached their 18th birthday.  

Parents/Carers  

Birth parents and other adults who are in a parenting role, e.g. stepparents, foster carers and adoptive parents.  

Safeguarding Adults at Risk  

Douglas Dance recognises its responsibility to safeguarding adults as well as children and young people. The child protection policy at Douglas Dance also applies to safeguarding adults at risk. Concerns of or allegations of abuse towards an adult at risk should be reported to the Douglas Dance principal. Abuse includes physical, sexual, emotional, psychological, financial, material, neglect, acts of omission, discriminatory and institutional abuse.  

Safeguarding Adults at Risk - Definition  

An adult aged 18 years or over ‘who is or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation’  (Department of Health DH, 2000).  

Other definitions also exist. An adult at risk may therefore a person who: 

▪ is elderly and frail due to ill health, physical disability, or cognitive impairment

▪ has a learning disability

▪ has a physical disability and/or a sensory

▪ has mental health needs including dementia or a  personality disorder

▪ has a long-term illness/condition

▪ misuses substances or alcohol

▪ is a carer such as a family member/friend who provides personal assistance and care to adults and is subject to abuse

▪ is unable to demonstrate the capacity to make a decision and is in need of care and support.

5. Key Personnel

Designated Senior Person (DSP) for child protection at Douglas Dance is: 

Andrea Douglas - Principal Douglasdance252@gmail.com  

07718 044 369  

Deputy Designated Senior Person at Douglas Dance is:  

Lorraine Lopez - Senior administrator lozbev@hotmail.com 

07949 973617 

6. Roles and Responsibilities

Douglas Dance has ensured that the Designated Senior Person and the Deputy Designated Senior Person.   

▪ act as a source of support and expertise for the organisation

▪ understand Local Safeguarding Children Board (LSCB) procedures

▪ keep written records of all concerns which are noted and reported by staff or when disclosed by a child

▪ ensure that these records are stored securely and reported in accordance with Children Scotland Act 1995

▪ keep any such records separately from the child’s general file

▪ refer cases of suspected neglect and/or abuse to children’s social care or police, in accordance with this document and local procedure

▪ notify children’s social care if a child with a child protection plan is absent for more than two days without explanation

▪ ensure that when a child with a child protection plan leaves the care of Douglas Dance, his/her information is passed to his/her new school and the child’s social worker is informed in accordance with GDPR

▪ attend and/or contribute to child protection conferences in accordance with local procedure ▪ co-ordinate Douglas Dance’s contributions to child protection plans.

▪ develop effective links with relevant statutory and voluntary agencies

▪ ensure that all staff sign to indicate that they have read and understood this policy

▪ ensure that the child protection policy is updated annually

▪ liaise with the Safeguarding team as appropriate

▪ keep a record of staff attendance at child protection training and report any lapse of training certification to the Management Committee

▪ make this policy available to members

▪ ensure that parents/carers of students are made aware of the Child Protection Policy and are given a copy, if required

▪ The Deputy Designated Senior Person assumes the above functions in the absence of the designated person.

7. Good Practice Guidelines

Douglas Dance’s staff agree to the following standards of good practice: 

▪ treating all children with respect

▪ setting good examples by their own conduct

▪ involving children in decision-making that affects them

▪ encouraging positive and safe behaviour among children

▪ being a good listener

▪ being alert to changes in a child’s behaviour

▪ recognising that challenging behaviour may be an indicator of abuse

▪ asking the child’s permission prior to any physical contact

▪ maintaining appropriate standards of conversation and interaction with and between children

▪ avoiding the use of sexualised or derogatory language

▪ being aware that the personal and family circumstances and lifestyles of some children lead to an increased risk of neglect and/or abuse

▪ to be aware that disabled children may be especially vulnerable to abuse as they may have an impaired capacity to resist abuse

▪ Doesn’t delay in handing in paperwork due to lack of ability to complete all required information. i.e. child’s ethnicity

▪ Speak to DSP for advice BEFORE talking to parents/carers or contacting a social care agency as this could potentially place the child at further risk

▪ Remembers that any concern is never too small. Effective Child Protection is based on putting bits of a ‘puzzle’ together. Small concerns from different professionals can reveal a larger picture of abuse.

8. Abuse of Trust

Douglas Dance staff recognise the power imbalance between children and staff and ensure that authority is never misused.  

Sexual relationships with a child under the age of 18, and where the adult is in a position of trust is an offence, even if it is a consensual relationship. (Sexual Offences Act, 2003).  

Staff avoid compromising situations by ensuring that one-to-one interviews/tutoring etc. are conducted where participants can be seen but not heard by others.  

9. Off-Site Arrangements

When Douglas Dance arranges activities elsewhere, our own safeguarding and child protection policy and procedures still apply. Similarly, when our students attend off-site activities arranged by others, we check that effective child protection arrangements are in place, including safer recruitment procedures.  

10. Photography and Images

To protect children, Douglas Dance: 

▪ seeks theirs and parental consent for photographs/video/film images to be taken or published

PART TWO – PROCEDURES 

11. Recognising Abuse

There are four categories of abuse: physical, emotional, sexual, neglect 

Physical abuse  

May involve hitting, shaking, throwing, poisoning, and burning, scalding, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces, illness in a child. Physical abuse can happen in any family but children can be more at risk if their parents have problems with drugs, alcohol and mental health or live in a home where domestic abuse occurs. Female Genital Mutilation (FGM) is also form of physical abuse that is a cultural ritual that occurs in some communities in the UK. FGM is partial or total removal of external female genitalia for non-medical reasons. Physical harm can also be caused when a parent/carer fabricates the symptoms of or deliberately induces illness in a child. (fabricated illness)  

Emotional abuse  

The persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects to the child’s emotional development. It may involve conveying to children that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person.  It may include not giving the child opportunities to express their views, deliberately silencing them or ‘making-fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on children. These may include interactions that are beyond the child’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing the child participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyber bullying), causing children frequently to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.  Neglect  

The persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health or development. Neglect may occur during pregnancy as a result of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to: provide adequate food, clothing and shelter (including exclusion from home or abandonment), protect a child from physical and emotional danger or harm, ensure adequate supervision (including the use of inadequate care-givers), ensure access to appropriate medical care or treatment, it may also include neglect of, or unresponsiveness to a child’s basic emotional needs.  

Sexual abuse and exploitation  

Involves forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may include assault by penetration (e.g. rape, buggery or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing.  

They may include non-conduct activities, such as involving children in looking at, or to behave in sexually inappropriate ways or grooming a child in preparation for abuse (including via the internet). 

Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children. Sexual exploitation is a form of sexual abuse where children are sexually exploited for money, power or status. In some cases young people are forced or persuaded into exchanging sexual activity for money, drugs, gifts, affection or status. Sexual exploitation doesn’t have to involve physical contact and can happen online.  

12. Indicators of Abuse

It is vital that staff are also aware of the range of behavioural and physical indicators of abuse and report any concerns to the DSP. It is the responsibility of every member of Douglas Dance’s staff to Nov 2020 3.0 

report their concerns. It is then the responsibility of the DSP to assess the situation and the information provided and decide how to proceed.  

Some of the following signs may be indicators of physical abuse: 

▪ frequent injuries

▪ unexplained or unusual fractures or broken bones, bruises, cuts, burns and bite marks

▪ wearing cover up clothing, avoiding changing for class

▪ show signs of pain and discomfort

Some of the following signs may be indicators that FGM has or is about to occur may be: 

▪ taking longer than normal in bathroom

▪ difficulty walking, sitting or standing

▪ unusual behaviour after a prolonged absence

▪ talking about being taken ‘home’ on a special visit or a special occasion to ‘become’ a woman or an older relative visiting the UK.

▪ Some of the following signs may be indicators of emotional abuse:

▪ children who are excessively withdrawn, fearful, anxious about doing something wrong

▪ parents/carers who withdraw their attention from their child

▪ parents/carers blaming their problems on and humiliating their child

Some of the following signs may be indicators of neglect: 

▪ looking unkempt

▪ wearing dirty clothes

▪ inappropriate clothing

▪ being hungry

▪ children who fail to receive basic health care

▪ parents/carers who fail to seek medical treatment when their children are ill or are injured

Some of the following signs may be indicators of sexual abuse: 

▪ children who display knowledge or interest in sexual acts inappropriate to their age

▪ children who use sexual language and have a sexual knowledge that you wouldn’t expect them to have

▪ children with physical sexual health problems including soreness in the genital or anal areas, sexually transmitted infections or underage pregnancy

▪ children who ask others to behave sexually or play sexual games

▪ Some of the following signs may be indicators of sexual exploitation

▪ children who appear with unexplained gifts or new possessions

▪ children who have older girlfriends/boyfriends

▪ children who go missing, don’t attend lessons for long periods of time ▪ Other general indicators may also be:

▪ appearing fearful

▪ a change their eating habits

▪ having difficulty in making or sustaining friendships

▪ having a reckless regard for their own or others’ safety

▪ deliberately self-harm

▪ showing signs of not wanting to go home

▪ displaying a change in behaviour, which can often be an extreme change

▪ challenging authority

▪ being constantly tired or preoccupied

▪ becoming disinterested in their work

▪ being wary of physical contact

N.B. Individual indicators will rarely, in isolation, provide conclusive evidence of abuse but may well be part of a bigger picture of which Douglas Dance is unaware. Always discuss even low-level concerns with your DSP.   

13. Taking Action

▪ in an emergency situation take the action necessary to help the child e.g. 999

▪ report your concern to the DSP or his/her Deputy before the end of the day

▪ do not start your own investigation

▪ do not discuss the issue with colleagues, friends or family

▪ complete a written record of your concern ▪ seek support for yourself if you are distressed

14. If a Child Discloses Information

▪ If a child discloses information to a member of staff:

▪ allow them to speak freely

▪ only ask factual, open questions for clarification

▪ do not press, coerce or ask leading questions

▪ at an appropriate time (not the start of the conversation nor the end) tell the child that in order to help them, you must pass the information on

▪ remain calm and do not over-react

▪ give reassuring nods or words of comfort

▪ remember how hard this must be for the child

▪ tell the child what will happen next

▪ report orally to the DSP (omit)

▪ write up your conversation as soon as possible, using the child’s word and hand it to the DSP

15. Notifying Parents

The DSP will make contact with the child’s parents in the event of a concern, suspicion or disclosure. However, if Douglas Dance believes contacting the parents could increase the risk to the child, advice will be sought from children’s social care.  

16. Children with Sexually Harmful Behaviour

Research suggests that 30% of sexual abuse is perpetrated by another child (under 18.) Young people who display such behaviour may be victims of abuse themselves and the child protection procedures will be followed for both victim and perpetrator.  

17. Confidentiality and Sharing Information

Staff should only discuss concerns with the DSP or Chair of Trustees, who will decide who else needs the information. Child protection information will be handled and stored in line with the Data Protection Act 1998.  

Information is: 

▪ processed for limited purposes

▪ adequate, relevant and not excessive

▪ accurate

▪ kept no longer than necessary

▪ processed in accordance with the data subject’s rights

▪ secure

▪ shared with colleagues on a ‘need to know’ basis

Written information will be stored in a locked facility. Electronic information will be password protected and only available to relevant individuals. The child’s general file will be ‘tagged’ to indicate that separate information is held.  

Child protection records are normally exempt from the disclosure provisions of the Data Protection Act, i.e. parents and children do not have an automatic right to see them.  

The Data Protection Act does not prevent Douglas Dance staff from sharing information with relevant agencies, where that information may help to protect a child, e.g. children’s social care, police and NSPCC. Information can be disclosed to third parties without consent in child protection cases where there is reasonable cause to believe that a child is suffering or is at risk of suffering significant harm. In some cases it may be necessary to forego seeking parental consent as this may place the child at further risk.