Policies and Procedures

Reviewed and updated June 2022

Safeguarding Policy- Leap Dance Midlands

The purpose of this policy statement is:

  • to protect children and young people who receive Leap Dance Midlands services from harm. This includes the children of adults who use our services
  • to provide staff, as well as children and young people and their families, with the overarching principles that guide our approach to child protection.

 Legal framework

This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. A summary of the key legislation is available from nspcc.org.uk/learning.

We believe that:

  • Children and young people should never experience abuse of any kind
  • We have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them.

Why it is important

Safeguarding is important to protect children and vulnerable adults from harm and those who are at risk.  Harm means ill treatment or the impairment of health or development physically, intellectually, emotionally, socially or behaviourally. Leap Dance Midlands is committed to protecting children and vulnerable adults from harm.

 All adults coming into contact with children and vulnerable adults have a duty of care to protect children and promote safe working practices and not adhering to this duty of care is a criminal offence. Leap Dance Midlands procedure will aim to keep children safe and respond to child protection concerns.

We recognise that:

  • the welfare of children is paramount in all the work we do and in all the decisions we take all children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse
  • some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues

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

  • valuing, listening to and respecting them • appointing a nominated Safeguarding lead for children and young people
  • adopting child protection and safeguarding best practice through our policies, procedures and code of conduct for staff
  • undertaking regular safeguarding training and reviewing our Policies and Procedures.
  • recruiting and selecting staff and volunteers safely, ensuring all necessary checks are made
  • recording, storing and using information professionally and securely, in line with data protection legislation and guidance
  • making sure that children, young people and their families know where to go for help if they have a concern
  • using our safeguarding and child protection procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately
  • using our procedures to manage any allegations against staff and volunteers appropriately
  • ensuring that we provide a safe physical environment for our children, young people, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance

The steps we will take to keep children safe include:

Enhanced DBS checks for staff

Designated Safeguarding Officer

Regular Safeguarding Training

Clear reporting procedures

Safe Recruitment Procedures

Photography and filming safety policy and agreement

Criminal Record Checks- DBS

All Teaching staff need to be subject to the Disclosure and Barring Service (DBS) Criminal Records Checks. This check ensures that they are safe to work with children and vulnerable adults. All Teaching Staff must hold an enhanced DBS. All checks must be undertaken and completed before a member of staff undertakes a regulated activity. All Teaching staff at Leap Dance Midlands will hold an Enhanced DBS Certificate.

To find out more about the DBS Service and DBS checks please go to https://www.gov.uk/government/organisations/disclosure-and-barring-service

Designated Safeguarding Lead

Elaine Tomlinson is the Designated Safeguarding Lead for Leap Dance Midlands. Elaine has an enhanced DBS certificate and receives regular annual Safeguarding training through Staffordshire Safeguarding Trust https://www.staffsscb.org.uk/  and Capita. Elaine works in high schools in Staffordshire and Derbyshire and is regularly DBS checked by her employer. Elaine has also been trained in Prevent, a community safeguarding scheme for young people. https://www.ltai.info/what-is-prevent/

Reporting a concern

If a parent/ guardian wishes to report a concern they must contact the Designated Safeguarding Lead.

Nominated Designated Safeguarding Lead – Name: Elaine Tomlinson

Phone/email:07961 754870 Leapdancemidlands@gmail.com

If the concern is about the Designated Safeguarding Lead the report needs to be made to the local authority LADO for Derbyshire or Staffordshire. The contact details are:

For Staffordshire:

First Response Team on 0800 1313 126.

Emergency Duty Service: (Out of Hours) Telephone: 0345 604 2886 Mobile: 07815 492613

Or email the Local Area Designated Officer (LADO) team on staffordshire.lado@staffordshire.gov.uk

For Derbyshire:

Starting Point on 01629 533190 or via an online referral  at https://www.ddscp.org.uk/worried-about-child/

The contact details for the Derbyshire Local Area Designated Officer (LADO) team in Derbyshire is 01629 533190 or professional.allegations@derbyshire.gov.uk.  

Useful information

The NSPCC provides information and resources on safeguarding. To find the latest news, research and information go to www.nspcc.org.uk  0800 800 5000


As a qualified Royal Academy of Dance Teacher, Elaine and other staff will adhere to the RAD’s Safeguarding Policy. Full details are found here: www.https://media.royalacademyofdance.org/media/2020/10/28122242/Safeguarding-Policy-and-Procedures-2020.

Covid Safety Policy

Covid 19 Safety Measures and Procedures- Leap Dance Midlands

Covid Updates- June 2022 – With the changes in Guidance recently we wanted to confirm things moving forwards. We will follow the educational settings guidance:

·       When a pupil tests positive they should not attend their education setting while they are infectious. They should take a Lateral Flow test from day five after their symptoms started (or the day their test was taken if they did not have symptoms) followed by another one the next day.

·       If both these tests are negative, they should return to their educational setting, as long as they feel well enough and do not have a temperature.

Ongoing covid safety measures: Staff will continue to wear masks* when being in close proximity with the children. All props will continue to be sanitised between use. No props will be shared. Cleaning procedures will continue before and after all classes. We thank you for all your support to help us keep the children and our families safe.

February 20222 Update- Although Government Guidance has eased we will continue to follow risk mitigation in our classes to protect the children and their families. Enhanced cleaning practices will continue in our venues and with all props. Our staff will continue to wear masks when in close contact with the children, unless medically exempt.

Revised December 2021-The new Government Guidance requests that children in year 7 and above and adult wear masks inside. We therefore ask that anyone in this category wears a mask to move around the venue again. This is for the Toddler and Grown Up class as we have discouraged parents from entering the building throughout to keep everyone safe.

We will continue to social distance and all sanitise all props, clean before and after classes and use hand sanitiser.

Revised August 2021- Despite the removal of Government restrictions we have decided to keep our covid secure measures in place to keep the children and our families safe. Cleaning routines, mask wearing by staff, distancing and limited numbers will continue to provide the safe and supportive classes we pride ourselves on. We will continue to monitor the situation and communicate with our families.

Arrival and Departure

Parents/ guardians to wait outside socially distanced and wearing masks, unless exempt. Children to enter the venue singly when called by the Teacher. Students to sanitise their hands as they enter the venue.

Please drop off and collect your child at the set times. There is a cleaning gap between each class so collection and drop off times are crucial for this important task to happen.

All students are to be dropped off at the door with no parents entering the building, at present.*  No waiting areas will be available at present.

*They can remain in the grassed area/ outside but socially distanced. Please be reassured that children settle better when their parents/ guardians are not present. Please be reassured that we will contact you if they do need collecting.

There is a video tour of the venue explaining how the covid safety systems work. This is also a chance for the children to familiarise themselves with the Teacher and view the venue for reassurance and familiarity.

Class Time

In the venue, students will be directed to their own ‘Dance Zone’ marked off on the floor.

Toilet breaks will be restricted to a minimum but will also be operated on a ‘one in, one out’ basis to maintain social distancing, and facilities wiped down between classes.

Ventilation will be used in the venue to allow full ventilation.

At the end of your child’s classes, all belongings should be collected and the students will sanitise their hands again before exiting via the door. Parents/ guardians should queue socially distanced in the outside area to collect their child (wearing a face mask unless exempt).

Cleaning Routines

A comprehensive cleaning routine is carried out before and after each class including the hall, toilets and other areas.

Class Activities

Classes will have limited numbers. Exercises will include risk mitigations.

Barres- will not be used at present.

Children will not be allowed to dance barefoot at present. Please wear pumps, plimsolls or trainers or ballet shoes. A uniform list is available but is not needed for trial classes.

Food and Drink

Please bring a drink for your child. We cannot provide drinks at present.

Please ensure your child has a snack before the class as we prefer no food to be brought to the venue, unless it is essential for a medical condition.

Face Masks

Children are not required to wear masks during lessons as per Government Guidelines but social distancing will be adhered to. Children and Staff aged 11+ are encouraged to wear masks on entering the building and moving around the building but can remove them once they are in their ‘dance zone/ chair’. Masks must then be worn for moving around and exiting the building. Staff will wear masks.

Track and Trace

Student details are collected for registers for the classes and will be used for Track and Trace purposes. Please inform us of any changes in contact details. Please inform us immediately if you develop covid 19 symptoms and test positive so Track and Trace measures can be put into place immediately.


If you/your child is feeling unwell please do not attend class. If you/your child or any member of the family is showing Covid-19 symptoms, please follow government advice immediately regarding self-isolation and inform us as soon as possible. If your child is displaying symptoms they will not be allowed to join the class, to keep other children/parents/adults safe.


If another lockdown is imposed, and/or we are forced to conduct classes via Zoom for an extended period due to governmental restrictions on Dance Classes, virtual classes will continue.


We take safety very seriously and our Covid policies and procedures are strictly adhered to. We will attempt to provide the safest environment possible, but Leap Dance Midlands accept no responsibility if you and/or your child develop Covid-19.

Leap Dance Midlands: Risk Assessment (COVID-19)

Hazard DescriptionConsequencesLevel of RiskWho is at RiskControlsResponsible
Spread of COVID-19Spread of VirusMedium/High (dependant on R rate)All UsersThorough COVID-19 procedure in place to minimise risk of infection including the use of small groups that do not cross-infect. No parents/carers allowed on site; collection/drop off points socially distanced and in masks, unless exempt.Trained staff in COVID-19 procedure to ensure safeguards are in place.No one with COVID-19 or suffering symptoms allowed on site (online signed declaration)Deep cleaning arrangement with venues; staff to be subject to cleaning protocol which includes regular touch points, bathrooms and deeper changeover cleaningUse of larger spaces and maximum distancing for activitiesAll indoor spaces used well ventilatedAll equipment either bought and used for one group alone, or thoroughly cleaned between groups by staffAll staff, students and their parents/guardians
Students not following COVID-19 ProcedureSpread of VirusLowAll UsersStudent’s fully briefed on new ‘rules’ they must follow both before joining and upon arrival at siteStudents who are continually unable to follow procedure asked to leave courseChild-friendly posters and images which remind students of new procedures (i.e. catch it, kill it, bin it. Social distancing. Hand washing etc)Individual assessments and monitored ‘trials’ for any children with individual support needs that may result in breaking social distancing (i.e. SEND students) All staff, students and their parents/guardians
Teachers following COVID-19 Procedure/ working in other venuesSpread of VirusLowAll UsersTeachers training in covid safety regularly and being made aware of any chances in guidance or covid safety. Procedures regularly considered and updated. Additional training sought, when needed. Meticulous logs of any work or contact in other settings and reduction of attending other settings where possible to reduce any risk of contact and spread.Staff
Spread of COVID-19 through Physical Activity including dance and high-energy gamesSpread of VirusMedium/High (dependant on R rate)All UsersAwareness and adherence to Government advice to prioritise safe practices for physical activity Reducing any travelling movements,  maximum social distancing adhered to and not the minimum spacing. Adhering to government gym guidance that allows 100ft2 per person in settingsIncreased Social distancing measures implemented (2m+) or mitigate risk by using masks and bubbles.Regular rest and water breaks controlling students heart rates and breathingStaff
Spread of COVID-19 through Drama Activity/ShoutingSpread of VirusMedium/High (dependant on R rate)All UsersGovernment advice to avoid all activity that increases speaking voice above a normal volumeProjection within drama/dance activities not encouragedGames that result in volume increase from children will be avoided and adapted.Children constantly reminded not to raise voices.Staff
First Aid, Medical or IsolationSpread of VirusMediumAll UsersPPE to be worn if social distancing must be reduced to provide first aid or medical interventionStaff member chaperoning any student needed to be isolated must socially distance and wear PPEStaff
Loss of vital staff due to illness             Attendees test and traceLessons cannot go ahead as planned             Positive case by attendeeMedium               Medium/HighStaff, All Users               All usersInternal contingency plans that allow information to be shared with attendees if staff need to isolate. Staff wellness checks and regular lateral flow testing. Immediate isolation if the test is positive. Precautionary methods.   -Test and trace records collected for all attendees. Ensuring parents/ adults inform of any positive test so other attendees can be notified, in line with the Test and Trace procedures. Use of QR code for venue and own business.  Staff

Health and Safety Policy

Our policy is to provide and maintain safe and healthy working conditions, equipment and systems of work for all staff and all our students and to provide such information, training and supervision as required.
Where reasonably practicable, this policy will seek to provide and encourage:
• A safe place to dance and safe access to and from it
• Sufficient information, instructions, training and supervision to ensure all employees are well equipped to avoid hazards and contribute positively to effective Health and Safety at work

The policy will be kept up to date to ensure our responsibilities are met in relation to:
• Health & Safety at Work Act (1974)
• Management Regulations (1999)
• Other relevant current legislation
To ensure this, the policy and the way in which it has operated will be reviewed annually.

Parental Consent and Attendance Registers
Parental consent is required when enrolling pupils, and information on whether the student has any particular needs, such as Special Educational Needs, regular medication or allergies. The storage and use of all personal information will comply with GDPR and Data Protection requirements. Registers of attendance will be kept and currently used for Test and Trace procedures.

Staff Responsibilities
It is the responsibility of all staff to help maintain the safety and security of the students and the working and dancing environment. This includes being aware of the risks, knowing the appropriate action to take and identifying any potential safety issues. Each member of staff has a duty to exercise care and attention with regard to their own safety and that of their students. This includes:
• Ensure reasonable care is taken during their work activities to avoid accidents or injuries to themselves, pupils and any other personnel within the building
• Observe all safety instructions and procedures incorporated in this document
• Report all potential hazards affecting Health and Safety to the Principal
• Report all accidents in the appropriate manner and record in the accident book

First Aid
Unless there is good reason, First Aid should not be administered without the permission of the child’s parent or accompanying adult. A child cannot give consent. If the parent is not at the premises, obtain their phone number and try and make contact. However, if a child is alone and seriously injured or unconscious, the situation will need to be dealt with immediately.

Procedures and advice to follow:
Provided this does not in itself put the child at risk, always try to administer First Aid with another adult present. Always tell the child exactly what you are doing and why. Unless it is irrelevant, ask the child if they use medication (e.g. for asthma, diabetes, and epilepsy) or have any allergies. Some children have allergic reactions to stings.
For minor injuries, you may not offer any medication, including antiseptics or pills of any kind. If you have any doubts about helping someone to use their own medication, phone National Health Service Direct on 111 in England and Scotland (in Wales 0845 4647) or the emergency services.
If a child needs a doctor or hospital, call the emergency services.

Health and Safety Risk Assessment Safety Checks
It is essential that risks to students and staff are assessed, managed and mitigated. A risk assessment will be carried out which ensures that each of the following areas are checked and risks identified.

Correct storage of equipment is vital in the role of minimising risks. Any equipment not being used is a potential risk. Every piece of equipment that is being used must be checked at the beginning of the dance lesson to ensure its safety. In addition, care must be taken to:
Storage of equipment– make sure that all equipment/resources used are safely during the class and tidied up after the class Reporting – any damaged equipment should be reported to the Principal immediately, for repair or replacement Setting up – setting up of equipment must be comprehensive, correct and safe

Venue space
Checks will be made before pupils enter the studio, to include:

Floor – ensure floors are clean with foreign bodies removed

Doors and exits –ensure doors are exits are secure and that there is nothing blocking emergency exits

Lighting and light switches – identify any that are not working or loose

Plug sockets – ensure they are safe with no wire showing Curtains – any falling/fallen down
Ensure all pupils are wearing appropriate uniform or clothing and footwear to minimize accidents or risk

Hair is tied back of the face

Fire Safety
There is already a no smoking policy in all venues. Fire alarm points have a regular operational check, ensuring each point is operated in turn over an annual period. The venue has an existing fire safety checking procedure.
All staff will be advised of the fire action procedure, location of fire alarms and fire exits. A fire risk assessment will be carried out at the premises on a regular basis. Fire evacuation drills are arranged by the Principal, practiced at least annually and records maintained by the Principal of the evacuation time.

Fire Evacuation Procedure
In the event of discovery of a fire, activate the fire alarm. The main responsibility is to help supervise the safety and orderly evacuation of students and any other people in your vicinity. Keep calm. Try to keep others calm. Do not prolong your evacuation but on passing check all the corridors, toilets etc. to make sure no one is left behind.
In the event of hearing the fire alarm evacuate pupils in your class from the building immediately on hearing the alarm by using the nearest fire exit. If possible, take a quick head count. Do not stop to collect any personal belongings or equipment. Assemble at the fire point and supervise an orderly and quiet line for a register check. Any absences or concerns should be acted upon. Do not re-enter the building until you are informed to do so by the Principal or Fire Service.

Data Protection and GDPR Policy

Leap Dance Midlands is committed to protecting personal data and being open and transparent about how we use it. The data that you give us on our contact form will be used to help us allocate you or your child to the most appropriate classes to enrol you with Leap Dance Midlands.
The personal data that Leap Dance Midlands stores and uses is solely used for the purposes of running the dance school. We use personal data in ways that would be reasonably expected of us by our parents and students and store data securely. You have the right of access to your personal data as well as the right to change it if you feel that it is inaccurate. Our full Data Protection Policy can be viewed below. It sets out our approach to processing personal data as well as the rights of individuals whose data we store.
Please do contact us if you have any questions at Leapdancemidlands@gmail.com

Data Protection Policy
Leap Dance Midlands is committed to protecting personal data and being open and transparent about how we use it. In all cases we aim to process personal data in accordance with all applicable laws and to use data in ways that you would reasonably expect.
This data protection policy includes;
• What information do we collect and why
• Who do we share data with
• Storage and security of your personal information
• If you’re aged 16 or under
• Accessing and updating your personal information
• What is GDPR

What information do we collect and why?
Personal information is any information that can be used to identify you. For example, it can include information such as your name, date of birth, email address, postal address, telephone number, and bank account details, as well as information relating to your health or personal circumstances. Leap Dance Midlands collects personal data in order to carry out its functions as a dance school including processing new applications to the school and general administration of the school, for example, administering invoices, communicating with parents and organising shows, workshops and examinations. Emails and texts are used to communicate information about the services and updates Leap Dance Midlands provides.
By providing your contact information on the website you are agreeing to Leap Dance Midlands using the details to contact you to respond to your enquiry and share relevant information about classes, updates and other relevant information.
Data protection law also recognises that certain categories of personal information are more sensitive. This is known as sensitive personal information and covers health information, racial or ethnic origin, religious beliefs or other beliefs or a similar nature, political opinion and trade union membership. We would only collect sensitive personal information where there is a clear need to do so for example participation in our activities and to ascertain what services are required to support you. Before collecting any sensitive personal information about you we will make it clear to you what information we are collecting and the purposes for collecting such.

Who the data is shared with
At times it is necessary for Leap Dance Midlands to share data with other third parties in order to meet its objectives. In particular, data are regularly shared with dance examination boards to enter students for exams and with local authorities to facilitate examinations and performances. Leap Dance Midlands is registered with the RAD, the IDTA and ISTD and enters candidates for exams with these exam boards. In order to enter students for exams it is necessary to share with these third parties certain data about candidates being entered for exams. When there is a performance involving students from Leap Dance Midlands it is sometimes necessary to pass on to local authorities details of the students in order for the performance to be permitted. Information will be sent to these third parties only as required and is sent using secure electronic file transfer systems. Leap Dance Midlands will never sell personal data to a third party.

What is GDPR?

GDPR stands for General Data Protection Regulation and came into effect on 25th May 2018. GDPR covers personal data that relates to individual persons. GDPR states that personal data should be processed ‘fairly and lawfully’ and ‘collected for specified, explicit and legitimate purposes’. Leap Dance Midlands is committed to protecting the rights and freedoms of individuals with respect to the processing of children’s, parents’, visitors’ and staff personal data.
GDPR states that individuals have 7 rights in respect of their personal data

  1. The right to be informed
    Leap Dance Midlands processes personal data about its students and their parents. When students apply to join the school we collect the following data;
    Child’s name, Parent’s names, Parent mobile phone number, Parent email, Home address, Previous dance training , Health and medical information
    This data is required by Leap Dance Midlands in order to conduct its business as a dance school including its role in terms of safeguarding students, staff, parents and visitors to the school.
  2. The right of access
    At any point an individual can make a request to their data and Leap Dance Midlands will need to provide a response within one month. Leap Dance Midlands has the right to refuse a request but we will inform the individual of the reasons for the rejection. The individual will then have the right to complain to the Information Commissioner’s Office if they are not happy with the outcome of their request
  3. The right of erasure
    Individuals have the right to request the deletion of their data where there is no compelling reason for its continued use. After a child or family has left we will delete all data that is no longer needed however, certain types of data will be kept on file for purposes of accounting and safeguarding.
  4. The right to restrict processing
    Parents, visitors and staff can object to Leap Dance Midlands processing their data. This means that data can be stored by Leap Dance Midlands but not used in any way, for example to generate communications.
  5. The right to data portability
    Individuals have the right to have the data held by Leap Dance Midlands made available to other services.
  6. The right to object
    Parents, visitors and staff can object to their data being used for certain activities. For example, for marketing or research purposes.
  7. The right to rectification
    Individuals have the right to have their information corrected if they believe it is factually inaccurate.
    All requests need to be made in writing to Leapdancemidlands@gmail.com
  8. If you are 16 or under
    If you are aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information on our websites.
    Accessing and updating your personal information
    As stated above you have the right to request a copy of the data Leap Dance Midlands holds as well as to request changes to your data if you believe it is incorrect. You can contact Leap Dance Midlands by email at Leapdancemidlands@gmail.com
  9. Changes to this notice
    We reserve the right to modify this policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. This Policy was last updated in April 2021.
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