DEFINITIONS The following definitions apply to this policy:
any reference to “staff” means any person paid or unpaid, employee, consultant, contractor, selfemployed, teacher or volunteer involved in the provision of services of The Dance Academy
The Dance Academy, operating under Rebecca Easter with its principal operation at Padbury Village Hall, Buckinghamshire and such other venues as it may operate from time to time.
1. POLICY STATEMENT
THE DANCE ACADEMY offers a safe environment for the instruction of dance and musical theatre.
THE DANCE ACADEMY makes a positive contribution to a strong and safe community and fully recognises the need for every individual to stay safe.
THE DANCE ACADEMDY students’ and staff welfare and safety is of paramount importance.
All staff and students of THE DANCE ACADEMY have a right to operate in an environment where risks to their health and safety are properly controlled.
THE DANCE ACADEMY maintains safe and healthy working conditions, equipment and systems of work for everyone involved, and to provide such information, training and supervision as necessary for this purpose. This policy relates to the teaching practice of each member of staff and the Principal.
This policy seeks to ensure that THE DANCE ACADEMY undertakes its responsibilities with regard to health and safety. The aim of this policy is to promote and enforce effective measures for the protection of THE DANCE
ACADEMY students’ welfare, safety and health by fostering an caring and supportive environment.
This policy establishes a framework to all staff in their practices and clarifies the THE DANCE ACADEMY’S expectations. This policy should be read in conjunction with THE DANCE ACADEMY’S safeguarding & Child Protection Policy as it exists and may be amended from time to time.
The principal pieces of legislation governing this policy are the Health & Safety at Work Act (1974) and Management Regulations (1999).
The purpose of this document is to establish: staff responsibilities in implementing health and safety practices and procedures; practices and procedures to help prevent any incident or accident; and clear procedures in the case of an accident or emergency.
3. COMMITMENT TO HEALTH & SAFETY Under this policy TDA recognises that the health and safety of students and staff is paramount in all circumstances. It aims to ensure that all students and staff without exception, regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socioeconomic background have a positive and enjoyable experience of dance and musical theatre at TDA in a safe and secure environment with: a safe place to work and safe dance environment, with safe access to and from it; safe arrangements for the use, handling and storage of equipment; and sufficient information, instructions, training and supervision to ensure all staff are well equipped to avoid hazards and contribute positively to effective Health & Safety at work. As part of its health and safety policy TDA will: promote and prioritise the health and safety of its students and staff;
enforce preventative measures and adherence to procedures by ensuring everyone understands their roles and responsibilities in respect of health and safety; protect all students and staff by ensuring the environment is free from hazards and health risks; work together with parents/guardians, staff, local authorities with regard to the appropriate action to take and identifying any potential safety issues raised to ensure appropriate communications and actions are taken.
TDA will therefore: establish and maintain an ethos where students, staff and participants feel that their health and safety is always of paramount importance; ensure reasonable care is taken during all activities to avoid accidents or injuries to staff, participants and other people in the vicinity; provide sufficient information, instruction, training and supervision to ensure all staff are aware of their duties in relation to health and safety and its potential risks; ensure that confidential, detailed and accurate records of all health and safety concerns and incidents are maintained and securely stored. Scope of Policy This policy applies to all staff, families and visitors involved with TDA. Health and safety preventative measures and protection are the responsibility of ALL staff of TDA. TDA ensures that all parents/guardians and other working partners are aware of our health and safety policy by raising awareness and making them aware that copies of this policy are available on request.
Mandatory Compliance This policy and procedures contained herein will be widely promoted and are mandatory for everyone involved in the provisions of services provided by TDA. We expect all staff to promote good practice by being excellent role models, contribute to discussions about health and safety and to positively involve people in developing safe practices. Failure to comply with this policy and its procedures will be addressed without delay and may ultimately result in dismissal/exclusion from TDA.
4. ROLES, RESPONSIBILITIES & PROCEDURES
Duties of All Staff All individuals working with or on behalf of TDA have a responsibility to enforce health and safety measures. This includes a responsibility to be alert to possible health and safety risks and to respond to, record and report concerns without delay. All staff must be aware of TDA’s arrangements for health and safety and their responsibilities under this policy.
The duties of each member of staff in relation to health and safety prevention and protection include, but are not limited to: helping maintain the safety and security of the participants involved and the working/dancing environment ; having awareness of the risks, knowing the appropriate action to take and identifying any potential safety issues; taking reasonable care and be constantly vigilant of his/her own as well as other’s actions in the working environment to avoid accidents or injuries to themselves, participants and other people in the vicinity; ensuring the working environment is free from hazards and health risks in accordance with governmental guidelines and this policy; providing sufficient information, instruction, training and supervision to ensure his/her own health and safety and that of all participants; to complete a risk assessment and ensure all checked are followed and completed before any session begins in accordance with the safety checks detailed in Schedule 2 of this policy; adhering to the correct procedures in the event of accidents, medical incidents and emergencies in accordance with Schedule 3 of this policy; adhering to the correct procedures in the event of any fire related incident, including fire alarm warnings which do not result in fire in accordance with Schedule 4 of this policy; adhering to the correct procedures with regard to security in accordance with Schedule 5 of this policy; observing all safety instructions and procedures incorporated in this policy; cooperating with the Principal in relation to health and safety protocols and procedures;
reporting any potential hazards in relation to health and safety to the Principal; reporting any incident or accident as soon as reasonably practicable to the Principal and record them in the prescribed form at Schedule 6 of this policy;
The following procedures apply in relation to health and safety and should be adhered to and complied with by staff at all times: Risk Assessment & Safety checks – Schedule 2 Accidents, medical incidents & First Aid – Schedule 3 Fire safety – Schedule 4 Security – Schedule 5
Duties of Principal
In addition to the responsibilities which apply to all staff as detailed under this section4, the Principal has additional duties in relation to health and safety which include, but are not limited to: providing a safe working environment for the staff and ensure classes take place in a safe and suitable venue; deciding what could harm staff/participants and the precautions necessary to stop it; completing quarterly risk assessments in the form shown at Schedule 7 taking into account all necessary risks for the activities undertaken and bespoke risk assessments in the event that a new venue location is used or a special event is being held; explaining how risks will be controlled and telling staff/participants who are responsible for this; consulting and working with any staff in order to protect everyone from harm in the work place/dance environment; providing Health & Safety training for any staff as appropriate; ensuring each member of teaching staff has a first aid kit for dance sessions and which are routinely checked and replenished every six months; ensuring an ice pack is available for sessions in the event of any medical incident requiring ice treatment; maintain a record of all accident/incident report forms in accordance with section 7 of this policy; maintain an up-to-date record of all staff and students, detailing emergency contacts, next of kin, and any allergies or illness that may be triggered in the workplace/during participation; report any health and safety incidents to the venue manager as appropriate; ensuring the appropriate insurances are in place; working with any relevant venue managers and staff to ensure that everyone’s health and safety is protected; reporting certain injuries, diseases and dangerous occurrences to the appropriate health and safety enforcing authority; reviewing the health and safety policy periodically and implement any changes in accordance with section 4 of this policy; ensuring that any equipment provided for use by staff and teachers is kept in good condition and checked for faults before use; providing information and guidance with regards to First-Aid training and insurance cover as appropriate; providing appropriate support to staff in the event of a health and safety incident taking place.
5. SUPPORT FOR STUDENTS AND STAFF
TDA commits resources for induction, training of staff, effective communications and support mechanisms in relation to health and safety.
All staff will have access to health and safety training as appropriate.
TDA adopts an honest and open policy with regard to communications and discussion of health and safety issues between staff.
Support for Students TDA recognises that students may require support from TDA if they are subject to a medical condition, incident or are otherwise affected by a health and safety risk/incident. TDA will actively seek to provide reasonable and appropriate support to such students.
Support for Staff As part of their duty to promote health and safety measures and minimize risks in relation to health and safety, TDA recognises that involvement in situations where there is risk or actual harm can be stressful for staff concerned. Where a member of staff is distressed as a result of dealing with a health and safety incident, he/she should in the first instance speak to the Principal about the support he/she requires. The Principal should seek to arrange the appropriate level of support.
6. WORKING WITH PARENTS/GUARDIANS TDA will ensure that parents/guardians have an understanding of the responsibility placed on the dance school and its staff in relation to health and safety measures and operates an open and transparent policy when it comes to health and safety issues.
Additionally, TDA will undertake appropriate discussion with parents/guardians prior to involvement of any medical attention or intervention unless the situation is considered to require urgent medical attention or which could place the child at risk of harm.
Should a parent/guardian have a concern about any health or safety issue, they need to report it to a member of staff.
7. REPORTING & RECORD KEEPING Well-kept records are essential to good health and safety practice. All staff must be clear about the need to record and report health and safety incidents and concerns within the dance school. Any such record should always include details of the following: the incident; where/who witnessed the incident; who was told about the occurrence of the incident; how it was responded to; and what the outcome of the incident was.
A template form showing what information must be included when a health and safety incident occurs is shown at Schedule 6 of this policy.
The Principal is responsible for collating and securely holding all such records and for deciding at what point these records should be shared with, or copied and passed over to, other agencies.
Staff must make written reports as soon as is reasonably practicable after any accident or incident that has resulted in injury. It is essential to carry an Accident/Incident Report Form to each session. Any report form completed must be passed to the Principal as soon as is reasonably practicable after the session for safekeeping and any follow-up action.
8. STUDENTS’ WELLBEING
Duration of Classes Lesson and rehearsal time will be kept to reasonable lengths taking into account the age of the child and their levels of stamina. Parents and guardians will keep practice lengths to an appropriate length at home to avoid children becoming tired and risking overuse injuries.
General Wellbeing Students will be encouraged to eat a balanced diet. Staff will endeavour to recognise and identify signs of restrictive or disordered eating patterns, including weight loss. Such situations will be dealt with swiftly, with due sensitivity and support offered to the family. TDA actively promotes positive body image. Potentially harmful or damaging comments about students’ bodies/size will not be tolerated. Such incidents must be reported to a member of staff to be addressed without delay with the person(s) involved. Students will be encouraged to bring a water bottle to lessons and reminded to rehydrate, especially during hot weather and long rehearsals. Dance should be an enjoyable activity; therefore well-being and confidence will be promoted at all lessons and competitions, with students being praised and commended for effort, with successes celebrated, big or small. Parents/guardians are asked to support their child’s efforts and achievements accordingly and avoid being overly critical, which can damage self-worth and have an overall detrimental effect on achievement.
Anti-bullying TDA operates a zero tolerance bullying policy. Any incidents must be reported to a member of staff who will follow procedures to look into the issues raised. All incidents of bullying or discrimination will be taken very seriously and may result in people being asked to leave the dance school or result in police involvement if deemed serious enough.
9. COMMUNICATING AND REVIEWING POLICY TDA will make students, parents and guardians aware of the Health & Safety Policy with copies available on request.
This policy will be reviewed 12 months after development by the Principal and then every three years thereafter, or in the following circumstances: changes in legislation and/or government guidance; or as a result of any other significant change or event.
SCHEDULE 1– THE DANCE ACADEMY KEY STAFF, INFORMATION & USEFUL LINKS
PRINCIPAL: Rebecca Easter, Dance School Principal
National Health Service 111 NHS 111 service 111 is the NHS non-emergency number. NHS 111 is available 24 hours a day, 365 days a year. Calls are free from landlines and mobile phones. For immediate, life-threatening emergencies, continue to call 999. If any person is in immediate danger at any time, you should contact the emergency services using 999.
NHS Resources – Out of hours
NHS Resources – Emergency Care http://www.nhs.uk/NHSEngland/AboutNHSservices/Emergencyandurgentcareservices/ Pages/NHS-111.aspx
Dance Standards – Health & Safety https://www.danceuk.org/healthier-dancer-programme/industry-standards/
SCHEDULE 2– RISK ASSESSMENT & SAFETY CHECKS
RESPONSIBILITIES FOR ALL STAFF 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 in relation to equipment, dance studio and venue and participants.
It is important that staff do not become complacent about safety measures which have been checked once, particularly if returning to a familiar venue. Constant vigilance and checking is required. If a member of staff is concerned with any health and safety issue and does not feel able to continue with a session, s/he should contact the Principal immediately.
(1) DANCE STUDIO & VENUE (2) EQUIPMENT (3) PARTICIPANTS
(1) DANCE STUDIO & VENUE
The following checks should be made before students enter the studio and continually monitored throughout the session: Lighting/temperature: the area/room is ventilated and well lit, the air quality is good and the temperature is appropriate for the planned movement/dance session. Floor Area: ensure floors are clean with foreign bodies removed. At each session the floor surface on which the activity takes place should be checked. It should be dry, clean and free from litter and have an even surface; ensure all teacher/student belongings and clothing are kept out of the dance area; notices regarding smoking and consumption of food and drink must be observed. If students are permitted to have beverages in the dance space, please ensure they are kept to the side of the dance area, preferably off the floor; the size of the area/room is adequate for the number of participants; and no item of furniture or equipment should impede the free movement of any participant. Mirrors: ensure mirrors are unbroken.
Electrics: ensure they are safe with no wire showing; identify any that are not working or loose. Curtains: check the curtains are in a stable condition and there are not any falling/fallen down. Doors and exits: ensure doors are exits are secure and that there is nothing blocking emergency exits. Toilet Facilities: toilets/changing rooms should be clean and fully functional; Potential hazards: any potential hazards left unoccupied, e.g. substances in the kitchen, hot drink facilities must be labelled with their appropriate signs. This includes any domestic substances that may be considered harmful.
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:
Equipment Monitoring: any equipment used by the teacher must be in good working order. Equipment Usage & Supervision: ensure that no student is able to access equipment without supervision; when using equipment, ensure that students are shown how to use the equipment correctly and safely. Setting up: setting up of equipment must be comprehensive, correct and safe. Storage of equipment: make sure that all equipment/resources used are safely and securely stored after each lesson. Electrical equipment: electrical equipment should be safety checked; any sound equipment used by the teacher must be maintained and stored; following the manufacturer’s instructions - plugs must be wired correctly; portable equipment must be carried by a secure handle using correct lifting techniques; all leads should be secured and taped down if necessary -extension leads must be in a safe condition without joins in the cable. Reporting: any damaged equipment should be reported to the Health & Safety officer immediately, for repair or replacement. Use of safety mats: where appropriate, safety mats to be used appropriately.
(3) PARTICIPANTS (INCLUDING STAFF) Injuries: the teacher should enquire about existing physical injuries and make sure that no participant is chewing gum before the session starts; the session must include an appropriate warm-up and a cool-down; the teacher must be mindful of existing physical injuries and differing abilities, giving alternative movement options when necessary; the teacher must recognise signs of distress and know how to decrease intensity safely. Clothing: ensure all participants are wearing appropriate dance wear uniform and footwear to minimise accidents or risk; clothing worn by the teacher or the participants must allow ease of movement – it is recommended that the teacher should have a neat, clean appearance at all times and that her/his clothing should allow him/her to demonstrate movement effectively; warm clothing must be worn when the body is in danger of cooling down too quickly; safety/protection clothing must be worn when appropriate (i.e. knee pads). Footwear: footwear must be clean and appropriate for the session - if the session does not require footwear, make sure all students remove their socks, students will not be permitted to dance in socks/tights or inappropriate footwear and will be asked to watch the lesson rather than participate. Hair & Jewellery: no jewellery or accessories should be worn during dance activities; hair long enough to be put up must be tied up off the face.
SCHEDULE 3- – ACCIDENTS, MEDICAL INCIDENTS AND FIRST AID
RESPONSIBILITIES FOR ALL STAFF 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 in relation to accidents, medical incidents and first aid.
(1) GENERAL (2) MEDICAL INCIDENTS & CHILDREN (3) MINOR INJURIES (4) EMERGENCY MEDICAL INCIDENTS
Each member of staff shall carry a First-Aid box for any session when they are teaching. Staff must check first aid supplies and replenish after use, as well as routinely every six months. An ice pack will be available for use in medical situations. This should be applied to an injured area under a layer of material. TDA must keep an up-to-date record of all staff and students, detailing emergency contacts, next of kin, and any allergies or illness that may be triggered in the workplace/during participation. This information is strictly confidential and should be collated and kept by the Principal. Staff must only respond to a medical incident to the extent that they are only acting within the parameters of their first-aid training. Any physical contact required to treat a medical injury must only be to the extent that it is within the parameters of first-aid training and will not worsen any injury. If urgent medical assistance is required 999 emergency services must be called.
Each member of the teaching staff within the organisation has a duty to exercise care and attention with regard to their own safety and that of their pupils. Under this responsibility, each teacher shall: 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 policy document;
report all potential hazards affecting Health and Safety to the Principal or, if appropriate, designated Health and Safety Officer; report all accidents/incidents in the appropriate manner and record on an Accident/Incident Report Form (Schedule 6); all accidents/incidents should be recorded as soon as reasonably practical after the occurrence of any event no matter how trivial it may seem - witnesses details should be given if possible.
(2) MEDICAL INCIDENTS & CHILDREN
In relation to accidents, medical advice, emergencies and first aid, if you are working with children and young people who are under 18 years old: remember that a child/young person cannot give consent; if the parent/accompanying adult is not at the premises, obtain their phone number and try and make contact if a child/young person is alone and seriously injured, unconscious or requires urgent medical assistance the situation will need to be dealt with immediately; if urgent medical assistance is required call 999 emergency services; if at all possible, treatment should only be given by a trained First Aider; provided this does not in itself put the child/young person at risk, always try to administer First Aid with another adult present; always tell the child/young person exactly what you are doing and why; unless it is irrelevant, ask the child/young person if they use medication (e.g. for asthma, diabetes, and epilepsy) or have any allergies - some people have allergic reactions to stings and plasters where a child is able to they should administer any medication themselves including plasters, using an icepack and prescribed medication providing that any allergies and medical conditions do not prevent this (e.g. a plaster allergy); staff should only carry out first-aid within the parameters that they have been first-aid trained.
(3) MINOR INJURIES
For minor injuries, you may not offer any medication, including antiseptics, plasters or pills of any kind. If you have any doubts about helping someone to use their own medication, phone NHS 111 service or the emergency services. Any treatment should be as little as necessary without threatening the child/young person’s wellbeing.
(4) EMERGENCY MEDICAL INCIDENTS
If a child requires urgent medical attention, call the emergency services immediately by dialling 999. First-Aid should be administered only to the limit of the aide’s knowledge. Staff must have a telephone on them or know the location of the nearest telephone and the number to call for emergency services. Staff must be able to administer First-Aid, knowing which conditions are to be dealt with by professionals and which he/she may treat. S/he must understand the principles of First Aid and safeguard her/his own safety as well as the participant. Where possible, a member of staff will accompany a child to hospital if parents/guardians cannot get to the venue in time and all other children are being cared for by another member of TDA staff. It is nearly always best to stay with them and wait for the ambulance. Staff should only take the risk of bringing in the child themselves if the emergency services ask you to do so because of exceptional circumstances and all other children will be able to be supervised by another member of staff of TDA A member of staff should not travel alone after an emergency incident/accident. They should be accompanied, taxied or allowed to rest under supervision for as long as is necessary.
SCHEDULE 4- FIRE SAFETY
RESPONSIBILITIES FOR ALL STAFF 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 in relation to fire hazards.
(1) GENERAL (2) IN THE EVENT OF A FIRE ALARM (3) DISCOVERING A FIRE
A no smoking policy is in operation at all times It is crucial that any staff involved in activities maintain a working knowledge of the fire procedure for the building in which they are working, including the location of fire alarms and fire exist. Make sure you familiarise yourself with a building’s fire procedure and the location of fire alarms and fire exists before your dance session starts. A register of participants must be taken at the start of each session. In the event of a fire/fire alarm, all participants must gather at a designated meeting place, and staff must complete a roll-call and liaise with Fire Service personnel. Where possible a register must be taken where timing permits, in any event a head count should be taken. Each member of staff should make themselves familiar with tfire procedures as displayed at each venue. The teacher must be familiar with fire and emergency procedures required by the management of the venue of the session.
(2) IN THE EVENT OF A FIRE ALARM
You are responsible for yourself and the participants in your session:
Evacuate participants in your session from the building immediately using the nearest fire exit. Under no circumstances must you stop to collect any personal belongings or equipment. Assemble at the agreed fire point
TAKE A REGISTER OF YOUR PARTICIPANTS AND LIAISE WITH ANY FIRE SERVICE PERSONNEL – ANY ABSENCES OR CONCERNS SHOULD BE REPORTED IMMEDIATELY Do not re-enter the building until you are informed to do so by the Fire Service personnel. If any venue has a lift, lifts must never be used in the event of a fire alarm.
(3) DISCOVERING A FIRE
If you discover a fire you must, subject to there being no immediate threat of danger: Activate the fire alarm if there is one. Supervise the safe and orderly evacuation of participants and any other people in your vicinity. Keep calm. Try to keep others calm. Without prolonging your evacuation and providing it is safe to do so, do a quick check of corridors, toilets etc. on your way out, to check they are empty. If any venue has a lift, lifts must never be used in the event of a fire.
SCHEDULE 5- SECURITY
RESPONSIBILITIES FOR ALL STAFF 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 in relation to security risks.
(1) ACCESS (2) ARRIVAL/COLLECTION
The following must be adhered to at all times:
(1) ACCESS: Anyone wishing to enter the premises must be escorted by a member of staff. Any unidentified person seen on the premises must be reported to the Principal or a member of staff present immediately and the venue manager
(2) ARRIVAL/COLLECTION: Students are encouraged to wear suitable street clothes to and from lessons/rehearsals for health and safety reasons including the prevention of injuries and keeping muscles warm after exercise. Students are encouraged to change in designated areas, avoiding changing outdoors or in cars. Older students/seniors will always have access to toilet cubicles for changing in and out of dance clothes/street clothing If parents/guardians are delayed, they are asked to contact the teacher. Students will be supervised until the parent arrives. Parents/guardians are asked to notify the dance teacher if a different adult will be collecting the student. In the case of non-collection, attempts will be made to contact the parents/guardians/emergency contact person on the student’s records. Students aged 16 and under will be asked to remain in the room with a teacher under an adult collects them. Parents/guardians of students aged 14-16 years may sign a consent form allowing their child to wait safely at the venue after a lesson. Any students aged 14 to 16 who have received written consent from their parents/guardians to wait at the venue unaccompanied are discouraged from waiting outside a venue when it is dark, and if they do, they are asked to remain vigilant for their own safety.
Parents/guardians and students are reminded to take due care when accessing parking in and around the lesson venues. Adults are to be mindful of small children who may be in the carparks.
SCHEDULE 6– ACCIDENT/INCIDENT REPORT FORM
Detail of incident:
Details of injury suffered (e.g. abrasion/bleeding/bruising/pain (mild, moderate, severe):
Action Taken (including seeking medical advice):
Parent/Guardian informed (details including date, time, comments)
Any additional comments/information:
Form completed by: (sign and print name)
Received by Principal: (sign and print name)
SCHEDULE 7 – TEMPLATE RISK ASSESSMENT FORM
THE DANCE ACADEMY RISK ASSESSEMENT
DATE OF RISK ASSESSMENT:
OTHER PERSONS INVOLVED IN PROJECT:
PERSON CARRYING OUT RISK ASSESSMENT:
RISK ASSESSMENT RATING SCALE – 1 = Minimal, 2 = Minor, 3 = Moderate, 4 = Significant, 5 = Severe.
POTENTIAL HAZARDS IDENTIFIED
WHO MAY BE AT RISK?
WHAT PROPERTY MAY BE DAMAGED?
RISK CONTROLS ALREADY IN PLACE
RISK ASSESSMENT RATING (1 minimal to 5 severe)
FURTHER RISK CONTROL MEASURES/ACTION REQUIRED