POLICIES

Our policies ensure that our work is carried out in a safe, fair and clear manner

Home Visits Policy

Cambridgeshire Music prefers to provide activities in schools and settings, or in music centres that we run. If this is not possible we may, subject to staff availability, offer a home visit. This will only involve staff who wish to undertake this work will be approached.

This document provides information about how home visits operate to ensure clarity about what staff, families and students can expect and set out the processes our staff must follow. This is important to ensure that safeguarding issues are managed correctly. We take this requirement very seriously and follow up any concerns immediately as our aim is to ensure a safe and secure environment for learning.

This is a policy that:

our staff must follow if providing home visit tuition or other music activities,
explains the processes to be followed
is communicated to schools and families through our policies, at the time of setting up the activity or on request.

Benefits of Home Visits

Over the last 10 years the arts education landscape has changed considerably. As well as provision on school and setting sites and in school time, service staff also provide arts activities in community, children and other similar centres and on occasion through visits to the home. The flexibility this provides enables our high standard of creative work to be delivered in more locations which improves access and opportunity for young people and adults. This in turn promotes growth of activity for the service and a broader range of participants for other arts opportunities.

The nature of a home visit activity is similar to that which takes place in a school or setting, for example music tuition or music therapy with a child. The main difference is the lower levels of other adults on the site when compared to the school and the health & safety requirements of a home will be different.

Therefore, for the safety and security of our clients, families and our staff the following procedures must be adhered to for home visits and form a part of the acceptance of any booking or contract for services.

Home Visit Procedures

Cambridgeshire Music will:

Have a generic risk assessment for home visits that is reviewed and updated for specific situations by any staff carrying them out with their line manager through supervision.
Have clear procedures for managing queries or concerns for staff or families, including contact details for relevant managers.
Ensure that the home visit information is communicated through online or other appropriate processes.

Cambridgeshire Music Staff delivering activities can only provide an activity if:

The workspace provided is appropriate, with ventilation and lighting/heat as required and safe in which to work.
The parent or carer is on site for the whole of the duration of the visit and available for communication with the member of staff during that time. They do not have to remain in the workspace but can do so if they wish.
The room will have windows so that there is “passing observation” possible or alternatively the door to the room will be left open by the Cambridgeshire Music staff.
The member of staff is happy with the setting from a safeguarding, health and safety perspective.

Parents and Carers/Guardians agree that:

They will ensure an appropriate workspace is provided with either a window offering observation into the room or an open door option available.
They will be on site for the whole of the activity and available for a conversation with the member of staff if required during that time.
They will be sensitive in ensuring that there are not interruptions to the work being carried out and conversations at the end of the session do not delay our staff in departing for their next appointment.
They will remain in the workspace if requested by the member of staff.
Accept that a session can only be provided if the conditions of the policy are met and that a charge for time may still be liable should it not be possible to provide the session if the staff member deems that the work environment cannot comply with the policy.
Home visits will always be at least 30 minutes in length and for individuals.

Determination of preferred locations:

Cambridgeshire Music Administration Team will seek to accommodate tuition in the location order as follows:
1. School or Organisation Base linked to the pupil
2. Cambridgeshire Music Base or Music Centre at an organisation base
3. Home Visit to Account Holder

If an opportunity to provide the activity is available or becomes available at high preference location then it is expected that the activity will take place there or be moved to there at the next available opportunity. This is because provision of activity in a single location is a more efficient mechanism for delivery, provides higher levels of safety and security and enables us to keep charges lower for all clients. Some activities may not be possible to provide in a home setting – for example percussion and drum lessons depending on the location of instruments.

Allocation of a Home Visit:

If a home visit option is proposed as a solution the Cambridgeshire Music Administration Team will carry out the following steps:
1. Contact the account holder to discuss if a home visit would be an acceptable solution, subject to an available member of staff, provide information, including policies and procedures and request confirmation in writing that the conditions for a home visit can be met. It will be stressed that it is still possible that no member of staff will be able to provide tuition as this will depend on their other work and distance to travel. If agreed then they will change the base for the tuition to the option “Home Visit” (not available to clients as a selection option). If necessary the booking will also be updated to a 30 minute individual lesson.
2. Allocate a member of staff from those who have indicated that they can be considered for home visits. In order to minimise costs, the allocation of staff will be determined by travel distance from the home to the nearest available member of staff. If a member of staff wishes to be considered for home tuition visits then the appropriate box will be ticked on their staff account.
3. The member of staff allocated will then confirm the booking in the normal way and agree a visit time. Once payment is made, lessons can commence in the normal way.
4. On the occasion of the first visit and then annually or when any observable change occurs, the member of staff will complete the working space checklist with the account holder (derived from the generic risk assessment) provided by the Cambridgeshire Music Administration Team and return before the next session is due. If this is not carried out and confirmed by a manager in the service then lessons will cease until this is completed.

Management of Issues and Review

Any issue that arises as part of the provision of home based activities will be discussed within 24 hours with an appropriate manager in the service or sooner if urgent. Either account holder or staff member may raise an issue.

Use of Mobile Devices Policy

While mobile devices are commonly in use in today’s society, it is recognised that such devices have the potential to be used inappropriately. Safeguarding of children within service activities is paramount and therefore it is necessary to implement the following policy in order to protect them and staff.

Mobile devices when used should not cause unnecessary disruptions and distractions within the workplace, and ensure effective safeguarding practice is promoted to protect against potential misuse.

Many devices offer Internet and email access, alongside functions such as messaging, camera, video and sound recording. These might be useful as part of the process of learning and documentation but there are associated risks that have to be managed.

Guidance for service staff and external contractors

The following information is current service policy on the management of the use of mobile devices in our activities and is expected to be adopted by our partners and any external contractors unless agreed otherwise in advance.

Permitted use of devices in activity situations

As a peripatetic profession that uses IT resources made available by the service and others for its work, there is a benefit in being able to make use of these resources in our professional role. To manage the risks involved the following must be followed:
1. In all cases the use of mobile devices for any aspect of professional activity must be made known to the host organisation (e.g. the school) first. If they have any concerns these must be resolved prior to any usage.
2. Unless it is impossible/impractical to do so staff must use devices owned and provided by the service or the host organisation for any learning activities. Therefore staff should plan their needs for playback or recording or other similar requirements where storage of audio or visual information is needed in advance and liaise with the organisation to ensure equipment is available. The service stresses that where audio or visual recording is a desirable learning process this should not be done with personal mobile devices. If, after agreement with line manager and school, own devices are used to access specific applications relevant to the lesson, this must be logged in the plan and noted in the lesson note book. Such examples would be tuning apps, garage band, aural test apps and accompaniments; not easily accessible elsewhere. The expectation is that the data in a recording made on service or organisation equipment will be sent to the family/child and host organisation or service and deleted from the device, ideally witnessed by a colleague in the organisation or service, on the same day. The only exception to this is the ability for staff to enter attendance or other service operational information using their own devices. Ideally this should be at the end of a session or class when the students have left/about to arrive or in a break time away from students. This should not intrude on or disrupt the provision of others.
3. If use of organisation devices is impossible or impractical then usage under point 3 must be agreed by:
o The host organisation – this will be covered within the partnership agreement between the school and service but it is considered a good idea to inform the school.
o The member of staff’s line manager – you should let your line manager know that you need to make use of your own mobile device before you use it.
o The child and family – this is covered in directly charged activity through the parent account where they can give permission in the account settings. Therefore staff should contact the parent by email or phone is the permission has not been given in order to request this. If the family permission is not obtained, either via consent form, account settings or some other appropriate formal process usage cannot take place. If agreement is obtained then the member of staff may use their mobile device for learning purposes under these conditions:
o The usage is appropriate, time-limited and for a learning resource purpose or demonstration. It is recommended where possible that usage is during a group session rather than a 1:1 situation.
o Resources used should be age appropriate and should contain no material that could be misinterpreted or considered inappropriate. If in doubt, agree usage with school or service managers in advance.
o The usage is planned and parents and school and service know in advance the purpose and how any data will be handled.
o This usage is most likely beneficial when peripatetic staff wish to show specific learning resources available to them, e.g. technique demonstration or playing of a piece of music for learning, aural training or repertoire knowledge or use of music games and exercises available as resources.

Student Placements (e.g. Music Therapy – NB not work experience students)

Students who are working with the service as part of their course of study are bound by the same expectations with regard to use of devices. If they need to use a device other than one provided by their institution, the host organisation or the service then this must be agreed in advance in writing using the appropriate consent forms.
The student’s institution must provide information to the service and the host organisation about their policy for handling consent, capture, storage and disposal prior to any usage of devices.

Non-tuition situations

In non-tuition situations staff may wish to have their personal mobile devices at work for use in case of emergencies, however there is a clear expectation that all personal use is limited to areas and times when there are no children present, or likely to be present. The service expects staff to lead by example:

· Other than in agreed exceptional circumstances or for the professional usage indicated above, mobile devices should be switched off or on silent and left in a safe place during the provision of activities.

· Staff members should never phone or text pupils or parents from their personal mobile devices, or give their personal mobile phone number to pupils or parents. If a member of staff needs to make telephone contact with a family, a service telephone or mobile should be used. Pupils should not be provided with service mobile numbers except for agreed touring emergency requirements but parents and carers and organisations can be provided with this.

· Staff should never send to, or accept from, colleagues or pupils, texts or images that could be viewed as inappropriate.

· Staff are not permitted to take photos or videos of pupils. If photos or videos are being taken as part of the service activities in a professional capacity, service or school equipment should be used for this. Staff should not allow themselves to be photographed by a pupil(s)

· This guidance should be seen as a safeguard for members of staff and the school. Any breach of school policy may result in disciplinary action against that member of staff.

Parent, visitors and contractors

are respectfully requested not to use their mobile phones in any area where children/young people are present. Should phone calls and/or texts need to be taken or made, use is restricted to those areas not accessed by children to avoid any unnecessary disturbance or disruption to others.

Any individual bringing a personal device into the school must ensure that it contains no inappropriate or illegal content.

Safeguarding and Child Protection Policy

cambridgeshire-music-safeguarding-policy-september-2017.pdf