Policies & Procedures

1. Safeguarding and Child Protection Policy

• We are committed to creating a safe, supportive environment for all children.

• All staff and volunteers are DBS checked and undergo safeguarding training.

• A Designated Safeguarding Lead (DSL) is appointed to oversee child protection concerns.

• Any concerns or disclosures will be reported and recorded in line with UK statutory safeguarding guidance.

• Read our full Safeguarding Policy.

2. Health and Safety Policy

• All teaching venues are risk-assessed regularly and a dynamic risk assessment is completed upon arrival at every venue.

• Emergency procedures (fire, accident, lockdown) are displayed and practiced where applicable.

• First Aid kits are available on-site and qualified first aiders are present during sessions.

• Children must wear appropriate clothing and footwear for movement-based activities.

3. Code of Conduct

For Staff:

• Treat all children with respect and fairness.

• Maintain appropriate professional boundaries.

• Promote inclusion and discourage any form of bullying or discrimination.

For Students:

• Attend sessions punctually and regularly.

• Show respect for staff, fellow students, and equipment.

• Use inclusive, kind language and behaviour at all times.

4. Behaviour Management Policy

• Positive reinforcement and clear expectations are used to promote good behaviour.

• Minor issues are addressed through discussion and reflection.

• Persistent or serious misconduct may lead to temporary or permanent exclusion following discussion with parents/guardians.

5. Attendance and Punctuality

• Regular attendance is essential for development and team participation.

• Parents must notify the academy in advance of any absences.

6. LAMDA Examination Policy

• Children preparing for LAMDA examinations will receive tailored support from trained tutors.

• Entry fees and exam dates will be communicated in advance.

• Parents must consent to entry and pay fees prior to the submission deadline.

• Students must commit to attending all required preparation sessions.

7. Inclusion and Equal Opportunities

• We welcome students of all backgrounds, abilities, and needs.

• Reasonable adjustments will be made to ensure all children can participate fully but please note that classes are drop-off and we cannot currently provide 1:1 support.

• We are committed to challenging and addressing discrimination in any form.

8. Photography and Media Consent

• Media (photos/videos) may be taken for promotional purposes with prior written parental consent.

• No child will be photographed or recorded without explicit permission.

• Images will be stored securely and used in accordance with UK GDPR.

9. Communication with Parents and Guardians

• Communication is via email, newsletters, and social media (where consented).

• Urgent matters (e.g., accidents, sudden illness) will be handled by telephone.

• We encourage regular feedback and dialogue with families.

10. Payment and Refund Policy

• All term fees must be paid in full in advance unless an alternative plan is agreed.

• Refunds are not provided for non-attendance except under exceptional circumstances.

• Missed LAMDA lessons or private tuition may be rescheduled at the academy’s discretion.

11. School-Based Clubs and Workshops

• School clubs operate in partnership with the school’s safeguarding and health & safety policies.

• Attendance registers are maintained and shared with school staff.

• Academy staff work alongside school staff to support individual needs and behaviour.

12. Emergency and Medical Procedures

• Medical information must be provided upon registration.

• Parents must inform the academy of any changes in medical or emergency contact details.

• In case of emergency, we will act in the best interest of the child and seek appropriate medical attention.

13. Dismissal and Collection Policy

• For the safety of all students, only adults authorised by the parent or legal guardian and listed on the child’s registration form will be permitted to collect them from class.

• Any changes to the authorised collection list must be reported to the academy in advance by the parent or guardian. This can be done via email, phone, or written note.

• If an unauthorised adult arrives to collect a child, the child will not be released until direct verbal confirmation has been received from the parent or guardian.

• It is the responsibility of the parent or guardian to keep all collection permissions and emergency contact details up to date.

Children Leaving Alone:

• Children aged 10 and over may leave the premises unaccompanied only if written consent has been provided by the parent or legal guardian either at registration or in advance of the session.

Late Collection:

• Regular late collection of a child may raise safeguarding concerns and could be treated as a potential neglect issue in accordance with our Safeguarding and Child Protection Policy.

• If we have not heard from a parent or guardian 10 minutes after the scheduled end of class, we will attempt to contact you by telephone.

• If there is no response, we will then begin contacting the other emergency numbers listed on your registration form.

• If 30 minutes pass and we have still not been able to reach anyone, we may be required to contact the Local Authority Designated Officer (LADO) or Children’s Services, in line with our safeguarding obligations.

14. Accident and Incident Policy

North Wales Academy of Music and Drama is committed to providing a safe environment for all children, staff, and visitors. This policy outlines our procedures in the event of an accident, injury, or significant incident occurring during academy activities.

Aims

• To respond swiftly, calmly, and appropriately to accidents or injuries.

• To ensure children receive the necessary medical attention.

• To maintain accurate records of all incidents.

• To communicate clearly and promptly with parents/guardians.

First Aid and Emergency Response

• A fully stocked First Aid kit is available at every venue.

• At least one trained First Aider is present during every class, workshop, or event.

• In the event of a minor injury, the First Aider will assess and treat the child appropriately using first aid supplies.

• In the event of a more serious injury or medical emergency, emergency services will be contacted immediately by dialling 999.

Notifying Parents and Guardians

• For minor injuries (e.g. small cuts, bruises), parents will be informed at the end of the session.

• For more serious injuries or where medical attention is required, parents will be contacted immediately by telephone.

• If a parent cannot be reached, we will contact the emergency numbers listed on the child’s registration form.

Recording Accidents and Incidents

• All accidents, injuries, or concerning incidents are recorded in the Accident and Incident Log.

• The report will include:

  • Name of the child

  • Date, time, and location

  • Nature of the accident or incident

  • Action taken (including first aid or emergency services involvement)

  • Witness names (if applicable)

  • Name and signature of the staff member reporting

• Parents will be informed and may be asked to sign the report as confirmation.

Reporting to Authorities

• If a serious incident occurs (e.g. head injury, broken bone, or incident requiring hospitalisation), the academy may report this to:

  • The Local Authority Designated Officer (LADO)

  • RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) where appropriate.

Preventing Future Accidents

• All accidents are reviewed by the academy's leadership to identify any patterns or preventable risks.

• Risk assessments will be updated following any significant incidents.

• Any damaged equipment or unsafe areas will be immediately taken out of use or reported to the venue management.

Staff Responsibilities

• Staff must remain vigilant at all times and report hazards immediately.

• All injuries or incidents must be reported, no matter how minor.

• Children will never be left unattended following an accident and will be reassured and kept safe until help arrives or parents are contacted.

15. Fire Procedure

The safety of our students and staff is our top priority. All venues used by North Wales Academy of Music and Drama follow strict fire safety protocols and procedures. This Fire Procedure outlines our actions in the event of a fire or fire alarm.

Fire Safety Measures

• All teaching venues are equipped with clearly marked fire exits, emergency lighting, and fire extinguishers.

• A fire risk assessment is conducted for every venue we use.

• Staff are familiar with the location of exits, alarm points, and assembly points at each site.

• Fire drills will be practiced periodically, particularly in settings where children attend regularly (e.g. school clubs).

In the Event of a Fire or Fire Alarm

1. Stop all activity immediately.

2. Staff will calmly instruct children to line up and proceed to the nearest fire exit in an orderly manner. Children must not stop to collect personal belongings.

3. Staff will check all rooms, including toilets and side rooms, to ensure no child is left behind.

4. The designated register holder will take the class register, emergency contact list, and first aid kit to the assembly point.

5. Children and staff will gather at the designated fire assembly point, as indicated by signage at the venue.

6. The lead staff member will call the register to account for all children and report any missing persons to the emergency services immediately.

7. Emergency services will be contacted by dialling 999 if this has not already been done by the venue.

8. Parents/guardians will be contacted if the fire disrupts the session or requires evacuation beyond the immediate emergency.

After the Incident

• The incident will be recorded and reviewed internally.

• If necessary, the academy will liaise with the venue to ensure corrective actions are taken.

• Parents will be informed of any changes to safety procedures.

Responsibilities

• All staff are responsible for knowing the fire procedure at each venue.

• Children will be reminded regularly of fire safety behaviour.

• Fire exits must never be blocked or obstructed during sessions.