Members Area

Here you will find all our official policies and documents. Please be sure to check them all as by completing the membership form on this page you are agreeing to their content. 
The form is long  but contains questions that will provide us with essential information to provide the best and safest possible experience for your child(ren). At this stage you will need to complete one for each child you have in High Park

Please only fill in this form when your child has been offered a place at High Park. If you are interested in joining please use the contact form included on the home page. 

Membership Form

    Pickup:

    Instrument Chosen:

    Photo Permission

    Acceptance

    High Park Policies can all be found here:

    HPCMP Membership Information and Guidelines

    Advice for HPMS members, parents or guardians

    • Registration – Please impress on your child the importance of ‘signing in’ immediately on arrival and ‘signing out’ as soon as soon as they are released by their group leader. This is essential for the safety of all involved.
    • Members will not be permitted to leave early without prior arrangement with a parent/guardian.


    Instrument Loan:

    • Unless your child already has their own instrument they will be issued with an instrument that becomes theirs for the duration of their membership of HPCMP, it is then theirs and your responsibility to ensure it is kept safe and looked after in an appropriate manner.
    • When a child leaves High Park, if they wish to continue their instrument learning we will occasionally offer the opportunity to purchase their instrument at a reduced price, this is negotiated on an individual basis. If not continuing with lessons the instrument and any music will need to be returned as soon as practically possible.
    • Insurance: It would be good if you could put the instrument on your house insurance. This should not cost you any additional money, just naming the instrument and value as £200.  Some insurance companies may require the serial number which can be found on a label or tag which is attached to the instrument case and should not be removed.
    • Care and Maintenance:  All students are given guidance on this, but we ask that you also know so that you may oversee and help put together and take apart the instrument.  Bent instruments are often caused by putting the instrument away incorrectly or attempting to put music in the cases – a bent instrument can lead to costly repairs.
    • Instrument use:  Please do not let other children or family members ‘have a go’ on the instruments because the reeds on clarinets/saxophones may get damaged and we cannot subsidise the cost indefinitely. Flutes can be easily dented, and the key work bent.
    • Reeds: For Saxophones and Clarinets you will need to buy your own reeds which can be purchased easily from John Packer, Chelston, Wellington. Initially your child will need a 1.5 strength reed and we suggest you get Rico reeds which are the cheapest and come in an orange box/pack – it is possible to get them individually or in packs of 3 or 10. Buying multiples make them cheaper than buying singly. Often at the beginning reeds will get broken easily so please do get some reeds to have as spares.
    • Music: We request that all music is kept in a folder marked with the childs name, and they bring a pencil to all lessons to mark their own music as necessary. If music is lost, single sheets will be charged at 15p to replace or any of our bound books will be charged at £2.50
    • Problems:  If there seems to be a problem with any instrument please contact us immediately as we can often fix this ourselves.


    Session times

    • These are published on the calendar on the events page of the website and
    • Shared by email to all members from [email protected] so please ensure this is in your safe senders list.


    Cancellation

    We may cancel a rehearsal or event, before or during a rehearsal or event, due to unforeseen circumstances. We will do our best to contact you members, parents and guardians using your contact details supplied. 

    Parental responsibility and Organisation Liability

    HPCMP is responsible for your child during rehearsal and event times only. Parents and guardians must arrive promptly at the end of a session to supervise and collect your child, or arrange for another responsible adult to do so. 

    Conditions of Participation

    1. HPCMP reserves the right, at all times, to cancel sessions at our sole discretion.
    2. All participants must sign in at the beginning of a session and sign out at the end. Parents or guardians must also be contactable (for example by mobile phone) for the duration of the session.
    3. It is expected that members will practice playing their instruments and music provided between rehearsals. We ask parents/guardians to encourage this.
    4. Neither HPCMP nor any of its employees or members shall be liable in any way whatsoever in respect of loss or damage to property.
    5. HPCMP must be informed, at the time of accepting a place, of any medical condition affecting the participant, or of any medication taken by the participant that could affect their taking part in the activities. HPCMP reserves the right to refuse a place to anyone on medical grounds, where medical needs cannot be accommodated.
    6. All members are accepted on the understanding that any instructions or directions given by any member of the music teachers are to be observed.
    7. Participants are asked to respect the equipment provided; compensation will be sought from anyone deliberately causing damage to equipment.
    8. HPCMP reserves the right at all times to refuse or restrict the use of facilities to members. The right is also reserved to evict anyone who refuses to comply with the conditions as stipulated, or who behaves inappropriately or, in any way, causes damage or annoyance to any other persons.
    9. If any injuries are sustained or damage to valuables occurs, participants are to notify the Management Committee immediately.
    10. Your child must not attend a session unless they are fit and able to participate in the activities.


    Making a complaint

    Whilst we hope that you and your child will enjoy their time with us at High Park and we will endeavour to make this as safe and fun as possible, we appreciate that there may be occasion where you may wish to raise a matter with us. We hope that you will do this informally initially, by talking to one of our volunteer leaders, so that we can resolve the matter as soon as possible.  However, should you feel a more formal approach is required, please refer to the following procedure.

    If you wish to make a formal complaint in respect of the activities of HPCMP or the conduct of any members, volunteers, teachers or management committee, please follow this procedure.

    • Make your complaint in writing (marked CONFIDENTIAL) to The Management Committee, High Park Cottage, Wiveliscombe. TA4 2AB
    • Provide as much detail as you can to help the Management Committee understand the issue and provide your own contact details, for a response to be made.

    A member of the Management Committee (or delegated person) will investigate your complaint, during which you may be contacted for further information or to attend a meeting, if required. Once the HPCMP has completed a full investigation, you will receive a response in writing, including any relevant actions taken. This process will be conducted as quickly as possible, ideally within 3 weeks. 

    Reviewed and updated July 2021

    HPCMP Code of Conduct

    It is the policy of this organisation that all participants, music teachers, parents and volunteers show respect and understanding for each other, treat everyone equally and conduct themselves in a way that reflects the principles and values of the organisation.  The aim is for all participants to enjoy playing and learning music and to improve performance.

    Participants – young musicians

    • Listen to and accept what you are asked to do to improve your performance and keep you safe
    • Respect other participants, teachers and volunteers
    • Abide by our rules and values
    • Join in with a positive attitude
    • Never bully others either in person, by phone, by text or online
    • Take care of all property belonging to other participants, HPCMP or its members

    Parents/Guardians

    • Support your child’s involvement and help them enjoy music
    • Help your child to practice and learn to play music
    • Never force your child to take part
    • Never punish or belittle a child for making mistakes
    • Encourage and guide your child to accept responsibility for their own conduct and performance
    • Respect and support the music teachers
    • Use established procedures where there is a genuine concern or dispute
    • Inform the organisation’s management committee of relevant medical information
    • Ensure that your child wears suitable clothing and has appropriate food and drink
    • Provide contact details and be available when required
    • Take responsibility for your child’s safety and conduct during rehearsals or at events/performances.
    • For older children (and where agreed by the Management Committee), ensure you bring and collect your child promptly to rehearsals and events.

    Management, teachers and volunteers

    • Consider the welfare and safety of participants before the development of activities
    • Encourage participants to enjoy learning, sharing and performing music and not just results/ability
    • Ensure that all activities are appropriate to the age, ability and experience of those taking part
    • Build relationships based on mutual trust and respect
    • Work in an open environment
    • Avoid unnecessary physical contact with young people
    • Be an excellent role model and display consistently high standards of behaviour and appearance
    • Do not drink alcohol or smoke when working directly with young people
    • Communicate clearly with parents and participants
    • Be aware of any relevant medical information
    • Follow HPCMP guidelines, policies and values.

    If you are concerned that someone is not following the Code of Conduct, you should inform the HPCMP Safeguarding Officer or a member of the Management Committee.

    HPCMP Photography and Filming Policy

    Purpose and Scope

    HPCMP works with children and families as part of its activities. These include: music tuition and music performances.

    The purpose of this policy statement is to:

    • protect children and young people who take part in HPCMP’s services, events and activities, specifically those where photographs and videos may be taken
    • set out the overarching principles that guide our approach to photographs/videos being taken of children and young people during our events and activities
    • to ensure that we operate in line with our values and within the law when creating, using and sharing images of children and young people

    This policy statement applies to all staff, volunteers and other adults associated with HPCMP.

    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 and to take, share and use images of children safely.

    We recognise that:

    • sharing photographs and films of our activities can help us celebrate the successes and achievements of our children and young people, provide a record of our activities and raise awareness of our organisation
    • the welfare of the children and young people taking part in our activities is paramount
    • children, their parents and carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation
    • consent to take images of children is only meaningful when children, their parents and carers understand how the images will be used and stored, and are fully aware of the potential risks associated with the use and distribution of these images
    • there are potential risks associated with sharing images of children online. More information about this is available from learning.nspcc.org.uk/researchresources/briefings/photography-sharing-images-guidance.


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

    • always asking for written consent from a child and their parents or carers before taking and using a child’s image
    • always explaining what images will be used for, how they will be stored and what potential risks are associated with sharing images of children
    • making it clear that if a child or their family withdraw consent for an image to be shared, it may not be possible to delete images that have already been shared or published
    • changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them) never publishing personal information about individual children and disguising any identifying information (for example the name of their school or a school uniform with a logo)
    • making sure children, their parents and carers understand how images of children will be securely stored and for how long (including how we will control access to the images and their associated information)
    • reducing the risk of images being copied and used inappropriately by:
      • only using images of children in appropriate clothing (including safety wear if necessary)
      • avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of images being misused
    • using images that positively reflect young people’s involvement in the activity. We will also develop a procedure for reporting the abuse or misuse of images of children as part of our child protection procedures. We will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.

    Photography and/or filming for personal use

    When children themselves, parents, carers or spectators are taking photographs or filming at our events and the images are for personal use, we will publish guidance about image sharing in the event programmes and/or announce details of our photography policy before the start of the event. This includes:

    • reminding parents, carers and children that they need to give consent for [name of group/organisation] to take and use their images
    • asking people to gain permission from children, their parents and carers before sharing photographs and videos that include them
    • recommending that people check the privacy settings of their social media account to understand who else will be able to view any images they share
    • reminding children, parents and carers who they can talk to if they have any concerns about images being shared.

    Photography and/or filming for HPCMP’s use

    We recognise that our group leaders may use photography and filming as an aid in activities such as music or drama. However, this should only be done with HPCMP’s permission and using our equipment. Children, young people, parents and carers must also be made aware that photography and filming is part of the programme and give written consent.

    If we hire a photographer for one of our events, we will seek to keep children and young people safe by:

    • providing the photographer with a clear brief about appropriate content and behaviour
    • ensuring the photographer wears identification at all times
    • informing children, their parents and carers that a photographer will be at the event and ensuring they give written consent to images which feature their child being taken and shared
    • not allowing the photographer to have unsupervised access to children
    • not allowing the photographer to carry out sessions outside the event or at a child’s home
    • reporting concerns regarding inappropriate or intrusive photography following our child protection procedures.

    Photography and/or filming for wider use

    If people such as local journalists, professional photographers (not hired by HPCMP) or students wish to record one of our events and share the images professionally or in the wider world, they should seek permission in advance. They should provide:

    • the name and address of the person using the camera
    • the names of children they wish to take images of (if possible)
    • the reason for taking the images and/or what the images will be used for
    • a signed declaration that the information provided is valid and that the images will only be used for the reasons given.

    HPCMP will verify these details and decide whether to grant permission for photographs/films to be taken. We will seek consent from the children who are the intended subjects of the images and their parents and inform the photographer of anyone who does not give consent.

    At the event we will inform children, parents and carers that an external photographer is present and ensure they are easily identifiable, for example by using them with a coloured identification badge. If HPCMP is concerned that someone unknown to us is using their sessions for photography or filming purposes, we will ask them to leave and (depending on the nature of the concerns) follow our child protection procedures.

    Storing images

    We will store photographs and videos of children securely, in accordance with our safeguarding policy and data protection law. We will keep hard copies of images in a locked drawer and electronic images in a protected folder with restricted access. Images are retained as an archive of youngsters achievements, if you ever wish for an image to be removed or deleted please inform us and we will do this.

    We will never store images of children on unencrypted portable equipment such as laptops, memory sticks and mobile phones.

    Reviewed and updated August 2020

    HPCMP Data Protection Policy

    Definitions

    HPCMPmeans High Park Community Music Project, a not for profit organisation.
    GDPRmeans the General Data Protection Regulation.
    Responsible Personmeans Bex Maynard.
    Register of Systemsmeans a register of all systems or contexts in which personal data is processed by HPCMP.

    1. Data protection principles

    HPCMP is committed to processing data in accordance with its responsibilities under the GDPR.

    Article 5 of the GDPR requires that personal data shall be:

    1. processed lawfully, fairly and in a transparent manner in relation to individuals;
    2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
    3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
    4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
    5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
    6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

    2. General provisions

    1. This policy applies to all personal data processed by HPCMP.
    2. The Responsible Person shall take responsibility for HPCMP’s ongoing compliance with this policy.
    3. This policy shall be reviewed at least annually.
    4. HPCMP shall register with the Information Commissioner’s Office as an organisation that processes personal data.

    3. Lawful, fair and transparent processing

    1. To ensure its processing of data is lawful, fair and transparent, HPCMP shall maintain a Register of Systems.
    2. The Register of Systems shall be reviewed at least annually.
    3. Individuals have the right to access their personal data and any such requests made to HPCMP shall be dealt with in a timely manner.

    4. Lawful purposes

    1. All data processed by HPCMP must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
    2. HPCMP shall note the appropriate lawful basis in the Register of Systems.
    3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
    4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in HPCMP’s systems.

    5. Data minimisation

    1. HPCMP shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

    6. Accuracy

    1. HPCMP shall take reasonable steps to ensure personal data is accurate.
    2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

    7. Archiving / removal

    1. To ensure that personal data is kept for no longer than necessary, HPCMP shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
    2. The archiving policy shall consider what data should/must be retained, for how long, and why.

    8. Security

    1. The HPCMP shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
    2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
    3. When personal data is deleted this should be done safely such that the data is irrecoverable.
    4. Appropriate back-up and disaster recovery solutions shall be in place.

    9. Breach

    In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the HPCMP shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

    How is your data processed?

    HPCMP processes data to enable it to run the organisation. This includes member and potential member details which are collected on Membership Forms. Contact details are used for the purposes of organising and running rehearsals and performances and keeping children safe. ‘Special category’ (sensitive) data such as medical information is also processed in order to provide for the needs of children and keep them safe.

    Personal data is also processed for volunteers. This includes contact details, volunteer experience and qualifications as part of our recruitment procedures. This also includes processing special category data as part of DBS safer recruitment checks. HPCMP uses Devon County Council as an ‘umbrella body’ for DBS checks and is assisted by volunteer Administrator and ID verifier.

    Photographs, video and music file data is processed by HPCMP to rehearse and celebrate performances of the children and also for promotional purposes on social media, the internet and promotional posters and leaflets.

    Personal and special category data is stored in one of the major, well known, online cloud providers, with restricted access to the management committee.  Email address details are used for communication with members and parents/guardians.

    Reviewed 7 Feb 2023

    For questions and/or comments about our Privacy Policy and this statement, please contact us by using the following contact details:

    High Park Community Project
    High Park Cottage
    Wiveliscombe
    Somerset
    TA4 2AB
    United Kingdom
    Website: https://www.highparkcommunitymusicproject.org.uk
    Email: [email protected]

    HPCMP Good practice guidelines

    This must be read in conjunction with the HPCMP Safeguarding Policy and Procedures and HPCMP Code of Conduct which are available for reference at all times.

    Culture

    We will endeavour to develop a culture within HPCMP where both children and adults feel able to raise concerns, knowing that they will be taken seriously, treated confidentially and will not make the situation worse for themselves or others. 

    Minimising risk

    We will plan activities and promote good practice to minimise situations where adults are working unobserved or could take advantage of their position of trust.  Good practice protects everyone – children, volunteers and staff.

    Common-sense guidelines:

    • Avoid spending any significant time working with children in isolation
    • Do not take children alone in a car, however short the journey
    • Do not take children to your home as part of your organisation’s activity
    • Where any of these are unavoidable, ensure that they only occur with the full knowledge and consent of someone in charge of the organisation or the child’s parents
    • Design training programmes that are within the ability of the individual child.
    • If a child is having difficulty with clothing, using WC facilities or holding a musical instrument, ask them to ask a friend to help if at all possible
    • If you do have to help a child, make sure you are in full view of others, preferably another adult
    • Restrict communications with young people via mobile phone, e-mail or social media to group communications about organisational matters.  If it’s essential to send an individual message, copy it to the child’s parent or carer.

    You should never:

    • engage in rough, physical or sexually provocative games
    • allow or engage in inappropriate touching of any form
    • allow children to use inappropriate language unchallenged, or use such language yourself when with children
    • make sexually suggestive comments to a child, even in fun
    • fail to respond to an allegation made by a child; always act
    • do things of a personal nature that children can do for themselves.

    It may sometimes be necessary to do things of a personal nature for children, particularly if they are very young or disabled.  These tasks should only be carried out with the full understanding and consent of both the child (where possible) and their parents/carers.  In an emergency situation which requires this type of help, parents/carers should be informed as soon as possible.  In such situations it is important to ensure that any adult present is sensitive to the child and undertakes personal care tasks with the utmost discretion.

    Additional vulnerability

    Some children may be more vulnerable to abuse or find it more difficult to express their concerns.  For example:

    • a disabled child who relies on a carer to help them get changed may worry that they won’t be able to sail any more if they report the carer
    • a deaf child may not be able to express themselves or speak confidentially if they need an interpreter
    • a child who has experienced racism may find it difficult to trust an adult from a different ethnic background
    • children with low self-esteem or mental health problems can be more vulnerable to bullying or abuse, as can gay, lesbian, bisexual or transgender young people, or any child who has a characteristic that marks them out in others’ eyes as ‘different’.

    Grooming

    Grooming is when someone develops a relationship with a child over a period of time to gain their trust for the purposes of sexual abuse or exploitation. Children and young people can be groomed online or face-to-face, by a stranger or by someone they know – for example a family member, friend or professional.  For more information on possible signs of grooming, see https://www.nspcc.org.uk/preventing-abuse/child-abuse-and-neglect/grooming/  Sometimes the perpetrator grooms the entire family, building a relationship with the child’s parents/carers so that they are allowed more access to the child than would normally be the case.

    Similar behaviour could be used to radicalise young people and recruit them to a religious or political cause.  This is unlikely to happen in a music organisation setting, but under the government’s ‘Prevent’ strategy teachers and others working with young people receive training on recognising the warning signs.

    Bullying

    If a child alleges bullying or shows signs of being bullied, this must be investigated.  For a definition of bullying, see Guidance:What is Child Abuse. 

    Responsibilities of staff and volunteers

    Information is available online (and paper copy during rehearsals) for all participants, parents, guardians, volunteers, music teachers and management committee members to increase awareness of safeguarding within the organisation.

    Parental responsibility and club liability

    Parents and guardians play an essential part in their children’s participation. Guidelines on how to help are provided in the membership form and HPCMP Code of Conduct. Although organisations have a duty of care to their members, and particularly to young people who cannot take full responsibility for their own safety, parents must be responsible for their children’s welfare and behaviour, or designate another adult to take that responsibility, outside formal HPCMP organised activities. 

    When children are attending an organised training or coaching session or activity, the organisers have a duty of care for their safety and welfare at all times.  If the HPCMP requires a parent (or designated responsible adult) to be on site, it must be made clear at what point responsibility transfers from the music teachers to the parent.

    Practice Rooms and WC Facilities

    The use of practice rooms can be beneficial to help children to learn their particular musical instrument separately from the full ensemble. Volunteers and teachers should avoid, where at all possible, being alone in a room with children. In an emergency situation, it is recommended that the door is propped open.

    WC facilities should, where possible, be avoided by parents/guardians or volunteers during the music sessions, to enable the children to use the facilities alone. Bullying can be an issue in WC facilities. Parents and guardians should be aware that members of the public may additionally use the WC facilities in the rehearsal buildings or during performance events.

    First aid and medical treatment

    First aid, provided by an appropriately trained and qualified person, is part of an organisation’s normal duty of care. Other than in emergency situations, medication or medical treatment will not be provided by HPCMP teachers and volunteers.

     Away events and performances

    When HPCMP participants perform at an event, it should be made clear to all participants, parents, guardians, volunteers and teachers of HPCMP Code of Conduct. Parents and guardians must be present during the event and be responsible for their child’s welfare. (For those older children, where agreement has already been made with the HPCMP Management Committee, a parent or guardian is not required to be present during the event, but they must be contactable during that time, should there be any issues.)

    Communication and Images

    The world of the internet, social media and apps is constantly and rapidly evolving and it is hard to keep up to date, but it is important for parents and for anyone working with young people to develop some understanding of how they use technology, the risks involved and how to keep them safe.  Suggested sources of information, mainly intended for parents but useful for anyone, are: 

    www.nspcc.org.uk/shareaware
    www.net-aware.org.uk     
    www.internetmatters.org   
    www.saferinternet.org.uk

    Parents and guardians

    Organisations are responsible for the content published on their sites or pages, but parents must accept responsibility for their children’s access to and use of computers, tablets and smartphones.  See the links above for guidance.

    Club websites and social media

    When promoting HPCMP and encouraging members to interact online, there are a few issues to bear in mind in relation to children and young people:

    • follow guidance on the use of images of children (see Photography section below)
    • ensure that the content and language on your site or page, including contributions to blogs, forums etc, is not inappropriate for younger visitors and does not link directly to unsuitable material on other sites
    • provide a clear process for parents and others to report inappropriate content or online bullying and to request that content is removed
    • have a robust procedure for handling and assessing such a report or request and acting promptly to remove the offending content.


    Children and young people

    Children and young people use modern technology as a matter of course, but they don’t always understand the risks involved and their parents are not always fully aware of their children’s risky behaviour.  Online communication and texting can often be used as a means of bullying.  ‘Cyberbullying’ should be treated in the same way as any other form of bullying.  www.thinkuknow.co.uk and www.childline.org.uk provide guidance and support for children and young people in different age groups, as well as for parents and carers, on matters such as online bullying, sharing images and ‘sexting’.

    Teachers and Volunteers

    When working with children and young people you are advised to:

    • avoid contacting members with your personal phone. Instead liaise directly with parents and guardians where possible.
    • avoid using over-familiar language and try to copy in the child’s parent/carer
    • only communicate regarding organisational matters, not for social or personal contact.


    When using social media, it is recommended that you:

    • have a personal and a professional page for your social media
    • do not allow young members to follow or be friends with your personal account
    • set your privacy settings as high as possible on your personal account
    • challenge the way that young members post or comment to you or others on social media if it is inappropriate
    • educate young members about the boundaries between them and their music teacher.


    Photography, images and video

    Publishing articles, photos and videos in club newsletters, on websites, in local newspapers etc is an excellent way of recognising young people’s achievements and of promoting HPCMP.  However, it is important to minimise the risk of anyone using images of children in an inappropriate way.  Digital technology makes it easy to take, store, send, manipulate and publish images.

    There are two key principles to bear in mind:

    Before taking photos or video, obtain written consent from the child’s parents/carers for their images to be taken and used

    • Use the HPCMP Consent Form
    • Any photographer or member of the press or media attending an event should wear identification at all times and should be fully briefed in advance on your expectations regarding his/her behaviour and the issues covered by these guidelines. 
    • Do not allow a photographer to have unsupervised access to young people at the event or to arrange photo sessions outside the event.
    • Consent should also be obtained for the use of video as a coaching aid. 
    • Care must be taken in the storage of and access to images.  An image is personal data and should be treated in accordance with your organisation’s Data Privacy Policy.


    When publishing images, make sure they are appropriate and that you do not include any information that might enable someone to contact the child

    • It is preferable to use a general shot showing participants playing music or a group shot, without identifying them by name.
    • If you are recognising the achievement of an individual musician and wish to publish their name with their photo, DO NOT publish any other information (e.g. where they live, name of school, other hobbies and interests) that could enable someone to contact, befriend or start to ‘groom’ the child.
    • Ensure that the young people pictured are suitably dressed, to reduce the risk of inappropriate use. 

    Any concerns about inappropriate or intrusive photography, or about the inappropriate use of images, should be reported to the HPCMP Safeguarding Officer and treated in the same way as any other child protection concern.  Parents and spectators should be prepared to identify themselves if requested and state their purpose for photography/filming.

    The recording of images or video using any type of camera or photographic equipment, including cameras on smartphones and tablets and action cameras used during rehearsals, should not be permitted unless consent is obtained. 

    Reviewed and updated August 2020

    HPCMP Safeguarding Policy and Procedures

    Policy Statement

    High Park Community Music Project (HPCMP) is committed to safeguarding children taking part in its activities from physical, sexual or emotional harm, neglect or bullying.  We recognise that the safety, welfare and needs of the child are paramount and that any child, irrespective of age, disability, race, religion or belief, sex, sexual or gender identity or social status, has a right to protection from discrimination and abuse. 

    HPCMP takes all reasonable steps to ensure that, through safe recruitment, appropriate operating procedures and training, it offers a safe and fun environment to children taking part in its events and activities.

    For the purposes of this policy, anyone under the age of 18 should be considered as a child.  All members, staff and volunteers of HPCMP and parents and carers should be aware of this policy.  Safeguarding children is the responsibility of everyone, not just those working directly with them.

    Our top priority is for children and young people to enjoy sharing music together.

    We will create a safe and welcoming environment, both in rehearsals and during performances, where children can have fun and develop their skills and confidence.  We will treat all children with respect, celebrate their achievements and listen to their views and experiences.

    We will respond swiftly and appropriately to any complaints and concerns about poor practice or suspected abuse, referring to external agencies as necessary. We will review our safeguarding procedures and practices in the light of experience or to take account of legislative, social or technological changes.

    Club Safeguarding Officer

    The Organisation Safeguarding Officer is: Charlotte Stus

    Staff and Volunteers

    All Organisation staff and volunteers whose role brings them into regular contact with young people will undergo thorough recruitment procedures and will be provided with appropriate information and training. The Organisation Safeguarding Officer and those regularly instructing, coaching or supervising young people will also be asked to apply for an Enhanced Criminal Records Disclosure, with Barred List check if appropriate.

    Good Practice

    All members of the Organisation should follow the good practice guidelines attached (HPCMP Good Practice Guide) and agree to abide by the Organisation Code of Conduct and Values (HPCMP Code of Conduct and Values). 

    HPCMP will seek written consent from parents/carers before taking photos or video of a child at an event or music rehearsal session or publishing such images.  Parents and spectators should be prepared to identify themselves if requested and state their purpose for photography/filming.  If the Organisation publishes images of children, no identifying information other than names will be included.  Any concerns about inappropriate or intrusive photography or the inappropriate use of images should be reported to the Organisation Safeguarding Officer.

    Concerns

    Anyone who is concerned about a young member’s or participant’s welfare, either outside or within the Organisation, should inform the Organisation Safeguarding Officer immediately, in strict confidence.  The Organisation Safeguarding Officer will follow the attached procedures (see HPCMP Flowcharts 1 and 2).

    Any member of the Organisation failing to comply with our Safeguarding Policy, Procedures or Code of Conduct, may be requested to leave and/or subject to disciplinary action.

    Guidance: What is child abuse?

    Aug 2020 (Based on the statutory guidance ‘Working Together to Safeguard Children’ 2018)

    Abuse and neglect are forms of maltreatment of a child.  Somebody may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm.  Children may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others (including via the internet).  They may be abused by an adult or adults, or another child or children.

    Physical abuse may involve adults or other children inflicting physical harm:

    • hitting, shaking, throwing, poisoning, burning or scalding, drowning or suffocating
    • giving children alcohol or inappropriate drugs
    • a parent or carer fabricating the symptoms of, or deliberately inducing, illness in a child
    • in sport situations, physical abuse might also occur when the nature and intensity of training exceeds the capacity of the child’s immature and growing body.

    Emotional abuse is the persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development.  It may involve:

    • conveying to a child that they are worthless, unloved or inadequate
    • not giving the child opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate
    • imposing expectations which are beyond the child’s age or developmental capability
    • overprotection and limitation of exploration and learning, or preventing the child from participating in normal social interaction
    • allowing a child to see or hear the ill-treatment of another person
    • serious bullying (including cyber bullying), causing children frequently to feel frightened or in danger
    • the exploitation or corruption of children
    • emotional abuse in sport might also include situations where parents or coaches subject children to constant criticism, bullying or pressure to perform at a level that the child cannot realistically be expected to achieve.

    Some level of emotional abuse is involved in all types of maltreatment of a child.

    Sexual abuse.  Sexual abuse involves an individual (male or female, or another child) forcing or enticing a child or young person to take part in sexual activities, whether or not the child is aware of what is happening, to gratify their own sexual needs. The activities may involve:

    • physical contact (e.g. kissing, touching, masturbation, rape or oral sex)
    • involving children in looking at, or in the production of, sexual images
    • encouraging children to behave in sexually inappropriate ways or watch sexual activities
    • grooming a child in preparation for abuse (including via the internet)
    • sport situations which involve physical contact (e.g. supporting or guiding children) could potentially create situations where sexual abuse may go unnoticed.  Abusive situations may also occur if adults misuse their power and position of trust over young people.

    Neglect is 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 involve a parent or carer failing to:

    • provide adequate food, clothing and shelter
    • protect a child from physical and emotional harm or danger
    • ensure adequate supervision
    • ensure access to appropriate medical care or treatment
    • respond to a child’s basic emotional needs
    • neglect in a sport situation might occur if an instructor or coach fails to ensure that children are safe, or exposes them to undue cold or risk of injury.


    Child sexual exploitation     is a form of child sexual abuse.  It occurs where an individual or group takes advantage of an imbalance of power to coerce, manipulate or deceive a child or young person under the age of 18 into sexual activity in exchange for something the victim needs and wants (e.g. attention, money or material possessions, alcohol or drugs), and/or for the financial advantage or increased status of the perpetrator or facilitator.  The victim may have been sexually exploited even if the sexual activity appears consensual.  Child sexual exploitation can also occur online without involving physical contact.

    Extremism goes beyond terrorism and includes people who target the vulnerable – including the young – by seeking to: sow division between communities on the basis of race, faith or denomination; justify discrimination eg. towards women and girls; persuade others that minorities are inferior; or argue against the primacy of democracy and the rule of law in our society.

    Bullying (not included in ‘Working Together’ but probably more common in a sport situation than some of the other forms of abuse described above)

    Bullying (including online bullying, for example via text or social media) may be seen as deliberately hurtful behaviour, usually repeated or sustained over a period of time, where it is difficult for those being bullied to defend themselves.  The bully is often another young person.  Although anyone can be the target of bullying, victims are typically shy, sensitive and perhaps anxious or insecure.  Sometimes they are singled out for physical reasons – being overweight or physically small, being gay or lesbian, having a disability or belonging to a different race, faith or culture.

    Bullying can include:

    • physical pushing, kicking, hitting, pinching etc
    • name calling, sarcasm, spreading rumours, persistent teasing and emotional torment through ridicule, humiliation or the continual ignoring of individuals
    • posting of derogatory or abusive comments, videos or images on social network sites
    • racial taunts, graffiti, gestures, sectarianism
    • sexual comments, suggestions or behaviour
    • unwanted physical contact.

    The acronym STOP – Several Times On Purpose – can help you to identify bullying behaviour.

    Recognising Abuse

    It is not always easy, even for the most experienced carers, to spot when a child has been abused.  However, some of the more typical symptoms which should trigger your suspicions would include:

    • unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated on a part of the body not normally prone to such injuries
    • sexually explicit language or actions
    • a sudden change in behaviour (e.g. becoming very quiet, withdrawn or displaying sudden outbursts of temper)
    • the child describes what appears to be an abusive act involving him/her
    • a change observed over a long period of time (eg. the child losing weight or becoming increasingly dirty or unkempt)
    • a general distrust and avoidance of adults, especially those with whom a close relationship would be expected
    • an unexpected reaction to normal physical contact
    • difficulty in making friends or abnormal restrictions on socialising with others.

    It is important to note that a child could be displaying some or all of these signs, or behaving in a way which is worrying, without this necessarily meaning that the child is being abused.  Similarly, there may not be any signs, but you may just feel that something is wrong.  If you have noticed a change in the child’s behaviour, first talk to the parents or carers.  It may be that something has happened, such as a bereavement, which has caused the child to be unhappy. 

    If you are concerned

    If there are concerns about sexual abuse or violence in the home, talking to the parents or carers might put the child at greater risk.  If you cannot talk to the parents/carers, consult your organisation’s designated Welfare/Safeguarding Officer or the person in charge.  It is this person’s responsibility to make the decision to contact Children’s Social Care Services or the Police.  It is NOT their responsibility to decide if abuse is taking place, BUT it is their responsibility to act on your concerns.

    Useful Contacts

    Revised Feb 2020

    NSPCC 24 hour free helpline
    For advice on any aspect of children’s welfare
    0808 800 5000
    E-mail:  [email protected]
    Website: www.nspcc.org.uk

    Childline 24 hour free helpline
    0800 1111
    Website: www.childline.org.uk

    MIND – mental health charity
    Tel: 0300 123 3393
    Text: 86463
    E-mail: [email protected]
    Website: www.mind.org.uk

    Somerset County Council: Children’s Social Care
    Tel: 0300 123 2224. Somerset Local Safeguarding Children Board web site      

    South West Child Protection Procedures

    Avon and Somerset Police

    If there is an immediate danger, call 999
    To report domestic abuse, call 101

    Reviewed 7& Updated August 2020

    Reporting Procedures

    HPCMP COVID Policy

    All precautions and procedures have been carefully considered and put in place adhering to current government guidelines to enable High Park to return to ensemble sessions in a controlled and safe manner for students, parents and teachers.

    The church has its own policy and cleaning procedures in place to ensure on entry all surfaces are safe to touch and use.  Doors will be propped open to minimise possible contamination and windows open to increase airflow.

    • Saturdays will be run at two 45min sessions (10am and 11am) of groups no larger than 6 students (groups will be finalised and dates sent out of sessions relevant to each student)
    • Social distancing indoors, playing wind instruments requires a 3m distance between students (family groups can stand next to each other)
    • Instructors will keep a 3m distance if playing for demonstration. Otherwise they will wear visors/masks to enable closer contact within 1m when not playing.
    • Students are to wait outside the building at a safe distance and wait to be invited inside.

    Hand sanitiser will be offered at the door

    They will walk in file to the rehearsal room and take a place behind a designated stand.  The area behind the stand is their individual safe area for instrument cases and a chair.

    Students will be provided with music and must bring their own pencil to mark their own music.

    If a student requires the toilet, hand sanitiser will be provided before and after use.

    Exiting the building will be the reverse of entering. 

    • Parents are encouraged to drop and go to keep numbers in the room to a minimum. If this is completely unavoidable, parents must wear a face covering and sit behind their child during the session.
    • On completion of the first session teachers will clean surfaces: door handles, music stands, chairs, light switches and hand rails prior to the second session.
    • Track and trace will be in place due to groupings of students and available contact details; therefore, it is imperative that all families adhere to the track and trace reporting procedure should anyone test positive for COVID so all possible affected persons can be notified.