Procedures and safeguarding policy
This page outlines procedures and safeguarding policy for Surrey Arts Online Learning (SAOL). This policy is to be read in conjunction with: SAOL set up and technical guidance for tutors and SAOL set up and technical guidance for students
Lessons taking place should be normal teaching practice and the video environment should be considered a 'classroom'. Tutors will have the same expected professional behaviours and safeguarding roles as set out in The Surrey Arts Tutor Handbook (PDF). There are additional responsibilities and considerations as laid out below.
Any lesson must take place using the Surrey Arts approved SAOL platform, which is currently the Zoom Education Platform. Advanced security procedures have been implemented within our set up to ensure the learning environment is safe and secure. These include:
- A unique password for teacher's Zoom room
- Recording feature is disabled
- Student screen sharing is disabled
- Teacher controls who can enter from the Zoom Waiting Room
- Teacher can remove anybody from the lesson at any time
All lessons will be accessible for Surrey Arts managers to 'drop in' and oversee at any time for the purposes of quality assurance and safeguarding.
Staff, parents/carers, and students will all have Surrey Arts contacts they can report any issues to. Contact channels will be disseminated for both safeguarding and technical issues.
As per our standard safeguarding policy a member of management staff will be on call at all times when teaching is taking place to report any safeguarding concerns.
All tutors taking part in the programme will take part in specific SAOL training. This will cover safeguarding procedures, use of the software and appropriate teaching methods. Training should be renewed every year and will be logged centrally with other safeguarding training.
Information for parents, carers and students
Parents/carers must give prior consent to their child taking part in Surrey Arts lessons delivered through the Zoom Education Platform, and agree to the following code of conduct:
- Parents/carers should be nearby when the lesson takes place but are not expected to directly take part in the lesson.
- Parents/carers should announce their presence to the tutor at the start of the lesson.
- If a parent/carer is not present at the start of the lesson then the lesson will be terminated by the tutor. The pupil may then rejoin once an adult is present.
- Other children are not allowed to be present during lessons.
- Students should receive lessons in a shared family space (or school classroom) and not in a student's bedroom, unless there is no alternative (e.g. because of instrument location, such as drum kit)
- Parents/carers should maintain an 'open door' policy during lessons.
- Students and parents/carers should know how to act if they have any concerns with regards to a tutor or other Surrey Arts staff member. Concerns should be sent to email@example.com
- Students should be dressed appropriately for a lesson, wearing clothes suitable for being seen in public.
- School uniform is not necessary.
- Parents/carers must also adhere to the expectations of dress and setting.
- Language must always be professional and appropriate during lessons, including any family members that may pass in the background.
- Parents/carers and students should stop lessons by leaving the Zoom room if they feel the tutor is not meeting expectations and report this to Surrey Arts.
Information for tutors
Session and data management
- Teachers must ensure that the operating system and Zoom App in use during lessons are kept updated, to ensure that lessons are protected against emerging security threats
- Administrators will have access to all lesson sessions. Tutors will all have individual log-ins to the system as 'hosts'.
- The list of tutors who have access to a Surrey Arts Zoom licence will be monitored regularly by Surrey Arts administration to ensure it includes only those currently delivering SAOL.
- Lessons will be scheduled in advance by Surrey Arts administrative staff. Session ID in the form of both Zoom number and hyperlink will be generated centrally by an administrator and sent to both tutors and students. (Tutors will not send out lesson invitations). This means that:
- Parents/carers do not need a Zoom account to access Surrey Arts lessons, and students do not log-in and so no log-in data is collected
- Each tutor's ID number/hyperlink is unique to that tutor's Zoom 'room'
Computers and equipment
- If using their own desktop or laptop computer tutors should set up a dedicated user account with a clear desktop and only related programmes in order to prevent accidental sharing of unrelated or inappropriate material. Please refer to the Set up and technical guidance for tutors document.
- Tutors are permitted to use the 'share screen' function taking special care to choose specific resources and not their entire desktop. Students are not permitted to use this function. Please refer to the Set up and technical guidance for tutors document.
- The live lesson must not be recorded on a personal device, nor should any photographs be taken under any circumstance.
- All other web browsers and programmes not related to the lesson must be closed before starting the lesson
Please Set up and technical guidance for tutors document for further detailed information and guidance.
Location of lessons
- Lessons should ideally take place in front of a neutral plain background (applies to both tutor and student).
- Tutors can use a Zoom Virtual Background setting if preferred to hide the teaching space, but this is a choice as it may interfere with learning. Please refer to the Set up and technical guidance for tutors document.
- Any furniture, pictures and ornaments visible in the tutor's teaching space should be non-distracting or school appropriate (e.g. posters, images).
- Care should be taken to minimise visibility of any personal items (e.g. family photos).
- Lessons should take place in a suitable quiet space, without intrusions from others, or movement taking place behind the tutor visible on camera.
- Tutors are advised to situate themselves so that their webcam is not pointing towards a window. This will help to make their video stream clearer.
- Tutors may wish to invite a Surrey Arts colleague or manager to visit their Zoom space to help risk assess their teaching area.
- Tutors should know how to act if they have any concerns about a student/ parent/supervisor.
Files available to download
- Handbook for Surrey Arts music teachers (645.3 KB)
Details of the practical day-to-day aspects of your teaching role and the policies and procedures you need to be aware of.