Policies

Last Updated May 2018

Policies

  • Website Privacy Policy
  • Data Protection Policy
  • Data retention & Deletion Policy
  • Child Protection Policy
  • Health & Safety Policy
  • Equality and Diversity Policy
  • Code of Conduct
  • Athletes
  • Parents
  • Coaches
  • Team Attendance Policy
  • Anti Bullying Policy
  • Photography and Videography Policy
  • Social Media Policy

Website Privacy Policy

The policy: JLDC and Jessie Leigh Dance and Cheer Academy are trading names of Jessie Leigh Dance and Cheer Academy Ltd . This privacy policy is for this website; www.jldcuk.com and served by JLDC and governs the privacy of its users who choose to use it. It explains how we comply with the GDPR (General Data Protection Regulation), the DPA (Data Protection Act) [pre GDPR enforcement] and the PECR (Privacy and Electronic Communications Regulations).

This policy will explain areas of this website that may affect your privacy and personal details, how we process, collect, manage and store those details and how your rights under the GDPR, DPA & PECR are adhere to. Additionally it will explain the use of cookies or software, advertising or commercial sponsorship from third parties and the download of any documents, files or software made available to you (if any) on this website. Further explanations may be provided for specific pages or features of this website in order to help you understand how we, this website and its third parties (if any) interact with you and your computer / device in order to serve it to you. Our contact information is provided if you have any questions.

 

The DPA & GDPR May 2018

We and this website complies to the DPA (Data Protection Act 1998) and already complies to the GDPR (General Data Protection Regulation) which comes into effect from May 2018. We will update this policy accordingly after the completion of the UK's exit from the European Union.

 

Use of Cookies

This website uses cookies to better the users experience while visiting the website. As required by legislation, where applicable this website uses a cookie control system, allowing the user to give explicit permission or to deny the use of /saving of cookies on their computer / device.

 

What are cookies? Cookies are small files saved to the user's computer's hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors or use the cookie control system if available upon their first visit.

 

Website Visitor Tracking

This website uses tracking software to monitor its visitors to better understand how they use it. The software will save a cookie to your computer's hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.

 

Adverts and Sponsored Links

This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.

Clicking on any such adverts will send you to the advertisers website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computer's hard drive. Users should therefore note they click on sponsored external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.

 

Downloads & Media Files

Any downloadable documents, files or media made available on this website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available users are advised to verify their authenticity using third party anti virus software or similar applications.

We accept no responsibility for third party downloads and downloads provided by external third party websites and advise users to verify their authenticity using third party anti virus software or similar applications.
 

Contact & Communication With Us

Users contacting this us through this website do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use.

Where we have clearly stated and made you aware of the fact, and where you have given your express permission, we may use your details to send you products/services information through a mailing list system. This is done in accordance with the regulations named in 'The policy' above.

 

Email Mailing List & Marketing Messages

We operate an email mailing list program, used to inform subscribers about products, services and/or news we supply/publish. Users can subscribe through an online automated process where they have given their explicit permission. Subscriber personal details are collected, processed, managed and stored in accordance with the regulations named in 'The policy' above. Subscribers can unsubscribe at any time through an automated online service, or if not available, other means as detailed in the footer of sent marketing messages (or unsubscribe from all Mailchimp or iClassPro lists). The type and content of marketing messages subscribers receive, and if it may contain third party content, is clearly outlined at the point of subscription.

Email marketing messages may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic, demographics and already stored subscriber data.

Our EMS (email marketing service) provider is; [iClassPro] and you can read their privacy policy on our Parent Portal Page.

 

External Website Links & Third Parties

Although we only looks to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Cottages on the River or www.celticinst.com.)

Shortened URL's; URL shortening is a technique used on the web to shorten URL's (Uniform Resource Locators) to something substantially shorter. This technique is especially used in social media and looks similar to this (example: http://bit.ly/zyVUBo). Users should take caution before clicking on shortened URL links and verify their authenticity before proceeding.

We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.

 

Social Media Policy & Usage

We adopt a Social Media Policy to ensure our business and our staff conduct themselves accordingly online. While we may have official profiles on social media platforms users are advised to verify authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for user passwords or personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.

There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page. You can find further information about some social media privacy and usage policies in the resources section below.

v.2.0 May 2018 Edited & Customised by: JLDC


Data Protection Policy

GDPR

GDPR came into force on the 25th May 2018, there is a 12 step guide available to view from the Information Commissioners Office (ICO) here:https://ico.org.uk/media/1624219/preparing-for-the-gdpr-12-steps.pdf

GDPR basically gives increased privacy rights to individuals whose data is being collected.

 

Policy statement

Jessie Leigh Dance and Cher Academy Ltd is committed to a policy of protecting the rights and privacy of individuals, members, volunteers staff and others in accordance with The Data Protection Act 1998. The policy applies to all voluntary, members and staff at the academy. Any breach of The Data Protection Act 1998 or The academy’s Data Protection Policy is considered to be an offence and in that event, disciplinary procedures apply.

As a matter of good practice, other organisations and individuals working with the academy, and who have access to personal information, will be expected to have read and comply with this policy. It is expected that any staff who deal with external organisations will take responsibility for ensuring that such organisations abide by this policy.

 

Legal Requirements

Data are protected by the Data Protection Act 1998, which came into effect on 1 March 2000. Its purpose is to protect the rights and privacy of individuals and to ensure that personal data are not processed without their knowledge, and, wherever possible, is processed without their consent.

The Act requires us to register the fact that we hold personal data and to acknowledge the right of ‘subject access’ – voluntary and academy members and staff must have the right to copies of their own data.

 

Managing Data Protection

We will ensure that our details are registered with the Information Commissioner.

 

Purpose of data held by the Company

Data may be held by us for the following purposes:

  • There are many reasons why JLDC will need to store members personal data.

  • JLDC will need to take register of all members that attend each session for safety reasons.

  • We will also need all member to fill out an emergency contact form which will only be kept on file for the duration of your time at the academy, after which will be kept no longer than necessary or until we are formally asked to erase all data.

  • Your details will also be registered with each event we attend purely for the event providers to know who is attending and which age category you fall into, the information they will need is minimal.

  • JLDC will also ask permission to take photographs and videos for the website, social media and also promotional materials such as flyers and posters.

  • The academy will make sure it keeps a record of all data received from its members and where the data is being shared. All members who's data we have are inputted and stored on their own Parent Portal Account with iClassPro. This can be deleted by us or by the member/parent/guardian. Their policy can be found on the Parent Portal Login Page.

 

1. Data Protection Principles

In terms of the Data Protection Act 1998, we are the ‘data controller’, and as such determine the purpose for which, and the manner in which, any personal data are, or are to be, processed. We must ensure that we have:

 

2. Fairly and lawfully processed personal data

Will always put our logo on all paperwork, stating their intentions on processing the data and state if, and to whom, we intend to give the personal data. Also provide an indication of the duration the data will be kept.

 

3. Processed for limited purpose

We will not use data for a purpose other than those agreed by data subjects (members, staff and others). If the data held by us are requested by external organisations for any reason, this will only be passed if data subjects (members, staff and others) agree. Also external organisations must state the purpose of processing, agree not to copy the data for further use and abide by The Data Protection Act 1998 and (Jeannette’s Academy of Cheerleading) Data Protection Policy.

 

4. Adequate, relevant and not excessive

The academy will monitor the data held for our purposes, ensuring we hold neither too much nor too little data in respect of the individuals about whom the data are held. If data given or obtained are excessive for such purpose, they will be immediately deleted or destroyed.

 

5. Accurate and up-to-date

We will provide our members (members, staff and others) with a copy of their data once a year for information and updating where relevant. All amendments will be made immediately, and data no longer required will be deleted or destroyed. It is the responsibility of individuals and organisations to ensure the data held by us are accurate and up-to-date. Completion of an appropriate form (provided by us) will be taken as an indication that the data contained are accurate. Individuals should notify us of any changes, to enable personnel records to be updated accordingly. It is the responsibility of the Association to act upon notification of changes to data, amending them where relevant.

 

6. Not kept longer than necessary

We discourage the retention of data for longer than it is required. All personal data will be deleted or destroyed by us after one year of non membership has elapsed.

 

7. Processed in accordance with the individual’s rights

All individuals that the Association hold data on have the right to:

Be informed upon the request of all the information held about them within a month.

Prevent the processing of their data for the purpose of direct marketing.

Compensation if they can show that they have been caused damage by any contravention of the Act.

The removal and correction of any inaccurate data about them.

 

8. Secure

Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of data.

All Association computers have a log in system and our Contact Database is password protected, which allow only authorised staff to access personal data. Passwords on all computers are changed frequently. All personal and financial data is kept in a locked filing cabinet and can only be accessed by the Head Coach. When staff members are using the laptop computers out of the office care should always be taken to ensure that personal data on screen is not visible to strangers.

 

9. Not transferred to countries outside the European Economic Area, unless the country has adequate protection for the individual.

Data must not be transferred to countries outside the European Economic Area without the explicit consent of the individual. The academy takes particular care to be aware of this when publishing information on the Internet, which can be accessed from anywhere in the globe. This is because transfer includes placing data on a web site that can be accessed from outside the European Economic Area. All members are asked to agree to iClassPro's Privacy Policy upon creating their own Parent Portal Account with us.

 

10. Processing Data

GDPR requires JLDC to document why we need to lawfully process people’s data. This includes the information we keep, what it is being used for and our reasons for needing it.

We have the following reasons for processing people’s data –

Legal - we have the following legal obligations for processing data which include but are not limited to health and safety, insurance and child protection.

Contractual - which allows the academy to provide members with the services associated with our programme such as sending requests for payment, registers, and entrance to events.

Legitimate interests – which is when the processing is necessary for the academies legitimate interests such as but not limited to marketing.

Consent – Is when the individual has given clear consent for you to process their personal data for a specific purpose. For example taking photographs for academy website.

Date collected by members, parents/guardians includes the following:-

  • Name, address, date of birth, telephone numbers, two next of kin details and email address.

  • Family Doctors details.

  • Health Records

  • Pre-existing medical conditions.

  • Allergies.

  • Any medication currently being taken.

  • Various communications where members may be mentioned by name.

  • Emails, text, phone calls, post.

  • Individual progress monitored via progress trackers.

  • Records of Financial Transactions that have taken place.

The reasons for needing the above information is covered in section B under Processing Data. The data will be collected directly from members, parents/guardians iClassPro Account. The data collected will be shared with staff at JLDC, Event Providers and Hotels at which the team will be staying at for competitions.

The designated data controller at JLDC is Head Coach Mark Metelko.

Email Address: mark @jldcuk.com

Telephone Number: 07917417098

 

Data Retention & Deletion Policy

JLDC is committed to the safeguarding and well-being of its members and have measures in place for storing it’s members data. This policy will outline how data is stored and deleted and the time period that the academy keeps hold of its members data.

 

Data Storage

The academy only holds necessary data on its members. When a member joins the academy, all details are stored on their own Parent Portal Account with iClassPro. This can be edited at any time by them. Upon creating their account, they are asked to read and agree to give image and video consent. Details can only be accessed by the member and by a member of staff via the Staff Portal Login which is password protect. JLDC keeps no paper copies of personal information Security measures are outlined in our Data Protection Policy.

 

Data Deletion and Retention

We discourage the retention of data for longer than is required. All personal data will be deleted or destroyed by us after 3 years of non-membership has elapsed or 5 years if we are still owed outstanding balances. Members details will only reappear if they become affiliated to JLDC again by creating their own Parent Portal Account. We will give members pre-warning that their data is about to be deleted via email, with a time frame of two weeks to change their mind.

Data can be deleted at any time by emailing: mark@jldcuk.com

 

Child Protection Policy

CHILD PROTECTION POLICY 2018/19

CONTENT

A General Policy Statement

B The Designated Staff with Responsibility for Child Protection

C Dealing with Disclosure of Abuse and Procedure for Reporting Concerns

D Regulated Activity and obtaining Enhanced Disclosure and Barring Service checks

E Duty to refer abuse to the Disclosure and Barring Service

F Use of Photographic/Filming Equipment at JLDC events and training sessions

G Use of children’s images for JLDC publicity, website, social media and press

H The DBS’ Barring Process

I Reporting and Dealing with Allegations of Abuse against Members of Staff

J Safer recruitment and Selection Procedure
 

A General Policy Statement

1. JLDC has a moral duty to ensure that it functions with a view to safeguarding and promoting the welfare of children. Throughout these policies and procedures, reference is made to “children and young people”. This term is used to mean “those under the age of 18”.

JLDC recognise that some adults are also vulnerable to abuse, accordingly, the procedures may be applied (with appropriate adaptations) to allegations of abuse and the protection of vulnerable adults, such as, but not limited to, persons with learning disabilities, regardless of age.

JLDC is committed to ensuring that the organisation

  • Provides a safe environment for children and young people.

  • Identifies children and young people who are suffering.

  • Takes appropriate action to see that such children and young people are kept safe from harm.

In pursuit of these aims, JLDC will approve and annually review policies and procedures with the aim of:

  • Raising awareness of issues relating to the welfare of children and young people and the promotion of a safe environment for the children and young people.

  • Providing procedures for reporting concerns.

  • Establishing procedures for reporting and dealing with allegations of abuse against members of staff.

  • The safe recruitment of staff.

2. JLDC and [Head Coach Jessica – Jessie Metelko] as lead person with special responsibility for child protection issues for the year [2018/2019]. He/she will undertake appropriate training.

3. Staff and volunteers working with children will receive training adequate to familiarise them with child protection issues and responsibilities and the organisation’s procedures and policies, with refresher training at least every 3 years. If appropriate there will be also be a member of the management team or volunteer who may through their employment background have particular expertise in child protection issues. All staff and volunteers will undergo DBS.

4. JLDC recognises the following as definitions of abuse:

• Physical Abuse: where adults physically hurt or injure a young person e.g. hitting, shaking, throwing, poisoning, burning, biting, scalding, suffocating, drowning. Giving young people alcohol or inappropriate drugs would also constitute child abuse.

• Emotional Abuse: the persistent emotional ill treatment of a young person, likely to cause severe and lasting adverse effects on the child’s emotional development. It may involve telling a young person they are useless, worthless, unloved, inadequate or valued in terms of only meeting the needs of another person.

It may feature expectations of young people that are not appropriate to their age or development. It may cause a young person to be frightened or in danger by being constantly shouted at, threatened or taunted which may make the young person frightened or withdrawn.

Ill treatment of children, whatever form it takes, will always feature a degree of emotional abuse. Emotional abuse in sport may occur when the young person is constantly given negative feedback, expected to perform at levels that are clearly unrealistic for their age/skill level.

Other forms of emotional abuse could include, but are not limited to name calling and bullying.

• Bullying may come from another young person or an adult. Bullying is defined as deliberate hurtful behaviour, usually repeated over a period of time, where it is difficult for those bullied to defend themselves.

There are three main types of bullying. It may be physical (e.g. hitting, kicking, slapping), verbal (e.g. racist or homophobic remarks, name calling, graffiti, threats, abusive text messages or social media posts), emotional (e.g.tormenting, ridiculing, humiliating, ignoring, isolating form the group), or sexual (e.g. unwanted physical contact or abusive comments).

This may also include cyber bullying inclusive of comments and contact through social media.

• Neglect occurs when an adult fails to meet the young person’s basic physical and/or psychological needs, to an extent that is likely to result inserious impairment of the child’s health or development. For example, failing to provide adequate food, shelter and clothing, failing to protect from physical harm, danger, or failing to ensure access to appropriate medical care or treatment.

Refusal to give love, affection and attention can also be a form of neglect. Neglect in sport could occur when a coach does not keep the young person safe, or exposing them to undue cold/heat or unnecessary risk of injury.

• Sexual Abuse occurs when adults (male and female) use children to meet their own sexual needs. This could include full sexual intercourse, masturbation, oral sex, anal intercourse and fondling. Showing young people pornography or talking to them in a sexually explicit manner are also forms of sexual abuse.

In sport, activities which might involve physical contact with young people could potentially create situations where sexual abuse may go unnoticed. Also the power of the coach over young athletes, if misused, may lead to abusive situations developing.

5. Indicators of Abuse

Even for those experienced in working with child abuse, it is not always easy to recognise a situation where abuse may occur or has already taken place. Most people are not experts in such recognition, but indications that a child is being abused may include one or more of the following:

  • Unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated on apart of the body not normally prone to such injuries.

  • An injury for which an explanation seems inconsistent.

  • The young person describes what appears to be an abusive act involving them.

  • Another young person or adult expresses concern about the welfare of a young person.

  • Unexplained changes in a young person’s behaviour e.g. becoming very upset, quiet, withdrawn or displaying sudden outbursts of temper.

  • Inappropriate sexual awareness.

  • Engaging in sexually explicit behaviour.

  • Distrust of adults, particularly those whom a close relationship would normally be expected.

  • Difficulty in making friends.

  • Being prevented from socialising with others.

  • Displaying variations in eating patterns including over eating or loss of appetite.

  • Losing weight for no apparent reason.

  • Becoming increasingly dirty or unkempt.

  • Cutting or self-harm.

  • Signs of bullying include:

  • Behavioural changes such as reduced concentration and/or becoming withdrawn, clingy, depressed, tearful, emotionally up and down, reluctance to go training or competitions.

  • An unexplained drop off in performance.

  • Physical signs such as stomach aches, headaches, difficulty in sleeping, bed wetting, scratching and bruising, damaged clothes, bingeing e.g. on food, alcohol or cigarettes.

  • A shortage of money or frequents loss of possessions.

It must be recognised that the above list is not exhaustive, but also that the presence of one or more of the indications is not proof that abuse is taking place. It is not the responsibility of those working with or for JLDC decide that child abuse is occurring. It is their responsibility to act on any concerns.

 

B Designated Staff with Responsibility for Child Protection

1. The designated senior member of staff with lead responsibility for child protection issues is: Program Director Jessica Metelko.

E: headcoach@jldcuk.com Tel:07970299740

2. She has a key duty to take lead responsibility for raising awareness within the organisation of issues relating to the welfare of children and young people, and the promotion of a safe environment for the children and young people.

3. She is responsible for ensuring that exempted questions are asked on relevant volunteer and employment application forms.

4. She has received appropriate training and should keep up to date with developments in child protection issues. She will also have responsibility for making new staff and volunteers aware of the existing child protection policy.

5. She will be the main contact point for Child Protection issues and will have contact details for relevant organisations available for employees and volunteers. This list will usually include contact details of relevant individuals and provisions such as the NSPCC Helpline 0800 800 5000 and the local police child protection unit.

 

C Dealing with Disclosure of Abuse and Procedure for Reporting Concerns If a child or young person tells a member of staff about possible abuse

  • Listen carefully and stay calm.

  • Do not interview the child, but question normally and without pressure, in order to be sure that you understand what the child is telling you.

  • Do not put words into the child’s mouth.

  • Reassure the child that by telling you, they have done the right thing.

  • Inform the child that you must pass the information on, but that only those that need to know about it will be told. Inform them of to whom you will report the matter.

  • Note the main points carefully.

  • Make a detailed note of the date, time, place, what the child said, did and your questions etc.

  • Staff should not investigate concerns or allegations themselves but should report them immediately to the Designated Person.

Recording Information

To ensure that information is as helpful as possible, a detailed written record should always be made at the time of the disclosure/concern. In recording you should confine yourself to the facts and distinguish what is your personal knowledge and what others have told you. Do not include your own opinions.

Information should include the following:

  • The child’s name, age and date of birth.

  • The child’s home address and telephone number.

  • Whether or not the person making the report is expressing their concern or someone else’s.

  • The nature of the allegation, including dates, times and any other relevant information.

  • A description of any visible bruising or injury, location, size etc. Also any indirect signs, such as behavioural changes.

  • Details of witnesses to the incidents.

  • The child’s account, if it can be given, of what has happened and how any bruising/injuries occurred.

  • Have the parents been contacted? If so what has been said?

  • Has anyone else been consulted? If so record details.

  • Has anyone been alleged to be the abuser? Record detail.

 

Reporting the Concern

All suspicions and allegations MUST be reported appropriately. It is recognised that strong emotions can be aroused particularly in cases where sexual abuse is suspected or where there is misplaced loyalty to a colleague. It is important to understand these feelings but not allow them to interfere with your judgement about any action to take.

JLDC expects its members and staff to discuss any concerns they may have about the welfare of a child immediately with the person in charge and subsequently to check that appropriate action has been taken.

While JLDC has its own policy, the organisation will also adhere to the policies of the organisations and venues that it works with, social services department or the police.

Where there is a complaint against an employee or volunteer, there may be three types of investigation:

• Criminal in which case the police are immediately involved.

• Child protection in which case the social services (and possibly) the police will be involved.

• Disciplinary or misconduct.

As mentioned previously in this document, JLDC staff are not child protection experts and it is not their responsibility to determine whether or not abuse has taken place. All suspicions and allegations must be shared with professional agencies that are responsible for child protection.

Social services have a legal responsibility under The Children Act 1989 to investigate all child protection referrals by talking to the child and family (where appropriate), gathering information from other people who know the child and making inquiries jointly with the police.

NB: If there is any doubt, you must report the incident: it may be just one of a series of other incidences which together cause concern.

Any suspicion that a child has been abused by an employee or a volunteer should be reported to Jeannette’s Academy of Cheerleading, who will take appropriate steps to ensure the safety of the child in question and any other child who may be at risk.

This will include the following:

• JLDC will refer the matter to social services department.

• The parent/carer of the child will be contacted as soon as possible following advice from the social services department.

• Head Coach and Welfare Officer Maleta – May Tomkins should be notified to decide who will deal with any media inquiries and implement any immediate disciplinary proceedings.

• If the Head Coach is the subject of the suspicion/allegation the report must be made to Assistant Coach (Theresa Tomkins – 07974020015) who will refer the matter to social services.

Allegations of abuse are sometimes made sometime after the event. Where such allegation is made, you should follow the same procedures and have the matter reported to social services.

This is because other children in the sport or outside it may be at risk from the alleged abuser.Anyone who has a previous conviction for offenses related to abuse against children is automatically excluded from working with children.

 

D. Regulated Activity and obtaining Enhanced Disclosure and Barring Service checks

1. Under the Safeguarding of Vulnerable Groups Act 2006 as amended by the Protection of Freedoms Act 2012, an individual working unsupervised with children is considered to be engaged in regulated Activity and must have an enhanced Disclosure and Barring Service (DBS) check which will involve a check of the children’s barred list, in order to perform their duties.

2. However, an individual working in a directly and permanently supervised position is not considered to be engaged in regulated activity but should still have an enhanced DBS disclosure check. However because they are working in a supervised role the enhanced check will not include a check of the children’s barred list.

3. Note that applications for a DBS enhanced check can only be submitted where the applicant is aged 16 or over at the time of making the application.

 

Confidentiality

Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only. This includes the following people:

• JLDC Management and Welfare Officer.

• The parents of the child.

• The person making the allegation.

• Social Services/police.

• The alleged abuser (and parents if the alleged abuser is a child).

Seek social services advice on who should approach the alleged abuser.

All information should be stored in a secure place with limited access to designated people, in line with data protection laws.

 

E. Duty to refer to the DBS (Now Disclosure and Barring Service (DBS)

1. The Safeguarding of Vulnerable Groups Act 2006 and Protection of Freedoms Act 2012 both make it mandatory to refer anyone known to pose a threat of harm to a child or vulnerable people to the Disclosure and Barring Service (DBS). This means that the designated member of staff responsible for safeguarding must not knowingly employ anyone who poses a risk of harm to children or vulnerable adults, this includes anyone who is believed to have committed a relevant conduct while on the job or who has a record of such conduct.

2. JLDC has a legal duty to refer an employee or volunteer who poses a risk of harm to children or vulnerable adults to the DBS, failure to do so can result in a fine and/or up to 5 years imprisonment. There must be sufficient and solid evidence that the employee or volunteer poses a risk of harm before they can be referred to the DBS. The DBS will not consider evidence based on rumour or unsubstantiated reports. The employer should also inform the police and other relevant authorities if they believe a relevant conduct has occurred.

3. Referral forms can be downloaded from the DBS’s website www.homeoffice.gov.uk/dbs.

 

F. Use of Photographic/Filming Equipment at JLDC events and training sessions

JLDC does not allow photography and video with hand held mobile devices such as mobile phones or I-Pads by friends and family of athletes unless permission is given by the head coach.

The use of long lens cameras are strictly prohibited.

Sale of photos taken at JLDC events is strictly prohibited unless you are the hired photo vendor for the given event.

Where JLDC work regularly with a photographer, a current DBS check is in place.

All clubs, athletes, and spectators of cheerleading and dance should be vigilant for any suspicious behaviour involving cameras/filming and any concerns should be reported immediately to security, JLDC staff, or the welfare officer directly.

 

G. Use of children’s images for JLDC publicity, website, social media and press

From time to time JLDC may use images of children to promote its activities through their website, social media, promotional materials such as posters/flyers and press releases.

Parents/guardians are asked to agree to the policies of use when creating their Parent Portal Account on iClassPro.. Where agreement has been given, the parents/guardians gives consent for photographs to be taken, and/or footage filmed during practices and performances for promotional materials relating to JLDC (including the JLDC Website, You-tube page, Facebook page and Instagram account).

Footage will not be broadcast or distributed through any commercial operations and names will not be placed next to photos.


 

H. The DBS’s barring process

1. Whenever new relevant information (such as a conviction or caution) becomes known, the information will be sent to the DBS. The DBS will consider this information, together with other information known on the individual, and decide whether it indicates that the individual poses a risk of harm to vulnerable groups. If so, the DBS will commence its barring process and the DBS will issue a disclosure certificate to the applicant with the barring information.

2. The applicant should be advised by the designated member of staff to make a representation to the DBS regarding the barring information. The DBS will assess the barring information and representation and decide whether to bar the applicant. If there is sufficient barring evidence, the applicant will be placed on either the Children’s Barred List or the Vulnerable Adults Barred List or both depending on the offence. The applicant must then be removed from regulated activity.

3. The applicant has the right of appeal to a tribunal and must be advised of this right. Serious offences committed against vulnerable people will lead to automatic barring and the applicant will have no right to make representations or to appeal against a barring decision.

 

I. Reporting and Dealing with Allegations of Abuse against Members of Staff.

The procedures apply to all staff, management or support, as well as to volunteers. The word “staff” is used for ease of description.

1. JLDC recognises that an allegation of child abuse made against a member of staff may be made for a variety of reasons and that the facts of the allegation may or may not be true. It is imperative that those dealing with an allegation maintain an open mind and that investigations are thorough and not subject to delay.

2. JLDC recognises that the Children Act 1989 states that the welfare of the child is the paramount concern. It is also recognised that hasty or ill informed decisions in connection with a member of staff can irreparably damage an individual’s reputation, confidence and career.

Therefore, those dealing with such allegations within the organisation will do so with sensitivity and will act in a careful, measured way.

 

J. Safer Recruitment and Selection Procedure

JLDC will already have recruitment and selection procedures.

These should be reviewed in order to ensure that they take account of the following:

  • They should apply to staff and volunteers who may work with children.

  • The post or role should be clearly defined.

  • The key selection criteria for the post or role should be identified.

  • Vacancies should be advertised widely in order to ensure a diversity of applicants.

  • Obtain professional and character references.

  • Verify previous employment history.

  • Disclosure and Barring Service disclosure/List 99 checks (maintain sensitive and confidential use of the applicant’s disclosure).

  • Use a variety of selection techniques (eg qualifications, previous experience, interview, reference checks).

 

Health & Safety Policy

It is the general policy of JLDC to provide adequate control of the health and safety risks arising from our activities:

We will provide, maintain and oversee safe and healthy working conditions, equipment and systems of work for all members, coaches and staff.

We will provide such information, training and supervision as is needed for this purpose.

We will ensure that all coaches are competent to do their tasks and to give them adequate training.

The welfare of young people is central to all our work.

Our policies and procedures in relation to safeguarding are outlined in our Child Protection and Safeguarding Policy.

This policy will be reviewed and revised as necessary.

Responsibilities

Day to day responsibility for ensuring this policy is put into practice at JLDC is delegated to the Head Coach Jessica Metelko on any given evening.

All coaches have a duty to:

  • Co-operate with the academy on health and safety matters.

  • Take reasonable care of their own and others’ health and safety.

  • Use and equipment correctly in accordance with training and instructions.

  • Report all health and safety concerns to an appropriate person.

 

Risk assessment

Risk assessments of our weekly venue will be will be carried out annually by the coaches. Responsibility for observing the decisions made in the risk assessment lies with all staff.

The Head Coach will check at quarterly intervals that the action/s have been taken and the risks have been removed/reduced.

 

First aid and accidents

The First Aid Box for JLDC will be brought to the session by the Head Coach. The Head Coach is responsible for checking the contents every quarter.

There will be a designated First Aider on site at all time.

All accidents are to be recorded in the Accident Book. The book is located in the first aid box.

 

Behaviour management

Coaches will inform parents of any young person displaying abusive or violent behavior and will be asked to leave the session.

 

Reasonable level of risk

We will take steps to avoid unnecessary risk and very high levels of risk. However, due to the sport some activities inherently involve some risk. Learning about risk management is a necessary part of young people’s growth and development. We therefore aim to protect young people from unnecessary and high risk, and provide guidance and support to help young people manage some risk for themselves.

 

Equality and Diversity Policy

JLDC condemns all forms of discrimination and has developed this equality policy to promote our equality objectives. The aims of this policy are therefore, to:

  • Eliminate any form of discrimination within the academy on the grounds set out in this policy.

  • Create an inclusive environment for all members of the academy which is free from discrimination and harassment.

  • Ensure all members of the academy have equal access to high quality coaching which meet their needs.

Furthermore, it is recognised that if the above aims are to be successfully achieved the development of additional key equality and diversity policies is required.

 

Equality and Diversity Policy Statements

We are aware of, and value, the different groups of children and young people that attend the academy now and in the future. Our aims are the meet the needs of this diverse group of individuals. All individuals can expect to receive equal access to the services we provide now, and in the future.

If you feel that you have been treated unfairly are suffered harassment because of your gender, marital status, race, religion, colour, age, disability or sexual orientation, you should report this without fail to a member of staff within the academy.

Any such complaints will be fully investigated as speedily as possible and will be kept advised of action taken.

JLDC will ensure that all its procedures are fair and that they meet the appropriate legal requirements.


Code Of Conduct For Cheerleaders

We are fully committed to the well being and safeguarding of our members. The academy believes it is important that our members, coaches and parents associated with the academy, should always respect and show an understanding for the safety and welfare of others.

As a member of JLDC the following standards of behaviour are expected:

  • Demonstrate good timing keeping for practice and competitions and have somebody inform the academy if they are going to be late.

  • Members must wear suitable attire for practice (practice kit), keep long hair tied back and remove all jewellery and wear trainers with laces tied.

  • Cheerleaders should follow academy dress code during trips, competitions and events wearing correct kit at all times unless directed by the coach.

  • No bullying, spitting or swearing.

  • Participate within the rules and respect coaches, judges and their decisions.

  • All cheerleaders must respect their opponents and fellow academy members at all times to ensure everybody has a positive experience at the academy.

  • Good manners and behaviour are expected at all times when training and representing the academy.

  • Cheerleaders must not smoke drink or take drugs whilst representing the academy at competitions and events.

  • At all sessions cheerleaders must try their best within their capabilities.

  • Cheerleaders must tell the coach in charge of any illnesses or injuries before the warm up begins or as soon as it becomes apparent during training.

  • Cheerleaders must not question coaches decisions during training however any clarification required can be obtained at the start or end of the session from the coach.

  • Cardigan Swimming Pool & Leisure Complex should be treated with respect, clothing and kit should not be left lying around the hall. All water bottles and rubbish should be disposed of.

  • Where any child is not of age or responsibility to uphold any of the above the responsibility lies with the parent, ie timekeeping etc.

 

Code Of Conduct For Parents

We are fully committed to safeguarding and promoting the well-being of our members. The academy believes it is important that members, coaches and parents associated with the academy, should at all times, respect and show an understanding for the safety and welfare of others.
 

  • As a parent of a member of JLDC the following is expected:

  • Encourage your child to learn rules and participate within them.

  • Set a good example by recognising good sportsmanship and applauding the performances of all cheerleaders and never punish or belittle a child for poor performance.

  • Parents are encouraged not to disturb training sessions remaining out of the hall for the duration of training.

  • Share any concerns or complaints about any aspect of the academy through approved channels.

  • Always ensure your child is dressed appropriately for the activity and has plenty to drink. (Water bottles must be labelled with child’s name).

  • Keep the club informed if your child is ill or unable to attend events.

  • Treat all participants equally, with respect and dignity, intimidation of other members or their family is not tolerated.

  • Publicly accept officials judgements.

  • Help your child to recognise good performance and not just results.

  • Use correct and proper language at all times.

Conduct yourself at times when supporting your child in training or when attending events at home and away, in a manner neither brings the sport or JLDC into disrepute nor causes a participant, coach or official embarrassment or humiliation.

When your child is in training or events your child is in the care of the academy and should not be taken away without knowledge of the person in charge.

 

Code Of Conduct For Coaches And Staff

We are fully committed to safeguarding and promoting the well-being of our members. The academy believes it is important that members, coaches and parents associated with the academy, should at all times, respect and show understanding for the safety and welfare of others.

The essence of good ethical conduct and practice is summarised below.

All coaches must:

  • Consider the well-being and safety of participants before the development of performance.

  • Develop an appropriate working relationship with performers based on trust and respect.

  • Hold appropriate qualifications, complete appropriate safeguarding course.

  • Strive to improve on their coaching through continuous professional development.

  • Display consistently high levels of behaviour and appearance, dressing suitably in work uniform and no jewellery.

  • Never consume alcohol before or during training and/or events.

  • Before transporting cheerleaders anywhere (training/competitions) obtain prior agreement from the parent/guardian and ensure you are happy with the arrangements.

  • Never exert undue influence over cheerleaders to obtain personal benefit or reward.

  • Always report incidents, referrals or disclosures immediately, following the appropriate procedures.

  • Never condone rule violations or use of prohibited substances.

  • Make sure that confidential information is not divulged unless with the express approval of the individual concerned.

  • Promote the positive aspects of the sport.

  • Encourage cheerleaders to value their own performances and not just results.

  • Follow all guidelines laid down by JLDC.



Team Attendance Policy

We do not mean to scare anyone with our attendance requirements. However, All-Star Cheerleading is a demanding team sport that takes full commitment from both athletes and parents. The following Excused and Unexcused policy is not bendable and applies to every team member. Please remember that one person can affect the entire team.

As JLDC are a competitive programme it is crucial that athletes take part in ALL scheduled competitions and training sessions.

Please see the list below for both excused and unexcused absences:

 

Excused

  • Graded School Event

  • Illness with fever/vomiting - Proof required

  • Holidays out of BLACKOUT  ZONE

  • Family Bereavement

Unexcused

  • Homework/Revision

  • Recreational Sports

  • Birthdays/Birthday Parties in BLACKOUT ZONE

  • Grounding/Disciplinary Action

  • Holidays in BLACKOUT ZONE

  • Athletes may not miss any training dates in the 4 weeks leading up to Competition for any reason.

  • Athletes may not miss Competition dates.

  • Any events that conflict with dates on the JLDC Calendar must be communicated in writing from a parent/guardian no later than 4 weeks before a Competitive event. Approval of the absence is always up to the Coach’s discretion. Any paid fees will be forfeited and will not be refunded.

  • If a member of the academy has 3 unexcused absences within the season will result in loss of position on the team.

It is important that academy member realise that their absence will affect the entire team and their performance at competitions. Choreography becomes effected with continued disruption to team numbers.


Anti Bullying Policy

JLDC is committed to providing a caring, supportive and friendly environment where young people learn to value and respect each other and are challenged to reach their full potential through active participation.

 

JLDC also:

  • Respects every child's need for, and rights to, an environment where safety, security, praise, recognition and opportunity for taking responsibility are available.

  • Respects every individual's feelings and views.

  • Recognises that everyone is important and that our differences make each of us special.

  • Shows appreciation of others by acknowledging individual qualities, contributions and progress.

 

JLDC therefore has the following policy on bullying:

Bullying can include:

  • Physical pushing, kicking, hitting, pinching or any other unwanted physical contact.

  • Name calling, sarcasm, spreading rumours, persistent teasing and emotional torment through ridicule, humiliation and the continual ignoring or exclusion of individuals.

  • Racial, sectarian or homophobic taunts, comments, graffiti and gestures.

  • Sexual comments and/or suggestions.

  • Threatening or unpleasant emails, text messages or posts on social networking sites.

Bullying will not be accepted or condoned. All forms of bullying will be addressed.

Children and young people from ethnic minorities, disabled children, young people who are gay or lesbian, or those with learning difficulties can be more vulnerable to this form of abuse and may well be targeted.

Everybody has the responsibility to implement this policy and to work together to stop bullying.

Anyone who reports an incident of bullying will be listened to carefully and told what will be done with the information.

Young people will be told what is being recorded, in what context and why.

Young people being bullied will be supported and assistance given to uphold their right to a safe environment which allows their healthy development.

Those who bully will be supported and encouraged to stop bullying.

 

Procedures

Any reported incidents or suspicions of bullying should be reported to Head Coaches Mark and Jessie Metelko.

The Head Coaches Mark and Jessie will investigate the complaint objectively and will listen carefully to all those involved. Where possible, the parties will be brought together to see if the issue can be resolved with a (genuine) apology.

If appropriate, parents of those involved will be informed and asked to meet with Head Coaches Mark and Jessie to discuss the situation.

If the issue is not resolved the Head Coach will arrange a time to bring all coaches together and meet with both the parents/careers and parties involved, both together and separately to try and resolve the issue.

If a satisfactory solution cannot be reached, the coaches will decide on the course of action to be taken.

Photography And Videography Policy

JLDC is committed to the safeguarding and well-being of its members and have a strict photography and videography policy in place.

From time to time JLDC may use images of children to promote its activities through their website, social media, promotional materials such as posters/flyers and press releases.

Parents/guardians are asked to agree to the policies of use when creating their Parent Portal Account on iClassPro.. Where agreement has been given, the parents/guardians gives consent for photographs to be taken, and/or footage filmed during practices and performances for promotional materials relating to JLDC (including the JLDC Website, You-tube page, Facebook page and Instagram account).

Footage will not be broadcast or distributed through any commercial operations and names will not be placed next to photos.

 

Risk factors

Some of the potential risks of photography and filming at events include:

  • Children may be identifiable when a photograph is shared with personal information.

  • Direct and indirect risks to children and young people when photographs are shared on websites and in publications with personal information.

  • Inappropriate photographs or recorded images of children.

  • Inappropriate use, adaptation or copying of images.

  • Images accompanied by personal information, such as the name of a child and their hobby, could be used to learn more about a child prior to grooming them for abuse.

 

Policy Procedures

Do not use children’s names in photograph captions.

Parental permission form needed to obtain consent for a child to be photographed and videoed.

Obtain the child’s permission to use their image.

Only use images of children in suitable clothing to reduce the risk of inappropriate use.

State written expectations of professional photographers or the press who are invited to an event. These should make clear Jessie Leigh Dance and Cheer Academy’s expectations of them in relation to child protection.

Do not allow photographers unsupervised access to children.

Do not approve photography sessions outside the event or at a child’s home.


Social Media Policy

Introduction

This Social Media Policy has been produced and agreed by the academy’s coaching Staff.

The academy recognises that there is no doubt that social media, including most notably Facebook and Twitter, can bring substantial benefit to an individual or organisation if managed appropriately.

Social media provides an opportunity to promote individuals and groups, communicate key messages, as well as allowing individuals to connect and share ideas at a low cost and to a wide audience. However, if not managed appropriately misuse of social media could well be a public relations nightmare for the academy, and depending on the circumstances, could mean that it would face legal or ‘regulatory’ action.

Remember that social media is an area of public comment, and any person or organisation is liable for any statement it makes in this sphere as if the same statement was being made in the media. Any person or organisation ‘running’ a ‘public’ profile, page or account may well have a number of journalists as followers or friends. Thus any comments, posts, photos, videos, etc. provided on social media sites have to be considered the same as communicating with the press/media.

Overall, all members must fully comply with this social media policy.

Compliance with this policy is a condition of membership and any non-compliance will be subject to the academy’s disciplinary procedures. The academy has the right to take appropriate action in the event of any member breaching the terms of this policy (this includes family and friends in line with our entourage policy).

 

Policy Item 1:

Be authentic, constructive and respectful on authorised academy Facebook profiles/pages and such as Twitter accounts, and indeed on any personal profiles/pages and accounts.

All associates with this academy must never post malicious, misleading or unfair content about the academy, its members, other academies, sponsors, indeed any organisation or person.

Must not post content that is obscene, defamatory, threatening (harassing, bullying, etc) disparaging or discriminatory concerning the academy, its members, other academies, sponsors, indeed any organisation or person,

Must not post comments that you would not say directly to another person or organisation – you must first consider how other people might react before you post.

If you respond to published comments that you may consider unfair, always be accurate and professional.

 

Policy Item 2:

Be respectful and courteous on authorised academy Facebook profiles/pages and such as Twitter accounts, and indeed on any personal profiles/pages and accounts.

All academy members must:

Think before you post anything or respond to someone on-line and ensure that all of your communications are respectful and courteous. Once you have put something on-line, there is almost no taking it back and it is almost impossible to delete. Your comments may be seen by the media, sponsors, etc and could impact negatively on you and the academy.

Avoid getting into heated discussions online or talking about sensitive issues. Speak to a member of the academy’s staff if you feel as though someone is trying to provoke a response from you or harasses/threatens you online.

Think very carefully before you post and/or tag an image.

Be fully aware that the images you share online will reflect on yourself and the academy, so it is important that you consider this before uploading or tagging photos and videos. Also be aware that these photos may be taken out of context and used by the media or other people - so if you are not happy for the image to be shared publicly, it should not be placed on-line.

Respect other people’s accounts and devices

If there is an occasion where a member leaves a mobile phone unattended or has not properly logged out of an account, do not use that person’s device or account to harass others or impersonate that person and cause them and/or the academy ‘humiliation’.

 

Policy Item 3:

Respect copyright and intellectual property regarding authorised academy Facebook profiles/pages and such as Twitter accounts, and indeed on any personal profiles/pages and accounts.

All academy members must:

Respect other people’s intellectual property including trademarked names and slogans and copyrighted material (it is best practice to assume that all content online is protected by copyright).

Make sure you have permission to post copyright items, properly attribute the work to the copyright owner where required, and never use someone else’s work as if it were your own. If you are unsure as to who might own an item of content, it’s better to be on the side of caution and not post the content.

In addition to respecting the laws pertaining to copyright and Intellectual Property, respect all laws and regulations in relation to privacy (data protection).

 

Policy Item 4:

Respect confidentiality regarding authorised academy Facebook profiles/pages and such as Twitter accounts, and indeed on any personal profiles/pages and accounts.

All academy members must:

Only reference information that is publicly available. Not disclose any information that is confidential or proprietary to the academy, its members, its suppliers, sponsors or any third party that has confidentially disclosed information to the academy

Not cite, post or reference the Academy, its members, other academies, sponsors, indeed any organisation or person without approval from the Academy’s Head Coach.


 

Policy Item 5:

Be Careful in Use of Logos, trademarks or materials regarding authorised academy Facebook profiles/pages and such as Twitter accounts, and indeed on any personal profiles/pages and accounts, all academy members must not use the logos, trademarks or materials of the academy, other academies, sponsors, any organisation, unless it has been cleared for public use or been otherwise approved by the academy.

 

Policy Item 6:

Monitoring all members must note that the academy, will be regularly monitoring use of social media by members to ensure that all are in compliance with this social media policy.

Whilst the academy may need to take formal action in appropriate cases, all members must acknowledge what is expected in terms of social media use.