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Policies & Procedures

Statement of Intent

We are dedicated to providing a positive and enriching learning environment for students of all ages and abilities. To foster a safe, respectful, and productive atmosphere, we have outlined our policies and procedures below. These policies are designed to ensure the well-being of our students, staff, and the smooth operation of the dance school.


Please take a moment to familiarise yourself with these guidelines. Your understanding and cooperation are highly appreciated. We encourage you to contact us at with any questions or concerns you may have.

Our latest policy review was made on 1st March 2024, replacing any previous versions.


Each class has a uniform that must be worn to every lesson. We ask that you have the uniform by the end of your first full term with us.

We believe dance uniforms offer several advantages:

  • Focus and Preparation: Wearing a uniform helps students transition from their day-to-dress mode to a focused mindset for their dance class. It creates a sense of being ready to learn and participate actively.

  • Equality and Team Spirit: Uniforms eliminate any competition or self-consciousness about clothing choices. Everyone feels part of a team, fostering a sense of camaraderie and belonging within the dance class.

  • Safety and Comfort: Dance uniforms are designed for ease of movement and use breathable fabrics to maximise comfort and minimise the risk of injuries from loose clothing.

  • Teacher Observation: Uniforms allow teachers to clearly see a student's body alignment and posture, enabling them to provide more effective corrections and enhance learning.

We understand that some students might enjoy expressing themselves through clothing. However, the benefits listed above contribute to a more focused, safe, and positive learning environment for all dancers.

Bad Weather

We prioritise the safety of our staff, students, and families. Therefore, we may need to cancel or alter dance classes due to severe weather conditions. We will make every effort to notify you as soon as possible if a class is impacted.

Decision-Making Process:

Our decision to close or modify classes will be based on official weather warnings, reports of local road conditions, and an assessment of the potential risks of travelling to and from the studio. We will consider factors such as:

  • Severity of weather: Heavy snowfall, significant ice accumulation, high winds, and flooding are some examples of weather events that may lead to closure.

  • Travel safety: The decision will consider the safety of students, staff, and families traveling to and from the studio during the adverse weather conditions.

  • Studio accessibility: We will assess if the studio is accessible and safe for conducting classes, considering factors like power outages or potential building issues caused by the weather.


In the event of a closure or modification, we will communicate with you through the following channels:

  • Text: We will send a text notification to all registered parents or guardians.

  • Email: We will send an email notification to all registered parents or guardians.

  • Website: We will update our website with a prominent notice regarding closures or modifications.

  • Social Media: We will share updates on our social media platforms (if applicable).

Alternative Arrangements:

Whenever possible, we will strive to offer alternative arrangements for missed classes. This may include:

  • Rescheduling the class: We may offer the same class at a later date or time.

  • Online class: If feasible, we may offer an online version of the cancelled class.

  • Makeup class: We may offer an additional class during the week to allow students to attend another class of the same level and style.

Class Modification:

  • In some cases, we may decide to modify the class schedule due to milder weather concerns. This may involve shortening the class duration or focusing on less physically demanding activities.

  • We will communicate any modifications through the same channels used for cancellation announcements.

Student Responsibility:

We encourage students and parents to use their judgment and prioritise safety. If you feel unsafe traveling due to weather conditions, please do not hesitate to miss the class. We will not penalise students for absences due to genuine safety concerns; an alternative class will be offered to catch up. 


  • If a class is cancelled and no alternative class is offered, a credit for a future class will be issued to your account.

  • Please note: Refunds are not offered when an alternative class is provided.

We appreciate your understanding and cooperation in prioritising safety during inclement weather. If you have any questions or concerns, please do not hesitate to contact us.


We are committed to providing a positive and professional experience for all our students and families. However, we understand that sometimes things may not go as planned. We value your feedback and encourage you to raise any concerns you may have.

Making a Complaint:

If you have a concern or complaint about any aspect of our dance school, we encourage you to address it promptly. You have the right to raise a complaint via email to Verbal complaints will be accepted initially, but a written follow-up is required to proceed with the formal complaint process.

What to Include in Your Complaint:

  • Your full name and contact details.

  • A clear description of the issue, including dates and times (if relevant).

  • The names of any staff members involved (if known).

  • The outcome you are hoping for.

Complaint Handling:

  • We will acknowledge your complaint within [number] working days.

  • We will investigate your complaint thoroughly and fairly.

  • You will receive a written response outlining the outcome of the investigation within [number] working days.

Reviewing Our Decision:

If you are not satisfied with the outcome of your complaint, you have the right to request a review by a senior member of staff. Please state your request for a review in writing within seven days of receiving our initial response.


All complaints will be treated confidentially.

Cessation of Membership:

If your complaint remains unresolved after the internal review process, you have the right to end your membership in accordance with our Terms & Conditions A2-Notice. Dissatisfaction with the outcome of a complaint is not grounds for ending your membership early, and one month's full notice (as detailed in A2) is still required.

Health & Safety

Our top priority is our students and staff's safety and well-being. We are committed to providing a safe and healthy environment for everyone to learn and enjoy dance. This policy outlines our measures to ensure everyone's safety and minimise risks.


The policy is reviewed annually to ensure our responsibilities are met in relation to:

  • Health & Safety at Work Act (1974)

  • Management Regulations (1999)

  • Other relevant current legislation



  • Dance School:

    • Maintain a safe and clean environment, including dance studios, waiting areas, and toilets.

    • Ensure all equipment is safe and in good working order.

    • Conduct regular safety checks and address any identified hazards promptly.

    • Provide clear and concise safety instructions to students at the beginning of each class.

    • Supervise students appropriately during classes.

    • Have a first-aid kit readily available and staff trained in basic first aid.

    • Communicate effectively with parents/guardians in case of any incident or injury.

  • Students:

    • Arrive at class on time to properly warm up.

    • Wear appropriate and safe dance attire and footwear.

    • Remove all jewellery or cover items that cannot be removed.

    • Secure long hair back of the face.

    • Follow all safety instructions provided by teachers.

    • Be mindful of themselves and others in the class, avoiding any actions that could cause harm.

    • Inform the teacher immediately of any injuries or medical conditions affecting participation. 

    • All accidents and injuries must be reported to a staff member immediately, no matter how minor.

    • Report any unsafe situations or equipment to the teacher immediately.

    • Students are encouraged to bring water bottles and stay hydrated throughout the class.

    • A first-aid kit is readily available on-site, and at least one staff member will be trained in basic first-aid procedures.

    • Students are encouraged to maintain good personal hygiene to prevent the spread of germs, especially in shared spaces.

  • Parents/Guardians:

    • Ensure their child is appropriately dressed and has proper footwear for dance class.

    • Ensure their child has removed any jewellery or covered it where required.

    • Inform the dance school of any relevant medical conditions or limitations their child may have.

    • Advise their child to follow all safety instructions and report any concerns to the teacher.

    • Supervise their child when arriving and leaving the dance school unless pre-arranged otherwise.

  • Staff Responsibilities:

    • Staff will actively supervise students throughout the class, ensuring proper conduct and adherence to safety procedures.

    • Staff will conduct regular risk assessments of the studio environment and activities to identify and address potential hazards.

    • Staff will ensure all equipment is used safely and is in good working condition. Damaged equipment will be removed from use and reported for repair.

    • All accidents and injuries, regardless of severity, must be reported to the office via email at immediately and documented in an incident log.

  • Emergency Procedures: 

    • Staff will be trained in emergency procedures, including fire evacuation and first aid.

    • All staff and students will be familiar with the emergency evacuation procedures and participate in regular drills.

    • In the event of an injury, a qualified staff member will administer first aid and contact emergency services if necessary.

Fire Evacuation Procedure

Teachers are responsible for themselves and the pupils in their class. 

If you discover a fire:

  • In the event of discovering a fire, activate the fire alarm.

  • Your primary responsibility is to help supervise the safety and orderly evacuation of pupils and other people in your immediate vicinity. Keep calm. Try to keep others calm.

  • Do not prolong your evacuation, but on passing check all the corridors, toilets etc to make sure no one is left behind.

In the event of hearing the fire alarm:

  • Evacuate pupils in your class from the building immediately upon hearing the alarm by using the nearest fire exit. If possible, take a quick head count.  Under no circumstances must you stop to collect any personal belongings or equipment.

  • Assemble at the fire point and supervise an orderly and quiet line. 

  • The designated Health and Safety officer will take the register and wait for further instructions – any absences or concerns should be reported immediately to the Health and Safety Officer. 

  • Do not re-enter the building until you are informed to do so by the Health and Safety Officer or Fire Service where appropriate.

Muster Points

  • YMCA:

    • On the car park, which is accessed via the main entrance or rear fire door immediately at the bottom of the upper hall access stairs. Other marked fire doors throughout the building.

  • Madginford Hall:

    • On the bank, which is accessed through the fire doors immediately off the main hall and through the doors in the waiting area.

  • St Nicholas Church Hall:

    • On the grass at the front of the main church building, accessed through the fire doors immediately off the small hall and through the main doors immediately off the large hall.

Safeguarding Policy

This Child and Adults at Risk Protection Policy outlines our commitment to safeguarding the well-being of children and adults at risk involved in our activities. We recognise our explicit duty to safeguard and protect children and adults at risk from abuse, as defined in the Children Act 2004 and the Education Act 2002. Everyone at our organization shares the objective to:

  • Provide a safe learning environment.

  • Identify and respond to children, young people, and adults at risk in need of support or protection.

  • Support children's development while fostering a sense of self-esteem and independence.

  • Foster a learning environment where everyone feels valued and able to express their wishes and feelings freely in an accepting and trusting atmosphere.

Designated Safeguarding Lead (DSL)

  • Lucy Merrett is the Designated Safeguarding Lead (DSL) and can be contacted at 01622 277027.

  • The DSL is responsible for overseeing safeguarding practices, providing advice and support to staff, and reporting concerns to relevant agencies.

Everyone's Responsibilities

  • All staff (employed and freelance), volunteers, and anyone working with children or adults at risk must:

    • Be familiar with this policy and adhere to its guidelines.

    • Attend relevant safeguarding training as required.

    • Promote a culture of safety and respect.

    • Report any concerns about the welfare of a child or adult at risk to the DSL immediately.

Safe Recruitment Procedures

  • We employ a robust safe recruitment process to ensure the suitability of staff working with children and adults at risk. This includes:

    • Enhanced DBS checks for all staff.

    • Verification of employment records, references, and qualifications.

    • Interviews exploring safeguarding knowledge and practices.

Statement of Intent

We are committed to:

  • Providing a safe and inclusive environment for all children and adults at risk.

  • Identifying and responding promptly to any concerns about abuse or neglect.

  • Working in partnership with parents/guardians, professionals, and statutory agencies to safeguard children and adults at risk.

Key Safeguarding Principles

  • Promoting the well-being of children and adults at risk: We prioritize the safety and well-being of children and adults at risk in all our activities.

  • Prevention: We take proactive steps to prevent abuse and harm from occurring.

  • Protection: We have procedures in place to protect children and adults at risk if they are identified as being at risk of harm.

  • Partnership: We work collaboratively with parents/guardians, professionals, and statutory agencies to safeguard children and adults at risk.

Reporting Concerns

  • Anyone concerned about the well-being of a child or adult at risk should report them to the DSL immediately.

  • Concerns can be reported in person, by phone or by email to

  • All concerns will be taken seriously and investigated appropriately.

Everyone involved with Flair School of Dance has a role to play in safeguarding children and adults at risk. We encourage open communication and a culture of vigilance to ensure the safety and well-being of all.

Code of Professional Conduct

Flair School of Dance is committed to providing all students with a safe and positive learning environment. This Code of Professional Conduct & Practice outlines the expected behaviour and professional standards for our teachers.

Fundamental Principles

Teachers must:

  • Act with integrity in all professional and business relationships. This includes honesty, fairness, courtesy, and consideration.

  • Strive for objectivity in all professional judgments and avoid any conduct that could create a conflict of interest.

  • Be competent and qualified for the classes they teach and continually update their knowledge and skills through professional development.

  • Carry out their work with skill, care, and diligence while prioritizing punctuality, timekeeping, and the safety of students.

Professional Conduct

Teachers must:

  • Uphold the good reputation of the profession and Flair School of Dance.

  • Collaborate and cooperate with other dance professionals and organizations.

  • Treat students and families with openness, fairness, and respect, ensuring non-discrimination based on protected characteristics.

  • Maintain confidentiality of student information and comply with data protection regulations.

  • Market their services professionally and ethically, avoiding disparaging comparisons with others.

Statutory and Safety Requirements

Teachers must:

  • Comply with all relevant laws and regulations, including health and safety, insurance, and data protection (UK GDPR).

  • Ensure classes are appropriate for the student's age, ability, and skill level.

  • Maintain safe and well-equipped teaching facilities.

  • Stay informed about Child Protection legislation and complete required checks.

  • Follow emergency procedures and maintain accident records.

Standards of Good Practice

Flair School of Dance will:

  • Have clear objectives for the school and individual teachers, outlining student benefits and safeguarding policies.

  • Employ qualified and experienced teachers who use appropriate teaching methods and assessment procedures.

  • Maintain sound business practices and ensure open communication with students and families.

Individual Teachers will:

  • Foster positive student-teacher and student-student communication.

  • Share a passion for dance and inspire artistic development.

  • Demonstrate professional conduct, including punctuality, reliability, and responsible student care.

  • Help students develop self-discipline, motivation, and appreciation for different dance styles.

  • Recognize and address individual student potential, needs, and learning styles.

  • Deliver safe and anatomically sound instruction.

  • Abide by the terms and conditions, ethos, and values of Flair School of Dance.

Data Protection

Teachers must comply with the UK General Data Protection Regulation (UK GDPR) principles. This includes ensuring data is processed lawfully, fairly, and securely and used only for legitimate purposes.

This Code of Professional Conduct & Practice is a statement of our commitment to providing a high standard of teaching and safeguarding the welfare of our students. Regular review and updates will ensure its continued relevance and effectiveness.

Appendix: Information Commissioner's website:

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