Terms and Conditions

Haddo Musical Theatre School Member Policy

1. Exclusion

Graham Wilson reserves the right to exclude any child due to inappropriate behaviour by the child or parent, illness, bullying, or if the behaviour poses a risk to the safety of the child or others in the class. No refunds will be given for remaining sessions if a child is excluded. Refunds are also not provided for missed days, nor will compensation be made for any other costs or losses incurred as a result.

2. Medical Consent, Liability, and General Consent

  • I give permission for my child to participate in Haddo Musical Theatre School, run by Graham Wilson.
  • I confirm I am the parent or legal guardian of the child named on this form.
  • All children must be signed in and out of class. If someone other than the parent/guardian will be collecting the child, the class leader or a team member must be informed.
  • In the event of injury, I understand I will be contacted as soon as possible, along with any emergency contacts provided. I authorise Graham Wilson to seek medical assistance if necessary.

3. Safeguarding and Insurance

  • Participation is fully insured.
  • All safeguarding and child protection measures are strictly followed.
  • Graham Wilson and associated adults are committed to ensuring the safety and wellbeing of all children.
  • If abuse or harm is suspected, it will be reported to Social Work, Police, or the Reporter, without prior notice to parents if necessary.
  • Please refer to my child protection policy for more information
  • The current Designated Child Protection Officer (DCPO) is Vicky Morgan, she can be contacted on 07961 299822

4. Code of Conduct

  • Children must adhere to the class Code of Conduct, which will be explained at the first session and is available to parents.
  • Parents are expected to support the class leader in ensuring their child follows the code.

5. Attendance and Commitment

  • The class is a serious rehearsal environment for the summer musical.
  • Attendance, commitment, behaviour, and focus are essential.
  • Lines and songs must be learned and practiced at home; support materials (audio tracks, scripts) will be provided.
  • Due to high demand for roles, attendance and commitment, especially for leads, is expected.
  • If a participant is unwilling or unable to commit, their role may be reassigned and they will join the ensemble.
  • Please contact Graham Wilson as soon as possible if you experience difficulties so support can be offered.

Equality, Diversity & Inclusion (EDI) Policy

Organisation: Haddo Musical Theatre School (HMTS)
Owner: Graham Wilson T/A Brave Journeys
Effective Date: June 2025
Next Review: June 2026

1. Policy Statement

Haddo Musical Theatre School is committed to fostering an inclusive, respectful and supportive environment where every child, parent, carer, and volunteer is treated fairly and without discrimination.

We actively promote equality, value diversity, and encourage inclusion across all aspects of our school’s operations, in line with the Equality Act 2010.

2. Our Commitment

We are committed to:

  • Providing a welcoming, inclusive space where all participants feel valued and safe.
  • Ensuring equal access to opportunities for all children, regardless of their background or circumstances.
  • Promoting respect and dignity among children, staff and families.
  • Actively challenging and preventing discrimination, harassment or bullying.
  • Making reasonable adjustments to meet individual needs.

3. Who This Policy Covers

This policy applies to:

  • All children attending HMTS
  • Parents, carers and guardians
  • Staff, volunteers, and contractors
  • Visitors and audience members at public performances

 

4. Protected Characteristics

HMTS will not tolerate discrimination, harassment or victimisation on the basis of any of the following protected characteristics:

  • Age
  • Disability
  • Gender reassignment
  • Marriage or civil partnership
  • Pregnancy and maternity
  • Race, ethnicity or nationality
  • Religion or belief
  • Sex
  • Sexual orientation

5. Inclusive Practice in Action

  • Access: We will make our activities and communications accessible for children with disabilities or additional needs wherever possible.
  • Language: We use inclusive language in communications and scripts.
  • Representation: We aim to reflect a diverse range of stories, voices, and cultures in our performance material.
  • Financial Access: We are aiming to offer financial support through a scholarship to ensure participation is not limited by affordability.  As this develops more information will be available.

6. Reporting Discrimination or Concern

If a child, parent, or staff member experiences or witnesses discrimination or exclusion:

  • Please report it to Graham Wilson Equalities lead at: graham@hmtschool.co.uk.
  • All concerns will be handled sensitively, confidentially, and in line with our safeguarding procedures.
  • Where appropriate, action will be taken to address and resolve the issue.

7. Training and Awareness

  • Staff and volunteers will receive guidance on inclusive practice and respectful language.
  • We encourage open conversations about inclusion and ensure all voices are heard and respected.

8. Review and Monitoring

  • This policy will be reviewed annually or sooner if required.
  • Feedback is welcomed from parents, children and staff to help improve our inclusive practice.
  • Adjustments will be made in line with legislation and best practice.

9. Related Policies

This policy should be read alongside:

  • Child Protection Policy
  • Health and Safety Policy
  • Member Policy
  • Privacy Policy

18th June 2025

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Haddo Musical Theatre School – Code of Conduct

At Haddo Musical Theatre School (HMTS), we want everyone to feel safe, supported, and inspired. To help us work together respectfully and enjoy our time in rehearsals and performances, all students, staff, and volunteers are expected to follow this Code of Conduct.

 For All Students

1. Respect Others

  • Treat everyone with kindness and respect—this includes other students, teachers, and volunteers.
  • Listen when someone else is speaking.
  • Bullying, teasing, or unkind behaviour will not be tolerated.

2. Be Safe

  • Always walk indoors—no running inside rehearsal spaces.
  • Follow instructions straight away, especially in an emergency or fire drill.
  • Tell an adult if you feel unsafe or worried.

3. Try Your Best

  • Give 100% effort during rehearsals and performances.
  • Learn your lines, lyrics, and choreography at home.
  • Stay focused during class and support others who are performing.

4. Be Responsible

  • Arrive on time and ready to rehearse.
  • Take care of props, costumes, and the rehearsal space.
  • Bring everything you need each week (scripts, water bottle, etc.).

5. Be a Team Player

  • Encourage your classmates and celebrate their successes.
  • Help create a positive and welcoming atmosphere.
  • Work together—we’re stronger as a team!

 

For Younger Students (Ages 4–7)

  • Listen to your leaders.
  • Use kind words and hands.
  • Stay with the group.
  • Ask for help if you’re not sure.

 For Older Students (Ages 8–14)

  • Be a role model for younger students.
  • Take responsibility for your role and your learning.
  • Speak up respectfully if something isn’t right.

 What Happens If the Code is Broken

If a student does not follow this Code of Conduct, we will:

  1. Talk to the student to explain what went wrong.
  2. Inform parents if the behaviour continues or is serious.
  3. In serious or repeated cases, a student may be asked to leave the group or sit out part of the session.
  4. In extreme cases (e.g., aggression, persistent disruption, bullying), exclusion may be considered as a last resort.

 A Final Note to Parents & Carers

We ask that you support this Code of Conduct by encouraging your child to:

  • Attend regularly and on time,
  • Show kindness and commitment,
  • Talk to us if anything is wrong or causing worry.

Together, we can make HMTS a safe, fun, and empowering place for every child

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June 2025

Complaints Procedure for Parents

Organisation: Haddo Musical Theatre School (HMTS)
Owner: Graham Wilson 
Effective Date: June 2025
Next Review: June 2026

1. Introduction

At HMTS, we aim to provide the highest standard of service and care for all children and families involved. However, we recognise that there may be times when a parent or carer has a concern or complaint. This procedure outlines how you can raise your concerns and how we will respond.

2. Principles

  • We treat all complaints seriously and sensitively.
  • Complaints will be handled professionally and in confidence.
  • We aim to resolve complaints quickly, fairly, and informally where possible.
  • Everyone involved will be treated with respect.

3. Step-by-Step Process

Step 1: Informal Resolution

  • If you have a concern or minor issue, please speak to Graham Wilson (Lead Practitioner) at the end of a class or via email: graham@hmtschool.co.uk.
  • Most complaints can be resolved informally through discussion, and we encourage open communication.

Step 2: Formal Complaint (in writing)

  • If your concern cannot be resolved informally, please submit a written complaint via email or letter. Include:
    • Your name and contact details
    • A clear description of the issue
    • Any relevant dates or people involved
    • The outcome you are seeking
  • Send to: graham@hmtschool.co.uk

Step 3: Investigation

  • Graham Wilson will acknowledge receipt of the complaint within 5 working days.
  • A full investigation will be carried out. You may be contacted for further details or a meeting if appropriate.
  • We aim to respond with a written outcome within 10 working days of acknowledging your complaint.

Step 4: Appeal (if required)

  • If you are not satisfied with the response, you may request a review.
  • This will be carried out by an independent advisor (or a senior member of staff not previously involved).
  • The appeal outcome will be provided within 10 working days.

4. Serious Safeguarding Concerns

If your complaint relates to a safeguarding issue (e.g. abuse or risk to a child), it will be addressed in line with our Child Protection Policy and may be referred immediately to Social Services or the Police.
Please contact our DCPO Vicki Morgan on 07961 299822 or email vicannmorgan@gmail.com

5. Confidentiality

  • All complaints will be treated confidentially.
  • Information will only be shared with those necessary to resolve the issue or as required by law.

6. Learning and Improvement

All complaints help us improve. Where appropriate, we will review procedures, training or communication to prevent recurrence of the issue.

9. Related Policies

This policy should be read alongside:

  • Child Protection Policy
  • Health and Safety Policy
  • Member Policy
  • Privacy Policy

Child Protection Policy – Haddo Musical Theatre School (HMTS)

Ref: HMTS/GAW/CP/2025 -Rev 06/25

1. Responsibilities of HMTS

At the outset of any production involving children, HMTS will:

  • Prioritise the safety, wellbeing, and rights of all children and young people in our care.
  • Follow the guidelines of GIRFEC (Getting It Right for Every Child – Aberdeenshire).
  • Carry out a full risk assessment and monitor risks throughout the production.
  • Appoint a Designated Child Protection Officer (DCPO) at the start of each production.
  • Use safe recruitment practices for all chaperones and adults working with children, including PVG scheme membership where appropriate.
  • Ensure children are appropriately supervised at all times.
  • Maintain up-to-date contact with local authority social services in case a concern arises.

2. Parents and Carers

  • HMTS values the partnership with parents and encourages involvement in children’s activities.
  • All parents will receive a copy of HMTS’s Child Protection Policy and Procedures.
  • HMTS will ensure adults working with children are PVG registered where appropriate.
  • Parents are responsible for collecting or arranging collection of their children after rehearsals or performances. HMTS staff or volunteers are not responsible for transporting children home.

 

 

 

3. Unsupervised Contact

  • HMTS will make every effort to ensure no adult has unsupervised contact with a child.
  • Wherever possible, there will be two adults present during activities.
  • If unsupervised contact is unavoidable, the following measures will be taken:
    • Conducting the activity in public or in a room with an open door.
    • The individual may be asked to obtain a PVG disclosure if regular contact is expected.

4. Physical Contact

  • Adults must maintain appropriate professional boundaries and distance.
  • Physical contact will only be made when necessary and relevant to the activity.
  • Consent will be sought from the child, and the purpose of the contact will be clearly explained.

5. Managing Sensitive Information

  • Parental consent will be obtained before using photos or videos of children for promotional use.
  • HMTS will monitor any online materials or platforms to prevent inappropriate use.
  • All sensitive data (including PVG and safeguarding records) will be handled, stored, and disposed of securely, in line with data protection laws.

 

 

 

 

6. Reporting a Concern or Suspected Abuse

If you witness or suspect abuse of a child during HMTS activities:

  • Report your concerns to the Designated Child Protection Officer (DCPO) immediately.
  • If the concern involves the DCPO, report directly to Police Scotland or Out of Hours Social Work.

Make a written note of what you observed, your response, and to whom you reported the concern. Sign and date this record.

If a serious allegation is made against a member of HMTS:

  • That individual will be suspended immediately pending investigation.
  • They will not be allowed contact with children or access to any HMTS venue until the matter is resolved.

7. Disclosure by a Child

If a child discloses abuse to you:

  • Stay calm and do not delay.
  • Listen carefully and allow the child to speak freely.
  • Ask only open questions for clarification, not for probing or leading.
  • Do not promise confidentiality – explain that you must share this information with someone who can help.
  • Reassure the child that they were right to speak up and that you will help.
  • Report immediately to the DCPO.

Record the conversation as soon as possible, using the child’s words. Include date, time, names mentioned, and sign the document.