Safeguarding remains as important in an online environment as anywhere else, and music teachers must take this into consideration. If you are an ISM member, you should familiarise yourself with our Safeguarding & Child Protection Policy, Code of Practice and Procedures and the ISM Members Code of Conduct. Here are some safeguarding issues you ought to consider when working with video-conferencing software:
Before and during lessons
- Ideally, set up a separate video-conferencing account for your online teaching. Keep it separate from your personal online profiles. Make sure you use an appropriate image for your profile picture, and do not share any personal information about yourself, such as a personal telephone number, email account(s), Facebook details and other social media links. Consider the security settings of your video-conferencing software. Make sure you are using the latest version as security features are updated constantly. If you're using Zoom, use the ‘Waiting Room’ option, take control over screen sharing, use random meeting IDs and set meeting passwords.
- Discuss the offer to teach online with the parents or guardians of pupils under the age of 18. You should also discuss this with your adult clients as online lessons may represent a change to your face-to-face contractual provisions. Use the parent's or guardian's own account to deliver lessons if possible, rather than the child's. Alternatively, ask them to set one up in their name and under their control.
- Set out a clear policy in writing. Tell people that your video-conferencing account will be used exclusively for the purpose of lessons and only during music lessons. Get the agreement of the parents or guardians for teaching online in writing. Consider obtaining a DBS Enhanced Disclosure Certificate (formerly CRB check).
- Test your set-up before you go live. Are the camera and microphone working properly? Is the camera in the correct position for optimum teaching? Make sure you are working against a neutral background. Be business-like when giving lessons. Always present yourself as professionally as you would if you were giving a face-to-face lesson, in dress and in manner: remember that while video calls can encourage informality, you need to observe your usual high professional standards at times.
- The pupil must take lessons in a room with an open door and parents/guardians must ensure that one of them or a trusted adult is in the same premises as the pupil while the lesson takes place. Set standards for your pupils and their parents or guardians. Pupils are expected to dress and behave appropriately. If there is inappropriate attire, you should explain that you are going to terminate the lesson and give the reason for doing so. The lesson can resume when the pupil is suitably attired. You should also explain that you will suspend a lesson if any of the provisions of your policy are not complied with. You should also state that pupils should not send any material to you by whatever platform. Only parents of the children you teach are permitted to send anything to you, and it must strictly related or connected to the provision of music lessons.
Recording lessons
Many members have asked us about the safeguarding implications of using Skype, Zoom and other software to record lessons. This is a sensitive area and we advise caution. Always discuss this with your pupils or parents. If you are in any doubt as to the intentions of your pupils or the parents/guardians of your pupils, do not record lessons. You must never record a lesson without the knowledge and written consent of your pupil, or the pupil's parents/guardians.
If you do decide to record lessons:
- Ask for consent in writing before you make any recording
- Have a written policy available to your clients that says: what you will do with the recordings and that you will only ever use them for the purpose of tuition for the individual pupils; how long you will keep them and why; that you guarantee you will only ever share the recording with the pupil (if an adult) or the parents/guardians; how you will dispose securely of the recordings at the end of your retention period and that you will securely delete and dispose of recordings as quickly as possible if your pupils or their parents withdraw consent. Update your GDPR Data Protection Privacy Statement and record of processing to reflect this.
As an alternative to making recordings yourself
Ask parents if they wish to make the recording themselves. This way they can control what happens to the recording. You should also seek their agreement that they will not share, or post to social media any recordings, and that they will securely delete and dispose of any of recordings of your teaching as soon as possible on your request.
If you have any Safeguarding Concerns about your Pupil
ISM members should follow the instructions in the ISM's Safeguarding and Child Protection document. If you are working within an organisation, contact their safeguarding lead in the first instance. If you are working outside an organisation, you can call the NSPCC helpline 0808 800 5000, your local authority children's social care department, or email the ISM's Designated Safeguarding Person at cp@ism.org
