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Child Protection Services Information

Guidance for Chaperones

NOTE - NEW CRB forms introduced for use from July 26th 2010

The Children (Performances) Regulations 1968 (as amended) states that in certain circumstances, licensed children taking part in entertainment must be supervised by a Chaperone (reg.12) and if the Local Education Authority (LEA) think fit must be taught by a suitable teacher (reg. 10).

 The licence holder (e.g. usually the Producer of the show/programme; BBG, IBA, Stage School or Theatre) is responsible, throughout the period covered by the licence, for ensuring that the child shall be in the charge of a responsible adult. This person is known in law as a 'Chaperone' (some Local Education Authorities refer to Chaperones as chaperones).

Although the licence holder will be the employer of the Chaperone, the LEA must have approved both the child's Chaperone and tutor. Chaperones registered with Warwickshire LEA are approved for two years, at the end of this period the Chaperone must re-apply to Warwickshire LEA for registration.

Warwickshire LEA recognises that children may gain wonderful life experiences by being given the opportunity to appear in a local stage play, a film, a television advertisement, or as part of a national sporting team.  

This document is intended to guide Chaperones through the large raft of legislation that has been produced to protect children taking part in performances and thus ensure that the experiences of these children is safe and rewarding.

 The following regulations and guidance aim to provide Chaperones approved by Warwickshire LEA with guidelines on how to carry out their duties of care to children appearing in performances.

 This guidance applies to all licensed children from babies until they cease to be of compulsory school age that are resident in Warwickshire.  

Who may apply to become a Chaperone?

Any adult (male or female) may apply to Warwickshire LEA to be approved as a Chaperone.

The criteria for approval to be an approved Chaperone with Warwickshire LEA are:

Certificate indicating satisfactory 'Enhanced' disclosure obtained from the Criminal Records Bureau (CRB).

 OR

Applicant prepared to undertake a CRB enhanced disclosure.  

Note - click here to visit the new CRB e-guide explaining the new CRB application forms.

PLUS

•  Completion of Application Form.

•  Submission of two references..

•  An awareness of relevant legislation,

• An awareness of child protection.

The LEA shall not approve a Chaperone unless satisfied that they can exercise proper care and control of the child(ren) and that they will not be prevented from carrying out their duties as a Chaperone by other duties.

 Applications for the post of Chaperone are to be addressed to:

Melissa Harris
Education Social Work Service
3rd Floor
Kings House
King Street
Bedworth
CV12 8LL

Other Registration Requirements of Warwickshire Local Education Authority

(note: these requirements are not statutory, but are expectations of Warwickshire LEA)

When approved, Chaperones are required to notify Warwickshire LEA (the Child Employment Officer) in writing within seven days of:

• Any arrest for an offence that is triable in a Court of Law.

• Any conviction following an arrest, whether in the United Kingdom or otherwise.

• Any serious or notifiable illness or disease. 

• Any change of address or name.

The Chaperone should ensure that they carry their certificate on every day that they are employed as a Chaperone and have it available for inspection. 

The Chaperone should have a basic understanding of emergency first aid treatment and also establish that the licence holder has made appropriate provision under The Health and Safety (First Aid) Regulations. The Chaperone should acquaint themselves with the names of the appointed first aiders and the whereabouts of the first aiders and the whereabouts of the first aid equipment in the establishment/premises in which they are working.  

The Chaperone should have a basic understanding of the 'duty of care' in a workplace situation and be satisfied that suitable risk assessments have been carried out by those responsible for the rehearsal/performance. The Chaperone should be satisfied that any risks which may affect the child(ren) in their care have been identified and that effective control measures are in place.

Duties and Responsibilities of a Chaperone:

1. The post of Chaperone is one of responsibility and trust. The prime duty of the Chaperone is to the child(ren) in their care.

2. The Chaperone should make themselves thoroughly familiar with the terms of the performance licence granted by the LEA and see that as far as lies within their power the conditions are properly fulfilled.

3. The licence holder is responsible for ensuring that, during the performance and all activities related to a performance (such as a rehearsal), the child is in the charge of a person who has been approved by the LEA for this purpose: the Chaperone. The only exception to this rule is when the child is in the charge of their parent/carer or a tutor.

4. A Chaperone acting under licensing regulations shall be considered to have the care and control of the child(ren) with a view to securing their health, comfort, kind treatment and moral welfare.

5. The Chaperone should ensure that there is a complete register of the children, with emergency contact numbers, available at all times. However the Chaperone must not disclose the personal information of the child(ren) in their care except to authorised personnel.

6. The Chaperone must be aware of the Area Child Protection Committee Procedures. These should be available from the licence holder, if not a copy can be obtained from the LEA.

7. Corporal punishment must not be used in any circumstances.

8. A private teacher may act as a Chaperone, if approved as such by the LEA, provided the number of children in their care does not exceed three, and that the LEA are satisfied that the arrangements will not adversely affect the child(ren's) education or welfare.  

9. The Chaperone's first duty is to the child(ren) in their care. Whilst they are acting as a Chaperone they may not engage in any other activity that would interfere with the performance of their duties.  

10. Except when a child is in the care of a teacher, the Chaperone is in loco parentis and should exercise a duty of care which any parent/carer might be reasonably expected to give that child.

11. The Chaperone shall be in charge of the child(ren) at all times, except when the child is in the charge of their parent/carer/tutor.

12. The maximum number of children a Chaperone may have in their care is 12.

13. Chaperones should be gender appropriate. The Chaperone must be with the child(ren) under their supervision at all times (except when actually performing or in the care of a parent/carer or tutor).

14. The Chaperone must be satisfied with the arrangements for the dressing room (children 5 years old and above must only change with other children of the same sex), toilet facilities etc,

15. To ensure that, when a child is not actually performing they have adequate meals, rest and recreation.

16. The child must leave the theatre after each performance, not later than 30 minutes after the end of their part, or 10.00 p.m. (for children under 13 years), 10.30 p.m. (for children 13 years and over) whichever is the earliest (see page 10 for permitted hours).  

17. The Chaperone is required to ensure that suitable travel arrangements are in place for each child in their care; also to ensure that the child is collected by the person agreed by prior arrangement.

18. The Chaperone must inform the Child Employment Officer of any concerns.

19. The Chaperone should be aware of the procedure for the evacuation of the building in case of fire.

20. In the event of any contravention of the licence, or incident affecting the well-being of the child(ren) the Chaperone must inform the licensing LEA at the earliest opportunity.

21. Warwickshire LEA expects that Chaperones authorised by them will ensure that no child is discriminated against on the grounds of race, gender, colour, nationality, ethnicity or national origin.

22.  If dressers/helpers are required, then at no time should they be left alone with a child. An approved Chaperone must always be present. The dressers/helpers should not take children to the bathroom alone.. The dressers/helpers should speak to a Chaperone if they have any problems/concerns.

 Illness or injury of child.

If a child suffers any injury or illness whilst in the charge of a Chaperone or tutor, the holder of the performance licence shall ensure that, if necessary, a doctor is called and that the parent/carer of the child named in the application form are notified immediately of such injury or illness.

The Chaperone must keep a record of any such instances of illness or injury and any action taken.

Should the child fall ill whilst on tour and is too ill to perform, the Chaperone should make arrangements for the child to be sent home under proper escort.

In the case of serious illness/accident the child should be sent to hospital and the child's parent/carer informed immediately. The LEA that issued the licence should also be informed as soon as is possible, the Chaperone must record the incident and action taken.

No child may perform if unwell.

Source material - Guidance for Licence Holders and Chaperones - Children in Entertainment May 2004 - © WCC 2004

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Last modified: 13-Aug-2010