Glasgow CREATE Music Service

Risk Assessment and Safeguarding Supplementary Advice to all GCC Music Staff

Update November 2020

The following document sets out considerations for safe delivery of Music Lessons from November 2020 but must be tailored and included within each establishment’s individual Risk Assessment taking into account individual circumstances within schools and departments. The advice is based on current government guidelines and is subject to change and revision.

The Scottish Government Sub Group on Coronavirus (COVID-19) Education and Children’s Issues updated their advisory note on PE, Music and Drama in Schools on 23^rd September. The advice is current on this date.  The advice is reviewed periodically and may change as evidence is published and more about the virus is understood.

https://www.gov.scot/publications/coronavirus-covid-19-advisory-sub-group-on-education-and-childrens-issues-advice-on-physical-education-music-and-drama-in-schools/

This Supplementary Advice to Music Staff has taken the above guidance into consideration.

In terms of Instrumental Music Service (IMS), each Instrumental Music Instructor (IMI) will be allocated a base school. Base schools have been allocated centrally and will be reviewed on an ongoing basis. All Faculty Heads and Principal Teachers have been informed of this allocation.

Where adequate risk assessment is in place tutors will visit up to five schools in one week where there must be a suitably ventilated room available. 

When Government Guidance changes and following a further assessment of risks, IMI may increase their rota of schools. At present, for most instrument families (Strings, Guitar, Percussion, Piano and Keyboard) IMI will deliver face to face lessons where spaces are appropriate with the careful consideration of physical distancing and suitable ventilation.  Classroom doors should be open at all times.

Extract from GCC Generic Risk Assessment;

Ventilation

Good ventilation should be encouraged in all areas were possible.

In order to increase ventilation and the supply of fresh air windows and doors (except fire/security doors) can be opened. Fans can be used to assist in circulating stagnant air to improve circulation as the risk of transmission is extremely low.

It is important to note that when opening windows to increase ventilation that window restrictors should remain in place and notdisengaged.

It must be noted that at present under no circumstances should the use of Voice, Pipes, Woodwind and Brass take place in school buildings until Government Guidance is updated.

However, the most recent Education Scotland update for Music published on 11^th November 2020 states;

https://education.gov.scot/media/4a3d2zrb/music-guidelines-11-11-20.pdf

Although singing, brass and woodwind and group lessons cannot take place with everyone physically in the same room together, technology can facilitate collective participation. For example, singing, music lessons, and choir practice, can take place virtually; young people might record themselves performing and provide the recordings to their teacher. For those young people who have chosen to undertake an SQA qualification in music, it may be necessary to record a virtual portfolio. The risk for staff, children and young people is also reduced if lessons take place outdoors or under a gazebo (with opened sides or equivalent). Appropriate physical distancing should be in place where possible.

Therefore, if risk assessment has taken place and consideration given to the above risk matrix then singing, woodwind and brass lessons may take place outdoors.

Please note that if using a gazebo or awning to facilitate lessons outdoors, this must be risk assessed in advance and there must always be adequate ventilation and physical distancing.  For this purpose, this applies to both primary and secondary children and young people.

With both physical distancing and risk assessment in place, it may be possible for children to safely sing outside. However, there should not be organized large group singing or performances.

However, for Early Years, although singing indoors is not permitted as an organised, large group activity singing naturally in the course of activities and play should not be discouraged.  Singing can also be used to comfort young children where necessary.

However, it remains imperative that pupils continue to receive high quality tuition, therefore until Government Guidance is updated, all Woodwind, Brass, Pipes and Voice lessons will delivered via Showbie Pro or Microsoft Teams in the event of Showbie Pro being unavailable.

Until clear guidance is given by Scottish Government, it is likely that this will require young people to be at home for live video lessons and this must be negotiated with individual schools and parents.

However, tutors may meet with young people to give lessons without blowing the instrument which may include using pre-recorded video to allow feedback to be given.  Video may be sent to tutors to allow feedback to be given between lessons where appropriate, IT guidance must be followed for both prerecorded video and audio clips.

In addition, where there is insufficient space in a school, IMI will also have the capacity to deliver digital instrumental music lessons using Showbie Pro (or Microsoft Teams in the event of Showbie Pro being unavailable) which may be carried out from an alternative school or home.  Pamela Black is the Lead on Glasgow IMS Service Virtual Classroom and will be responsible for Quality Assurance.

https://www.musiciansunion.org.uk/Home/Advice/covid-19/music-teaching/safeguarding-when-teaching-online

Group lessons will only be considered where suitable space is available and current guidance on physical distancing must be adhered to.  (See EIS Additional Guidance on Managing Risks of Covid 19 for Instrumental Music Teachers & https://www.eis.org.uk/Coronavirus/RiskAssessGuide & Guidance on Physical Distancing in Educational and Childcare Settings).

However, at present this should not include Brass, Woodwind, Singing or Pipes.

IMI and Faculty Heads / Principal Teachers should liaise closely regarding timetabling and making changes in line with Government Guidance when appropriate. Agreed protocols for reporting lesson attendances should also be agreed between IMI and Faculty Heads and Principal Teachers.

Youth Music Initiative (YMI) Staff will concentrate on supporting Primary Schools with Early Literacy Skills and Phonological Awareness with a focus on Primary One and Two to be extended if time allows. At present singing is not permitted as per Scottish Government Guidance therefore there should be a focus on using rhythm, rhyme, clapping and body percussion.  Quiet humming is permitted.

Cleaning

Careful consideration should be given to the cleaning regime for specialist equipment (e.g. in practical subjects or for children with additional support needs), sensory rooms, practical subjects with specialist equipment and dining halls, etc. to ensure safe use.

https://www.ism.org/advice/instrument-hygiene-preventing-the-spread-of-covid-19-when-performing-or-teaching

Classrooms and Music Teaching Spaces should be cleaned in accordance with current guidelines and robust whole school cleaning regimes as per individual school Risk Assessments. Instruments should not be shared, with the exception of Keyboard, Piano, Percussion and Double Bass where a robust system of cleaning between use should take place in accordance with current guidelines and individual school Risk Assessments.

These instruments should be cleaned as per the guidelines for cleaning surfaces and materials are provided in schools for this purpose.  This includes Music technology equipment such as microphones, stands, headphones and keyboards.

There is enhanced cleaning and day cleaning in all schools and this should be negotiated at school level.

Where appropriate, a day cleaner or pupils can clean instruments after use for example wiping down keyboards with an antibacterial wipe.  Keyboards should not be sprayed directly with antibacterial spray as this is a Health and Safety risk and may damage instruments.

For Senior Phase Pupils, where possible children should have their own instrument and will be responsible for their own cleaning which in the main should be done at home.

Health

General Health and Safety Rules and regulations should be followed as per individual establishment Risk Assessments.

Children and young people will be required to wash or sanitise their hands before and after each lesson. Please note, sanitiser should not be a replacement for handwashing.  Where possible, children should wash their hands in the first instance.

Each child or young person should have personal copies of music and textbooks and where possible this should be in digital form on the iPad.

All staff should be made aware of each schools’ policy and protocols for the display of COVID 19 symptoms as well as any contingency arrangements for dealing with self-isolation and any test and protect protocols that are in place. (NHS Inform website)

Care and Maintenance of Instruments

Children and young people should be regularly reminded about the importance of cleaning their individual instrument and told how to do this carefully in line with each individual school’s Risk Assessment.  Close attention and advice should be given particularly to the cleaning of mouthpieces, reeds, chanters and pipes.

For Woodwind, Pipes and Brass Instruments, provision should be made to ensure that they are properly cleaned and dried by children and young people at the end of each lesson. Children and young people should not be allowed to blow or tip water from instruments in the teaching room. Newspaper or paper towels (or anti-bacterial paper) should be provided for the venting of water keys and pupils should remove and dispose of their own at the end of the lesson.

Bands, Orchestras, Ensembles and Choirs

It is unlikely that large scale group music activities will be possible for the foreseeable future. This will be reviewed by CREATE Music in March 2021 and advice will be updated accordingly. This will be based on National Guidance to ensure the Health and Safety of all involved.

Where Health and Safety Guidance allows, Music Staff may encourage children and young people to explore smaller group performances with strict social distancing considering the different instrument groups and use online platforms to make music together may also be a possibility.  However, for the moment this should not include Voice, Brass, Pipes or Woodwind Instruments.

Risk Assessment and Safeguarding

Supplementary Advice for all GCC Music Staff/Young People/Parents/Guardians

CREATE Music Service Safeguarding Policy

All Music Teachers and Tutors are required to meet the Professional Standards and Expectations outlined in the GTCS Code of Conduct, Information Security Policy and Glasgow City Council Council’s Acceptable Use Policy.

All issues relating to online Child Protection (CP) should be dealt with in the same way as for face to face teaching, i.e. all CP issues must in the first instance be referred to the base school Child Protection Officer.

The child’s local authority Child Protection Policy will be the reference point for all matters relating to CP.

All IMI and YMI are required to complete annual Child Protection and Information Security Training as well as hold a current PVG with Glasgow City Council.

In addition, Glasgow City Council has advice on Microsoft Teams which should also be taken into account where using Showbie Pro (or Microsoft Teams in the event of Showbie Pro being unavailable).  There are links within this document to the policies listed above.

https://www.glasgow.gov.uk/CHttpHandler.ashx?id=49707&p=0

Glasgow City Council Education has thorough procedures in place to ensure the safety of all pupils and staff as follows;

1. Internet filtering is in place on all school managed devices for example PC’s and iPads. The same policies apply at home and in school.
2. Different internet filtering levels are in place for Primary and Secondary year levels.
3. Apps are checked for GDPR compliance.
4. Acceptable use policy is in place for students and staff;

http://www.goglasgow.org.uk/Pages/Show/2253

http://www.goglasgow.org.uk/content/UserGenerated/file/ICT%20Policies/PupilAcceptableUsePolicygeneric.doc

5. Home school agreement for ipads is in place and has to be signed by parents.
6. Schools will provide guidance and run sessions with students on staying safe on the internet e.g. Cyber Security.

It is essential that before commencing Video Lessons IMS and Young People are clear on the expectations to ensure safety for all involved.

Firstly, it is imperative that prior to starting Video Lessons on Showbie Pro (or Microsoft Teams in the event of Showbie Pro being unavailable), IMS should ensure that their pupils have completed the Acceptable Use Policy for use of the iPad ensuing that they have been countersigned by parents.

Where a child does not have a Connected Service iPad at the moment, then with parental permission a personal device may be used.  The iPad roll continues to be a priority for all GCC Schools with the aim that all Senior Phase Pupils will have their devices by December 2020.

IMS Management continue to work with Secondary Schools to ensure all tutors have an iPad suitable to allow video lessons with Showbie Pro (or Microsoft Teams in the event Showbie Pro being unavailable). In the meantime, it is acceptable to use a personal device to ensure children and young people are not compromised.  This will be short term as the service works to ensuring all tutors have the required technology to continue to provide the highest quality lessons considering Government Health and Safety Guidelines.

In addition, tutors should adhere to the following guidance and if in doubt check with Pamela Black in the first instance who has full access to all lessons and will be responsible for Quality Assurance;

• All tutors should use Glasgow Virtual Music Tutors on Showbie Pro to provide Digital Lessons (or Micro Soft Teams in the event of Showbie Pro being unavailable)
• Where possible, lessons should take place during school timetabled hours, but it must be recognised that this may require some young people to receive live video lessons from home during this time. This should be arranged in partnership with Faculty Head or Principal Teacher responsible for the Music Department and Parents. Lesson times must be negotiated and agreed with individual schools and parents and should not take place after six o’clock in the evening.
• A record of all sessions conducted must be kept by the IMS and Music Department including start and end times. Any absences should be shared with the relevant Music Department immediately.
• IMI must not provide their personal mobile number to pupils and must not be in receipt of pupil’s personal phone numbers.
• Digital Lessons must be conducted in locations and situations which meet professional and safeguarding expectations. Behaviour of all young people has the same high standards as for face to face lessons.
• IMI and Young People must ensure that the angle, focus and zoom facility of the camera is used to maximise the learning experience and to ensure the privacy of others checking that the background for teaching is professional and does not contain images or information that should not be shared.
• An expectation to all pupils should be made that when they are involved in a video session, they should also do so in a public room e.g. living / dining room where appropriate.
• No lesson should take place if a pupil is in a bedroom. The pupil should immediately be asked to re-join from an appropriate location in their house.
• Where possible, other individuals for example children, family members should not be in shot or be able to be heard during a video or audio session.
• IMI and Young People must adhere to professional standards of dress when in front of the camera. Lessons should be rescheduled if it is felt that they are not being met.
• Should IMI become concerned by anything that they see or hear during a session, then this should be reported to the Head Teacher or designated Child Protection Officer with immediate effect.
• IMI may not record any sessions conducted via audio or video, without full consent and agreement (e.g. to allow others to watch a lesson at a later date)
• Students may not record any session conducted via audio or video without full consent and agreement from both IMI and Parent or Guardian.

All Digital Lessons should be pre-arranged with Pupils, scheduled in advance with appropriate notice given.

Frequently Asked Questions

1. What do I do if a pupil joins the class from an inappropriate location?

Ideally pupils would log into the class from a public area in their home.  In some circumstances this may place an unreasonable burden on family spaces.

Staff should assess each situation and confer with their line managers if they are uncomfortable with the location(s) pupils are logging in from.

If issues persist, pupils should be advised they will not be allowed to continue to access the lessons if they do not find a more appropriate location to log in from.

2. A pupil speaks or behaves inappropriately in the online classroom, how do I react?

All the normal standards of behaviour apply in the online classroom. Where possible, staff should work in partnership with the school if behaviour is inappropriate this should be dealt with in line with school policy as per face to face lessons.

Pupils should be dealt with in the same way as they would have been if the incident had taken place in a normal school environment.

3. A pupil shares something inappropriate on their screen – what do I do?

IMI should immediately terminate the lesson and inform the school Senior Management Team of the details of what has happened. If in a group lesson and it is not possible to identify the offending pupil, the lesson should be terminated for all pupils. All pupils in the digital classroom can then be contacted as soon as possible after the event to inform them what happened, and the arrangements for future classes.

As per Management Circular 57, the IMI must write a full account of the facts using the relevant Appendix.

4. What do I do if pupils are signing into their classes dressed inappropriately?

This should be dealt with in the same way as it would be in the face-to-face class setting. If pupil attire makes the teacher feel uncomfortable then the teacher should use turn their camera off and request the young person to do the same until the issue is addressed. If the IMI remains concerned they should terminate the lesson and contact the school CP co-ordinator.

5. A pupil asks for a one to one online chat about a serious issue that is concerning them. What is the protocol for that?

This should immediately be referred to the School Senior Management Team and preference would be to arrange a face to face meeting. Staff should try to avoid a one to one situation with a pupil online.  Where it is judged that a pupil needs to discuss a serious issue, an arrangement could be made for another time online with two members of staff present in the meeting.