Virtual Music Centre Agreement

Reason for this Agreement

Brighton & Hove Music & Arts (BHMA) and East Sussex Music (ESM) have developed an online activities offer to enable continuity of Music Centre and ensemble activities during the period when it is not possible to operate as usual at our Music Centres, due to social distancing guidelines. Whether teaching face to face, or online, the safeguarding of all children and young people remains our priority alongside the delivery of high quality and enjoyable activities.


BHMA/ESM are aware of the vital role they have in supporting the safeguarding of all pupils they teach. All music leaders are DBS checked and receive annual safeguarding training in line with the Department for Education’s publication “Keeping Children Safe in Education” (September 2019).


Due to the differences between the learning environment of face to face and online lessons, we wish to provide guidance and clarify arrangements that will support the successful delivery of high-quality activities whilst ensuring the highest standards of safeguarding. 


Arrangements for Virtual Music Centre Activities

BHMA/ESM will be using Zoom to provide online music activities. Zoom is an encrypted system with the appropriate functionality for both 1:1 and group sessions. All music leaders will be using their emails which will enable activity to be monitored.


Zoom works across a range of devices including smartphones, tablets, laptops and desktop computers. We recommend using a device with a webcam, (usually inbuilt) and a microphone (again usually inbuilt).


BHMA/ESM will be providing support for using Zoom in the form of online support (webinars), tutorial videos and FAQs/PDF guides. These will be available via our websites and social media channels.

Activity Scheduling

  • Activities will only be set up using the Teacher’s email address. On no account will a Teacher’s personal email address be used to arrange sessions.

  • The meeting ID which enables access to the activity must not be shared on any social media platforms or with anyone other than for whom it is intended.

  • Parents/Carers or older siblings (age 14+) of pupils in KS1, KS2 and KS3 will be expected to login to the activity and be present at the beginning to ensure everything is set up correctly.

  • Pupils who are in Years 10 and above may be sent the activity log in details by parents/carers at their discretion.

  • Sessions are expected to start and finish at the times confirmed in the invitation and on the Virtual Music Centre website.

  • Any scheduled activities not 'attended' by the pupil will be deemed as chargeable.

  • Some longer activities will include a break-time. During this break the activity will remain open so children and young people can chat with each other. Music leaders will remain present/logged in to sessions during these breaks. Music leaders will also remain online at the end of the activity until all children and young people have logged out.

Expectations of Music Leaders

BHMA/ESM Music Leaders will follow the same professional guidelines when facilitating online lessons as are expected in school/at Music Centre. These include:

  • Having an appropriate level of training, knowledge and understanding to be able to provide online facilitation to groups of learners.

  • Providing tuition only when fit and well to do so.

  • Wearing their BDBF ID badge when providing online activities.

  • Dressing in an appropriate way as expected when teaching at Music Centre.

  • Creating an environment that responds to pupils’ needs and supports learning.

  • Music Leaders will be working in an appropriate space with a neutral background, ideally free from personal possessions or photographs. A living room, dining room or music room is ideal but private or personal spaces such as a bedroom are not suitable.

  • Ensuring that the activity is not interrupted by other family members or excessive noise that may disturb the activity.

  • Maintaining appropriate professional boundaries, as in a session that takes place at school/Music Centre.

  • Enabling children and young people to wait in the “waiting room” before their activity begins so that only those registered for Virtual Music Centre can attend.

  • “Locking” the room once all attendees are present to prevent anyone else from joining the activity.

  • Not using the record facility to record any part of the activity – unless this is in order to contribute to the creation of a digital performance and permission from parents/carers and young people has been sought in advance. Any recordings made will be stored on the organisations secure cloud and not on personal devices owned by Music Leaders.

  • An attendee can be ‘expelled’ from an activity if there is any inappropriate behaviour or activity that causes safeguarding concerns. Where there are concerns about safeguarding, BHMA/ESM Music Leaders will inform their Designated Safeguarding Lead in the usual way and parents/carers will be notified as appropriate.

  • BHMA/ESM managers may observe activities for quality assurance purposes, in the same way as in schools/at Music Centre.


Expectations of Virtual Music Centre Members and Parents/Carers

To help children and young people achieve as much as possible from VMC activities, we recommend that pupils follow a similar approach to attending sessions at our Music Centres. These include:  

  • Dressing appropriately e.g. how they may present themselves at Music Centre or at school on a non-uniform day. Teachers reserve the right to terminate the activity if attendees are dressed inappropriately ( pyjamas).

  • Finding a suitable space for the activity which should ideally reflect a school environment and is conducive to learning (a pupil’s bedroom is not considered to be suitable unless suitable screening of the bed is in place).The space should ideally be free from interruption, excessive background noise and anything particularly personal such as family photos.

  • Parents/Carers or older sibling (age 14+) of KS1, KS2 and KS3 pupils attending the beginning of each lesson to ensure that the attendee is suitably prepared and the equipment is set up correctly. Once the lesson has started parents/carers or sibling (age 14+) may choose to be present throughout the activity or be available to support the delivery of the activity if needed (please note that we are offering some ‘family’ activities designed for parents/carers to participate alongside their children).

  • Parents/Carers of older pupils (KS4 and above) being available should they be needed to help with any technical issues.

  • Parents/Carers or older sibling (age 14+) of KS1, KS2 and KS3 pupils logging out of the lesson once it has ended.

  • Parents/Carers and pupils following their schools’ guidance regarding online safety when accessing other web-based platforms or websites that may support instrumental learning.


Should you have any concerns regarding safeguarding at our Virtual Music Centre please contact the following Designated Safeguarding Lead: Mike Johnson -