Notes for

Guidance:
Social Staff 2015

Working with the National Children’s

Orchestras of Great Britain
Welcome to the social staff for 2015. If you will be working with us for the first time, we hope that
the experience will be even more enjoyable than you are expecting and that you will want to return
on future courses as an ‘experienced’ member of the staff. To those who have worked with us
before, we look forward to working with you again.

STAFF SELECTION AND ROLES

HOW STAFF ARE SELECTED

On each course we need a mixture of both new and experienced staff. We also require some
specialist skills such as first aid qualifications or lifeguards. The people who are on our register
and who have notified us of their availability are then matched to courses with these requirements
in mind.

The Artistic Director personally contacts all senior staff to whom he would like to offer a place on
a specific course and this is followed up by a contract for those who are able to take up the offer.
Social staff are asked to send in their availability for courses and the responses are collated by the
orchestral manager, Geraldine Jones. These are then presented to the Artistic Director so that
teams based on the appropriate gender ratio, variety of experience and qualifications and
performance on previous courses as appropriate can be created.

The aim is to provide each course with a well-balanced team of people who should be able to
work together. The final decision on who to invite rests with the Artistic Director. Course
managers have no say in who will be offered these places.

STAFF RATIOS

Staff numbers vary according to the age of the children and the numbers on the course. Male
and female social staff ratios will reflect the proportion of boys and girls on each course if possible.
There will be at least one social staff member (including senior staff) to each 10 children.

GENERAL STAFF RESPONSIBILITIES

Though many of our social staff have worked with the Orchestra before and enjoy their reunion
with friends they have made on previous courses or as members of the Orchestra in the past, you
must remember that you are being employed to take care of the children and you will be expected
to make that your primary concern.
 The children will regard you as role models and will be influenced by what you do. Please make
it clear that you are in a position of authority and that a line must be drawn between “having fun”
and “being serious” in appropriate situations. Whilst being friendly and approachable, be careful
that you do not try too hard to be popular and thereby lose authority. Do not discuss your
private life, or that of any other staff member, with the children.

Do not shout at children unless the situation makes it necessary for their safety. On no account
use abusive language or swear words in front of them. Please ensure that what the children see of
your behaviour is beyond reproach.

It is important to realise that all social staff are general helpers and will be expected to participate
in the children’s activities as appropriate. The safety of the children is the responsibility of all staff
at all times, whether on duty or off. Please remember also that we are guests at the course
venues. Everyone is expected to maintain tidiness and prevent damage to property or equipment.
This includes the staff room as well as all other areas to which the NCO has access.

COURSE MANAGER

The Course Manager has responsibility for the day to day running of the course and is in turn
responsible to the Artistic Director.

Pre-Course
Will receive:
 orchestra/staff/accommodation lists
 timetable
 information on those with allergies and medical or physical problems
 any correspondence relating to the course

First Day
 Holds briefing meeting for all social staff.
 Arranges for all signing of dormitories and setting up practice rooms.
 Arranges reception of children and parents
 At the first opportunity when all social staff are present, will go through the child protection
policy

Daily
 Chairs the daily social staff briefing
 Attends the music staff meeting
 In conjunction with the Social Staff Organiser, decides on daily recreational activities
 Liaises with Artistic Director and/or conductor on matters relating to daily schedules,
activities, movement etc.
 Liaises with the venue’s Domestic Bursar or equivalent on matters relating to
accommodation, school staff etc.
 Deals with matters raised by parents
 Ensures that safety and security measures are always observed
 Records any arrivals and departures (staff and children)
 Records any incidents

Concert day
General
 Oversees the packing up of all course equipment and materials.

When the concert is off-site.

 Liaises with the NCO’s Events Manager for all activities pertaining to the concert.
 With the SSO, allocates sufficient staff to all areas including travel arrangements.
 When concert is on-site.
 Together with the SSO, decides on how the staff will be allocated to the various
activities, including security during the concert.

General
Each course manager will write a report on their course to include matters such as:

 Administrative matters which need to be recorded for future reference:

o Late arrivals (children and staff) with reasons (and were these approved in
advance).
o Early departures with reasons.
o Visitors
 Problem children.
o Who they were, in what way they were a problem and any suggestions for
dealing with this on future courses (e.g. splitting up noisy, uncooperative
room-mates)
 Staff. (To be discussed with other senior staff as appropriate.)
o Strengths and/or weaknesses.
o Clashes of personality or other situations such that there is a
recommendation that certain people, whilst otherwise acceptable, would be
better on separate courses in the future.
 Venue.
o Good and bad points (if any).

This report can either be handed to the Artistic Director at the end of the course or sent to the NCO
office within a week of the end of the course. A copy of the daily numbers on the course should be
left with the venue as well as being included in the course manager’s report.

SOCIAL STAFF ORGANISER

The Social Staff Organiser is responsible for coordinating the work of the social staff. He/she
reports to the Course Manager.

Pre-Course
Will receive:
 orchestra/staff/accommodation lists
 information on those with medical or physical problems
 any correspondence affecting the course
Arranges draft duty rosters.

First Day
 Attends briefing for social staff.
 Allocates social staff to various activities.

Daily
 Attends daily social staff meeting.
 Together with the course manager, decides on appropriate activities for the day.
 Coordinates activities of the social staff.

Concert day
 Makes up coach lists and supervises children boarding coaches.
 Travels on one of the coaches to the concert location when it is off-site.
 Allocates duties to all social staff. (e.g. ticket/programme sales, ushers if required)
 Coordinates supervision of children.
COURSE NURSE

The course nurse is the only person authorised to administer medicines to any person on
the course (with the exception of an epipen in an emergency) and is responsible for the safe
storage of all drugs. Under normal circumstances, the nurse will stay with the majority of the
children if a child needs to go to hospital. The nurse may need to appoint a deputy from those with
a current first aid qualification. (A small number of children with chronic illnesses may have
attended training sessions which qualify them to administer their own treatments. The nurse will
inform the staff of any child in this category.)

Pre-Course
Will receive:
 orchestra/staff/accommodation lists
 list of those with medical problems, allergies etc.
 any correspondence relating to health matters

First Day
 Attends the briefing meeting for social staff.
 Checks that medicine box is fully stocked and orders replacements if necessary.
 Takes responsibility for the health forms (confidential) for the children on the course.
 Meets each child at reception, collects medicines and annotates the health form if
appropriate.

Daily
 Attends social staff meeting.
 Any children sick in bed are to be notified to the Course Manager and SSO (in case the
building has to be evacuated)
 Arranges to meet children who need medicine at set times (usually mealtimes).
 Deals with each case of illness or injury as it arises.
 Decides when it is appropriate to consult a local doctor or take a child to hospital.
 Maintains a record of each medical action taken.
 Orders replacement stock (plasters, paracetamol etc) as needed.

Concert day
 Children’s medicines not required on the day will be returned to the individuals at breakfast
time or another convenient time so that they can be packed away.
 When the concert is away from the course site, the nurse will usually travel with one group
of children in their coach unless different arrangements are agreed by the Course Manager
in advance.
 Any medicines belonging to children held by the nurse until after the concert will be
returned to individuals or their parents.
 After the concert, the nurse will hand over in person to the Artistic Director (or the Course
Manager if the PDM is not present) the confidential file of health forms with the records of
all medicines administered and treatments given.

TREASURER

The Treasurer is responsible for the money generated by the tuck shop (if run by NCO rather
than the venue), sale of merchandise and the children’s pocket money which is deposited in the
“Bank”. He/she records any financial transactions relating to the course.

Pre-Course
Will receive: orchestra/staff lists.
First Day
 Attends briefing for social staff.
 Takes charge of the ‘course float’ (which will be arranged by the NCO office).
 Sets up “Bank” for children; attends reception and accepts deposits into the bank.
 Provides floats for tuck shop and merchandise if required.

Daily
 Attends social staff meeting.
 Banks cheques and large banknotes as appropriate.
 Arranges for appropriate supply of coins for tuck shop, merchandise and pocket money as
necessary.
 Opens “Bank” daily (usually at the same time as the tuck shop) and records all
transactions.
 Maintains record of transactions (not pocket money) in main ledger.
 Authorises, after consultation with the course manager, necessary expenditure.
 Assists with any tasks which require going off-site such as replenishing medical supplies.
 May be asked to accompany a child to doctor’s surgery/dentist/A&E.

Concert day
General
 Returns any pocket money remaining in the “Bank”.
 Completes main ledger entries as far as possible.

When the concert is on-site

 Arranges for sale of programmes/merchandise as agreed with Artistic Director or Course
Manager.

When the concert is off-site

 Travels on one of the coaches to the concert venue.
 Liaises with Events Coordinator on requirements for sale of programmes.

Transport

Because the Treasurer will be required to visit the bank, replenish the nurse’s supplies etc., they
must have their own vehicle available for this purpose, insured to cover such activities, unless an
alternative arrangement has been agreed with the Artistic Director in advance. The Treasurer is
also the person nominated to accompany sick children to the doctor’s surgery or the local hospital
and must have a car which can take at least two passengers – the sick child and the required adult
escort. Any additional insurance which has to be taken out to meet these requirements will be
reimbursed by NCO on production of the appropriate proof of expenditure.

SOCIAL STAFF

The Social Staff are responsible for the general well-being of all children on courses.
Experienced social staff are expected to help and advise those who are new.

Each member of social staff will be assigned to a section (two sections when small numbers of
children are involved) to assist in movement between locations and in checking on any children
who are absent without a known reason. This is a liaison role only.

First Day including Advance Party Day when appropriate

 Attend social staff briefing sessions.
 Help in setting up facilities (signing dormitories, moving equipment etc).
 Assist children and parents on arrival as directed by the SSO and Course Manager.
  Help children find their way to the first activities.
 All social staff will help with settling children into bed time routines on the first night.

Daily
 Attend daily social staff meeting and report any problems.
 Prepare and supervise recreational activities. (Any expenditure must be authorised in
advance by the Course Manager or Treasurer.)
 Assist with movement of equipment.
 Supervise children generally to ensure their safety.
 Carry out any specific duties allocated to them on the various rosters.
 Notify the SSO or Course Manager immediately of any problems.

Concert days
 Must be prepared to travel to the concert venue on one of the coaches if the concert is off-
site unless other arrangements have been agreed in advance with the NCO office.
 Tasks may include setting up display boards, front of house duties such as programme
sales, and general back-stage supervision.
 Social staff must be available as required by the SSO and Course Manager.
 Social staff are not free to leave until all the children have been collected, the concert hall
has been cleared of NCO property and the Course Manager has given his/her permission.
(The timings given on the contract are always, of necessity, an approximation.)

Experienced members of the social staff who are drivers may be allocated to the duty driver
roster in lieu of certain other duties. (See section on ‘Time Off Duty’ later in this booklet.) This will
be arranged after consultation involving the Course Manager, SSO and Treasurer.

WORKING RELATIONSHIPS

With a number of people working together, sometimes under pressure, there can be friction at
times. Please try to resolve problems by talking to the people concerned or your immediate
superior. If your problem is with your immediate superior, seek the advice of either the course
manager or the Artistic Director. Do not let the children see that you have personal differences.
On no account allow a child to feel that you do not like him/her.

If you feel that another member of staff is behaving inappropriately, take your concerns
immediately to the Course Manager or the Artistic Director. There are guidelines for appropriate
behaviour in the section on child protection overleaf. You must also refer to the NCO Child
Protection document which has been sent out to you with this booklet. (A copy of this will be in the
course office for reference.)

PUBLIC RELATIONS

At course reception, on outings and on concert days you will be wearing a polo-shirt with the NCO
logo on it to identify you to the children, their families and the public. You will be representing the
organisation and your demeanour should reflect this. Parents in particular need to feel that you are
a suitable person to take care of their child. Irresponsible talk or behaviour would not only reflect
badly on you!
 THE COURSE
DURATION

Courses for the Main and Under 13 Orchestras are usually nine days long, culminating in a
public performance in a concert hall away from the course venue. Under 12s have a seven day
spring course with an in-house concert followed by an eight day summer course with a public
concert to conclude it. The younger orchestras have eight day courses which conclude with a
concert for family and friends at the course location.

Staff usually arrive the day before the children to set up the course location ready for their arrival
unless there has been another course immediately preceding at that location.

TYPICAL DAY

No two days are completely alike but, after the first day, the activities tend to be musical in the
morning with recreation in the afternoon and more music to finish the day. The general structure is
illustrated below. There may be variations on this as appropriate to each orchestra – for example,
the youngest orchestras usually have an earlier evening meal.

7.00am General washing and dressing. Tidy rooms.

8.00am Breakfast. The nurse available in dining room for children on regular medication. Social
staff supervise children.

8.45am Meeting. Everyone, children and staff, attends the morning meeting where any special
instructions for the day are given out. Thought for the Day.
9.00am First music instruction of the day. Younger orchestras have two short sessions with a
quick break between, older orchestras have one longer session. Social staff hold their daily
planning meeting and carry out preparations for the later activities.
10.30 or 11.00am Mid morning break. Half an hour for the children to enjoy squash and biscuits
and get some fresh air if the weather is kind. Social staff supervise this period. Music staff have
their daily planning meeting. (This meeting sometimes over-runs due to shortage of time.)
11.00 or 11.30am Younger orchestras have choir or chamber music, older orchestras have full
rehearsal.
12.30pm Lunch. The nurse available in dining room for children needing medication. Social staff
supervise children.
1.30pm Full orchestra rehearsal. Training Orchestra have sections.
2.30pm Recreation period. Social staff organise activities suitable to the age of the orchestra and
the weather. Towards the end of this period the bank and the tuck shop will be open. Music staff
have their break.
4.30pm Younger orchestras have sections with an early evening meal at 5.30pm; older
orchestras have two musical periods. Social staff have their break.
6.30pm Dinner. The nurse available in dining room for children needing medication. Social staff
supervise children.
7.15pm Youngest orchestras have a short recreational activity, others have full orchestra
rehearsal. Social staff take over when these activities end. Bed times vary according to age.

Every child must know that there is someone he/she can contact in the night if they are ill or
troubled. Duty social staff must ensure that everyone on their corridor knows who is on call
and where they can be found. Children should contact social staff first if they feel unwell; social
staff will then alert the nurse. This is to prevent children wandering around corridors and stairs at
night trying to find someone to talk to..

DAILY PROGRAMME

The musical aspects of the daily programme are the responsibility of the Artistic Director and/or
the guest conductor. They may change according to the needs of a particular orchestra.

The social and recreational activities are overseen by the Course Manager and the Social Staff
Organiser. Ideas for new activities are sought from all the social staff. The Social Staff Organiser
then works directly with the social staff so that varied and appropriate activities are produced
during the course. The Social Staff Organiser decides who will carry out each task based on
his/her knowledge of the skills and expertise of the staff.

The social staff will be responsible for supervising the children and their behaviour during meals,
moving between locations (particularly the youngest children who may need escorting across
internal roads at some locations), overnight and during designated recreational periods.

The music staff will be responsible for the children in their sections during all music instruction
periods. If a child fails to appear for a session without a reason being given, the music staff must
liaise with social staff or the nurse to locate that child. If a period ends early, music staff must
continue to supervise until the designated end of the session. Conductors occasionally need to
end rehearsals early. Prior notice will be given to social staff if possible.

CHILD PROTECTION
Other sections of this booklet which have a direct bearing on child protection are to be found under
‘Working relationships’, ‘Discipline’, ‘Visitors’ and ‘Outings and concerts’. The course manager is
responsible for dealing with all matters concerning child protection issues and will have the contact
information for local child protection services should he/she need to consult on or report any
concerns arising during a course.

INTRODUCTION

All staff are under a duty of care to the children on our courses to act as a careful parent would.
NCO is a child-centred organisation which recognises that all young people should be treated with
respect as individuals. It is everyone’s duty to ensure that a child’s stay with NCO is not marred by
any form of abuse and also that adults are not falsely accused of harm.

From 2013, all senior staff and social staff have been required to have completed at least a basic
level child protection course before working on an NCO residential course. This will be organized
and paid for by NCO for any potential staff member who has not been through such training as part
of any other previous employment or voluntary work with children. Failure to complete the training
prior to their NCO course will be grounds for withdrawing the offer of employment on that course.

GOOD PRACTICE IN CHILD CARE

In order to protect children and also protect staff from false accusations, please follow these
guidelines:

 Unnecessary physical contact with any child should be avoided. Comforting children
(putting an arm around them) is acceptable but make sure another adult is present.
Do not allow yourself to be on your own with a child in a closed room.

 Do not engage in any rough, racially or sexually provocative games and do not allow
the children to do so.
  Do not allow children to engage in inappropriate language or behaviour amongst
themselves.

 Do not assist a child to do personal matters (e.g. dressing or undressing) which they
are capable of doing themselves.

 Any allegations of inappropriate behaviour made by a child must be reported and

recorded as laid down in the NCO Child Protection Policy document.

BULLYING

If you come across bullying, follow the suggestions given below to deal with the situation.

 Take the incident seriously.

 Remain calm and “in charge”.
 Act as quickly as possible.
 Reassure the victim and do not make him/her feel inadequate or foolish.
 Offer concrete help, advice and support to the victim.
 Make your disapproval clear to the bully.
 Encourage the bully to see the victim’s point of view.
 Report the incident to the course manager.

PRIVACY

Under no ordinary circumstances may any male staff enter the girls’ dormitory area or female
staff the boys’ dormitory area. Nurses may need to enter any dormitory to assist children. Other
senior staff may enter (accompanied by at least one person of the appropriate gender) for a
specific purpose such as opening a difficult window. The Course Manager and/or Artistic Director
(accompanied by at least one person of the appropriate gender) may need to visit a dormitory for
disciplinary or compassionate reasons. Except in an emergency, music staff will not enter the
children’s dormitories.

SOCIAL NETWORKING WEBSITES

Staff are not to become ‘friends’ with current members of the Orchestra (or ex-members still of
an age to be members again in the future) on any social networking sites. Parents could consider
such ‘friendships’ to be inappropriate considering the age gap and be suspicious of your intentions
and you need to avoid placing yourself in such a position. If you know a child outside NCO (e.g.
from family connections or membership of another orchestra) and are already a ’friend’ on social
media, you must tell your course manager.

HOMESICKNESS

Homesickness can affect any child no matter how mature they may appear to be. It is most
common with those who are on a residential course for the first time and those who arrive with no
existing friendships in the group. Quiet children may find it harder to make friends quickly and
some children will feel lost in a large group if they don’t have a special person to go around with.

Try to ensure that quieter, shyer children get a chance to join in without forcing them to be
involved in activities they don’t like. If a child is upset, listen to the problem and try to resolve any
fears. Those who are anxious and upset must be allowed to phone home if necessary. If possible,
arrange for one of the senior staff to phone the parents before the child rings to let them know that
their child is all right except for the homesickness. Most children settle down after the first night or
so but very occasionally it is necessary for parents to collect their child if the anxiety and distress
do not decrease.
 If you are aware that a child is suffering from homesickness, you must report it to the Social Staff
Organiser or the Course manager who will see that the relevant staff are informed.

POLICE CHECKS

Since 2003, the Orchestra has not employed anyone without their clearance through the Criminal
Records Bureau (now called the Disclosure and Barring Service) ‘disclosure’ system. All
permanent employees and trustees have also been cleared through the system.

Disclosure forms will be sent out to all those whose references qualify them to go on our Social
Staff Register. No job offers will be made until clearance has been received from the DBS.

DISCIPLINE
CHILDREN

The children should not be treated as though they were at school but with large numbers of
youngsters there must be a level of discipline maintained. Bullying will not be tolerated and neither
will bad manners (including swearing) towards either other children or the staff. All members will
have signed an agreement saying that they understand and accept the rules as described in the
General Information booklet sent out to all of them at the beginning of the year. There will be a
copy of this in the staff room which you can consult if you need to check its contents.

It is always easier to nip bad behaviour in the bud than deal with it when it has become a major
problem. Social staff should be firm in maintaining good behaviour from the start of the course. If
a child persists in behaving badly, the Social Staff Organiser should speak to him/her and warn
that persistence will result in a formal interview with the Course Manager.

If it becomes necessary for formal action to be taken in regard to a child, there are 3 disciplinary
stages, all of which must be recorded in the incident report for the course. The Artistic Director
must be involved throughout and the final decision will always be his.

1. The Course Manager interviews the child and issues a formal verbal warning about the
child’s behaviour. He/she should inform the child of how the disciplinary process works so
that the child is fully aware.
2. If the bad behaviour persists, the parents are to be informed by the Course Manager.
The parents should speak to their child to try to resolve the problem. They should also be
reminded that if the problem persists they will be required to remove the child from the
course.
3. If there is no improvement, the parents will be required to collect or arrange for another
person to collect their child within 24 hours.

Whilst it is rare for the disciplinary process to go through all three stages, it has happened. The
procedure is there to ensure that no individual can disrupt a course through bad behaviour or spoil
it for other members by bullying or intimidation.

STAFF

It is assumed that the will discipline their own behaviour. Occasionally, breaches of our code on
alcohol, using abusive language in the presence of children etc are noted. Depending on the
circumstances, this may result in immediate termination of employment or that person not
being employed on future courses.
 MEDICAL MATTERS
BEFORE THE COURSE

Parents are required to complete and return a health form for each child which lists allergies and
other medical conditions. Course nurses will examine these forms in advance of the arrival of the
children and note any allergies or on-going medical problems which have been detailed by parents.

FIRST DAY

Health forms will be given to the nurse on her arrival. There will also be time to check the
medical boxes. If there are any children or staff with serious allergies or medical problems, the
nurse will inform the social staff if appropriate in an initial briefing.

A table will be set up for the nurse to meet each child on arrival, receive any medicines and
annotate the health forms if necessary. Children on medication will be told when and where to
meet the nurse for their next dose. Any child who is late arriving, must be given the opportunity to
meet the nurse as soon as possible.

GENERAL

Nurses are not expected to be in all places at all times but staff and children need to know how to
make contact. A walkie- talkie is issued to key members of staff to facilitate this.

The nurse may choose to establish a “base” at a central point with easy access from all sections
of the building from which she will operate. In such a case, the nurse need not “patrol” the
building.

Once the children have been sent to their dormitories in the evening, the nurse should be
requested to visit any children needing attention there rather than in the main building. The nurse
need not visit all dormitories at night. Her time is best spent attending just those bedrooms
containing sick children.

All medicines will be locked in the box provided or stored in a refrigerator as appropriate. The
nurse will hold any keys. Children will be permitted to keep asthma inhalers with them. Suntan
lotions and skincare products may also be held by individuals as long as they are deemed to be
mature enough to use them appropriately.

No staff member other than the course nurse may administer any kind of medication. The
sole exception is epipen injections in the event of someone going into anaphylactic shock.
All staff should familiarise themselves with the use of epipens if there is a child or an adult on the
course who needs to carry one. NCO has a dummy pen which the nurse will demonstrate to
anyone who is unfamiliar with its use. All other medication must be administered only by the
course nurse.

There may be a small number of older children with chronic conditions who have attended
courses to enable them to self-medicate. These usually have a certificate to prove their
competence.

The nurse is not employed to care for the adult staff on courses but is usually happy to help and
advise. She should be made aware of the condition of any member of staff who is taking
medication or may require treatment for a known illness. All staff are invited to submit a form
showing their medical details in case an individual becomes unconscious and is unable to provide
important information which might affect their treatment. These forms remain in a sealed envelope
unless required in an emergency and are destroyed at the end of the course.
END OF COURSE

At the end of the course, the nurse will be responsible for the following:

 Returning all personal medicines and/or medical equipment to the relevant children.

 Ensuring that all the medical records are up to date.

 Seeing that the boxes of NCO medical supplies are either secured in a safe place for the
nurse on the succeeding course or are put on the lorry collecting all NCO equipment from
the last course at that venue.

 When the concert is away from the course venue, ensuring that the portable nurse’s bag is
appropriately stocked with first aid items and that it is included in the equipment she takes
to the concert.

 Making up packs for coach travel, if appropriate, containing supplies of tissues, ‘sick bags’,
wipes, water etc. and seeing that they are collected by the coach leaders.

 Ensuring that the children’s confidential health files are kept with her until handed over in
person to the Artistic Director (or the Course Manager in his absence) once the children
have been collected by their parents after the concert.

 Handing all staff medical forms to the Artistic Director (or the Course Manager in his
absence) for them to be destroyed.

SECURITY
GENERAL

In most course venues, the responsibility for security, night and day, lies with the course staff.
The Course Manager will take the lead on security matters and all staff members will be expected
to comply with any measures established. Such measures are for the physical security both of
individuals and their belongings.

People going off-site should sign out at the appropriate place and sign in on their return. This is
so that anyone doing a roll call in the event of the buildings being evacuated can eliminate a
search for those who are known to be elsewhere.

All NCO staff should wear an NCO name badge (provided at the start of the course) at all times
when on site in order to be easily identified by children, venue staff and visitors.

DAYS

In venues where NCO has sole use of the buildings, any staff members seeing an unrecognised
person on the premises during the day, particularly in the dormitory areas, should challenge the
individual to identify him/herself and state their business. A senior member of staff should be
summoned immediately if there is any doubt about that person’s right to be there.

NIGHTS

From the time the children go upstairs to bed in the evening until 7am, the duty social staff must
remain in the dormitory areas. There must always be at least two members of social staff in each
of the boys’ and girls’ areas unless a special arrangement has been agreed by the Course
Manager. In each area, there must be a notice displayed prominently showing the duty members of
staff for the night. The duty social staff may use the sitting/common rooms in those areas but they
must leave a notice on their own room doors indicating where they can be found.

If the fire alarm goes off during the night, the duty social staff must check every dormitory and the
bathrooms to ensure that all children have woken and left the area.

The Course Manager will ensure that all external doors have been locked/secured after the last
activity of the day. Anyone wishing to leave and re-enter the premises before 7am the next day
must obtain a key or entry code and sign out/in (in case of roll call in an emergency). The
discovery of any unknown person on the premises after the doors have been locked is to be
notified immediately to the course manager.

VISITORS

Parents
Visits by parents for occasions such as birthdays must be arranged in advance in writing through
the NCO office and the course manager will be notified of these. Such visits must take place
during the recreation period and the course manager must be informed when the child leaves the
premises and again on return. If anyone other than a parent wishes to visit a child, parental
consent must have been given in writing to NCO in advance.

Others
Unofficial visitors are not permitted. From time to time, NCO will invite people to visit the courses
and such visits will be notified to senior staff so that they are aware. No staff member may invite
persons not currently employed by NCO onto the site without the permission of the Artistic Director
or the course manager and any such visits must take place within the free time of the person being
visited unless there is a specific agreement otherwise. Visitors may not stay overnight unless
permission has been given in advance.

SAFETY MATTERS
GENERAL

When planning events and outings, the Course Manager and Social Staff Organiser should liaise
to assess risks and plan sufficient cover to minimise the chance of incidents.

FIRE DRILLS

Staff must familiarise themselves with fire exits and fire procedure at the course venue. A fire
drill will be carried out on the first evening of a course so that the children are aware of the quickest
escape routes and the checking procedures. This will usually be done before the children get
ready for bed. It will be organised by the Course Manager with the assistance of all the social staff.
Depending on the rules laid down by each venue, it need not involve the setting off of any fire
alarm.

During this drill, staff must position themselves at key points in order to direct the children to the
most appropriate exit. Social staff will carry out a sweep to ensure that nobody is left behind. At
the assembly point, checking of children should be carried out quickly. However, speed in carrying
out the drill is not as important as ensuring that each child is aware of the procedure should the
buildings have to be evacuated in an emergency.

If any building has to be evacuated during rehearsals, the music staff will escort their sections to
the assembly point where they will be joined by the social staff.
RECREATION

During recreation periods, no group of children should be left alone. Under the direction of the
Social Staff Organiser, social staff must be distributed between all areas in which there are
activities – swimming pool, games field, dormitories, common rooms, tuck shop etc. During
recreation periods, the supervision of the children takes precedence over other activities.

SWIMMING

Swimming sessions must always be supervised by a qualified lifeguard. They will be

supplemented by other staff as appropriate to the number of children involved in the activity. There
should be at least one adult supervisor to every ten children. This rule on qualified lifeguards
applies to all swimming sessions including any held for music and social staff. The keys to the
swimming pool (if left in the charge of the course manager or SSO) will be kept in a place not
accessible to all. Adults may only join the children’s swimming sessions if no child is excluded as
a result because of the maximum numbers permitted and there are completely separate changing
areas available for adults and children.

COACH TRAVEL

All social staff will be expected to travel with the children on the coaches when their course ends
with a concert held a venue separate from the course location. When travelling to concert venues,
there should be at least three members of staff on each coach, one of whom will be nominated as
the team leader for the journey who will take charge if a crisis of any kind arises. All staff will
ensure that the behaviour of the passengers is conducive to safe travel.

Children must have their own seats on a coach, not be sharing. Seat belts must be worn by all
passengers at all times when the vehicle is in motion. Activities like leaning over the backs of
seats or standing in the aisle while the coach is in motion must be prevented.

On long journeys, there should be a suitable stopping point for toilets and leg-stretching. Head
counts must be made when the group is getting on and off transport.

INCIDENT CONTROL

These instructions are to be carried by all staff when the Orchestra is going out from the course
venue (for concerts, outings etc). The most senior member of staff present, not incapacitated by
the incident, will take charge.

1. Establish the nature and extent of the incident.

2. Make sure that all members of the party are accounted for.
3. If there are injuries, establish their extent and administer appropriate first aid if you are
trained and capable. Be aware of the consequences which might follow should you give
the wrong treatment. Have regard to your own safety vis-à-vis blood contact. Call the
appropriate emergency services if necessary. If casualties have to go to hospital, ensure
that they are accompanied by at least one adult
4. Advise other staff of the incident and actions taken. Decide the responsibilities of each
staff member present. Consider:

a. communications and records (staff and parents)

b. information and briefings (members, staff, parents)
c. liaison with incoming helpers/visitors
d. coordination of welfare support
 5. Ensure that remaining children are adequately supervised and arrange for
onward/return journey as appropriate.
6. One adult is to remain at the site if liaison is required with emergency services until the
incident is over and all children are accounted for.
7. Keep the Managing Director up to date at all times. Control access to phones until all
parents/other essential contacts have been informed. Information to be forwarded should
include the following as appropriate:

a. name(s) of persons involved

b. nature, place and time of incident
c. details of injuries
d. action taken so far
e. contact numbers for key members of the party
8. No member of staff should discuss matters with the media but never say “no comment”.
Emphasise that the MD has been alerted and a statement, if necessary, will be issued by
the chairman of governors or the MD once the full facts have been established.
9. The MD or her representative will advise the chairman of trustees at the first
opportunity.
10. The party leader should make extensive notes at the time including names and
addresses of any witnesses and of all events during the incident.
11. Legal liability should not be discussed.
12. Ensure that accident forms are completed as soon as possible.
13. Inform the MD and parents of any necessary delays. Discourage parents from
attending the scene of the incident.

MISCELLANEOUS MATTERS
CONTRACTS

Individual contracts are issued when you are invited to take up a place on a particular course.
You need to return a complete copy to the NCO office so that there is a record of the agreement
retained by both the staff member and NCO. The contract will state the date, time and place at
which you are expected to start work and the date, place and anticipated time that the course will
end. If you need to vary your arrival or departure time, this must be agreed by the Artistic Director
before the course.

Any staff members who become unable to carry out their duties during the period of their
employment may have their contracts terminated with immediate effect. When this is through
illness or accident outside the control of the individual, they will be paid as though they have
worked the entire course. When this is in breach of the instructions laid down by NCO or otherwise
through the fault of the individual, they will be paid only up to the point of termination.

TRAVEL AND EXPENSES

Reasonable travel expenses will be refunded. These must be kept to a minimum and, if you are
driving, please try to car share. Remember that you may be required to travel on a coach with the
children at the end of the course. Motor mileage is paid for the most direct route using motorways
and A class roads as calculated using a route planner..

A form will be issued to you towards the end of the course for you to claim for the number of days
worked and any expenses incurred. Receipts for train and taxi fares etc should be attached to
your claim form. If you are claiming motor mileage, there is a section on the form for this
information. There is a space on the form for you to give bank details for direct transfer of payment
into your account. The claim form can be completed and returned to the course office before your
departure if you are in a position to do this. Otherwise, you need to send it in as soon as possible
after the end of the course. Payment may be delayed if your form is not received promptly. All
claims MUST be received by 31 December of the year in which they arise.

You will be given a contact number in the instructions which are sent out about a month before
the course starts. If you have any problems with transport en route to the venue, please use this
number to keep the Course Manager and Social Staff Organiser informed.

SMOKING, DRUGS AND ALCOHOL

A strict policy is enforced that no child may bring on site or attempt to procure any tobacco
products, alcohol or banned substances. Any child found in possession of these items will be sent
home. In view of this, it would be inappropriate for music or social staff to be seen by the children
to be smoking or under the influence of alcohol or drugs.

Smoking is forbidden by law in all buildings at course venues and concert halls. It is also
forbidden on the course campus except for specially designated smoking areas. No person may
take, receive (this includes by post) or have contact with any illegal or banned substances.

Most of our venues have rules which ban the consumption of alcohol on their premises. This ban
is lifted only at the expressed consent of the course manager and the venue.

CLOTHING

Clothing on the course should be casual but clean. Jeans and tee-shirts or sweatshirts are fine
for everyday purposes. Clothing should not be provocative or skimpy. Bare midriffs or see-
through tops are not acceptable. ‘Builders’ bums’ are not only unsightly, they are also
unacceptable. Have footwear suitable for both indoor and outdoor activities. For concert days,
please have a smarter outfit in case you are needed at front of house.

You will be issued with an NCO polo-shirt for wear when you are “on view” to parents and/or the
public. This is usually the arrival and concert days. This polo-shirt is to be handed in at the
end of the course.

TIME OFF DUTY

There will be time each day when social staff members will be off duty. This is often the two
hours immediately following the children’s recreation period in the afternoon. A set time, however,
cannot be guaranteed for every day, nor can it be assumed that all staff can be released at the
same time. On concert days it may not be possible to arrange off-duty times, especially if the
Orchestra is travelling to a concert hall.

In the evening, all staff are expected to assist in settling the children for bed. Though there will
be a target time for ‘lights out’, those not on night duty must not assume that at that time they are
automatically off-duty. Staff only start their off-duty period when the Course Manager and Social
Staff Organiser agree that the children are settled and those on duty that night are sufficient to deal
with any situations which may arise.

Those not on duty overnight are encouraged to socialise but it is expected that their
consumption of alcohol off site will not be of such quantity that it impairs their ability to
care for the children should the need arise or if dormitories have to be evacuated in an
emergency.
 When there is an experienced Social Staff Organiser on the team (not someone on their first
course in that role), the course manager may go off-site on a convenient evening for two hours in
order to socialise. He/she must be contactable throughout that period and be able to return to the
course venue within 10 minutes if necessary. The SSO will temporarily take over responsibility
from the course manager during his/her absence. The SSO is also entitled to take up to two
evenings off duty during the course so that he/she can socialise.

The course nurse must remain with the children throughout the course. She may take an hour
each day during the rehearsal periods as personal time (to shower, take a nap etc) when a deputy
may be nominated to assess the urgency of any medical situation. She would only be summoned
during that period if a situation required immediate attention.

The Treasurer is the main person responsible for transporting children to the doctor or hospital,
both day and night. He/she must be in a fit state to drive whenever required. So that the
Treasurer is able to have ‘down time’ on some nights, there will be a duty driver roster covering
each night that children are in residence. The other staff members who may be included on this
roster are members of the social staff who are at least 21 years old and music staff. Social staff
(altogether) will not be on the roster for more than 3 nights of any course. This roster will be drawn
up by the Course Manager and Social Staff Organiser after consultation with those involved.

MOBILE PHONES AND OTHER ELECTRONIC DEVICES

Those children who bring mobile phones, laptops, tablets or other communication devices to the
course will be required to register them on arrival. All such devices will be taken in each night and
issued to their owners for a period to be decided upon by the Course Manager. Children will not
be allowed to retain any electronic devices with the capability of accessing the internet or making
phone calls over-night.

Social staff are requested not to take personal calls or be seen to be using their phones to text,
use social media or play games when they are supervising the children. Please set your phone to
silent mode when you are involved with the children or are in the vicinity of rehearsals.

PERSONAL BELONGINGS

Bedding is provided at the locations we use. Remember to bring your own towels (unless you
are advised that towels are provided at a particular venue) and washing gear. At some venues
there are washing machines available for staff use. We will notify the availability of such facilities
in the course instructions.

You are advised not to bring valuable items with you. In most locations, bedrooms cannot be
locked. Although we restrict access to dormitory areas for security reasons, we cannot be
responsible for items left in your rooms. Ensure that the property you bring with you is insured for
loss or damage whilst you are on the course. NCO will not take responsibility for any personal
items you may lose whilst on the course. You must ensure that your personal insurance covers
possessions you choose to bring.

CONTACT

Contact can be made with the NCO main office as follows:

By post to
National Children’s Orchestras
57 Buckingham Road
Weston-super-Mare
BS24 9BG
By email to g.jones@nco.org.uk

By phone to 01934 418855

Information on courses can also be found on the website at www.nco.org.uk