Do volunteers and chaperones need DBS checks?

If they have regular unsupervised contact with children, yes — an enhanced check with the barred list. One-off supervised helpers may not, but most schools check everyone for simplicity.

How long should we keep safeguarding records?

Safeguarding records are usually retained far longer than routine data. Take advice for serious concerns, and never delete a record because a family has left.

Can parents or dancers report an accident or concern themselves?

Yes. In My Dance School, a parent or dancer with portal access can send a report directly to the school, including an injury noticed at home or something that happened outside class. The school can follow up securely, notify the parent, share appropriate updates and retain acknowledgement with the record.

Compliance

7 min read

Safeguarding for dance schools: policies, DBS and incident reporting

Safeguarding is not a document you write once and file. It is a set of habits — who has access to what, how concerns are recorded, and what happens when something does not feel right.

Appoint a designated safeguarding lead

Every school needs a named lead and a deputy, with their contact details visible to staff and parents. In a small school this is usually the principal, but someone else must be reachable when they are teaching.

Get DBS checks right

Enhanced DBS with barred list check for anyone teaching or supervising children
Record certificate numbers and issue dates, not scans of the certificates
Re-check on a set cycle, or use the DBS Update Service
Chaperones and regular volunteers count too

Write a policy people will actually use

A usable policy fits on a few pages and answers practical questions: who to tell, how quickly, what to write down, and when to escalate to the local authority designated officer. Review it annually and date the review.

Photos, social media and changing rooms

Record photo consent per dancer and check it before posting. Keep changing arrangements age-appropriate and supervised by two adults, and ban phones in changing areas — for staff as well as students.

Record concerns the same way every time

Accidents and concerns should be written down on the day, factually, with who was present, what was said, any injury or first aid, and the action taken. Keep confidential investigation notes restricted to authorised staff rather than in a shared inbox or group chat. Parent-visible updates should be clearly separated and acknowledgement recorded.

Where My Dance School helps

Medical, access and safeguarding notes restricted by staff role
Online accident and concern reports from staff, parents or dancers
First-aid details, treatment, parent notification and acknowledgement in one record
Shared follow-up updates kept separate from confidential internal notes
Photo and marketing consents captured separately per dancer
Emergency contacts available to the teacher on the register
Audit-friendly records you can export if asked