Policies & Procedures 2OO8
It is in both your and your childs interest to read this policy booklet. Signing the registration form acknowledges that you have read and understood these policies and procedures. If there is anything that you do not understand please contact the office.
ADMISSIONS POLICY/ ARRIVAL & DEPARTURE.
We welcome all children regardless of experience and do not hold auditions. Each child will have an important role in the performance and we stress the importance of team and ensemble work there is no favouritism. Roles will be given at the end of the first week of rehearsals. A script will be issued and a CD of the songs so the younger children can learn by listening and not struggle with small print. The Summer School is not a holiday or out of school club, it is very intensive and not suited to everyone. Every child is supported with key workers but it also helps with parental support at home for learning lines/songs etc.
Whirlwind Theatre for childrens Easter workshops/Summer school is open to all children from 5 - 14 years.
Summer School 4O places of which 24 are for the under-eights.
A waiting list will be in operation after all the places are filled. This will also be on a first on the list basis. All those on the waiting list will be added to our mailing list.
Parts will be allocated during the first week of rehearsal at the discretion of the Director.
Please provide you child with a HEALTHY packed lunch and a mid-morning snack containing for example sandwiches, yoghurt / fruit and bottles water or fruit juice. The work is very active and children need a good lunch to sustain the work. Please DO NOT include coloured sweets, drinks, chewing gum or salty foods. Also, due to the increase of children with serious allergies, please do not include peanuts/nuts or sesame seeds. WE DO NOT ENCOURAGE FIZZY DRINKS OR COLOURED DRINKS AS THESE COULD SPILL ON EXPENSIVE COSTUMES AND SPOIL THEM BOTTLED WATER IS SUPPLIED AND A HEALTHY SNACK MID-MORNING.
Packed lunches should be in a named container and perishables should be placed in a separate named container so that they can be refrigerated.
The three-week summer school is very intensive, active and also great fun, because of this, children can be very tired at the end of each day. The company encourages that everyone should have a good nights sleep.
Mobiles must be turned off during the day.
Please make sure that your child is wearing comfortable clothes to move easily in ie track suite, and trainers, jazz shoes or plimsolls. No drop earrings or jewellery, as it can easily get entangled or pulled. IT IS VERY IMPORTANT TO WEAR THE RIGHT FOOT WEAR FOR SAFETY REASONS PLEASE DO NOT SEND YOUR CHILD WITH OPEN-TOED STRAPPY SANDLES, HIGH HEELS ETC. WE WILL SEND THE CHILD HOME AGAIN BECAUSE IT IS DANGEROUS!!!!!!!!!!!!!!!!!!!
Every child should bring a pencil, pen, eraser and highlighter to rehearsals all clearly named.
Children will be given their own script. Their names must be put at the top, clearly, if lost the company will charge for new copies. Scripts must be returned after the production because of copyright laws.
A registration/ emergency contact details form and Permission / Child detail form must be completed prior to the start of Workshop/ Summer School. Separate forms must be completed for each child. The form is in two parts and all questions must be completed, signed and dated. Please return all forms to Whirlwind Theatre Productions - The King House,
An arrangement must be made IN ADVANCE with Whirlwind Theatre Productions if anyone other than the Named Person (as stated on the registration form) will be collecting the child. Other arrangements must be put in writing. A code word will be used to identify this person please inform of this in writing
A child will only be allowed to leave the premises with the authorised collector stated on the registration form or in writing by the parent/guardian.
The named collector must be a responsible adult OVER THE AGE OF 18 YEARS. The safety of your child is paramount.
Please ensure that emergency contact and collectors details are up to date.
On arrival the named person must sign their child in giving time and name of collector. Children must arrive at least 15min before the start or rehearsals/workshop. Children will be asked to wait in the main hall prior to the start of the session. Parents will be asked to line up and sign in one by one.
When a child is collected at the end of the day Parents/guardians will be asked to sign their child out, giving the time and then to line up and wait. We will send the children out to you four at a time as quickly as possible. This is for the safety of the younger children and I would ask for your patience in this matter.
If a child is not collected half an hour after the finishing time the staff will endeavour to contact the parents/guardians. If after trying all contact numbers and the staff are unable to get in touch with a parent or emergency contact, they will telephone the police on O845 1 25 35 45
To produce outstanding, traditional, storybook, music-based theatre for and with children from all backgrounds and abilities
- The Whirlwind Theatre Productions will always provide the very best quality in artistic content, actors, tutors, directors, production team & childcare.
- Whirlwind believes that to teach theatre you have to have had extensive professional experience.
- The team will always consist of working professionals from major theatres around the country, dedicated to childrens theatre and professional childcare staff.
- To pass on the very best to the next generation & to work for and with children from different backgrounds, with different abilities, different cultures.
- To offer a safe environment where children can learn, take risks and not be afraid to make mistakes.
- To encourage all children to achieve their full potential.
- To aim for national recognition.
- To remain within the boundarys of our Christian ethos that encourages respect for all and that all children are gifted.
Artistic Policy.
- Dedicated to providing innovative, visually stunning, music based theatre for and with children/ young people, from the very young to early teens.
- Our community theatre shows are unique because children/young peoples input is as important as the professionals input, and so becomes a joint production.
- All art forms are equally important in a whirlwind theatre production design, music (inc. opera), writers, director, actors, choreographers/movement, technicians all play their part. We endeavour to introduce children to all these exciting aspects.
- A Whirlwind production will always be visually stunning.
- We perform works by dynamic contempory writers, Traditional and commission new works.
- Our actors, tutors, directors, musicians etc are working professionals of the very best from around
- Whirlwind encourages children to explore their own creativity through workshops & holiday sessions Workshops include design, technical as well as performance.
- We work with children of all abilities, backgrounds and cultures.
TUTORS
Company Directors:
Myette Godwyn (Artistic director/ child welfare)
Myette studied at Cygnet Training Theatre Company after obtaining a degree in Expressive Arts at Brighton Polytechnic. Most recent work includes Actor/designer/ teacher for The Lighthouse Keepers Lunch director/designer for Toad of Toad Hall, wrote and directed The Kings New Clothes a panto for Witherslack School for boys, wrote and acted in Hamish Bear & the Storytelling Magpie a sensory show for specialist schools and acted/ designed/ produced Goldie Locks & The Three Bears on tour in the SW. She has worked for Century Theatre - Keswick, toured with Bitesize Theatre Company, for children, sung for many years with the Palm Court Theatre Orchestra. She has also appeared as Mrs Tiggywinkle at
Mike Whalley ( Producer/Technical Director).
Mike trained at the
Mike co-founded Whirlwind Theatre Productions along with his wife in 2000 and The selfish Giant will be the sixth production.
Associates & company member
Alistair Ganley (associate artistic director) Tutor/director.
Alistair trained at Cygnet Training Theatre Company where he is now the principal and Artistic Director. He is presently artistic director of a youth project in Lyme Regis and runs a youth theatre as part of his work with Cygnet. He is lecturer in Drama and performance skills at St Loynes College University of Exeter; his company Arganarts produced Alice Through the Looking Glass for the Edinburgh Festival. He has worked as both actor and director for Plymouth Theatre Royal, and performed with Lusty Juventus in Ceremonial Kisses in
Kyle Oram actor/teacher.
Kyle trained at St Martins College and gained a BA Hons in performing arts. Since leaving he has performed in various locations as a street entertainer with the Fairly Famous Theatre Company. He has worked with Up Front Theatre Company doing Theatre In Education and with Cats Eye and Freehold theatre companies. This is Kyles Fourth show with Whirlwind having previously Actor/ teacher playing Mr Grindling in The Light House Keepers Lunch, he worked at
Steve Allan Jones Musical Director
Born in Wrexham Steve has played keyboards, sung and written with many rock and pop bands, most recently with Kirk Brandons Spear of Destiny and Mike Peters of The Alarm. Compositions for television include Gamepad on Bravo, All Mixed Up, Video Jukebox and Kellyvision for ITV. He is dedicated to passing his knowledge onto the next generation working on many youth productions inc The Railway Children and The Quest for Arthur at the Brewhouse Theatre and The Rivals for The British Actors Theatre Company. He wrote for The Demon Headmaster national tour and is currently working for the National Youth Theatre of Wales and Theatr Clwyd.
Dr Ife Akintunde - Singer/storyteller/teacher. This is
Childcare Staff.
Myette Godwyn :- Child Welfare Manager & First aider. Studying for NVQ 3 See above for details
Cheryl Vollor:- Deputy Child welfare Manager & First aider. NVQ Level 3 - Cheryl Vollor was the manger of
Childcare Workers NVQ Level 2 - TBA
Board of Directors:
Mike Whalley
Myette Godwyn
Darren Phillips
Anthony Sowden (Secretary)
Missing Child Procedure.
Due to our security measures a child should not go missing. If a child does go missing the following steps will be followed: -
1. Staff will check the register & signing in book, to see if the child has been signed out. If the child has not been signed out then staff will do the following
2. Check with all other staff
3. Make a thorough search of the building.
4. All child welfare staff and management have two-way radios to keep in contact with one another.
5. If the child is not found the parents/guardians will be contacted by telephone Emergency number found on the registration form.
6. If the child is still missing and not with parents/guardians the police will be informed with a description of the child. Police number O845 1 25 35 45.
7. Staff will remain calm and ensure the safety of the other children.
8. Should a child go missing and then is subsequently found, parents will be informed of the incident when they come to collect their child
9. The incident will be noted in the incident book.
Medication/Illness/Accident.
Medication: -
1. No Medication will be administered to a child without the written consent of the parents.
2. Medication must be prescribed by a Dr and be in date.
3. All medication must be clearly named and dated and given to staff at the start of each day/ workshop. This will be signed in & out by the named Person on the registration form.
4. All medication given by staff will be recorded in the medication file.
5. Sometimes the staff will need training to administer medication such as epi-pens etc. If staff need training, please inform the Whirlwind office in plenty of time.
6. Personal medication i.e. Inhalers must be kept securely on each person and they should be clearly labelled with the name of the child. Please inform staff that a child is carrying an inhaler.
Illness: -
1. If a child is ill staff will telephone the emergency contact number found on the registration form, and ask for the child to be taken home.
2. Whilst waiting for the parents to arrive staff will ensure that the child is comfortable and do all they can to reassure them.
3. If the child has a temperature over 1OO degrees measures will be taken to reduce the temperature for example removing outer garments and applying a tepid sponge on the forehead.
4. If a parent/guardian cannot be contacted and the staff members feel that the child is seriously ill, they will contact the childs Dr. If the child's Dr cannot be contacted and the staff are still concerned they will take the child to the A & E department at the
5. If a child is sent home due to sickness please leave at least a day to recover before sending child back to the summer school of workshop.
6. In the event of moderate ill health we call the childs parents (emergency contact) to take the child home if they cannot return to activities. In the event of a severe illness, having called 999 and the childs parents, one of our staff will go with the child to hospital and parents/guardians will be informed.
7. All illnesses will be recorded in the illness/ incident book.
Accidents: -
1. All accidents (however minor) will be recorded in the accident book kept with first aid kit.
2. A parental information form will go home with the child accurately reporting the accident.
3. The parents signature is required against the report in the accident book.
a)
b) Date & time of accident.
c) How did it happen & why?
d) Details of injury and treatment.
e) Give recommendations to avoid similar accident happening again.
f) Fill in employers report if it is reportable under the reporting of injuries, diseases & dangerous occurrences regulations 1995(RIDDOR). Date & sign
g) Report to the HSE (Tel O845 3OO9923. Email riddor@natbrit.com, via the Incidental Contact Centre (ICC) www.riddor.gov.uk or www.hse.gov.uk) a) if there is a major injury b) Over three day injury. c) Dangerous Occurrence Even if no injury is reported. There is a 1O day reporting time.
h) Also report to Ofsted.
4. Any major accident will be transferred via ambulance to the casualty department at the Royal Lancaster Infirmary without hesitation and parents/guardians will be contacted via the emergency contact number. A member of staff will go with the child to hospital
5. The welfare and safety of all the other children will be maintained during any incident.
6. Two members of staff hold a current first aid for children certificate.
In Case of Fire.
1. Regular fire drills will be undertaken and recorded in the fire book.
2. Whirlwind will work with The Kings House checking that all fire exits, alarms, emergency lighting and fire extinguishers are in good working order and clear of obstacles. This will be recorded in the fire book.
3. Children & Staff will be informed and familiarised in fire procedures.
4. Mike Whalley, Whirlwinds fire officer, will work with Geraldine McLean of The Kings House to maintain fire safety.
5. As part of the morning checklist all fire exits are to be unlocked and the locks rendered inoperative.
5. Whirlwind expects full co-operation from all building safety personnel and will give full co-operation back.
6.
During Workshops/ Rehearsals with Children: -
1. First consideration is to the children.
2. Close doors and try and get children out by normal root or by nearest fire exit clearly marked. The children are to be lead out in an orderly fashion by named staff. The car park on
3. The fire officer Mike Whalley of in his absence Myette Godwyn to collect the register.
4. No one is to go back for belongings.
5. Designated staff to deal with any people/children with disabilities.
6. Do not leave the children unattended.
7. Do not stop to put the fire out unless very small.
8. The register is taken when everyone is at the assembly point; this is to ensure that both children and adults are all there. The register is to be taken by tutor or staff member assigned to this job.
9. Fire Officer Mike Whalley or in his absence the manager in charge will CALL THE FIRE BRIGADE BY EXCHANGE TELEPHONE AS SOON AS POSSIBLE. The telephone is situated on
a) To call the fire brigade lift receiver and dial 999
b) Give operator your telephone number and ask for FIRE
c) When the brigade replies give call distinctly Fire at The Kings House
d) Do not replace receiver until address has been given and repeated by operator.
e) No one to re-enter the building for any circumstances.
9. Code word for fire to be used in all circumstances is Mr. Sands
During a Performance: -
1. For those in charge of children care follow procedures, as above. The Stage Manager to raise the alarm and to make sure all those using the stage and back stage are evacuated to St Leonards Gate car Park.
2. Front of House manager to ensure the safe evacuation of audience members to
3. Designated front of House staff to deal with people with disabilities and to ensure that they are taken out in an orderly fashion not restricting exits.
4. All Front of House staff to carry torches and to be clearly distinguishable by wearing Whirlwind T Shirts and name badges. All front of house staff to take up their designated posts to ensure safe evacuation.
5. All front of House to attend a training session.
6. Stage Manager in this case Mike Whalley & the Front of house manager (Darren Phillips) will be the last to leave building having made sure their designated areas are clear of people.
7. Assembly point is the car park on
8. Mike Whalley or in the event of his absence his deputy to ring for the fire brigade.
9. No one to re-enter the building for any circumstances.
10. Code word for fire to be used in all circumstances is Mr. Sands
Intruder or Security Alert.
1. Staff must observe the intruder to make sure he /she is not there legitimately. Talk to them.
2. If legitimate staff must get them to sign the visitors book.
3. If not legitimate named staff must gather children to a safe place, informing all other staff and use two-way radios.
4. If there is still a problem Myette Godwyn or Cheryl Vollor will dial 999 and ask for the police.
5. Give details of situation, address and your name also.
Staff Procedures in an Emergency Situation.
1. Always stay calm and clear headed. Stay safe.
2. Priority is for the children involved and reassurance must always be given.
3. Make sure everyone is safe.
4. Follow procedures to the letter.
5. Each staff member is be given a specific role to play in an emergency situation and these roles are given in the training session.
6. Must always give a clear report and sign the accident book / incident book or other documentation.
7. In the event of an accident always get the first aider.
8. The responsibility to inform relevant bodies i.e. the reporting of injuries, diseases & dangerous occurrences regulations 1995(RIDDOR) or in the case of a notifiable disease the senior public health officer in the area, will be undertaken by Myette Whalley/ Mike Whalley.
Complaints Procedure.
Parents/ childrens opinions are held in the highest regard so that the facilities we provide are the very best. There are comment sheets to fill in at the end of each workshop/summer school. This is so that we can take all your comments and recommendations on board and improve our facilities.
1. It is our responsibility to record all complaints and respond within 28 days.
2. Should there be any compliant during a workshop/summer school please contact Whirlwind Theatre Productions at The Kings House,
3. Whirlwind will respond within 28 days and record complaint using Ofsted complaints record form.
4. Complaints will be investigated and any changes will be made promptly.
5. All complaints are to be stored in a complaints file and must be available to parents and Ofsted inspectors.
Smoking/Alcohol/Drugs policy.
1. The company has a NO SMOKING policy.
2. Alcohol is not allowed on the premises.
3. Any one who appears to be under the influence of either alcohol/drugs will be asked to leave the premises by the management.
4. Disciplinary action will be taken.
Child Protection Policy 2OO7
1. Whirlwind Theatre Productions is committed to safeguarding the welfare of the children under our care and has established the following code of practice:
2. All staff members are given clear established roles for their education, community or any work involving children.
3. All staff, freelancers and volunteers used by the company are CRB checked to enhanced level to ensure that no one has a conviction for criminal offences against children.
4. When working in schools, all workshops are conducted in the presence of a teacher.
5. All company members teach in teams of at least two people, unless a relationship is already established with a group, in which case an individual may work alone, this is at the discretion of Whirlwind Theatre Productions management.
6. When working with the under eights Ofstead regulations come into force a) for children from 3 -4 years there should be 1 adult to every 4 children. b) 4 5 years there should be 1 adult to every 6. c) 6 & 7 years there should be 1 adult to every eight children, of which half should have a childcare qualification.
7. Staff must act appropriately at all times, respecting a childs personal space and not to use touch unless it is absolute necessary for a given situation and then must be witnessed by another member of staff.
8. Children are to be supervised at all times during workshops/projects, including lunch breaks and travel to and from the venue. Whirlwind Theatre Productions management or in their absence the Company Workshop Leaders are responsible for ensuring Health and Safety requirements are met in the working environment. Children are also encouraged to take responsibility for their own Health & Safety and Welfare.
9. Workshop Leaders/directors or associate company directors and management must find out about children with special needs before the workshops/projects commences. Staffing ratios, where possible, are designed to meet the needs of individual children. Children with special needs have access alongside their peers; to all facilities and the environment will be made suitable.
10. Privacy is kept concerning all long- term illness.
11. All staff are to be aware of the companys child protection policy
12. All Staff are to be aware of possible signs and symptoms of a child at risk.
13. Full evaluations are carried out after all workshops, completed by Parents/ teachers/staff members, to ensure that any problems are aired and are addressed in future.
14. Parents/ guardians are required to sign their children in & out of the venue giving the time of arrival and departure.
15. If any staff member has a concern about a childs welfare or a child makes a disclosure which could indicate abuse be it physical, sexual or emotional the following action will be taken:
a) It will be brought to the attention of the named person in charge of child welfare-this being Myette Godwyn or in her absence the deputy childcare manager, to do with as seems appropriate.
b) A written note will be made and dated.
c) If there are still concerns social services/Ofsted will be contacted and a following up in writing 48 hours later please refer to Government guidelines booklet. The Child Protection Team at the Social Services Department telephone no. (O1524 66246). All staff will cooperate with Police/ Social Services/ Ofsted to ensure a proper investigation and to ensure that all other children are protected.
d) Ofsted will be informed always on (O8456 4O4O4O)
- The company will reserve 24 under eight places for any activity over two hours. Numbers will be restricted to 26 for Activities under two hours.
- At least half of all child welfare staff will have level 2 qualifications appropriate for the care and development of children under eight and steps will be put in place to achieve this, with the maximum number of children under eight years being 24 this will be 2 staff members.
- Trainees under 17 will be supervised at all times and not included in staff ratios.
- Accessible records of staff members, directors, volunteers - containing qualifications, training, recruitment, contact details are to be kept on the premises.
- Sufficient staff as a contingency plan to cover sickness, work- breaks and time spent with parents.
- Staff members are to take a register of all children attending and the name, home address and date of birth is to be recorded separately.
- Rooms used are for the sole use of Whirlwind during hours of operation, visitors are to be escorted and a visitors book to be signed.
- Rooms to be adequately ventilated and maintained in a suitable state of repair and decoration.
- Rooms to be made welcoming to parents & children.
- Areas of quiet study must be provided during breaks.
- All staff will have induction training.
- All children under 8 years have a Key worker. There is a manager/deputy for the 6 8 year olds being Myette Godwyn & Cheryl Vollor.
28. Video and still photography may be used during workshops/performances/teaching sessions for the sole use of Whirlwind Theatre Productions. However, prior written consent will be sought from the families of ALL those taking part and in the absence of any consent no video or still photography will take place. In the case of working in schools, consent will be sought through the teaching staff present, at their discretion.
Discipline & Bad Behaviour.
- Theatre is a very disciplined activity and to ensure that Workshops and Summer School run smoothly and that both children and staff have an enjoyable time with the company certain standards of behaviour need to be maintained. It is our policy to promote good behaviour and respect for one another. All staff will be consistent in promoting what is good behaviour and what is not.
- Children are respected as company member and are informed that they will be treated as professional actors.
- Staff members are encouraged to be role models in their own conduct and professionalism.
- We encourage the children to develop their own awareness of safety, conduct, discipline and good working environment where they can take risks, explore challenges, grow in confidence and self esteem. The children & staff develop a set of rules that we call - The Golden Rules. These are pinned up on the wall for all to see and carried out no matter what. The rules are devised during a discussion time at the beginning of the project and they run on the lines of
- Respect each other.
- Respect the space (the building and working area)
- Respect the props, costumes & scenery
- Respect others personal space
- Listen
- Concentrate / Focus
- Learn to take risks doesnt matter if you make mistakes.
- Help each other team work
- 1OO% commitment no matter what
- Sleep, have breakfast and bring a good healthy packed lunch with no fizzy drinks. &