GUIDANCE FOR ONLINE WORKING AND SAFEGUARDING
The following outlines First Art’s online working policy and safeguarding guidelines for under 16’s
You can download a copy of these guidelines here – Guidance for online working and safeguarding
DIGITAL WORKING POLICY
During the COVID-19 period First Art are determined to keep connecting, keep working, and keep making world-class arts and cultural experiences for our communities.
All events will include a robust First Art sign up process and a post-show evaluation for events commissioned by us. A member of First Art will be present at all events and meetings, acting as front of house and overseeing the event.
We will be using various online platforms to showcase events, meeting people, hosting workshops and conference calls.
Online platforms include:
- Zoom Live
- First Art-YouTube and YouTube Live
- First Art’s Facebook and Facebook Live
- First Art’s Instagram and Instagram Live
- First Art’s website
- Google Hangouts
- Microsoft Teams
The recommended equipment needed for online activities
- A PC/Laptop, iPad/tablet or ‘phone that can run Zoom (an app may need to be downloaded if using an iPad/tablet or ‘phone) with a webcam and microphone
- A desk/table for the laptop/PC, tablet or ‘phone
- Good power supply
- Minimum 2 Mbps broadband speed
Most of our online events and meetings will take place via the Zoom app. Download the app and familiarise yourself with its features at https://zoom.us/.
Please conduct yourself as you would if you were in the same room.
PRIOR TO JOINING AN ONLINE EVENT OR MEETING
- Let others in your household know where and when you will be in an online meeting to guard against interruptions, and ensure that other users aren’t slowing down the internet/WiFi
- Check where the internet/WiFi works best in your home, and find a quiet, well-lit spot with as neutral a background as possible
- Avoid sitting in front of a window or other light source as you will appear in silhouette. This can be particularly difficult for those with visual impairments
- If you’re using a phone or tablet, always use landscape mode. Steady your device using a tripod, or by leaning it against something solid like a stack of books
- Position your device or camera so that it is around eye level.
- Wear appropriate clothing, even on parts of you that are out of shot.
- Silence or close anything that might make a noise: phones, apps, webpages, etc.
- Do not use your full name, first names will do. You may want to include the first letter of your surname if there are others in the meeting with the same name as you
- Join up to 5 minutes before the meeting is scheduled to start, your host will let you join once they’re ready
DURING THE MEETING
- Mute your microphone when you’re not talking, especially if you need to move around.
- It can be difficult, but avoid talking over/at the same time as others. If you’re in a large group, try raising your hand when you want to speak .
- There may be a British Sign Language (BSL) interpreter present, please allow time for translation.
- Do not record or take pictures of the meeting without all other participants’ consent. The session will not be recorded by the host unless all participants consent and there are valid artistic and/or contractual reasons to do so.
- During the event/ meeting the chat function will allow participants to communicate with the host only.
All First Art artists who are working with under 18’yrs will have an enhanced DBS clearance.
First Art will capture data such as the postcode of the participant from the school or parent/ carer as well as offer the participant and their family/ carer the opportunity to sign up for First Art newsletter.
Keeping Children Safe in Education
All events and meetings that are delivered in a school or college will be co-ordinated via the teacher or a staff member. Permission to take part will be undertaken by the school or college using the appropriate sign-up sheet set out by First Art and feedback forms.
The Department for Education’s statutory guidance Keeping Children Safe in Education obliges schools and colleges in England to “ensure appropriate filters and appropriate monitoring systems are in place. Children should not be able to access harmful or inappropriate material from the school or college’s IT system”; however, schools will need to “be careful that ‘over blocking’ does not lead to unreasonable restrictions as to what children can be taught with regards to online teaching and safeguarding.” UK Safer Internet Centre.
Children and Young People taking part outside of school
- For events and meetings that are not delivered with a school or community organisation the sessions will be arranged with the parent/carer directly if the young person is under 18.
- Let your parents / carers / guardians know you will be on a Zoom/ online event meeting including date, time, with who and what the meeting is for.
- Share the company or the host’s contact details with your parents / carers / guardians. We recommend a parent/carer is available to answer the zoom call at the start and end of the session.
- Let your parents / carers / guardians know if you at any point get uncomfortable or something does not feel right.
- You can bring a support person into the online platform/ Zoom meeting such as a parent / carer / guardian.
- As is expected in normal sessions, appropriate clothing is required of both the artist and the young person.
- Do not give your contact details to the other participants members (details include phone number, social media, home address and any other private information).
- Whilst we understand that as a parent/carer you will be interested in how the sessions will work and see what is happening, having a parent/carer may be distracting for the young person in the same room.
- We ask that parent/carer’s should be within earshot and/or in sight of the session at all times without the young person being aware that you are there.
- In live events such as those delivered via Zoom, one member of the First Art will be present.
- All Zoom sessions will be recorded and archived confidentially, for the safeguarding of both the artist and the young person. Recordings will only be accessed if an issue is raised by either young person, parent, artist or teacher.
- By accepting the Zoom or other online invitation, you are consenting for your child/yourself to take part and if you/your child does not wish to be in a session that is recorded can you please let First Art/ event host know at the start of the session.
Should you wish to contact First Art, please email email@example.com