Policies, Procedures & Safeguarding

Book Online Now

CWS Dance Policies & Procedures

At CWS Dance, we believe that providing a structured, safe, and transparent environment is the foundation for every dancer’s success. Whether your little one is just starting their journey in our Babies Ballet or your teenager is working toward their higher-level examinations, we want every family to feel supported and informed.

Our policies aren’t just “rules”, they are the framework that allows us to provide high-quality dance education, ensure the safety of our students, and maintain the nurturing atmosphere we are so proud of. We’ve put together this comprehensive guide to our procedures to help you navigate your time with us smoothly. We’re always here to help, so if you have any questions after reading, please don’t hesitate to reach out!

1. Joining us: Enrolment & Fees

When you join the CWS Dance family, we want to make the administrative side of things as simple as possible so you can focus on your child’s dance journey.

Automatic Enrolment

To ensure your child never loses their place in their favourite class, pupils are automatically enrolled for the following term. This means you don’t need to worry about re-registering every few months! We hold that space specifically for your child, allowing our teachers to plan their progress and development across the full academic year.

The Leavers Form: A Vital Step

We understand that sometimes circumstances change. If you wish to withdraw your child from CWS Dance, half a term’s notice is required.

To make this process clear and fair for everyone, we send out a LEAVERS FORM at half term.

  • Action Required: If you do not plan on returning for the following term, you MUST complete and submit this form by the deadline provided.
  • The GoCardless System: If we do not receive your notification via the form, our payment system (GoCardless) will automatically charge you for the next term’s fees.
  • Refund Administration: Unfortunately, if notice isn’t given via the form and a refund is requested after the charge has been processed, a £25 administration fee will be applied. This fee covers the significant time and banking costs involved in manually reversing and processing these transactions.

Fees are due before the beginning of the term. Ensuring these are settled promptly allows us to keep our focus on our role as ballet teachers – and planning exciting activities for our pupils (not chasing fees!). You can view our full fee structure here.

2. Making the Most of Every Class

Consistency is key in dance education. When a student attends regularly, they build ‘muscle memory’, technical strength, and strong bonds with their classmates.

Attendance & Make-Up Classes

We understand that life happens, illness or family events can occasionally mean a missed class. Please note that we do not refund classes you cannot make.

However, we always strive to be as accommodating as possible. By e-mail request, and where availability allows, we may be able to arrange a ‘make up’ class for your child in a similar session.  We only offer up to 3 make-up classes each term. Please keep in mind that this is not guaranteed, as we must keep class sizes safe and manageable for our teachers.

The Importance of Punctuality

Our classes begin with an essential warm-up designed to prepare the body for movement and prevent injury. If a student arrives late, they may be asked to wait until they are sufficiently warm before joining the main activities. In cases of persistent lateness, teachers reserve the right to refuse entry to the class for the safety of the student.

3. Dressing for Success: Uniform & Hair

There is something truly magical about the moment a child puts on their ballet uniform. It signals that they are ready to learn and helps them feel part of our community.

Children are required to wear the regulation uniform and footwear. This isn’t just about looking the part; the correct clothing allows our teachers to see the student’s alignment and posture clearly, which is vital for safe and effective instruction.

  • Ballet Hair: For girls, hair should be in a neat ballet bun. If the hair is too short for a bun, a headband should be worn to keep hair away from the face.
  • Uniform Guidance: You can find the specific requirements for your child’s level on our Uniform Page.

4. Our Commitment to Safe Learning

The safety and well-being of our students are our highest priorities. We maintain high standards of professionalism across all our classes.

Physical Placement in Instruction

By accepting enrolment in the school, parents acknowledge and accept that ballet instruction often involves physical placement by the teacher. This is a standard and necessary part of dance training, used to gently correct a student’s alignment or help them understand a specific movement. For more details, please see our Physical Contact Statement within our Child Protection Policy.

Staffing & Safety

  • DBS/CRB Checks: All staff members at CWS Dance are fully checked to ensure the safest environment for your children.
  • First Aid: All our teachers have training in first aid, and equipment is available at every venue. All injuries, however minor, are recorded in our Accident Book.
  • Health Updates: It is essential that you inform and regularly update us regarding any disabilities, conditions, allergies, or special needs. We also require details of any medication currently being taken.

5. Arrival, Collection & Supervision

To keep our studios running smoothly and safely, we have specific guidelines for how children arrive at and leave their classes.

Supervision Requirements

  • Under 8s: Parents or guardians of children aged 8 years and under must not leave their children unattended within the building or in the areas directly outside the venues.
  • Collecting your child: Please accompany your child to the studio and collect them directly from the door at the end of class. The school cannot be held responsible for children once they leave the studio.
  • Going Home Alone: For students aged 11 years and older (currently attending secondary school), we require a written letter of permission if you wish for them to leave the building to travel home unattended or be collected outside.

Food & Facilities

  • Water: Every child should bring a bottle of water to class.
  • No Food Policy: To protect our specialist flooring and students with allergies, no food is allowed in the ballet studio.
  • Nut-Free Zone: We are a nut-free building. Please ensure no food containing nuts is brought onto the premises.
  • Wheels: For safety and space, no bikes, scooters, or skateboards are permitted inside the building. (Wheelchairs of course are permitted).

6. Capturing Memories: Photography & Social Media

We love seeing our dancers shine, but we also take privacy very seriously.

  • Watching Day: On the last class of each term, we invite you to come and see what your child has achieved! On this day, photography and video are permitted for your personal use, but only of your own child.
  • Privacy First: If you do not wish to risk your child being caught on camera on Watching Day, and you are anxious about the possibility of this happening, we would advise you to not bring them to class that day and we will happily arrange a make-up class and a watching day for them on another day.
  • Social Media: You are welcome to upload photos of only your own child. If a photo includes other students, you must have written permission from their parent and child before posting to social media.

7. Inclusivity Policy

At CWS Dance, we are passionate about making dance as welcoming and accessible as possible. Angelina is qualified in inclusive training through Stopgap Dance Company and is a committed advocate for inclusive dance.

We treat every dancer as an individual and will always look at each case on a one-to-one basis to help ensure the best possible experience for every child and family. We know that every young person’s needs are different, and we will always aim to work with you in a supportive, thoughtful, and practical way.

In some circumstances, it may be necessary for a young dancer to attend with their own support worker or PA.  While this would be at the family’s own expense, we work closely with you to facilitate the best possible experience for your child. Our goal is to ensure that dance is a pathway open to all, regardless of the challenges they may face.

8. Investing in the Future: Sustainability & Stewardship

At CWS Dance, we are committed to fostering a love for dance while also being responsible stewards of our environment. We believe that the values we teach in the studio, discipline, respect, and care, should extend to the world around us.

Our Sustainability Policy includes:

  • Energy Efficiency: Utilising LED lighting and optimizing heating.
  • Reducing Waste: Moving toward paperless communication (like our digital newsletters!) and encouraging the use of reusable water bottles.
  • Reuse & Recycle: We encourage the reuse of dancewear and shoes through our community Facebook page.
  • Supporting Local: We prioritise local suppliers to reduce transportation emissions and strengthen our local economy.

We encourage all our students and parents to support these initiatives, helping us create a greener future for the next generation of dancers.

9. Lost Property & Practicalities

We know how easy it is for a cardigan or a shoe to go astray! While CWS Dance accepts no responsibility for private property, we do our best to reunite items with their owners.

  • Three-Month Limit: Property found in the studios will be kept for three months, after which it will be donated or disposed of.
  • Reclaiming Items: To reclaim an item, please email us with a detailed description. Proof of ID may be required to ensure items return to their rightful owners.

10. A Final Note on Community

We strive to cater for all children and remain non-judgmental about different levels of commitment. While examinations are not compulsory, they are a wonderful way to celebrate progress and are offered at the discretion of the Principal.

We value the respectful and supportive relationship we have with our parents. The school reserves the right to terminate enrolment in rare cases of persistent or severe disrespectful behaviour, as we must maintain a positive environment for all our staff and students.

Thank you for being a part of CWS Dance. Your cooperation with these policies allows us to keep our standards high and our hearts focused on the joy of dance!

CWS Dance Child Safegaurding

At CWS Dance, we believe that the joy of movement, the thrill of a perfect pirouette, and the confidence gained in our Presentation Days are all built upon one vital foundation: safety. When you entrust your child to our care, you aren’t just signing them up for a dance class; you are welcoming them into a nurturing community where their wellbeing is our absolute priority.

We understand that as a parent, your primary concern is the happiness and security of your little ones. Whether they are starting their journey at 2 ½ years old or exploring pointe work as a teenager, we want you to feel completely at ease.

We’ve designed our policies and procedures not just to comply with regulations, but to create a space where every dancer feels respected, protected, and empowered to reach their full potential.

Our Duty of Care: The Child Protection Policy

First and foremost, CWS Dance has a duty of care to safeguard all children involved in its activities. We recognise our responsibility to take all reasonable steps to promote safe practice and to protect children from harm, abuse, and exploitation.

We acknowledge our duty to act appropriately to any allegations, reports, or suspicions of abuse. This isn’t just a formal statement; it is the heartbeat of our school. Our paid staff, assistants, and the wider CWS Dance community work together to encourage an ethos that embraces difference and diversity. We believe that by respecting the rights of every child, young person, and adult, we create a richer, more vibrant environment for everyone.

Understanding Physical Contact in Dance

One of the questions we often receive from parents, especially those new to the world of ballet, is about how teachers interact with students/pupils. We want to be entirely transparent with you: at times, it may be necessary for a teacher or assistant to make appropriate physical contact with a student to adjust their movements during class.

Why do we do this? All genres of dance, from contemporary to ballet, are physical in nature. They require high levels of accuracy in physical placement. This is essential for two main reasons:

  1. Ensuring Correct Posture: Without the right alignment, a dancer cannot progress effectively.
  2. Preventing Injury: Incorrect technique can put undue stress on growing joints and muscles.

By accepting enrolment in our school, parents acknowledge and accept that ballet instruction involves this type of physical placement. It is always done with the utmost professionalism and respect for the student’s personal space. If your child is adverse to touch, it is important that we are informed so we can adapt our approach accordingly. Please refer to our Inclusivity Policy for more information on how we support the individual needs of every dancer.

Our ‘Good Practice’ Promise to You

We strive to provide instruction that is not only safe but also efficient, up-to-date, and, most importantly, enjoyable! Here is how we turn our policies into daily practice:

1. A Safe Environment for Growth

We don’t take our studio space for granted. Our premises and equipment are checked regularly for any defects or hazards. If any issues are found, they are reported immediately to the studio manager. We also stay strictly up-to-date with all health and safety legislation, so you can rest assured that the environment your child dances in is maintained to high standards.

2. Instruction Tailored to the Individual

We believe that every child is unique. All our instruction is geared towards the previous experience and physical abilities of the pupil. We will never require a student to perform movements that are beyond their intrinsic capabilities. This ‘step-by-step’ approach ensures that your child builds confidence at their own pace, making dance a positive investment in their future rather than a source of pressure.

3. A Culture of Respect and Kindness

At CWS Dance, the welfare of each child will always be put first. We have a zero-tolerance policy for bullying or any form of discrimination. We treat all children and young people equally, with respect and dignity, regardless of their background or level of commitment. Whether your child is here for fun or working towards their ballet exams, or a career in Dance they will receive the same warm, supportive guidance.

4. Professional Physical Standards

To prevent injury, no energetic instruction is given without a proper ‘warm-up’ session, and every class concludes with a ‘warm-down.’ We also believe in the power of positivity; you will find that our teachers provide enthusiastic and constructive feedback rather than negative criticism. We want our students to walk out of every class standing a little taller!

Dance Awareness: No Child Exploited (DA:NCE)

CWS Dance is committed to the protection of children in dance. We prioritise the health and well-being of our young dancers by ensuring all choreography, costumes, and music selections are age-appropriate. We actively work to prevent the hypersexualisation of children, choosing themes that celebrate the joy and wonder of childhood. Our studio is proud to align with the values of DA:NCE Awareness.  CWS Dance is one of 6 school in the UK who are members of DA:NCE Awareness, committed to provide a safe and nurturing environment for every student.

Logistics, Safety, and Staffing

We know that the ‘admin’ side of things is just as important for safety. Here are a few key points we maintain to keep our community secure:

  • Supervision: No young pupil is allowed to leave the school premises until collected by an authorised adult. A member of staff will always remain on-site until every pupil has left.
  • Qualified Staff: Only suitably qualified persons are employed to teach. Any student assistants work strictly under the supervision of a qualified staff member.
  • Vetting: All staff are required to have Criminal Records Bureau (CRB/DBS) clearance.
  • Insurance: The school principal ensures that all staff are properly covered by public liability and professional negligence insurance.
  • Communication: We maintain an accident book for any incidents, and we ask that you keep us updated on any medical conditions, allergies, or uniform requirements to help us provide the best care.

What Happens if There is a Concern?

Transparency is key to trust. We have clear protocols in place should any child protection concerns arise:

  1. Immediate Notification: Any member of the CWS Dance team will notify our Principal, Angelina Spurrier, immediately at 07974682123.
  2. External Reporting: The Principal will contact the Southwark Social Services Department. They are the experts responsible for investigating concerns and deciding on the necessary course of action.
  3. Recording Information: Even if a concern is shared in confidence, we record the details accurately (date, time, parties involved, and actions taken). These records are stored securely and only shared with those who strictly need to know.

Join Our Community with Confidence

There is a lot to learn when you first join a dance school, but we are here to support you every step of the way! We strive to cater for all children and are always happy to discuss any concerns or questions you might have about our policies or your child’s progress.

We’ve seen first-hand how a safe, supportive environment can transform a shy child into a confident performer. By following these ‘Good Practice’ guidelines, we ensure that CWS Dance remains a place of joy, creativity, and absolute safety for your family.

Do you have questions about our policies or our inclusive training? We’d love to hear from you! Please feel free to reach out to Angelina or any member of our team.