Royal Northern College of Music
Teaching off-site
policy
Policy & Procedure
Department:
Human Resources
Document owner: Head of Human Resources
Approval Committee:
Executive Committee /
Board of Governors
Revised:
Period of Approval:
Review Date:
3 years
June 2016
1.
POLICY STATEMENT
The Royal Northern College of Music aims to provide a professional working and
learning environment which enables staff and students to realise their full potential
and contribute to a vibrant and mutually supportive community. It is expected that
teaching will be carried out at the College, 124 Oxford Road, Manchester M13 9RD
and only in exceptional, temporary circumstances will teaching in the tutor’s home or
an authorized professional performance/rehearsal facility be permitted.
2.
SCOPE OF THE POLICY
This policy applies to all staff engaged by the College whether on an ‘employed’ or
‘selfemployed’ basis (collectively referred to as staff in this policy) and to all College
students. This policy applies to one to one teaching and does not include
teaching/training undertaken as part of formal orchestral training (for which separate
procedures apply).
3.
EXCLUSIONS
3.1
Students under the age of 18 (either in the senior College or the Junior RNCM) are
not permitted to be taught off-site.
3.2
Students aged 18 or over but still in the Junior RNCM are not permitted to be taught
offsite.
3.3
Students aged 18 or over in the senior College are permitted to be taught at the
tutor’s own home or at a professional performance/rehearsal facility, subject to
section 4 (the College has a list of approved performance/rehearsal venues - see
Appendix 3) but not at any other location.
3.4
Teaching in the student’s home is not permitted.
3.5
The policy excludes any teaching not contracted by the College (i.e. where there is a
private teaching arrangement involving payment directly to the tutor from the student
or student’s parent/guardian).
4.
APPLICATION FOR TEACHING OFF-SITE
4.1
Under exceptional circumstances, and where reasonable, approval might be granted
for a member of staff to teach off-premises (in their home/at a professional
performance/ rehearsal facility) providing that students are above the age of 18 and
are not vulnerable adults. In such circumstances, prior clearance in writing must be
obtained from the relevant Head of School or equivalent and the Executive Director
(or nominated deputy) detailing the reasons for the request, confirming that the
student concerned has provided their consent and that a homeworking risk
assessment has been completed satisfactorily. Students are entitled to withhold such
consent. Students will also be required to sign the teaching off-site application form
(Attachment 1) to confirm their agreement.
4.2
Exceptional circumstances may include, but are not restricted to: circumstances
where the tutor may have temporary mobility or health issues (supported by a fit note
from a medical practitioner confirming that the tutor is able to work) which prevent
them from travelling to the College; or where the College is closed and there is an
exceptional reason why the teaching session must take place (e.g. preparation for an
important competition).
4.3
Where an application to undertake teaching off-site is made, the tutor must provide a
suitable teaching environment conducive to learning. The Head of School will ensure
that appropriate travel reimbursements are made to the student (funded from the
School budget).
4.4
Once permission has been granted, the tutor is covered by the College’s public
liability and employer’s liability insurance.
5.
RESPONSIBILITIES
5.1
Heads of School
Heads must ensure that the request is formally submitted using the teaching off-site
application form and that the reason for a request is exceptional, of limited duration
and that the student’s education will not be disrupted. The Head must also ensure
that the off-site risk assessment has been satisfactorily completed and approved.
The Head must ensure that the student consents to the tutor’s request for teaching
off-site and has signed the teaching off-site application form. Heads are responsible
for ensuring that a record of each approval is retained and recorded in order for an
anonymous annual return to be made to the Strategic Planning and Resources
Committee. Original records should be retained as part of the staff member’s
personnel file.
5.2
Teaching staff
Teaching staff must formally submit a teaching off-site application form to their Head
of School. On entering into such arrangements teaching staff must adhere to the
Policy on Relationships Between Staff and Students and the Policy on Physical
Contact Between Staff and Students. Teaching staff are responsible for the health
and safety of the student concerned. Teaching staff must complete an off-site risk
assessment and provide this together with the teaching offsite application form. If the
proposed location is neither the tutor’s own home nor a location on the authorized
list, tutors should contact the Executive Director as soon as possible for further
advice. The College will extend its public liability insurance to cover the teaching
location following a satisfactory off-site risk assessment.
5.3
Students
Students entering into such arrangements must adhere to the Policy on
Relationships Between Staff and Students and the Policy on Physical Contact
Between Staff and Students. Students may withhold their consent to the proposal to
undertake teaching off-site.
5.4
Executive Director
The Executive Director will ensure that all applications recommended by the Heads
of School or equivalent conform to the Teaching Off-site Policy.
6
APPLICATION PROCESS
6.1
Application form
A member of staff who wants to make a request to teach at an alternative location
outside of the College Premises must complete and submit the teaching off-site
application form to their Head of School or equivalent for approval.
6.2
Criteria
The following criteria will be applied in considering applications:




6.3
The exceptional nature of the request i.e. whether teaching off-site is
absolutely necessary including the benefits of any arrangements for the
teacher, the student and the College.
The duration of the request (requests for more than one month per year
would be regarded as highly exceptional due to the potential disruption to the
student’s education).
The student’s agreement to the arrangements.
A satisfactory off-site risk assessment is completed prior to submission of the
request.
Period of approval
The start date and expiry date for the period of teaching off-site should be specified
on the teaching off-site application form. Beyond the expiry date, section 7 sanctions
will be invoked. Should the period be required to be extended the applicant must
reapply.
7
CONSEQUENCES OF NON-COMPLIANCE
Staff should be aware that a breach of this Policy could lead to action under the
College’s Disciplinary Policy and Procedure, including sanctions up to and including
dismissal. A breach of this Policy may include, but is not limited to:




Staff who teach off-premises without authorization from the Head of School.
Staff who continue to teach off-premises beyond the expiry date.
Staff who teach off-premises without authorization from the student.
Staff who teach off-premises without an approved off-site risk assessment.
8.
MONITORING AND REVIEW
8.1
Monitoring
Monitoring will be undertaken annually by the Strategic Planning and Resources
Committee to review practice across the Schools.
8.2
Review
The College’s Strategic Planning and Resources Committee shall be responsible for
reviewing this policy to ensure that it meets legal requirements and reflects best
practice.
9. Appendices
Appendix 1: Teaching off-site application form
Appendix 2: Off-site risk assessment HS-007-A4
Appendix 3: List of authorised locations
Appendix 1
Off-site Teaching Application Form
In-home tutoring is permitted on an exceptional basis and only for students over the age of
18. Tutors must read the Off-site Teaching Policy; signing this form indicates that the Tutor
agrees to the conditions of the Policy.
All employees working at home/at a professional performance or rehearsal facility are
covered by the RNCM’s Employer’s Liability Insurance and Public Liability Insurance
providing the rules of the Off-site Teaching Policy has been followed and in particular the offsite risk assessment has been completed and approved. An off-site risk assessment HS007-A4 must be completed and attached to this form for approval by the Head of School.
Tutors must not teach off-premises without formal authorisation from the Executive Director.
If teaching off-premises is undertaken without permission, the Tutor may be subject to
disciplinary proceedings.
School:
___________________________________
Name of Tutor:
___________________________________
Name of student:
___________________________________
Proposed location of teaching (please specify): _________________________________
Date(s) when teaching will occur:
Start date:(Maximum up to one month or very exceptionally
exceeded)
up to one term)
Expiry date:(The expiry date must not be
Justification for request (refer to Off-site Teaching policy):
Signed (Tutor): ____________________________________
Date: ___________
Signed (Student): __________________________________
Date: ___________
Signed (Head):
Date: ___________
_______________________________
(Head has approved the off-site risk assessment and that
School funds are available to cover reasonable travel costs for
the student)
Signed (Executive Director:___________________________
(Advises Head and Tutor of outcome)
Date: ___________
Appendix 2
RNCM GENERIC TEACHING IN THE TUTOR’S HOME RISK ASSESMENT FORM HS007-A5
NAME:
SCHOOL/DEPARTMENT:
HOME ADDRESS:
HOME CONTACT NUMBER:
DETAILS OF ROOM/SPACE USED FOR TEACHING IN THE TUTOR’S HOME:
Task/Activity: TEACHING IN THE TUTOR’S HOME
Assessed by: Date:
Review Date:
Approved by:
Date:
(Head of School)
Activity
Hazard
Persons in
danger
Measures to prevent or control
the risks to health and safety
Movement in
and around
homeworking
environment
Slips, trips and falls
from:
Tutor and
others who
may
be
present at
that time.
Tutor to ensure: -
Physical injury
caused from
obstructions, trailing
cables, spillages,
worn or raised floor
coverings etc. within
work areas and on
walkways.
Poor layout and
storage
arrangements
resulting in
insufficient circulation
space.
Work areas and thoroughfares
are tidy and clear of obstructions
or objects lying around that may
cause person to trip (e.g. trailing
wires).
Access to work area is on the
level or via dedicated staircase.
Spillages are immediately
cleaned up.
Arrange electrical equipment in
order to avoid trailing wires.
Floor coverings are in safe
condition.
Lighting is adequate.
Staff awareness of maintaining
good housekeeping and actions to
deal with any slip or trip hazards
discovered.
Any further
action/
information
required Yes/No?
If Yes provide
details:
Moving and
handling of
heavy loads
Physical injury
caused through
incorrect techniques
(stretching, stooping,
twisting) when
handling items at
home (exam papers,
stationary, quantities
of photocopying,
filing etc.).
Tutor and
others who
may
be
present at
that time.
Activities that
could result in
a fire occurring
Advice sought from Human
Resources for staff with existing
health conditions etc.
The Health and Safety Manager
upon notification from Human
Resources will conduct a new and
expectant mother’s risk assessment
with the homeworker as per HS007.
Tutor and
others who
may
be
present at
that time.
Portable heaters in
unsafe condition
and/or
inappropriately
located.
Overloading
electrical sockets.
Activities that
have resulted
in
accident/injury
Tutor awareness of general fire
safety principles that include: Good housekeeping practices.
Electrical equipment in safe
condition and sockets not
overloaded.
Maintaining means of escape and
having an escape plan in place.
of
The importance of having a means
of detecting an unwanted fire and
giving warning. It is strongly
recommended to have smoke
detectors installed and to regularly
check to ensure they are fully
functional.
Over-accumulation of
rubbish and poor
housekeeping.
Potential lack of
devices providing
detection and
warning (i.e. smoke
detectors).
Any accident or
injury that has
resulted when
teaching in the
home.
Staff awareness of safe manual
handling techniques though
information and training. See
attached information leaflet.
Tutor to ensure loads are restricted
to personal capabilities.
Individuals with
health conditions,
previous back
injuries etc. affecting
ability to safely
handle items.
New and expectant
mothers more
susceptible to injury.
Combustible
materials in close
proximity to heat
sources.
Generic manual handling
assessment should be carried out.
Tutor
Tutor has access to first aid
arrangements.
Tutor to ensure that all work related
accidents, including those that take
place in their home whilst working,
must be reported using the RNCM
accident form and in accordance
with the RNCM Accident Incident
Reporting Procedure HS-011.
Personal
safety/ security
Other activities
Please specify:
Insecure work area
resulting in personal
safety being
compromised and or
work equipment
being stolen
Tutor
Tutor to ensure work area is secure
and confidential files are locked
away when not in use.
Appendix 3 List of authorized locations
Bridgewater Hall
Media City
The Lowry
University of Manchester
Liverpool Hope University
Liverpool Philharmonic Hall
Sheffield City Hall
Leeds Town Hall
Leeds Grand Theatre
Chester Cathedral
Chester Town Hall
Sandbach School Music Hub
Birmingham Symphony Hall
The Sage
South Bank centre
Barbican
Royal Opera House
Royal Albert hall
Wigmore Hall
St Martin in the Fields
Other locations may be added to this list from time to time with the approval of the Executive
Director.