APPENDIX 2 TO WCO CONSTITUTION 2005

Junior Members of WCO: Statutory Limitations and Protection Policy

1.   Introduction. 

Although the normal minimum age for membership of the WCO is 18, sub-sub-para 6.1.9 of the Constitution grants the Committee the power to reduce the minimum age for membership “subject to statutory limitations and provided that the Committee is satisfied that due provision for the support and protection of the individual concerned can be made.”

It must be borne in mind that it is unlikely that membership will be granted to anyone much younger than about 15, as considerations such as musical and personal maturity and the ability to commit to the Society’s activities would generally tend to preclude application from young people below that age.  The WCO is first and foremost an adult organisation, but there is no doubt that talented youngsters can make an enormous contribution to any orchestra, and it is important that young people can have the opportunity to play music with us in an atmosphere of professionalism, free from risks.

Furthermore, the opportunity to invite younger players to augment the orchestra at concert time — i.e. that do not become members, but support of our activities as guests — necessitates a clear, unambiguous policy concerning the welfare of all minors who come under the 'umbrella' of the Society.

2.   Statutory Limitations.

As an under 18-year old, a Junior Member may not stand for election to a Committee post, as under 18s may not become Charity Trustees.  In addition, Junior Members are not allowed to vote at Society meetings.  The subscription for Junior Members will be set at 75% (rounded down) of the normal subscription.

3.   Protection Policy.

The guiding principles behind the Protection Policy for Junior Members are as follows:

a.   The welfare of the junior members and all other minors performing within the Society is paramount.

b.   All minors involved with the Society’s activities have the right to protection from abuse.

c.   All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.

d.   All Society members have a responsibility to report concerns.

4.   Risk Assessment. 

a.   Rehearsal Facilities.   For the vast majority of the time, participation in WCO activities is conducted in comparatively benign surroundings: weekly rehearsals of two hours duration, with a short refreshment break half-way through, with everyone seated in an appointed place, surrounded by a fairly large number of other people.  The opportunity for inappropriate physical or verbal contact is minimal.  During the refreshment break the drinks are served and consumed in the same room as the rehearsal, with the vast majority of the members standing, conversing, together.  The toilets are easily and safely accessed via a well-lit corridor.

b.   Storage Facilities.  There is a storage room, slightly remote from the rehearsal area, accessed from outside the main building, used for storing music, stands, lights, larger percussion pieces and so on, usually only accessed by Committee members or adult members specifically involved in rehearsal preparation.

c.   Concert Facilities.   The facilities at concert venues vary, but generally the activity there, like at rehearsals, involves all members sitting in designated positions, all together in an open environment.  However, changing facilities can sometimes be a little rudimentary, and it is not unusual for male and female members to have to share one room for changing.  Because most concerts are held in the orchestra’s home area, many people choose to attend the final rehearsal already dressed for the performance.

d.   Travel Arrangements. Travel arrangements to and from rehearsals and concerts are the responsibility of the individual members, some of whom share lifts while others travel alone.  The Society does not organise a bus or coach to the local venues.  The orchestra does not currently tour or otherwise travel together as an orchestra, where, for example, a coach, would be required.  In the event of a tour being organized, a set of guidelines and procedures will be drawn up appropriate to the requirements and a risk assessment conducted for the specific tour or event.

e.   Internet.   The Society maintains a website upon which activities of the Society are detailed and includes some photographs of members.  In addition, the Committee regularly uses e-mail to contact members.

f.   Members’ Database.   The Secretary is required to maintain a database containing members’ contact details (e.g. telephone numbers, addresses and e-mail addresses as appropriate).  In the case of junior members, contact details are also required for a responsible adult.

g.   Criminal Records Bureau Checks & Disclosure.   Given the nature of the WCO, there is no requirement for any Society Official to undergo a Criminal Records Bureau (CRB) check.  However, as a function of a wider statutory requirement for many professional people to be CRB checked, the orchestra currently has a number of people who have already been CRB cleared.

h.   Knowing Who To Contact.  For safeguarding measures to be effective, all members must be aware of the procedure for reporting concerns, they must know to whom the report should be made, and most importantly, junior members in particular must feel that they can trust the official to whom the report is made.

i.   Accidents and Injuries.   Although the orchestral rehearsal facilities and most of the venues in which concerts are staged could be regarded as benign environments, accidental injury is possible – for example, falling from a stage, tripping over electrical cables etc.

5.   Procedures.

Under the guidance of the Protection Policy, and in the light of the Risk Assessment, the following procedures are to be adopted:

a.   Junior members are to ensure that their travel arrangements to and from the venue are properly organised to ensure they are never stranded.

b.   All members are to be mindful of the sensitivities a young person may have and always seek to ensure that junior members are made welcome and treated with the same respect and concern shown to adult colleagues.

c.   All Members are to deport themselves in an adult, professional manner at all times.

d.   Junior Members are not permitted to go into the Store Room.

e.  At concert venues, junior members MUST be given single-sex changing facilities or informed in advance if this is not possible so that they can arrive fully dressed for the performance.

f.   Members should avoid all situations where allegations of inappropriate behaviour could be made.  This includes, but is not limited to:

(1).    Being alone in a room with a minor.

(2).   Offering a lift to a minor to or from any venue, except in circumstances where:

(a)   by not giving a lift the minor is likely to be put in a more dangerous situation.

(b)   the lift is also being shared with other people well known to the minor.

(c)   the member is well known to and trusted by the minor’s parents or guardians.

g.   Members are to avoid using lewd or suggestive language in the presence of a minor.

h.   Members are to avoid making physical contact with a minor unless it is absolutely necessary for safety.

i.   Photographs of junior members may only be used on the website with their permission and the permission of a parent or guardian.  Under such circumstances the publication personal details (name, address etc) is inappropriate.

j.   Contact details provided by minors may only be used by Society officials in pursuance of their duties and may not be released to third parties under any circumstances.  Databases holding contact details for minors are to be appropriately safeguarded.

k.   When e-mailing Society members, Junior members’ e-mail addresses should be concealed from the wider Society membership (usually by use of a “BCC” facility).

l.   In addition to a “named person” (to whom junior members may report any concerns or inappropriate behaviour), concerns may be reported to any Committee member.  (The secretary is to display the names and photographs of serving committee members at rehearsals).

m.  In terms of accident prevention, the Committee is jointly responsible for highlighting and bringing to the attention of its members any hazards that exist at the rehearsal or concert venues.  To that end, a member of the Committee is to conduct a basic risk assessment of the rehearsal and concert facilities and wherever possible take steps to mitigate any risks.  Remaining hazards should be notified to orchestra members.

n.   In the event of a member sustaining an injury while participating in a WCO activity, details of the event should be logged in the occurrence register.  The occurrence register is to be retained for 21 years.

6.   Status of Orchestra Officials.

While WCO officials have a duty of care for junior members, they may not act in loco parentis.  In other words they may not take decisions affecting the junior member that would normally be taken by the legal parent or guardian – for example, with respect to medical treatment.

7.  Response to Suspicions and Allegations of Inappropriate Behaviour. 

A separate guide (issued to all Committee members) details the actions to be taken in response to suspicions or allegations of inappropriate or improper behaviour.  Clearly it is first necessary to decide what constitutes inappropriate or improper behaviour.  At the heart of our welfare policy is the well-being of our young members and this should be our guiding principle.   It should also be borne in mind that on occasions, even if the actions of individuals are not deliberately intended to harass or cause offence, they may do so nevertheless.  Regardless of intent, actions which harass, embarrass or discriminate against a junior member are likely to be seen as inappropriate or improper behaviour.   As it is impossible to provide guidance that covers every eventuality, the application of common sense and experience remains essential in dealing with allegations.  Therefore, the list of inappropriate behaviours that follows is not exhaustive but the activities listed may indicate improper behaviour:

-   Over-familiarity with young members.

-   Conversations or actions that include any form of sexual innuendo.

-   Unnecessary physical contact.

-   Attempts to isolate young members, setting up external meetings, etc.

-   Ridicule or attempts to embarrass young members.

-   Any form of bullying or coercion.

-   Passing private notes, texts or messages to young members.

-   Swapping contact details for the purposes of privately corresponding.

-   Unwanted and persistent interest.

8.   Consultation and Review of Procedures.

In drawing up these guidelines, extensive reference has been made to the NSPCC’s publications, “First Check” and “Stop Check”.  In addition, the Committee has received advice from both the NSPCC’s Consultancy Service and the Wiltshire/Swindon Area Child Protection Committee (to whom a copy of this protocol has been submitted) and has drawn on guidance provided in the Arts Council England “Keeping Arts Safe” publication.  As part of our ongoing commitment to our members’ welfare, this protocol will be reviewed by the Committee following any WCO occurrence or any notified occurrence in any similar organization, and following any change in the external regulatory framework or guidance.  In addition, the Secretary is to review the protocol annually to ensure that it is remains fit for purpose.

Reviewed June 2006