With the news over the weekend and changes in guidance regarding Covid restrictions, we are aware that you may be taking rapid decisions about what guidance and support you need to be providing for your pupils, parents and staff.

We know that some schools have already moved Christmas shows and nativity plays to online, remote events – either live streamed or pre-recorded. We have assisted a few schools in preparing a ‘code of conduct’ and ‘consents/permissions’ for such events and wanted to share this with you in case it is of use over the next few weeks:

 

Remote Events Code of Conduct and Consents

 

• The school intends to film/live stream* the Christmas nativity play in order to:
  • Provide the opportunity to run the school event as per an as-normal school calendar whilst considering the ongoing Covid situation.
  • Safeguard the health and wellbeing of the staff and pupils of the school.
  • Provide appropriate care for staff and pupils at the appropriate time.

 

• In order to do this, the school expects to process image and audio data of staff and children at the school. Use will be restricted to the provision of the school event for the pupils, the viewing of the event by parents and other family members, and the proper safeguarding and management of pupils and staff of the organization.

 

• Access to data during the online event should be restricted to those authorised to view. This will be generally limited to the pupils and appropriate staff members including those with line management or safeguarding responsibilities, or as invited by the organising teacher including families of those participating in the event.

 

• Only the approved system organised, overseen and monitored by the school can be used for this delivery. Our chosen system is <insert school’s solution>

 

• In the event of live streaming, both audio and image data for any children participating in the event will be visible to any other individuals accessing the live stream.

 

• For recorded events, information is located and stored in the school’s secure storage via <insert school’s solution>. Recordings will be kept securely in line with the school’s retention schedule. However, recordings of the event may be retained indefinitely as part of the historical archive of the school. This will be done securely in line with the school’s archive data storage and security protocols.

 

• The school and organising staff will retain control of recorded event audio and image. This may be made available for continued access by those members of the school community that are authorized to do so. Making copies of this data is prohibited except by designated members of school staff. This includes those invited to the event (for example, parents and families) further sharing or distributing footage through social media channels or other media.

 

• Footage from the event may be shared by the school on its website and social media channels as part of its marketing activities and to raise the profile of student achievements and activities.*

I give permission for my child/children to participate in the school’s online Christmas event and understand that this will involve them being filmed/recorded/live streamed*:

I agree to adhere to the terms of this Code of Conduct for attending the school’s online Christmas event:

*Delete as appropriate

This text is not exhaustive and can be amended to suit your setting. We want to give you a starting point to work from rather than a blank slate!

We are conscious that over the coming weeks, you may be restricting access to visitors of your site further than in recent months. Please let us know if you would like to move any visits to an online, remote format. We are happy to do whatever we can to accommodate you and the needs of your setting.

We also want to remind you of the other resources that we have on our portal to support with remote events and learning, as well as Covid testing and data collection. Here are the key documents if you don’t have them in place already. Please contact us if you have any questions about any of these:

Download Remote Events and Learning DPIA (Risk Assessment)


Download Storage & Communication of Health & Medical Data DPIA (Risk Assessment)


Download School and College Covid Testing Privacy Notice


Download Covid Testing of Staff in Primary Schools Privacy Notice


Download NHS Test & Trace Privacy Notice Addendum

If you have any other questions, please contact us at DPO@schoolpro.uk.

Stay safe and healthy,

Rich, Ian and Ben

SchoolPro TLC Ltd (2021)
SchoolPro TLC is not responsible for the content of external websites.