Online Education & Distance Learning Protocol & Guidance

Purpose

This guidance sets out the provision of Online Education and Distance Learning for Conductive Music workshop participants, and the circumstances in which this will be delivered.

Conductive Music delivers individual, small group, and whole class lessons in and out of schools.

In this context, learning applies to:

  • Lessons or workshops ordinarily undertaken in a school or college environment where students are not able to meet with teachers or other students in person
  • Group workshops and follow-up lessons where the group is not able to meet in person

This guidance seeks to:

  • Ensure a high-quality learning experience for Online Education/Distance Learning students
  • Make clear the responsibilities of all parties involved in the delivery of lessons
  • Safeguard all parties involved (in addition to Conductive Music’s Safeguarding Children and Vulnerable Adults policy)

Protocol & Guidance

2.1 Safeguarding

Location of online lessons

The location for both students and teachers should be appropriate (not in a bedroom), and within earshot of a parent or carer. The Conductive Music teacher will work with parents to ensure the space is neutral, safe, conducive to learning, does not reveal personal information, and does not present a safeguarding risk.

  • Student cameras and microphones are disabled by default; chat activity can only be directed to the teacher (host).
  • Backgrounds should be neutral, free from offensive or age-inappropriate content.
  • Teachers receive training to ensure their teaching space is professional and neutral.
  • Students should feel comfortable in their environment and may stop a lesson at any time.

Professional Behaviour and Dress

  • A parent or carer must be within earshot during lessons
  • Appropriate dress is required for both staff and students
  • Students should follow teacher instructions as in a classroom
  • Students must ask before leaving sessions (e.g., for breaks)
  • No unrelated phone calls, messaging, or browsing during lessons

Record Keeping

Online lessons will be recorded and stored for up to 30 days. Recordings include teacher video/audio and full chat transcripts, serving as evidence in case of disputes.

Reporting of Concerns by a Child

A responsible adult should be nearby during lessons. Students will be told to ask for help if they have concerns (technical, practical, or comfort-related).

Mechanisms to Identify, Intervene, and Escalate

Safeguarding for online education follows the same reporting process as face-to-face lessons. Concerns should be raised with Conductive Music’s Designated Safeguarding Leads.

2.2 Communication & Data Protection

Online programmes are delivered through Zoom. Sessions are arranged by Conductive Music teachers, sometimes with the local Music Education Hub.

Screen sharing and file sharing

  • Only teachers may share screens
  • Teachers must ensure personal or inappropriate content is not visible
  • Handouts and resources are shared via Google Drive, not Zoom

Data and access

Zoom is secure. No external parties will have access to video streams, passwords, or lesson data. Students must not take screenshots or recordings. Training materials can be shared in advance via secure email.

GDPR – Children’s personal information

  • No student personal IDs or logons are collected
  • Zoom links are password-protected and sent to parent/carer emails
  • Students must not share personal contact information with teachers or peers
  • Breaches result in removal from the session and a discussion with parents/carers

2.3 Quality Assurance

Conductive Music ensures that:

  • GDPR policy follows national guidelines
  • Teachers are safeguarding trained
  • Lessons are structured, progressive, and challenging
  • Pupil progress is monitored and reported to parents

As an ACE-funded programme, services operate within the ACE Quality Principles framework.

2.4 Parental Involvement and Expectations

Parents/carers support lesson setup (invitations are sent to parent/carer emails) and should be within earshot for safety and practical help. Presence at the start and end of lessons is encouraged.

Younger children may require more involvement, while older students benefit from reduced parental presence. Generally, after a few lessons, parents/carers should remain nearby but not directly in the session.

Parental Consent

Parents/carers wishing to undertake Online Education or Distance Learning should subscribe via Conductive Music campaigns, social media, or partner Music Education Hub campaigns.

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