January 2014

Please see below explanations of Regulation 11 & Regulation 15 pertaining to Chaperones, Chaperones responsibilities and Chaperones licences.

For the sake of section 39(5)  "Chaperone" refers to a registered Chaperone and/or a Parent/Guardian.

Schedule 3

Regulation 11

Records to be kept by the licence holder under section 39(5) of the 1963 Act This regulation means that the responsible person must keep the records that are specified on Part 1 of Schedule 3 in respect of a performance and Part 2 of Schedule 3 in respect of an activity. These records are commonly referred to as either daily record sheets or Schedule 3 records. The licensing authority has the power to demand sight of these records during the performance and at any time up to 6 months following the date of the last performance. Record template below.

The records should be kept in "real" time and not completed at the end of the day.

Inspection of these records is an extremely useful way of checking the child's working schedule. It enables the licensing authority to ensure that production is adhering to the regulations and licence conditions in terms of hours worked and breaks and that the child is receiving the correct amount of tuition.

Inspection of the records at the start of the production can identify any issues early on and allow for them to be resolved. This can be particularly true in respect of tuition which may not have been given the required priority.

Best Practice Licensing authorities should ensure that they request daily record sheet and build this into their work processes.

Inspection of the daily record sheets should also form part of an unannounced inspection. 

Regulation 15 Chaperones This regulation states that a licensing authority must approve a chaperone to have care and control of a child and to safeguard, support and promote the wellbeing of the child while he is taking part in a performance, rehearsal, activity or living away from home during the period of the licence.

Subsection (2) states that the above does not apply if the child is being cared for by a parent or teacher who would ordinarily provide the child's education.

Subsection (3) states the maximum number of children a chaperone may care for is twelve or if the chaperone is the private teacher of the child in question, three.

Subsection (4) states the licensing authority must not approve a person as a chaperone unless they are satisfied the person is suitable and competent to exercise proper care and control of a child of the age and sex of the child in question and will not be prevented from carrying out their duties to the child by other duties.

Subsection (5) states when a child suffers illness or injury while in the care of a chaperone the licence holder must notify the parent and the licensing and host authorities immediately.

A child taking part in a performance or activity under licence or a rehearsal within the licensing period must be supervised at all times by a local authority approved chaperone unless they are under the direct supervision of their parent or a person who has legal parental responsibility or their teacher. This also applies when the child is living away from home during the period of the licence.

The chaperone is the key person who protects, safeguards and supports the child. He or she is the point of safety a child can turn to and rely on should the need arise. The chaperone has a major part to play in ensuring that the child's experience is enjoyable and beneficial. The role of the chaperone is so important that a complete section on the approval of and the responsibilities of the chaperone has been included in this guidance.


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