Terms & Conditions
Our Terms & Conditions
Our goal is to always put the student first, in an effort to help them enjoy our classes to the most, please review our terms and conditions below. Thank you for your co-operation.
Terms and Conditions
Code of Conduct - Teachers/Students/Parents
Children First Safety Statement
"NEW WAY TO PAY - MONTHLY PAYMENTS
Ultraflex is moving to new way take payment for all term classes. Using this new way to pay, you only need to insert your card details once and the payment will come off on the 1st of every month in advance of lessons.
Parents: YOUR NEXT STEPS
You will receive a link from Ultraflex or an invite to your email address, from here you should go and book your classes online with our booking provider ClassForKids. At this point, you will see more information about how our subscription payments work, and what you will pay monthly. If you have siblings attending our classes, or if your child is booked into more than 1 class this may be higher but you will be informed if this is the case.
FAQs for parents
Why do I need to pay during the holidays?
The monthly payment you pay is your ANNUAL COST of attending split into 11 equal monthly payments. We will now only close for August. This means payments are still due where holidays occur. This is the simplest and more affordable way to pay for your children's classes. We plan to run classes through July and close our school during August in which case your subscription will be paused in august and will resume in September. We need to cover the running cost of the business over a 12month period reduced into 11 months of equal payments, This includes Staff Payroll - Insurance - Online Platforms - Administration fee's - Booking * Platform fee's - Operational & Booking Systems - Studio Rents - Licences - Training and much more.
What if my child no longer wants to attend?
We have a cancellation period of one month.
Can I still pay in a different way?
No. After much research, we have decided that monthly payment is the most convenient and affordable way to take payments for all parents. Streamlining our payment options allows us to keep our admin to a minimum, and focus on teaching and continually improve classes."
Credit is not given for missed lessons or holidays.
An annual non-refundable registration fee of €20 applies for each dancer. Each students registration fee must be paid before they join the academy. It will secure your place and is NON-refundable.
If you join after the subscription payment is taken out from your account an extra fee will be added to your first subscription payment to cover the classes before this date. Which in turn will mean your first payment will have an add on and will be higher than the others.
There are no refunds.
Our Awards Day, Gradings and Annual Show expenses are additional and of course, are completely optional.
Students who book a place and leave without paying will be charged €10 for every class attended and will also be invoiced for a months membership from the date you give notice that you which to leave the academy. Please note no discounts will apply to this type of booking.
If a class is cancelled due to unforeseen circumstances a replacement class will be rescheduled. This rescheduled class might not be held on the same day/time or at the same venue as the original class in which you are currently registered. We might also replace a class with online tuition.
Classes will be paused in the event it is deemed unsafe and or a national health risk to our staff & students.
Classes will be cancelled in times of a RED WEATHER WARNING and or where it is deemed as UNSAFE to hold classes for whatever reason. In this situation, we will adhere to the advice of the local Garda, Met Eireann and our governing bodies. The safety of our students and staff is paramount. In any of this situation which results in a loss of service/classes, you will be invited to make up sessions once it is deemed safe to return to normal service/classes. We may also transfer sessions to our Online platform. Online classes will be recorded and sent to anyone who can not attend online due to poor signal on request. We will not be offering a refund for classes missed either online or in person.
All accounts must be up to date and paid in full, No exceptions.
Subscription payments will go automatically on the first of each month. Add classes attended before the first of the month will be subject to an additional fee that will be added onto your account. If you wish to cancel or pause a subscription fee. One month noticed is required. This gives us time to reopen the space for another student.
Classes are filled as registrations arrive. Class sizes are limited. Avoid disappointment by registering and paying for your child’s classes today. Registration without payment does not guarantee a spot in your chosen class(es).
We will create a waiting list for a class that has filled but we cannot guarantee a place. If a spot becomes available, we will fill it with the first person on the waiting list. There is no guarantee a person on a waiting list will get a place.
2nd or 3rd term placement is not guaranteed unless payment is made before the term starts.
Drop off and collections:
If you arrive early for class, please wait outside and adhere to social distancing laws, there is no waiting area. Please only come in when the class is ready to start.
Parents please bring your child for class and then leave once your child has entered and started class.
Please do not leave young students unattended while waiting for class. Ultraflex is not responsible for students either before or after class.
Please pick-up your child on time. It is not the responsibility of Ultraflex to mind your child once the class has ended.
No gum or food in the studio.
Consistent attendance is an important component of our classes/program
Classes missed by students are non-refundable and cannot be made up.
The studio is not responsible for any lost or stolen articles.
Please text or email the studio if your child will be missing his or her class.
Ultraflex reserves the right to determine the proper class placement for all students.
Ultraflex reserves the right to cancel any classes due to insufficient registration (8 student minimum)
Instructors and schedules are subject to change
Ultraflex reserves the right to terminate or refuse service to any student or parent displaying disrespect towards the studio, other members of the staff.
COVID 19 Return to class Policy
Displaying posters promoting hand washing.
Ensuring hand sanitiser/and or soap is available on the premises.
A one-way system for drop/off & pick up where possible.
Where possible only students taking part in class may enter the building.
Staff will wear masks on the transition of classes.
Over 12yrs will be required to wear masks when arriving and leaving the studio.
Track and Trace through our cloud-based register.
Both pads & Social distance guidelines in place.
Floor marking to guide students to places and to ensure social distancing.
15 minute transition time between classes for safe entry and exit + cleaning of touch-points.
All staff have conducted and passed a Covid-19 safety course.
All staff will receive training in regards to the new safety guidance.
Teachers will use non-contact methods of correction.
Props will be kept to a minimum and students will be advised if they need to bring any props with them any props used in class will be single use only and will be bagged immediately after use and sanitised before any other class uses them.
All water bottles are to be named and not shared.
Students are asked to keep personal items to a minimum.
Arrive to class ready to dance.
Temperature checks on arrival.
Parents will be asked to wear masks while dropping & collecting.
No congregating outside studio door or the building.
Where we have car parks you will be asked to stay in your car until the teacher makes it know your class is ready and it is time to enter. Likewise, when classes finish the teacher will walk the students out of the main entrance of the building and wait until you make yourself know.
Where we do not have car parks a teacher will come to the main entrance of the building where she will call each student into the studio. Please make adhere to social distancing during drop off and collection.
Please bring a labelled water bottle, and keep personal belonging to an absolute minimum.
Our dress code is simple and quite relaxed at UltraFlex: wear whatever makes you comfortable. We suggest activewear you can easily move in (leggings, shorts, sweatpants, tank tops, t-shirts, bodysuits), but please no jeans, skirts.
Long hair should be tied back in a ponytail.
Footwear: runners or any shoe with a supportive sole. However, we do encourage barefoot as it helps the students to connect with the movement and also helps build the muscles in the feet and ankles.
Liability Disclaimer & Notices: please read carefully
I individually and as a parent and/or guardian of the minor child identified above hereby acknowledge the following notices and grant to The Ultraflex Academy of Dance, the following release from liability: I acknowledge and fully understand that I, or my child, will be engaging in physical activities that may involve some risk of injury.
I acknowledge and have been advised that it is my responsibility to consult with my or my child’s physician concerning any past or present injury, illness, health problem or any other condition or medication that may affect my or my child’s participation.
I assume the foregoing risks and accept full personal responsibility for any personal injuries sustained by my child which might incur as a result of participating in this program either in live classes or online classes and discharge and hold harmless Ultraflex Academy of Dance, its owners, directors, members, employees and the hosting facility from any claim, cause of action or liability for damages arising from any personal injury to my child or other persons or property caused by myself or my child’s participation in the Ultraflex Academy of Dance program.
I agree to give Ultraflex Academy of Dance, permission to use photographs or a video my child or myself for any Ultraflex Academy of Dance promotional materials and demonstration and teaching purposes in the online academy. I understand that my child will not be identified by name, nor will any compensation be extended for such use.
Use of Cookie
On occasion, we may gather information about your computer for our services and provide statistical information regarding the use of our website to our advertisers.
Such information will not identify you personally it is statistical data about our visitors and their use of our site. This statistical data does not identify any personal details whatsoever.
Similarly to the above, we may gather information about your general internet use by using a cookie file. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer as cookies contain information that is transferred to your computer’s hard drive. They help us to improve our website and the service that we provide to you.
All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our website.
Use of Your Information
The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes:
i. To provide you with the information requested from us, relating to our products or services. To provide information on other products which we feel may be of interest to you, where you have consented to receive such information.
ii. To meet our contractual commitments to you.
iii. To notify you about any changes to our website, such as improvements or service/product changes, that may affect our service.
If you are an existing customer, we may contact you with information about goods and services similar to those which were the subject of a previous sale to you.
Further, we may use your data, or permit selected third parties to use your data, so that you can be provided with information about unrelated goods and services which we consider may be of interest to you. We or they may contact you about these goods and services by any of the methods that you consented at the time your information was collected.
If you are a new customer, we will only contact you or allow third parties to contact you only when you have provided consent and only by those means you provided consent for.
If you do not want us to use your data for our or third parties you will have the opportunity to withhold your consent to this when you provide your details to us on the form on which we collect your data.
Please be advised that we do not reveal information about identifiable individuals to our advertisers but we may, on occasion, provide them with aggregate statistical information about our visitors.
Storing Your Personal Data
Data that is provided to us is stored on our secure servers. Details relating to any transactions entered into on our site will be encrypted to ensure its safety.
The transmission of information via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk. Where we have given you (or where you have chosen) a password so that you can access certain parts of our site, you are responsible for keeping this password confidential. Disclosing Your Information
Where applicable, we may disclose your personal information to any member of our group. This includes, where applicable, our subsidiaries, our holding company and its other subsidiaries (if any).
We may also disclose your personal information to third parties:
i. Where we sell any or all of our business and/or our assets to a third party.
ii. Where we are legally required to disclose your information.
iii. To assist fraud protection and minimise credit risk.
You mind find links to third party websites on our website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.
VERY IMPORTANT READ CAREFULLY: Extended to online tutorials of any kind.
Ultraflex Academy of dance strongly recommends that you consult with your physician before beginning any exercise program. You should be in good physical condition and be able to participate in the exercise.
Ultraflex Academy of dance is not a licensed medical care provider and represents that it has no expertise in diagnosing, examining, or treating medical conditions of any kind, or in determining the effect of any specific exercise on a medical condition.
You should understand that when participating in any exercise or exercise program, there is the possibility of physical injury. If you engage in this exercise or exercise program, you agree that you do so at your own risk, are voluntarily participating in these activities, assume all risk of injury to yourself, and agree to release and discharge ultra flex school of dance from any and all claims or causes of action, known or unknown, arising out of ultra flex school of dance negligence.
Please do not hesitate to contact us using the contact page on our website.
Ultraflex Code Of Conduct
Ultra-Flex School of Dance is run by following ‘Code of Conduct’, whereby we have a ‘duty of care’ to provide a safe environment that is conducive to promoting the health and well-being of children and young people under the age of 18 and vulnerable adults. We will take all reasonable steps to ensure that safeguarding and promoting the welfare of children and vulnerable adults is embedded in our contact through the training and activities provided for them.
Ultra Flex School of Dance:
I/We will not leave children unsupervised
If there is a concern involving the welfare of the child I/We will respond to the needs of the child and involve their primary carers on an ongoing basis unless it puts the child at risk.
I/we will have a child-centred approach in the classes
I/we will treat all children equally and as individuals
I/we will offer constructive feedback when required and provide encouragement, support and praise, regardless of ability
All children and young adults regardless of their age, race, gender, sexual orientation, religion, disability and culture are treated equally
I/we endeavour to lead by example
Parents and guardians should note that I/we use minimal appropriate physical contact as it benefits the students in terms of posture and technique
I/we use age-appropriate teaching methods, props and music
I/we keep up to date with our skills, teaching methods, qualification and insurance policies
I/we ensure that children, parents, staff and volunteers are aware of our child protection policy and safety procedures and these are adhered to at all times
If and when there is a visiting teacher or employee, I/we will ensure safe recruitment and selection of staff and make sure that they are trained, trustworthy, and have knowledge of and adhere to all school policies
Emergency procedures are in place and I/we will ensure that children, staff and parents have knowledge of this procedure
Students/parents need to inform the teacher if the student has an existing injury or medical condition
I/we register each child with a name, date of birth, relevant medical conditions, and details of parent/carer including phone number and email. We do a roll call in each class. Please inform the teacher if a student is to be missing for two weeks or more
We obtain written consent from the parent/primary carer to act in loco parentis, to administer first aid should the need arise in an individual suffering from a specific medical condition
As dance practise is a very active pastime, we encourage and ensure safe dance practise and training at all times, however, we know that injuries/accidents can occur. We are not responsible for injuries unless they are due to teachers negligence
I/we keep a written record of any injuries/accidents that occur during class
I/we take a risk assessment of the hall, noting hazards and make the room safe for children attending ballet class each week
I/we ensure that there are proper lighting and ventilation in the hall and that relevant surfaces (floors, toilets) are kept clean
There is always a toilet available, however, I/we prefer that you bring your child before class begins as it usually has a knock-on effect with children in the class
There is a strict no smoking policy – parents please make sure you are outside the gates as sometimes it comes in the air vents and can be unpleasant to the students
Parents are asked to leave the hall/studio during ballet class as it can be distracting for children dancing
We will not allow the young children to leave class without a parent or carer, please collect your child from the hall or studio so that safety and supervision is possible at all times
Code of Conduct for ultraflex and Parents/Guardians/Students/Staff
Code of Conduct for Parents/Guardians
Parents/Guardians should encourage their children to participate in class for fun and enjoyment. Parents should not attempt to meet their own needs for success and achievement through their children’s participation in class.
The following guidelines will be of assistance in this regard:
– Be a role model for your child and maintain the highest standards of conduct when interacting with young people, other parents, teachers and Officials
– Encourage your child to participate by the rules of ultraflex
– Ask “Did you enjoy yourself?”
– Always show approval for effort!
– Don’t criticise their performance – seek to identify areas where they can improve
– Respect teachers decisions and encourage young people to do likewise
– Never use any flippant or sarcastic remarks towards any student
– Show appreciation for Volunteers, teachers and Club Officials
– Respect the rights dignity and worth of every young person regardless of their gender, ability, cultural background or religion
– Try to attend classes and events on a regular basis and assist in Club activities
– Do give advice on the importance of maintaining a balanced lifestyle with regard to exercise, food, rest, work, play etc.
– Do listen to what young people have to say
– Try to appreciate the strength of a young person’s emotions – positive and negative
– Do realise the POWER OF EXAMPLE
In Addition to the Code of Conduct for our student's training during normal circumstances we would like to highlight the following responsibilities for our students under special circumstances:
● Students must respect the health and welfare of other members and staff and only attend training if they or the members of their household are in full health and have not been in close contact with anyone who is sick before entering the training facility
● Students will follow good hygiene as per national guidelines in cleaning hands before, during and after training
● Students will not congregate in unspecified groups and follow teachers instruction and facility markings for separation and social distancing.
● Students must bring their own supplies to class (i.e. bottle of water) and not share or engage in close contact with another member or member of staff.
● Students must abide by national guidelines in accordance with the Government Roadmap in their behaviour outside the gym.
● Students must agree to abstain from attending training for the appropriate recommended time for self-isolating in accordance with government guidelines for:
○ ○ ○
if they either develop a fever/cough or other key symptoms
Come into close contact with someone experiencing symptoms or a confirmed case of Covid-19.
Students are encouraged to accept responsibility for their own behaviour while attending classes and in their social life. In some abnormal situations, such as the Covid-19 pandemic, Students may need extra help abiding by the Code of Conduct from their parents/guardians. As members of ultraflex we would ask that all families keep themselves informed on and practice the current national advice
Students(parents/guardians) must practice self-screening prior to attending class as per HSE advice.
Current guidelines indicate that it can take up to 14 days for symptoms of coronavirus (COVID-19) to appear. They can be similar to the symptoms of cold and flu.
Common symptoms of coronavirus include:
● a fever (high temperature - 38 degrees Celsius or above) – the temperature must be checked
● a cough - this can be any kind of cough, not just dry
● shortness of breath or breathing difficulties
If you have any of these symptoms, you should behave as if you have the virus and self-isolate for 14 days. People in your household will need to restrict their movements.
You may also need to be tested for coronavirus, you will need to ring your GP for advice. Consideration must be given to the following:
Have you been in contact with a case of COVID-19?
Have you been contacted by a member of public health about a recent case of
In order to accept a space in our class, all members must accept the terms and conditions.
Ultraflex students should undertake to:
– Participate fairly, do their best and enjoy themselves
– Represent themselves, their family and dance school with pride and dignity
– Respect Officials and accept their decisions gracefully
– Respect fellow students giving them support whether they do well or not so well
– Improve and develop their skills
– Adhere to proper standards of behaviour
– Let the teachers know when you are unavailable to attend class
– Approach the Academy's Children’s Officer with any concerns or questions you may have
Ultraflex students should not:
– Use abusive language
– Shout at or argue with staff members
– Spread rumours
– Bully or use bullying tactics to isolate another young person
– Tell lies about adults or other young people
– Take banned substances
– Harm team members, opponents or their property
Young people are entitled to:
– Be safe and to feel safe
– Be happy, have fun and experience a sense of enjoyment and fulfilment.
– Be treated with respect and dignity
– Comment and make suggestions in a constructive manner
– Be afforded appropriate confidentiality
– Make a complaint appropriately and be listened to
– Be believed.
– Experience competition at a level at which they feel comfortable
– Get help against bullies
– Say No
– To protect their own bodies
Code of Conduct for Coaches
Teachers. Supervisors & Officials working with young people in The Ultraflex Academy of dance should be suitable and appropriately qualified. All adults working with ultra students will be expected to go through appropriate recruitment and selection procedures that apply to all persons with substantial access to young people, whether paid or unpaid within ultraflex academy of dance.
Teachers are responsible for setting and monitoring the boundaries between a working relationship and friendship with their students. This is particularly important when the teacher and student are of the opposite sex. The teacher must realise that certain situations or friendly actions/telling jokes could be misinterpreted, not only by the student but also by outsiders motivated by jealousy, dislike or mistrust and could lead to allegations of serious misconduct or impropriety.
Teachers can ensure that students have a beneficial impact when they adhere to the following guidelines:
– Respect the rights, dignity and worth of every student and treat each one equally regardless of age, gender or ability
– Ensure that nobody involved with ultraflex acts towards, engages in any conduct or speaks to another person in a manner or engages in any other conduct which threatens, disparages, vilifies or insults another person on the basis of that persons’ race, religion, colour, descent, national, ethnic or socio-economic background
– Be generous with praise and be positive during classes so that all young gymnasts always leave with a sense of achievement and an increased level of self-esteem
– Promote a culture that ensures all young people are listened to and respected
– Coaches must not train skills above their level of ability
– The activity being undertaken should be suitable for the age, experience and ability of the student
– Students should have been systematically prepared for the activity being undertaken and made aware of their personal responsibilities in terms of safety.
– Be punctual and properly attired and display high standards of appearance
– NEVER consume alcohol before, during coaching/events or on trips with young people
– Plan appropriately for each session and ensure proper levels of supervision until the student leaves the Club venue or event with an appropriate adult
– Don’t shout at or lecture any student or reprimand/ridicule them when they make a mistake. (Young people learn best through trial and error. They should not be afraid to risk error to learn)
– Don’t equate losing with failure and do not develop a preoccupation with winning. (The level of improvement made by the student is the best indicator of the teacher's effectiveness)
– Physical punishment or physical force must never be used
– Never use foul language or provocative language/gestures to a student, or officials
– Never undertake any form of therapy (hypnosis etc), in the training of young people
– Set realistic but achievable performance goals ensuring a safe enjoyable environment
– Avoid taking teaching sessions on your own or avoid a situation where you are alone in a car or changing room with a gymnast
– Avoid any inappropriate touching when assisting students to perform a technique or when First Aid is being administered.
– Physical contact should only occur when necessary and in an open and appropriate way and always be intended to meet the needs of the student
– When supporting, be certain the child and the parent’s/carer’s know what you are doing and why. The support being provided must be for the needs of the student
skills and exercises used for a student's physical preparation are only to be done using a students own body weight/resistance. Teachers must not overload students beyond their limits
– Make adequate provision for First Aid and do not encourage or allow students to perform while injured. (Keep an accurate record of each injury and ensure that another official /team official is present when a student is being attended to and can corroborate the relevant details
– Ask parents/guardians or nominated Club Officials to be responsible for young people in changing rooms
– Never take body measurements or engage in certain types of fitness testing without the presence of other adults
– Ensure appropriate confidentiality to all students, as you may be privy to information about the young person or their family
– Challenge bullying in any form i.e. physical or emotional. Bullying is not an acceptable behaviour towards anyone in the ultra flex Academy of Dance - child, coach, volunteer or parent.
Ultraflex Academy of Dance Child Safeguarding Statement
Ultraflex provides dance flexibility & mindfulness activities and opportunities for young people through weekly classes and events.
Ultraflex is committed to safeguarding children and affiliated clubs work under the guidance of our Safeguarding Policies. All our volunteers and staff working with our young people, throughout the organisation, seek to create a safe environment for young people to participate in our activities.
Our Club’s written Safeguarding Risk Assessment document indicates the areas of the potential risk of harm, the likelihood of the risk occurring, and gives the policy, guidance or process documents required to alleviate these risks. The list of risks identified is contained in the following categories: Club and Teaching Practices, Complaints & Discipline, Reporting Procedures, Use of Facilities, Recruitment, Communications and General Risk of Harm.
This Academy’s Child Safeguarding Statement has been developed in line with requirements under the Children First Act 2015, (the Children First: National Guidance and Tusla Child Safeguarding: A Guide for Policy, Procedure and Practice). In addition to our Risk Assessment document described above, there are further procedures that support our intention to safeguard children while they are availing of our activities.
Ultraflex Academy of Dance has the following procedures in place as part of our Safeguarding Code and Policies:
Dealing with and reporting allegations of abuse or misconduct by staff or volunteers against a child availing of our activities
Safe recruitment of staff and volunteers to work with children in our activities Access to child safeguarding training and information, including the identification of the occurrence of harm
Appointment of Designated Liaison Persons at Club and National level Appointment of Children’s Officers at Club and National level who shall be the relevant persons or first points of contact in respect of this statement
Duties of the Designated Liaison Person
Designated Liaison Person
Ultraflex has appointed a Designated Liaison Person (General Manager) to act as a liaison with children, parents and outside agencies when dealing with any child protection issues. This DLP acts as a resource to any staff member who has child protection concerns and is responsible for reporting allegations or suspicions of child abuse to Tusla or An Garda Síochána.
Duties of the DLP include:
To operate within the guidelines set by the appropriate authorities and those
approved by ultraflex
Reports suspicions and allegations of child abuse to the statutory authorities, i.e., Tusla or An Garda Síochána.
Liaises between the young people, staff and the statutory authorities where necessary.
Creates and maintains links with the statutory authorities and other relevant agencies and resource groups.
Facilitates the provision of support to any victim or employee making a referral and provides support also to the person against whom the allegation has been made.
Advises his/her employers, staff and students on individual cases.
Advises on good practice.
Organises/facilitates training and workshops on guidelines for child protection.
Maintains proper records on all cases referred to him/her in a secure and confidential manner.
Keeps up to date on current developments regarding the provision, practice, support services, legal obligations/requirements and policy.
The Designated Liaison Person is also the Relevant person (see Child Safeguarding Statement).
Both Venue Officers are Deputy Designated Liaison Persons. They will assume responsibility when the designated liaison person is not available or on leave.
Safe Recruitment and Selection Policy Statement
We will ensure that our staff are carefully selected, trained and supervised to provide a safe artistic environment for all children and young people.
We undertake that:
Managing and supervising staff
Ultraflex wishes to protect staff (paid and voluntary) and children/young people and in order to do this we will ensure that:
New staff will take part in a mandatory induction training session.
New staff are made aware of the organisation’s code of conduct, child protection
procedures, and the identity and role of the Designated Liaison Person.
New staff undergo a probationary period.
Existing staff will receive an adequate level of supervision and review of their work practices.
Existing staff have read and signed the Child Safeguarding Statement & Child Safeguarding Policy & Procedures.
Existing staff will be provided with child safeguarding training. Dealing with allegations
If a child abuse case is suspected or alleged, the following steps should be taken by the Designated Liaison Person, or by an employee or young person wishing to make the report themselves. It is not necessary for you to prove that abuse has occurred to report a concern to Tusla. All that is required is that you have reasonable grounds for concern:
1. You can report your concern in person, by telephone or in writing — including by email — to the local social work duty service in the area where the child lives. You can find contact details for the Tusla social work teams on the Tusla website ().
2. If you are concerned about a child but unsure whether you should report it to Tusla, you may find it useful to contact Tusla to informally discuss your concern.
4. In the event of an emergency or the non-availability of Túsla staff, the report should be made to An Garda Síochána. This may be done at any Garda station. Under no circumstances should a young person be left in a dangerous situation
pending the intervention of Túsla.
This procedure should be followed even where the suspicion arises in another organisational context but is disclosed to an employee who is delivering a class in another setting. In this instance s/he should report to the Designated Liaison Person.
In the event of allegations being made against a staff member, the protection of the child/young persons is the first and paramount consideration. The company has a dual responsibility in respect of both the child/young person and the employees. The same person will not have the responsibility for dealing with both the reporting issues and the employment issues. An allegation against an employee must be assessed promptly and carefully.
If reasonable grounds for concern exist a formal report to Túsla should be made. The company should ensure actions taken by them do not undermine or frustrate any assessment or investigation by Túsla or An Garda Síochána. The company should take protective measures that are appropriate to the level of risk and not
unreasonably penalize the employee unless necessary to protect the child/young person, i.e., increased supervision, assigned different duties, suspension.
Reasonable grounds for a child protection or welfare concern include:
Evidence, for example, an injury or behaviour, that is consistent with abuse and is
unlikely to have been caused in any other way
Any concern about possible sexual abuse
Consistent signs that a child is suffering from emotional or physical neglect
A child saying or indicating by other means that he or she has been abused
Admission or indication by an adult or a child of an alleged abuse they committed
An account from a person who saw the child being abused
Procedures for dealing with allegations against staff:
If allegations are made against the Designated Liaison Person, this should be dealt with by the Chief Executive of the organisation.
The staff member should be informed as soon as possible that an allegation has been made against them and the nature of the allegation.
Parents and guardians and the child/young person should be informed of actions planned and taken.
The staff member should be given an opportunity to respond.
The Chairperson of the company should be informed as soon as possible.
Any action against the employee should be taken in consultation with Tusla and An Garda Síochána.
After a consultation, the Chairperson will advise the accused and agreed procedures will be followed.
The same procedures apply when dealing with an allegation against a non-staff member (i.e. teacher renting).
Dealing with a disclosure
Stay calm and listen to the child/young person, allowing them enough time to say what s/he needs to say.
Do not ask leading questions or prompt details.
Reassure the child/young person but do not promise to keep anything secret.
Do not make the child/young person repeat the details unnecessarily.
Explain to the child/young person what will happen next (explanation should be age-appropriate).
Anonymous complaints can be difficult to deal with but should not be ignored. In all cases the safety and welfare of the child or young person are paramount. Any such complaints relating to inappropriate behaviour should be brought to the attention of the Designated Liaison Person. This information should be checked out and handled in a confidential manner.
The ability of the statutory authorities to investigate and assess a case of potential or actual child abuse will depend on the quality of information available to them. Different levels of information will be available to persons reporting who may or may not be familiar with the young person’s personal situation. Within these constraints, every effort should be made to clarify the grounds for concern and assist the statutory authorities to decide how far and in what manner to pursue an investigation. When completing a report form, factual detail is required, not opinions or impressions. Check the details against the first record made of the incident or concern to ensure accuracy. Sign the form and date it when completed. While the information in some cases will be limited, as must as possible the following details should be included in a Reporting Form
Dealing with a retrospective allegation
Some adults may disclose abuse that took place during their childhood. Such disclosures may come to light when an adult attends counselling or is being treated for a psychiatric or health problem.
The reporting requirements under the Children First Act 2015 apply only to information that you received or became aware of since the Act came into force, whether the harm occurred before or after that point. However, if you have a reasonable concern about past abuse, where the information came to your attention before the Act and there is a possible continuing risk to children, you should report it to Túsla.
Where reasonable grounds for concern are not immediately apparent
Where an employee has a suspicion of abuse and there may be insufficient evidence to substantiate it, s/he should continue to monitor the situation. The following steps are recommended:
The employee should, as soon as possible, discuss this situation with the Designated Liaison Person. All discussions should be restricted to those with an obligation to know.
Alternatively, s/he may contact the Túsla for advice. Any communication of suspicion of abuse provided it is not made maliciously, is legally privileged and protected under The Protection for Persons Reporting Child Abuse Act, 1998.
The employee may continue to observe the behaviour of the young person and the suspected abuser, recording any information which may be relevant using the guidelines for completing the Reporting Form as contained in this policy under the section on Recording and Retention of Information.
The employee should endeavour to be available to the young person involved. This has to be done in a sensitive manner. It is not proper for the worker to intimate or suggests to a person that s/he may have suffered abuse.
Guidelines for dealing with and reporting accidents are available to all staff under Ultrafex Health and Safety Policy and Statement.
This includes information on dealing with various types of accidents, procedures for reporting accidents and accident report forms.
All ultraflex staff are aware of reporting procedures, location of first-aid boxes etc.
Recording and Retention and Storage of Information
In all situations, including those in which the cause of concern arises from a disclosure made in confidence, it is extremely important to record the details of an allegation or reported the incident, regardless of whether or not a referral is subsequently made to a statutory agency. This should happen as soon as possible after an incident takes place.
Any reports/completed forms should be stored in a safe and secure location. The need for good record keeping at all stages of the Child Protection Process cannot be overemphasised. Employees need to be mindful of the General Data Protection Regulations 2018 and the Freedom of Information Act.
Adjustments cannot be made to an existing document. In the event of anew developments/information, a new document should be completed which will accompany the existing document. These documents should be stored permanently as they belong to the organisation, not to the person who first made the report.
When an individual makes a report to the statutory authorities, the possibility always exists that s/he may be called to give evidence should legal action be taken. It is therefore important to record details of disclosure and any other relevant information that may have been heard and seen.
ACCIDENT WAIVER AND RELEASE OF LIABILITY FORM VIRTUAL COURSES & CLASSES
I, PARENT/GUARDIAN OF SAID CHILD(REN) HEREBY ASSUME ALL OF THE RISKS OF MY CHILD(REN) PARTICIPATING IN ANY/ALL ACTIVITIES ASSOCIATED WITH THESE VIRTUAL COURSES/DANCE CLASSES, including by way of example and not limitation, any risks that may arise from negligence or carelessness on the part of the persons or entities being released, from dangerous or defective reigns as follows:
(A) I WAIVE, RELEASE, AND DISCHARGE from any and all liability, including but not limited to, liability arising from the negligence or fault of my child(ren), for my child(ren)’s death, disability, personal injury, or actions of any kind which may hereafter occur to my child(ren) during VIRTUAL DANCE COURSES/CLASSES BY THE FOLLOWING ENTITIES OR PERSONS: Ultraflex and/or their directors, employees, or volunteers.
(B) INDEMNIFY, HOLD HARMLESS, AND PROMISE NOT TO SUE THE FOLLOWING ENTITIES OR PERSONS: Ultraflex and/or their directors, employees, or volunteers from any and all liabilities or claims made as a result of participation in VIRTUAL COURSES/DANCE CLASSES, whether caused by the negligence of release or otherwise. I acknowledge that Ultraflex and their directors, employees, and volunteers are NOT responsible for errors, omissions, acts, or failures to act of any party or entity conducting VIRTUAL DANCE COURSES/CLASSES on their behalf. I acknowledge that this activity may involve injury. The risks include but are not limited to, those caused by jumping, leaping, turning, stretching, or any dance movement, lack of hydration, improper dance floor, and actions of other people including, but not limited to, participants, and/or producers of the activity.
I hereby consent for my child to receive medical treatment which may be deemed advisable in the event of injury, accident, and/or illness during VIRTUAL DANCE COURSES/CLASSES.
I CERTIFY THAT I HAVE READ THIS DOCUMENT AND I FULLY UNDERSTAND ITS CONTENT. I AM AWARE THAT THIS IS A RELEASE OF LIABILITY AND A CONTRACT. I SIGN IT OF MY OWN FREE WILL.
I certify that my child(ren) is physically fit, has sufficiently prepared or trained for participation in VIRTUAL COURSES/DANCE CLASSES, and has not been advised to not participate by a qualified medical professional. I certify that there are no health-related reasons or problems which preclude my child(ren)’s participation in VIRTUAL COURSES/DANCE CLASSES. I acknowledge that this Accident Waiver and Release of Liability Form will be used by Ultraflex, the director, class holders, sponsors, and organizers of the activity in which my child may participate and that it will govern my child(ren)’s actions and responsibilities at VIRTUAL DANCE COURSES CLASSES. I permit my child to participate in VIRTUAL DANCE CLASSES.
By taking part in Live/ Virtual. or recorded Classes you have agreed to all of ou terms and conditions.
If Classes are suspended with no replacement option either live or online due to unforeseen circumstances your subscription will be automatically paused and will resume once classes recommence.
We really appreciate your cooperation with adhering to our terms and conditions they have been set out so we can provide the best possible service to all our students & staff members.