Future Yard Schools Programme – Terms & Conditions

By submitting the programme sign-up form, the school confirms that it wishes to participate in Future Yard' s Turn Up The Volume programme and agrees to these Terms & Conditions.

The person submitting the form confirms that they have the authority to register the school for the programme.

1. Programme Delivery

Future Yard will work with participating schools to coordinate and deliver the agreed programme of activity, which may include in-school sessions, instrumental tuition, Band Clubs, extra-curricular activity, trips, events and other programme opportunities.

Future Yard will:

- Work with the school to agree suitable dates and arrangements for programme activity.
- Provide appropriately experienced staff and/or practitioners to deliver Future Yard-led activity.
- Provide relevant programme resources and materials.
- Communicate any significant changes to planned activity as soon as reasonably possible.
- Take reasonable steps to provide a safe, inclusive and engaging learning environment.

Some elements of the programme may be subject to availability, scheduling, venue capacity or other practical considerations. Future Yard may make reasonable changes to programme content, personnel, timings or delivery where necessary, provided these do not materially change the overall nature of the programme.

2. School Responsibilities

Participating schools agree to:

- Nominate an appropriate member of staff as the main point of contact for the programme.
- Work with Future Yard to schedule and facilitate programme activity.
- Provide suitable spaces, facilities and access for agreed in-school activity.
- Ensure Future Yard is informed in advance of any relevant accessibility requirements, additional needs, medical considerations or other information reasonably required for the safe and effective delivery of activities.
- Actively promote relevant extra-curricular opportunities and Band Clubs throughout the year using appropriate school, parent/carer and community communication channels.
- Support pupils to participate consistently in agreed programme activity.
- Obtain any parental/carer permissions required for participation, trips, photography, filming or other activities where the school is responsible for doing so.
- Provide feedback and reasonable participation information to support programme evaluation, development and funding requirements.
- Look after, maintain and take responsibility for the condition and safekeeping of any instruments provided for use through Band Club or other related activities while those instruments remain at the school.

Schools remain responsible for ensuring that their participation in the programme complies with their own policies and procedures.

3. Safeguarding

Future Yard takes the safeguarding and welfare of children and young people seriously.

Future Yard staff and practitioners working directly with children and young people will be subject to appropriate DBS checks and safeguarding requirements relevant to their roles and will receive safeguarding training.

Future Yard staff will follow Future Yard's safeguarding procedures and will report safeguarding concerns in accordance with those procedures and, where appropriate, in liaison with the school's Designated Safeguarding Lead.

Schools remain responsible for their pupils' safeguarding and pastoral arrangements while participating in the programme and must provide Future Yard with appropriate safeguarding information where this is necessary for the safe delivery of an activity.

Schools must ensure that Future Yard is made aware of relevant medical, accessibility, behavioural or additional support needs where this information is necessary to support a pupil's safe participation.

4. Supervision and Behaviour

Schools are responsible for the supervision, safety and behaviour of their pupils during programme activities unless alternative arrangements have been expressly agreed with Future Yard.

Schools must provide an appropriate number of supervising staff during in-person group sessions and trips.

School staff are not normally required to remain within Band Club sessions where appropriate safeguarding arrangements are in place. However, an appropriate member of school staff must be available to provide assistance where reasonably required.

Future Yard reserves the right to pause an activity or ask the school to remove a participant from a session where behaviour presents a significant safety, safeguarding or welfare concern. Future Yard will work with the school wherever reasonably possible to resolve issues and support continued participation.

5. Trips and Off-Site Activities

Where the programme includes trips, performances, visits or other off-site activities, Future Yard and the school will agree responsibilities in advance.

Unless otherwise agreed, schools are responsible for:

- Obtaining necessary parent/carer permissions.
- Providing appropriate supervising staff.
- Ensuring relevant medical and emergency information is available.
- Making appropriate arrangements for pupils' medication and individual support needs.
- Arranging transport where transport is not expressly included within the programme.

Future Yard will provide appropriate information and risk assessments relating to activities and venues for which Future Yard is responsible.

6. Health & Safety and Risk

Future Yard will take reasonable precautions to provide a safe environment for activities under its control and will undertake appropriate risk assessments where required.

Schools remain responsible for the health and safety of their premises and for fulfilling their own health and safety obligations in relation to pupils and staff.

Each party remains responsible for loss, damage, injury or other liability arising from its own negligence, breach of duty or failure to comply with its legal obligations.

Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so.

7. Accessibility and Additional Needs

Future Yard aims to make the programme as accessible and inclusive as reasonably possible.

Schools should inform Future Yard as early as possible of any accessibility requirements, SEND, medical requirements or other reasonable adjustments that may affect participation.

Future Yard will work with the school to make reasonable adjustments where practicable.

8. Data Protection and Privacy

Future Yard will process personal data in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

Future Yard may collect and process information necessary for the administration, delivery, safeguarding, evaluation and development of the programme.

Future Yard may also use anonymised or aggregated information, such as participation numbers, demographic information where appropriate, and programme feedback, for evaluation, reporting, research, funding applications and demonstrating programme impact. Information used in this way will not identify individual pupils.

Where personal information needs to be shared between the school and Future Yard, both parties agree to handle that information securely and only share information that is reasonably necessary for the relevant purpose.

Personal information may be shared with appropriate service providers, delivery partners or authorities where necessary and lawful, including where required for safeguarding or legal purposes.

Further information about how Future Yard processes personal information is available in Future Yard's Privacy Policy.

9. Photography, Video and Audio Recording

Future Yard may wish to photograph, film or record programme activity to document and demonstrate the impact of the programme.

Photography, filming or identifiable recording of children and young people will only take place where appropriate permissions have been established.

The school agrees responsibility for obtaining the necessary permissions before planned photography, filming or recording takes place.

Schools must inform Future Yard of any participating pupils who must not be photographed, filmed or otherwise identifiable in recorded content.

Content may be used by Future Yard for purposes including programme promotion, websites, social media, reports, presentations, funding applications and demonstrating programme impact.

Future Yard will handle recorded media securely and in accordance with its safeguarding and data protection procedures.

10. Programme Materials and Intellectual Property

Programme resources, teaching materials, templates, branding and other materials created and supplied by Future Yard remain the intellectual property of Future Yard or the relevant rights holder.

Schools may use these materials internally for participation in and delivery of the programme but may not commercially exploit, substantially reproduce or distribute them externally without prior written permission from Future Yard.

Original creative work produced by pupils through the programme, including music, lyrics, compositions, artwork and recordings, will not automatically become the property of Future Yard but can be used by Future Yard at any time.

Future Yard may reproduce, display, perform, share or otherwise use pupils' programme work for purposes connected with programme promotion, evaluation, reporting, funding and development. Work may be credited or anonymised as appropriate.

11. Future Yard Branding

Schools may use branding, promotional materials and assets supplied by Future Yard for the purpose of promoting their participation in the programme.

Future Yard branding must not be materially altered or used in a way that suggests endorsement of unrelated activities.

Any use outside the programme should be agreed with Future Yard in advance.

12. Programme Fee and Payment

The fee for participation in the pilot programme is as agreed with the school and will be invoiced for directly.

Payment must be made in accordance with the payment terms stated on Future Yard's invoice.

Unless otherwise stated, the programme fee covers the activities and resources described in the agreed programme offer. Any significant additional costs will be discussed and agreed with the school before they are incurred.

13. School Cancellations and Withdrawal

The programme fee reflects Future Yard's commitment of staff time, resources, programme planning and delivery capacity.

Once a school's place has been confirmed, programme fees are non-refundable if the school subsequently chooses to withdraw from the programme, except where otherwise agreed by Future Yard in exceptional circumstances.

If a school needs to cancel or rearrange an individual session, it should provide as much notice as possible.

Future Yard will make reasonable efforts to rearrange cancelled sessions but cannot guarantee that sessions cancelled by a school, particularly at short notice, can be rescheduled within the programme period.

14. Cancellation or Changes by Future Yard

If Future Yard needs to cancel a scheduled session, the school will be notified as soon as reasonably possible.

Future Yard will make reasonable efforts to provide an alternative date. Where rescheduling is not reasonably possible, Future Yard may offer an appropriate alternative activity or digital resource where suitable.

Future Yard will not be responsible for failure or delay in delivering programme activity caused by circumstances outside its reasonable control, including severe weather, transport disruption, venue closure, school closure, significant illness, industrial action or other exceptional circumstances.

Where such circumstances occur, Future Yard and the school will work together in good faith to rearrange or adapt affected activity where reasonably possible.

15. Suspension or Termination

Future Yard may suspend programme activity where continuing delivery would create a significant safeguarding, health and safety or welfare risk.

Future Yard may also suspend or terminate a school's participation where there is a serious or persistent breach of these Terms & Conditions, including failure to provide appropriate supervision, failure to meet safeguarding requirements or non-payment of programme fees.

Where reasonably possible, Future Yard will raise concerns with the school and provide an opportunity for them to be resolved before participation is terminated.

16. Feedback and Evaluation

Schools agree to reasonably support Future Yard's evaluation of the programme.

This may include providing participation information, completing feedback surveys, facilitating pupil or staff feedback and participating in evaluation conversations.

Future Yard may use anonymised and aggregated findings to demonstrate programme outcomes to partners, stakeholders and funders and to improve future programme delivery.

17. Programme Promotion and Engagement

As part of its participation in the programme, the school agrees to actively and regularly promote the Future Yard Schools Programme and relevant wider Future Yard opportunities to pupils, parents, carers and families throughout the programme period.

Schools will:

- Actively promote and encourage participation in Future Yard Band Clubs and other extra-curricular opportunities connected with the Schools Programme.
- Share relevant Future Yard activities, events and opportunities for children, young people and families through appropriate school communication channels.
- Where appropriate, use established channels such as parent/carer communications, newsletters, school websites and social media, noticeboards, assemblies and community networks to raise awareness of opportunities.
- Distribute promotional information and materials supplied by Future Yard where reasonably appropriate.
- Support Future Yard in raising awareness of programme opportunities among pupils and families who may particularly benefit from taking part.
- Identify appropriate opportunities throughout the school year to remind pupils and families about Band Clubs and other relevant Future Yard activity.
- Work with Future Yard to support engagement where participation in an agreed element of the programme is lower than anticipated.

Future Yard will provide schools with appropriate information, copy, links and/or promotional materials to make it as straightforward as possible for schools to communicate these opportunities.

The purpose of this commitment is to ensure that pupils and families are made aware of the wider opportunities available to them through Future Yard.

18. Concerns and Complaints

Future Yard and participating schools agree to raise any concerns relating to programme delivery as early as possible so that they can be addressed collaboratively.

Concerns or complaints should initially be directed to the Future Yard Schools Programme team at schools@futureyard.org.

Safeguarding concerns should be raised immediately through the appropriate safeguarding channels.

19. Changes to These Arrangements

Future Yard and the school may agree reasonable changes to programme arrangements during the programme period.

Any significant change to the programme scope, fee or responsibilities of either party should be agreed in writing.

20. Agreement

By submitting the programme sign-up form, the school confirms that:

The information provided is accurate to the best of its knowledge.
The person submitting the form is authorised to register the school.
The school agrees to participate in the programme in accordance with these Terms & Conditions.
The school understands its responsibilities regarding safeguarding, supervision, permissions, programme participation and payment.

These Terms & Conditions should be read alongside any programme information, safeguarding information, privacy notices or other documentation provided by Future Yard.

For questions about the programme or these Terms & Conditions, please contact:

Future Yard Schools Programme
schools@futureyard.org