Safeguarding isn't bureaucracy. It's the most important responsibility you carry as a music school owner — more important than your timetable, your billing, or your exam results. Every child who walks through your door is entrusted to your care, and the systems you put in place to protect them define the kind of school you run.
This guide covers the practical requirements: what DBS checks you need, what your safeguarding policy should contain, how to handle disclosures, and the day-to-day practices that create a safe environment. It's written for private music schools in England and Wales; Scotland and Northern Ireland have equivalent but slightly different frameworks.
DBS checks: who needs them and what level
The Disclosure and Barring Service (DBS) manages the criminal records check system in England and Wales. For music schools, the relevant level of check depends on the nature of the contact with children.
Enhanced DBS with barred list check
This is the check you need for any teacher or staff member who has regular, unsupervised contact with children. In DBS terminology, this constitutes "regulated activity."
Music teaching qualifies as regulated activity when it involves teaching, training, instructing, caring for or supervising children on a frequent basis (once a week or more, or on 4 or more days in a 30-day period, or overnight). Since most music teachers see the same students weekly, they fall squarely within this definition.
The enhanced DBS check with barred list check reveals:
- All convictions and cautions (including spent convictions)
- Any information held by local police that's considered relevant
- Whether the individual is on the children's barred list (banned from working with children)
This is non-negotiable. Never allow a teacher to work with children in your school before their enhanced DBS check has been completed and you've seen the certificate. "They seem trustworthy" or "they said their check was fine at their last job" is not sufficient. You must verify.
How to obtain a DBS check
Music school owners can't apply for DBS checks directly through the DBS. You need to go through a registered umbrella body (also called a "registered body"). Options include:
- Online DBS (onlinedbs.com) — a popular, fast commercial service
- Personnel Checks — another well-known commercial provider
- Your local council — some local authorities offer DBS checking services to community organisations
- Professional bodies — ISM (Incorporated Society of Musicians) and MU (Musicians' Union) may offer DBS checking for members
The cost is approximately £38 for the enhanced check, processed online, with results typically returned within 2–4 weeks (though it can take longer if there are matches to investigate).
The DBS Update Service
The DBS Update Service allows an individual to keep their DBS certificate current. For £13/year, the certificate holder subscribes to the service, and any employer can check the certificate's status online — confirming instantly whether new information has emerged since the check was issued.
Encourage (or require) all your teachers to subscribe to the Update Service. This means you can verify their status at any time without requesting a new check, and if a teacher moves between schools, they don't need a fresh DBS application each time.
When using the Update Service to verify a teacher's DBS, you need their certificate number and their consent. The check confirms whether the certificate is still current or whether a new check is required.
Your safeguarding policy
Every music school — even a solo teacher working from home — should have a written safeguarding policy. This document serves several purposes: it tells parents that you take child safety seriously, it gives your teachers clear procedures to follow, and it protects you legally by demonstrating due diligence.
Your safeguarding policy should cover:
Designated safeguarding lead (DSL)
Name the person responsible for safeguarding in your school. In a solo operation, that's you. In a larger school, it's typically the owner or a senior member of staff. The DSL is the point of contact for any safeguarding concern, responsible for liaising with external agencies (local authority, police) if needed, and responsible for ensuring that all staff are trained and that procedures are followed.
Staff suitability
State that all teaching and support staff have enhanced DBS checks (with barred list) before commencing work. Describe your process for verifying checks and maintaining records. Note that you record the date of the DBS check, the certificate number, and the Update Service status for each staff member — but you do not keep copies of the DBS certificate itself (guidance from the DBS is that certificates should not be retained longer than 6 months).
Code of conduct
Define acceptable behaviour for teachers working with children. This should include:
- Physical contact: Limited to what's necessary for instrumental instruction (adjusting hand position, demonstrating posture). Always explain what you're doing and why. Avoid unnecessary physical contact.
- One-to-one teaching: Music lessons are typically one-to-one, which creates an inherent safeguarding consideration. Ensure doors have windows or are left ajar. Avoid being alone in a building with a student — schedule lessons when other teachers or parents are present. If teaching from home, ensure another adult is in the house.
- Communication: All communication with students and parents should go through school channels (messaging systems, email), not personal social media or personal phone numbers. Never communicate privately with a student on social media.
- Photography and video: Only take photos or videos with explicit parent consent, for stated purposes, on school devices (not personal phones).
Recognising and responding to concerns
All staff should understand the signs that a child may be at risk: unexplained injuries or changes in behaviour, a child who is withdrawn or fearful, disclosures made by the child (directly or indirectly), and signs of neglect.
If a concern arises, the procedure is:
- 1Listen and record. If a child makes a disclosure, listen calmly, don't promise confidentiality ("I need to tell someone who can help"), and record exactly what was said as soon as possible after the conversation.
- 2Report to the DSL. The teacher reports the concern to the designated safeguarding lead immediately — the same day.
- 3The DSL decides on action. Depending on the nature and severity of the concern, this might involve monitoring the situation, contacting the child's parents (unless doing so would put the child at risk), or referring to the local authority's children's services or the police.
- 4Record everything. Keep written records of concerns, actions taken, and outcomes. These records are confidential and stored securely.
Training
All staff should receive safeguarding awareness training before they begin working with students, and refresher training annually. Free online courses are available from the NSPCC and local safeguarding partnerships. More comprehensive training (Educare, for example) covers recognising abuse, responding to disclosures, and the referral process.
Day-to-day safeguarding practices
Beyond the policy, safeguarding is embedded in daily practice:
Manage arrivals and departures. Know who is collecting each child and what the arrangement is. If an unexpected person arrives to collect a child, verify with the parent before releasing them.
Maintain attendance records. Attendance tracking isn't just an admin function — it's a safeguarding tool. If a child repeatedly misses lessons without explanation, it may warrant a welfare check.
Be aware of online safety. If your school uses online platforms (video lessons, parent portal, messaging), ensure they're secure and that children's data isn't exposed. See our GDPR guide for the data protection angle.
Create an open culture. Encourage parents to raise concerns. Make your safeguarding policy visible (on your website, in your welcome pack). Let families know that you welcome questions about how you keep children safe.
Recording and managing DBS information
Use your teacher management system to record each teacher's DBS check status: the date of the check, the certificate number, the Update Service subscription status, and the next review date. This creates an audit trail that demonstrates compliance if ever questioned.
Do not keep photocopies of DBS certificates for longer than six months. The DBS guidance is clear: certificates contain sensitive personal data and should not be retained unnecessarily. Record the essential information (date, number, outcome) and return or securely destroy the certificate.
For detailed guidance on hiring and onboarding teachers with full compliance, see our hiring music teachers guide.
Frequently Asked Questions
Do self-employed music teachers need their own DBS check, or can they use one from another employer?
DBS checks are not portable between employers by default. However, if the teacher is registered with the DBS Update Service, you can check the status of their existing certificate online (with their consent). If the certificate is still current and at the correct level (enhanced with barred list), you don't need to request a new check. If they're not on the Update Service, they'll need a new check through your umbrella body.
Do I need a DBS check if I only teach adults?
If you exclusively teach adults (no students under 18), a DBS check is not legally required. However, if you teach a mix of adults and children, you need the check. Many teachers obtain a check regardless, as it demonstrates professionalism and removes any doubt.
What happens if a teacher's DBS check reveals something?
A criminal record doesn't automatically disqualify someone from working with children. The DBS check provides information; it's your responsibility to make a risk assessment. Minor, old or irrelevant convictions may not affect suitability. Serious offences — particularly those involving children or violence — should result in that person not working at your school. If someone appears on the barred list, employing them to work with children is a criminal offence. If in doubt, seek advice from your local authority's safeguarding team.
How often should DBS checks be renewed?
There is no legal requirement to renew DBS checks at a set interval. However, best practice is to re-check every three years, or to rely on the Update Service for ongoing monitoring. Many schools require teachers to subscribe to the Update Service and run a status check annually.
Part of our guide to UK music education series. Related: Hiring Music Teachers · GDPR for Music Schools
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