Registers, recordkeeping and checklists

As a chaperone, you will often be asked to keep records in relation to children. You must keep these records for 6 months from the date of the last performance or activity.

You should keep children's personal information confidential. Do not disclose it to any unauthorised people.

Registers

Make sure a register is always kept and available. Head counts alone are not acceptable.

The register must include children's personal records and emergency contact numbers.

Record sheets and when to complete them

Personal record sheet

The parent or guardian should complete a personal record sheet to provide:

• the child’s personal details
• the child’s medical and dietary information
• next of kin or emergency contact details
• consent for you to chaperone their child

Download the personal record sheet.

Daily record sheet

You should complete a daily record sheet for each day or night that a child is at the place of performance or rehearsal. It should include the:

• date
• times of arrival and departure
• times of each period when the child took part in performance or rehearsal
• times of each rest interval and meal interval
• times of any night work (if agreed with the council)
• duration and subject of any tutoring
• amount of money earned
• child’s name and signature

Download the daily record sheet.

Illness or injury record sheet

If a child is ill or suffers an injury, you should tell a parent or guardian and complete a record sheet to show:

• the date when the injury happened or the child became ill
• whether or not the injury or illness stopped the child continuing the performance or rehearsal
• the name of the parent and the time you notified them
• the name of the council officer you told (if applicable)
• the date of any medical examinations (following each period of 4 weeks)

Download the illness or injury record sheet.

Chaperone checklist

Download a printable PDF version of this checklist.