How to create an online safety policy

To protect both your students and your business, you must create a clear Online Safety Policy. This document sets the rules for every online interaction, covering how you communicate, what’s expected during video lessons, and how you handle data. It’s a non-negotiable document for building trust with parents and establishing a safe, professional learning environment from day one.

What to include in your policy

Think of your Online Safety Policy as a user manual for your online classroom. It should be written in simple, clear English that parents and older students can easily understand. Use headings to break it down into manageable sections.

Your policy must cover these key areas:

• Communication Rules: Specify exactly how and when you will communicate. For example, all communication will be through a dedicated business email address or a specific parent portal, not via personal social media accounts.
• Video Lesson Conduct: Set clear expectations for the lessons themselves. This should include rules on appropriate dress for both tutor and student, choosing a suitable learning environment (e.g., a communal family area, not a bedroom), and a ban on recording sessions without prior written consent from all parties.
• Use of Technology: Name the specific platforms you will use for lessons (e.g., Zoom, Google Meet) and explain that lesson links should never be shared publicly.
• Parental/Guardian Role: Clarify the role of the responsible adult. For younger children, you should state that a parent or guardian must be aware that the lesson is taking place and should remain nearby.
• Reporting Concerns: Provide a simple, clear process for what a student or parent should do if they have a concern or feel unsafe. This should include your contact details and explain that you will take all concerns seriously.

How to implement your policy

Writing the policy is the first step, but implementing it correctly is what makes it effective.

1. Make it part of your onboarding: Your Online Safety Policy should be a core part of your client sign-up process. Send it to parents along with your terms and conditions.
2. Require acknowledgement: Ask parents (and students, if age-appropriate) to confirm they have read and agree to the policy before the first lesson begins. You can do this with a simple checkbox on a sign-up form or by asking for a confirmation email.
3. Keep it accessible: Have the policy available on your website or in a shared folder so clients can refer back to it easily.

Top Tip: This policy is a living document. Review it at least once a year, or whenever you introduce new technology or software to your teaching. This ensures your practices remain up-to-date and relevant. This document works hand-in-hand with your main Safeguarding Policy and Privacy Policy to create a comprehensive framework for student safety.