Record Keeping
Section 39(5) of the Act requires the licence holder (the applicant) to keep the records prescribed by regulations, and to produce them to an officer of the licensing authority at any time not less than 6 months after the performance or last performance to which the licence relates.
During the currency of a child's licence the records should be kept for inspection at the place of performance (at each location, whether studio, theatre or such), and thereafter for a period of 6 months at the address given by the licence holder in the application for the licence.
Note: If you are temporarily based at a studio or on location during the currency of a child's licence the company's Head Office address should be on the licence application as well as the production contact address (location, theatre or studio where the performance takes place). The licensing authority require this information in case there are any queries after the last day of the child's performance, or after the filming has been completed, and the production has vacated the performance location.
The purpose of these records is to enable the licensing authority and inspection authority to satisfy themselves that the terms of the licence are/were being observed, both during the currency of a child's licence and/or after this period. This is particularly important in the case of the child's education, where tutoring hours may be aggregated over a 4 week period, for example. The licensing authority will also wish to know the times at which the child has rest and meal intervals.
The particulars prescribed in items 2 and 3 of Schedule 3 should be recorded daily and handed to the licence holder (designated person, often the chaperone or tutor) at the end of the day. Although the chaperone or tutor (or both) may be logging these details it is ultimately the licence holder (applicant named on the child's licence) who is legally responsible for the recording of these documents, enabling the viewing of these documents for inspection by an inspecting local authority officer, the child's licensing authority and upholding the Regulations:
See Record Sheet Broadcast Performances
See Record Sheet Non-Broadcast Performances
Note: You may use whichever you feel most appropriate to record a child's performance
