Operations

Freelance Dance Teacher & Practitioner Payment Policy

Up Side Down Dance Academy (USDD Academy) · operated by USDD Networks · info@usddnetworks.co.uk

Applicability:This policy applies to activities delivered by Up Side Down Dance Academy (USDD Academy), operated by USDD Networks.

Purpose

This policy applies to activities delivered by Up Side Down Dance Academy (USDD Academy), operated by USDD Networks. It sets out the professional standards, attendance expectations, engagement types and payment structures applying to freelance dance teachers, choreographers, workshop leaders, performers and practitioners (collectively referred to here as "freelancers") engaged by USDD Academy.

Scope

This policy applies to all freelance engagements with Up Side Down Dance Academy (USDD Academy) including (but not limited to) weekly term-time classes, school-based residencies, holiday programmes, HAF-funded delivery, one-off workshops, battles, gigs, performances and funded creative projects.

Attendance, Punctuality & Session Delivery

Freelancers are the face of USDD Academy when they walk into a session. Professional punctuality is essential to student experience, safeguarding and the reputation of partner organisations.

Teachers and practitioners are expected to arrive early enough to prepare and begin sessions on time.
Repeated lateness may affect future bookings and may be raised through the freelancer review process.
If a freelancer arrives more than 15 minutes late without prior agreement or emergency notice, USDD Academy reserves the right to deduct the missed teaching time proportionally from the agreed session fee.
If a freelancer arrives 30 minutes late or more, the organisation reserves the right to:

- reduce the fee, - shorten the session, - arrange emergency cover, - or cancel the session entirely if delivery quality or safeguarding may be affected.

Exceptions may be considered in genuine emergencies where communication has been made promptly — please notify the USDD coordinator on duty as soon as you reasonably can.

Cancellation by the Freelancer

Freelancers are expected to give as much notice as possible of inability to deliver a confirmed session.
USDD Academy will work to arrange suitable cover; where cover cannot be sourced and a session is cancelled, the missed session fee is not payable.
Repeated short-notice cancellations may affect future bookings.

Cancellation by USDD Academy

If USDD Academy cancels a confirmed session at short notice for reasons within its control (and not due to safeguarding, weather or partner-venue closure), the freelancer will be paid in full as per the agreed fee. Where cancellation is due to circumstances beyond either party's control, both parties will discuss a fair outcome.

Types of Engagement & Payment Structures

Different USDD engagements operate on different commercial cycles. The structure that applies to a given booking will be confirmed in writing at the point of engagement.

### 1. Weekly Term-Time Classes

Recurring weekly sessions during school terms (e.g. USDD Kids term blocks, school residencies, after-school clubs).
Usually paid on recurring invoice / payment cycles aligned to the term or to monthly invoicing, as agreed at booking.

### 2. Holiday Programmes & HAF Delivery

Includes school holiday camps, intensives and funded programmes such as the Holiday Activities and Food (HAF) programme.
Payment timelines may depend on local authority or programme funding release schedules, including attendance returns and final reporting requirements.
USDD Academy will share expected payment timelines in writing at the point of engagement.

### 3. One-Off Workshops / Battles / Events / Gigs

Standalone bookings, performances, judging, choreographic commissions and event delivery.
Usually processed after completion and invoice submission, on the agreed payment terms (typically within 14–30 days of invoice unless otherwise stated).

### 4. Funded Projects & Commissioned Work

Includes Arts Council England projects, local authority contracts, CIC partnerships and funded cultural programmes.
Payment schedules may depend on grant instalments, milestone approvals or external funder processing timelines.
The freelancer will be briefed on the funder's payment cycle as part of the engagement letter or contract.

Sector Realities & Transparency

Within the arts, cultural and community sectors, some funded programmes operate on delayed reimbursement cycles. In certain cases, organisations may only receive grant instalments or council payments after project milestones, attendance reporting or final invoice approvals have been processed.

USDD Academy always aims to process freelancer payments as quickly as possible and maintain transparent communication regarding any funding-related delays. Where a known delay applies to an engagement (e.g. HAF reporting cycles), this will be flagged in writing at the point of booking so freelancers can plan accordingly.

Invoicing Requirements

Invoices should be submitted within 30 days of the session(s) delivered.
Each invoice should include: freelancer name & contact, unique invoice number, USDD reference / project name, session date(s), agreed rate, total payable, payment method (bank transfer preferred), VAT details where applicable, and self-employed UTR or business registration details if requested.
Invoices should be emailed to the USDD finance contact provided at engagement.
USDD will acknowledge receipt and confirm an expected payment date in line with the engagement type above.

Insurance, Tax & Legal Status

Freelancers engaged by USDD Academy are responsible for their own income tax, National Insurance and pension contributions.
Freelancers working with children and young people are required to hold an in-date Enhanced DBS check and appropriate Public Liability Insurance, evidenced before delivery.
Engagement under this policy does not create an employment relationship between USDD Academy / USDD Networks and the freelancer.

Frequently Asked

Quick answers.

HAF payments are released by local authorities after attendance reporting and invoice approval. We process freelancer payment as soon as the funding release reaches USDD Academy — typically within the cycle stated in your engagement letter. We will email a confirmed payment date with your invoice acknowledgement.

Acknowledgement

By delivering work under this policy, freelancers acknowledge that they have read, understood and agreed to the standards and payment structures set out above. A signed acknowledgement may be requested as part of onboarding for new engagements.

Review & Contact

This policy is owned by USDD Networks (the legal entity operating Up Side Down Dance Academy (USDD Academy)) and reviewed at least annually, or sooner if legislation, statutory guidance or organisational structure changes. Reviewed annually · Last review: June 2026.

For enquiries relating to this policy: info@usddnetworks.co.uk.

For enquiries relating to this policy: info@usddnetworks.co.uk