Freelancer Handbook

1. Welcome

Hello and welcome to Drake Music Scotland (DMS)! Thank you very much for accepting a position with us. Our freelancers are essential to the work we do, delivering our projects and representing DMS across Scotland and beyond. We hope you will enjoy and benefit from your work with us.

We aim to try and bring people involved in different aspects of our work together from time to time, so you can gain an understanding of the breadth and depth of our work. We aim to learn from everyone in the team. If you have any questions or concerns, please feel free to talk to any member of the Core Team.

You can get to know some of the other freelancers, as well as our Core Team and Board of Trustees, on this website: https://drakemusicscotland.org/.

Emma Lines (Head of Learning) and Pete Sparkes (Artistic Director) share responsibility for line managing our freelance team; who your manager is for a particular project will depend upon the project. Their contact details are:

Emma Lines: emmalines@drakemusicscotland.org
Pete Sparkes: petesparkes@drakemusicscotland.org
DMS office phone number: 0131 659 4766
DMS office address: SPACE, 11 Harewood Road, Edinburgh, EH16 4NT

We are a Charity registered with the Office of the Scottish Charity Regulator (OSCR) registration no. SC026908.

We are also a Company registered with Companies House registration no. SC177502.

Please refer to DMS as ‘Drake Music Scotland’ to avoid any confusion with ‘Drake Music’, our counterpart in England (see Section 2: Our History).

2. Drake Music Scotland

Our Vision and Mission

Drake Music Scotland (DMS) works with disabled people of all ages, providing opportunities for them to play, learn, compose and perform music and achieve their musical ambitions. Our vision is to work with disabled artists as music creators, along with our key partners in Scotland and beyond, championing their artistic contribution to the mainstream cultural sector to achieve transformative change. We occupy a unique position in Scotland as part of the contemporary music community, promoting new music built around the innovative combination of technology and acoustic instruments.

We work with young people with additional support needs to support progressive development of music-making skills. We focus on the period of transition from school, with music as a continuous thread as young people build their lives in the community, providing an opportunity for social interaction and confidence-building. We offer regular input for adults keen to explore their musical interests.

We are internationally recognised experts in the field of inclusive digital instruments and specialised technologies that remove barriers and create access to music. Our team includes musicians and technologists with many years of experience of facilitating inclusive projects and performances. Our digital tools give agency and control of the creative process to learners at all levels, and we offer training and professional development that strengthens the whole music sector.

Our Values

We aim to be diversity- and disability-led through ongoing consultation and conversations with all stakeholders. We adhere to the Social Model of Disability. This states that it is the disabling barriers – attitudinal, behavioural, institutional and social as well as physical access barriers – that prevent full participation in society, not people’s individual impairments or disabilities.

The concept of Creative Access is at the heart of our work, by which we mean providing all-round support by meeting access requirements, providing technological solutions and building project teams of people with the right expertise, including employing disabled people and those with other Protected Characteristics whose diverse experiences inform how we work.

We are a learning organisation with a commitment to ongoing improvement in all areas, providing training and professional development for our Board and team members. We strive for excellence in all areas, with high expectations and performance values alongside a strong commitment to the wellbeing and welfare of all involved in our work.

Our History

Established in July 1997, DMS developed out of the Drake Research Project founded by Adele Drake. In the 1980s, Adele recognised the potential of using computer technology to enable those with physical disabilities and limited movement to make music and established the three Drake organisations. We are a separate organisation from Drake Music, which operates in England and Wales, and Drake Music Northern Ireland. Sharing Adele’s original vision, each organisation has its own Board of Trustees and has developed in response to the different environments in each area of the UK.

From the early days of DMS, we have taken a broad view of who should be engaged in our work, including those with learning disabilities from the earliest days, and more recently recognising the needs of those who are neurodivergent. Many projects support a collaborative approach with disabled and non-disabled people working together.

Recognising the lack of access to music education for young disabled people, in the first decade of the new millennium, we developed our programme of work with local authorities, with Associate Musicians taking a ‘travelling kit’ out to schools in locations around the country. This was the start of our All Join In programme, which continues to this day. The impact of Figurenotes, invented by colleagues in Finland, has been crucial to the development of our work in music education. We have built extensive international networks with teachers around the world. Our expertise is in demand as far afield as Australia, Kazakhstan and South Korea!

Partnerships with mainstream organisations became increasingly important to our artistic programme development, as disabled people frequently told us that they wanted to work on an equal footing with others. We saw it as our responsibility to develop a wider awareness and understanding of the benefits on both sides of more inclusive artistic approaches and practices, developing this through collaborative work with a range of partners including Cryptic Glasgow, Sir James MacMillan’s Cumnock Tryst, Edinburgh International Harp Festival, Edinburgh Fringe, Hands Up for Trad, the Hebrides Ensemble, Nordic Music Days, the Royal Conservatoire of Scotland, Sound Scotland, the Scottish Chamber Orchestra and many more.

As we approach our 30th year in 2027, we continue to work with our disabled community and enlightened partners to create a movement for change.

3. Core Team

Ali Gillies, Inclusive Music Technologist
aligillies@drakemusicscotland.org
Ask me about: accessible music technology, training, Digital Orchestra, live sound for performances

Bas Gentenaar, Technology Officer
basgentenaar@drakemusicscotland.org
Ask me about: Microsoft 365, music technology, IT, sustainability, LGBTQ+ inclusion, MusicSPACE

Caitlin Walker, Project Coordinator
caitlinwalker@drakemusicscotland.org
Ask me about: All Join In, Mental Health and Wellbeing Action Huddle, invoicing

Cheryl Tobler, Development and Evaluation Manager
cheryltobler@drakemusicscotland.org
Ask me about: fundraising and donations, evaluation of projects

Emma Lines, Head of Learning
emmalines@drakemusicscotland.org
Ask me about: LEARN, All Join In, Digital Orchestra Youth, PVG, Child Protection training

Lauren Clay, Resources Coordinator
laurenclay@drakemusicscotland.org
Ask me about: Figurenotes, training, resources

Pete Sparkes, Artistic Director
petesparkes@drakemusicscotland.org
Ask me about: CREATE, Digital Orchestra, MusicSPACE, PVG

Rebecca Di Rollo, Outreach Coordinator
rebeccadirollo@drakemusicscotland.org
Ask me about: Figurenotes, training, outreach

Thursa Sanderson, Chief Executive
thursasanderson@drakemusicscotland.org
Ask me about: Our Vision and Values, organisational development and structure, Business Plan and strategic direction

4. LEARN and CREATE

Drake Music Scotland’s work can be divided into two strands: LEARN and CREATE. The LEARN programme is managed by Emma Lines, Head of Learning; the CREATE programme is managed by Pete Sparkes, Artistic Director.

LEARN

LEARN looks after everything to do with young people at Drake Music Scotland (DMS). The three main programmes under LEARN are:

  • All Join In – our programme for working in schools across Scotland, largely in groups
  • Digital Orchestra Youth – our programme for young people transitioning out of school as well as more targeted work with individuals
  • Figurenotes – notation, resources, training, etc.

LEARN delivery projects (All Join in and Digital Orchestra Youth) are led by freelance Associate Musicians who work creatively with young people in workshop sessions to develop their musical and social skills. More detail on each programme can be found below.

The LEARN Outreach and Resources team is designed to support all freelancers, teachers and support staff working with us and our projects, as well as further afield using Figurenotes. Our Outreach Coordinator works to support with visits, conversations, advice and suggestions, and to offer help where it is needed, particularly with Figurenotes. Our Resources Coordinator further supports by ensuring resources are up to date, and new ones created.

DMS’s approach to learning is always tailored to those receiving the project. We do not have prescriptive ways of delivering music or working with the young people, but we meet them where they are at and find ways for them to engage along with their own choices and preferences. Each project is tailored to the group or individual taking part.

All Join In

All Join In projects take place in schools and other learning settings, mostly during term time. Most are funded by Creative Scotland’s Youth Music Initiative Funding which is distributed through local authorities. Local authorities are responsible for applying to the fund; they then contract DMS to organise, book, and deliver these projects.

Sessions tend to be either half day or full day sessions: half day sessions are up to 3 hours’ delivery and full day sessions are up to 5 hours’ delivery. DMS understands that no two projects are identical, so does not specify a length of time for preparation, as this will vary depending on an Associate Musician’s experience as well as the details of the project.

All Join In projects are managed by Emma Lines, Head of Learning, and coordinated by Caitlin Walker, Project Coordinator. Caitlin will liaise with Associate Musicians (AMs) and the partner organisation to confirm dates and times for the project. Once confirmed, Caitlin will ask the partner organisation to complete a project booking form. This will be used to produce all other relevant project documentation:

  • Contract
  • Associate Musician project pack
  • Risk assessment document
  • Photo permission form
  • Partner pack

These documents, along with the project booking form, are saved on SharePoint and shared with the AM delivering the project. Caitlin also sends the partner pack and photo permission form to the partner organisation.

The first session of every All Join In project is an introductory session. This is a chance for the AM to meet the young people and staff who will be taking part in the project and to see the space. It is a good opportunity to discuss groups and timetabling. There is no expectation for the AM to deliver a workshop on this day. The partner organisation is informed of this within their partner pack and should not expect the AM to deliver music making at the first session. (An AM may choose to deliver music making if, for example, they are familiar with the school, or if it is a full day session and an introductory session would not last the full day.)

DMS requires AMs to update the project pack after every session by noting the date of the delivered session, whether it has been invoiced for, and completing session monitoring notes. The notes are used by Core Team members for inclusion in interim reports to funders and the Board. Noting the delivered dates helps everyone to keep track of the project’s progress, especially if the delivered dates are different from the booked dates.

DMS requires AMs to let Caitlin know if there are any changes to the dates for a project. Please inform Caitlin of any last-minute changes, such as for illness, as soon as possible. If significant changes to the booked dates are required at any stage, please discuss these with Caitlin first. DMS are often asked to report on sessions, so need to be aware of significant changes in advance.

DMS requires AMs to update the risk assessment document after every session by noting the date of the delivered session and all identified hazards and risks.

DMS requires AMs to only take photos/videos of young people participating in projects if a photo permission form has been completed by the parents/carers of the young people and given to DMS. DMS devices should be used to take and store any photos/videos of participants. Any photos/videos should be shared with DMS and then deleted at the end of every school year.

Caitlin can be contacted at caitlinwalker@drakemusicscotland.org.

Digital Orchestra Youth

Digital Orchestra Youth is a strategic project focusing on young people as they reach the end of their school lives and transition into their adult lives. DOY is funded through DMS’s own fundraising and, in 2025-26, predominantly through Creative Scotland’s YMI Access to Music Making funding and The National Lottery’s Awards for All Community Grant.

Digital Orchestra Youth creates and nurtures new musical communities of disabled young people to explore their musical potential, learn digital instruments, form new friendships and achieve musical and personal goals. The social side of this project is just as important as the musical side, and we aim to create a safe and enjoyable space for transitioning-age young people as they reach the end of their school lives and move into their adult lives.

DOY is designed to have long-term regular sessions, and our fundraising efforts aim to deliver at least 30 in school and 30 out of school sessions per year. DOY is delivered by one Associate Musician (AM) covering both in and out of school, a second musician for the out of school sessions, and a Centre Coordinator (CC) who looks after the week-to-week contact with parents/carers.

DOY is delivered in 4 areas of Scotland:
DO North East – Stonehaven, Aberdeenshire
DO Central – Dundee
DO Edinburgh – Craigmillar, Edinburgh
DO West – Easterhouse, Glasgow

Similarly to All Join In, sessions tend to be a half day and are up to 3 hours’ delivery. DMS understands that no two projects are identical, so does not specify a length of time for preparation, as this will vary depending on an AM’s experience as well as the details of the project.

Digital Orchestra Youth is managed and coordinated by Emma Lines, Head of Learning. Emma liaises with AMs, CCs, and the partner organisation to confirm dates and times for the project. Once confirmed, the following are issued to AMs and CCs:

  • Contract
  • Associate Musician project pack (AM only)
  • Risk assessment document (AM only)
  • Photo permission form
  • Partner pack (AM only for in school sessions)
  • Register and emergency contact information
  • Copies of paperwork for new recruits (CC only)

These documents, along with the project booking form, are saved on SharePoint and shared with the freelancers delivering the project.

DOY projects are ongoing, so there is no introductory session at the beginning of a project. These projects are delivered in school in partnership with the music departments or lead teachers and individual pupils are invited to take part. The out of school sessions are completely opt-in by the young people. In school sessions are usually 1:1 or small group sessions, whereas the out of school sessions are usually for larger groups to work together.

DMS requires AMs to update the project pack after every session by noting the date of the delivered session, whether it has been invoiced for, and completing session monitoring notes. DMS also requires the CCs to complete registers each week and send an emailed report to Emma Lines with any updates as well as images and video clips. There is a specific interest in DOY for individual’s progression to be noted, and it is this case study-type information that is of most use in funding applications and evaluations.

DMS requires AMs to update the risk assessment document after every session by noting the date of the delivered session and all identified hazards and risks.

DMS requires CCs to only take photos/videos of young people participating in projects if a photo permission form has been completed by the parents/carers of the young people and given to DMS. DMS devices should be used to take and store any photos/videos of participants. Any photos/videos should be shared with DMS and then deleted at the end of every school year.

Emma can be contacted at emmalines@drakemusicscotland.org

Figurenotes

Click for useful Figurenotes links

Figurenotes is an accessible way of notating music. It uses colour and shape to show pitch and rhythm. We can work through 3 simple stages towards reading standard notation. Please see this booklet for an explanation of how it works.

Drake Music Scotland uses Figurenotes widely throughout projects, especially within LEARN. You will have access to Figurenotes resources and training (see Section 6: Freelancer Resources for more information).

Figurenotes was invented in Finland and has since been developed by Drake Music Scotland. We offer many resources to a global community of Figurenotes users. You can find out more on the Figurenotes website.

  • Stickers – Stick these on instruments that use match and play, such as keys, chimes, strings, etc.
  • Magnets – Lovely tactile magnets in crotchet beats. Great for composition, rhythm games, and improvisation.
  • Tune books – Festive Figurenotes for Christmas carols, First Figurenotes for developmental age 3-7, Classical Pack and Folk Pack for some tunes. All are written in stage 1.
  • Notate – Transcribe, arrange, compose, and edit pieces in this browser-based notation software. You can produce scores in stage 1 and 2. For stage 3, we have a MuseScore plugin available.
  • Training – Our flagship course is Developing Your Practice. This runs online, twice a year, usually in Spring and Autumn. Find out more at https://figurenotes.org/developing-your-practice/

For Figurenotes queries, please contact figurenotes@drakemusicscotland.org. Lauren Clay and Rebecca Di Rollo monitor this inbox and will get back to you. They are very happy to hear from you with questions, seeking advice, or to share lovely stories from your groups.

Explore the website at Figurenotes.org. You can also sign up to the mailing list to get a free bundle of resources.

CREATE

Led by the ambitions of disabled artists, Drake Music Scotland (DMS) works with composers, music creators, ensembles and performers to change music for good. We believe amplifying voices, raising visibility and providing support to achieve artistic and musical ambitions is essential for disabled artists to thrive. We are dedicated to developing new technologies – the equivalent of conventional musical instruments – creating new repertoire and championing new ways for disabled artists and their peers to engage in creative activity together and for disabled artists to lead their own careers.

We support disabled artists in the following key areas:

Artistic Development

We support artists at various stages of their careers, and this includes sessions with the Artistic Director and Associate Composer to develop ideas, support from other members of the DMS team to apply for funds, and resources to achieve ambitions. We support around 20 disabled artists each year to create new work for public performance.

Music Technology

For nearly 30 years, DMS has been finding ways for technology to help disabled people to realise their musical ambitions. We have a wide range of expertise in creating individual solutions using music technology and have a strong track record of innovation in the field of inclusive music.

MusicSPACE

We run a regular programme of music activity delivered by Associate Musicians in our base in Craigmillar. This includes bands like Liveheart, The Varifocals and Singing Group, as well as a Music Technology course in partnership with Edinburgh College. This activity is person-led and focuses on individual strengths and flexibility – but with a clear goal of creating, recording and performing music where possible.

Digital Orchestra

Digital Orchestra and iPad Lab are our key groups of musicians using iPads, laptops and other accessible music technology to create, record and perform new music. These groups have been involved in many high-profile collaborations and have performed in concert venues throughout Scotland and internationally.

5. Freelancer Roles

Freelancers perform a multitude of activities for Drake Music Scotland (DMS), and all DMS projects rely upon the knowledge and expertise of our freelance team. The scope of a DMS freelancer’s role will be informed by the contract for the project they are working on.

The types of freelance roles that DMS currently has are:

  • Associate Musician – makes up most freelance roles for the organisation. AMs generally deliver creative projects with individuals or groups, predominantly in schools or MusicSPACE ensembles. Other additional or different responsibilities of the AM role are specific to individual projects and are included in project contracts. AMs work in both the LEARN and CREATE programmes.
  • Creative Access – specific to the furthering of knowledge and development of access. This can be through training, tailored support to individuals or groups for performances, support for organisations in being more accessible, etc. These roles currently only work with the CREATE programme.
  • Centre Coordinator – specific to DOY projects in the LEARN programme, the Centre Coordinators are not delivering musicians, but look after logistics of sessions, registers, and communications with individuals, families and carers to allow the AMs to concentrate on the music.
  • Associate Composer – held by one individual who works in the CREATE team; they lead the Artistic Director on curating and communicating with partners as well as offering their own composing skills.
  • Other freelancer roles – hired externally such as photographers, videographers, captioners, BSL interpreters, etc.

DMS aims to foster a working environment where people feel comfortable to share their opinions and ask for support. Freelancers often deliver work independently, but they can ask for support, advice, training, and resources from the Core Team at any time. DMS aims to support our freelance team as much as possible.

Child Protection and PVG Scheme

DMS requires all employees and freelancers to complete Child Protection training every three years. DMS organises and funds this training. It is usually an online course from the NSPCC which focuses on children with additional support needs. If an employee or freelancer has received Child Protection Training from another provider in the three months prior to updates, certificates from these will be accepted in its place.

DMS has two Child Protection Officers. If you have a concern relating to a Child Protection issue, either at DMS or in a school, please refer to the Child Protection and Online Safeguarding Policy and contact either Emma Lines (Head of Learning, emmalines@drakemusicscotland.org) or Thursa Sanderson (Chief Executive, thursasanderson@drakemusicscotland.org). Please keep accurate and detailed notes of events, conversations, names and concerns whenever they occur as this may be required.

If you have a concern about a Vulnerable Adult, then please refer to our Vulnerable Adult Policy and contact Pete Sparkes (Artistic Director, petesparkes@drakemusicscotland.org) or Thursa Sanderson (Chief Executive, thursasanderson@drakemusicscotland.org). Please keep accurate and detailed notes of events, conversations, names and concerns whenever they occur as this may be required.

DMS requires a PVG scheme record update from all employees, freelancers and Board every three years. DMS pays for all updates (currently £18 per update), but employees and freelancers are expected to pay the full amount of £59 if they are joining the scheme. DMS requires everyone to be covered for both Children and Adults. If someone has a PVG from a previous organisation that only covers one of these, they will need to have a further check done for the group they don’t currently belong to, i.e., children or adults, which currently costs £59. New legislation requires that everyone has their PVG in place before beginning work with an organisation. This also applies to renewals, where they are required before issuing work.

DMS Email Address and Communication

DMS requires all employees and freelancers to communicate using their DMS email addresses. This is for data security, GDPR, safeguarding, and to comply with the Online Safety Act. Please ensure that you can fully access your DMS email address and use it for all communication both internally and externally.

If you have any issues with accessing Outlook (your email), SharePoint (for project files shared with you), Teams or OneDrive (your own personal files), please contact Bas Gentenaar at basgentenaar@drakemusicscotland.org.

6. Freelancer Resources

Figurenotes Resources

All Associate Musicians get free access to Notate, our Figurenotes notation programme. You will need to create an account which will then be upgraded by the Figurenotes team. Please follow the steps below:

Notate

  • Go to notate.figurenotes.org and register a new account. You will need a mobile number to receive access codes.
  • Email figurenotes@drakemusicscotland.org and ask them to upgrade your account.
  • Find help, FAQs, and tutorial videos
  • Read about how to access stage 3 notation

We do not provide general Figurenotes resources for free, although your school/group may be given budget for this. Please contact Caitlin at caitlinwalker@drakemusicscotland.org for more information regarding budgets.

For any other purchases, you can use figurenotes.org/shop.

Figurenotes Training

Drake Music Scotland (DMS) runs an online course called Figurenotes: Developing Your Practice. We regularly offer free places to freelancers. If you are interested, please contact Lauren and Rebecca at figurenotes@drakemusicscotland.org. They are generally run twice a year, one around April/May and another in October/November. You can find more information on the Figurenotes website.

Musical Instruments, Technology and Equipment

DMS has a variety of general and accessible music equipment available for use during projects. This includes but is not limited to laptops, iPads, interfaces, MIDI instruments, switches, amps, and Bluetooth speakers.

Freelancers will be able to request to borrow this equipment by contacting Bas – please do so with as much notice as possible to avoid disappointment, as some gear is in high demand and/or low supply. Please ensure that any equipment is returned after a project ends so that others may use it.

Please be aware that any non-DMS equipment is used at freelancers’ own risk, and is not insured, tested or maintained through DMS.

All DMS laptops and iPads are managed through a device management system which gives us the option of centrally and remotely installing apps and software. As a result, it is not usually necessary to log in to any Apple ID or similar account on any device. Please avoid logging in with a personal account in all cases. Photos and video must be taken on, and be kept only on, DMS devices. When returned to the office, any photos/videos will be removed from the device to secure storage. You are welcome to remove any media before handing the device back but please delete media through the in-app procedure; please do not Wipe or Factory Reset the device, as this will cause a lot of issues for the person using the device after you.

In cases of photos/videos of LEARN project participants, they should be shared with DMS and then deleted at the end of every school year.

Bas can be contacted at basgentenaar@drakemusicscotland.org.

7. Training

Drake Music Scotland (DMS) strives to provide relevant training and instruction for our freelancers. Please feel free to discuss this when you start your work with DMS as well as at any point during your time working with us. Some elements of training are compulsory, such as Child Protection.

DMS aims to hold regular whole-team development days where DMS colleagues can come together to share tips, challenges and best practice.

The Drake Approach

“We want to be in the mainstream, we want to be the Change”
Karen Sutherland, Artist

Informed by the Social Model of Disability, we believe that everyone has the right to learn, compose, perform and record music. We support disabled people to develop their skills and knowledge and understanding of music with the aim of being included in the wider culture of Scotland and the UK.
Through the use of assistive technology, alternative notation and inclusive attitudes, we aim to work with individuals to find ways for them to realise their ambitions. Much of this work is in partnership with other organisations, venues, festivals, and education institutions – working together to remove barriers to participation.

Project Delivery Top Tips

These tips have been collected from DMS Associate Musicians. They may be useful when starting a project for the first time, in tackling difficult issues, and for looking after your wellbeing during your work with DMS.

Project Delivery Top Tips.docx

Disability Awareness

DMS has recorded sessions of disability awareness training delivered by members of our freelance team. These can be found via the links below. Please contact a member of the Core Team if you have any issues accessing these links. Please do not share these recordings outwith DMS as they constitute the intellectual property of our freelancers and it would not be fair to give it away for free.

D-deaf Awareness Training 2025 – Mary Bell
Visual Impairment Awareness Training 2024 – Sorcha Pringle

Sign with Mary

DMS contracted one of our freelancers, Mary Bell, to deliver informal BSL sessions in 2023 and 2024. Session recordings and resources can be found via the link below. There are two master documents containing links to the recordings as well as timestamps for session topics. Please do not share these recordings outwith DMS as they constitute the intellectual property of our freelancers and it would not be fair to give it away for free.

Sign with Mary

YouTube

DMS’s YouTube channel contains a wealth of video resources such as play-alongs, Figurenotes and tech tutorials, and make-your-own-instrument videos.

https://www.youtube.com/@DrakeMusicScotland

Figurenotes

Please see ‘Figurenotes Training’ in Section 6: Freelancer Resources for more information.

8. Invoicing

Drake Music Scotland’s financial year runs 1st July – 30th June. Finance documents are processed fortnightly by Caitlin Walker, Project Coordinator. After processing, finance documents are passed to an external bookkeeper (Thorburn Partnership) who sets up payments. Payments are usually authorised and sent by the beginning of the week following the finance process date. Please contact Caitlin for an up-to-date list of finance processing dates.

Please send all invoices to Caitlin Walker, with any appropriate parties copied in, for example, a project manager. Invoices can be sent at any time and will be processed at the next finance process date. Drake Music Scotland (DMS) requires freelancers to invoice by the end of each quarter for any work occurring during that period. For clarification, each quarter is July-September, October-December, January-March, April-June.

Invoices must state that the invoice is to ‘Drake Music Scotland’ and include:

  • the freelancer’s name
  • home address
  • bank details

Sessions should be listed along with their session number (session number 1, 2, etc.) and the date they were delivered. If known, the project code should be included on the invoice. Session numbers should not have gaps, and if there has been a session date change for any reason, please use the next number rather than missing one out.

Travel expenses will be paid on submission of receipts and invoices at the rate of 35 pence per mile, which increases to 45 pence per mile for any miles over 100 miles in a single day. Travel expenses should include the start and destination postcodes, mode of transport and mileage, if known. This allows DMS to calculate our carbon output for the year, which is a requirement for one of our funders. Travel expenses should be listed separately by session.

Additional expenses can be invoiced for on occasion, but please check with the appropriate project manager in advance.

The external bookkeeper, Thorburn Partnership, may need to contact freelancers if, for example, there is an unexpected change to a person’s bank details and they need to rule out fraud. This must be done via phone call, which will either come through DMS or from Alison Thorburn or Iain Watters directly. Please note, you will only ever receive phone calls about DMS invoices from a member of the Core Team or Alison or Iain – any other phone calls should be ignored and reported to the Core Team immediately.

Caitlin can be contacted at caitlinwalker@drakemusicscotland.org.

9. Creative Access

The Creative Access Team (CAT) operates through the CREATE programme at Drake Music Scotland (DMS), aiming to support disabled artists in accessing creative opportunities. We achieve this by:

  • Providing tailored access support to overcome barriers
  • Collaborating with venues and events to improve access provisions
  • Assisting artists in creating access statements for better support
  • Partnering with access consultants to enhance best practices in the sector
  • Advocating for equal opportunities in the creative industries

The CAT also work on improving access and inclusion training and implementing more inclusive processes within DMS.

If you have specific questions around Creative Access, please do get in touch with a member of the Core Team who can put you in touch with the CAT.

10. Mental Health

Policy

Drake Music Scotland (DMS) has a Mental Health and Wellbeing Policy, the purpose of which is to ensure DMS establishes, promotes and maintains mental health and wellbeing of the DMS team through workplace practices, supports the DMS team to take responsibility for their mental health and wellbeing, and signposts to relevant mental health and wellbeing resources when applicable.

Freelancers should receive the Mental Health and Wellbeing Policy at induction.

Freelancers should receive the link to DMS’ Mental Health and Wellbeing Resources webpage at induction. The webpage is kept up to date by the Core Team and relevant additions/amendments can be suggested by any team member at any time.

Employee Assistance Programme

Drake Music Scotland uses Health Assured as its Employee Assistance Programme. Freelancers should receive the link to the DMS Health Assured information webpage at induction. The Health Assured 24/7 helpline number is 0800 028 0199. Health Assured have an online health and wellbeing portal which includes a LiveAgent instant chat, video calls, mini health assessments and wellbeing articles. The portal is also available as an app for smart devices. Our employer code which allows us to access the portal is: MHA241424. Users will then need to create an account to access the portal.

Mental Health First Aiders

DMS has two Mental Health First Aiders who can be contacted to discuss anything to do with mental health and wellbeing:

  • Bas Gentenaar (Technology Officer)
  • Caitlin Walker (Project Coordinator)

Phone: 0131 659 4766
Email: basgentenaar@drakemusicscotland.org
caitlinwalker@drakemusicscotland.org

Mental Health and Wellbeing Action Huddle (MHWAH)

The DMS Mental Health and Wellbeing Action Huddle is a group of DMS colleagues made up of Core Team and freelancers. It has two main objectives:
1. To annually review the DMS Mental Health and Wellbeing Policy
2. To ensure DMS implements the policy in its daily and strategic operations

The MHWAH meets at least twice a year and, since its inception in 2023, has worked on several initiatives such as:

  • Introducing an office welcome point and quiet/meeting space
  • Creating and sharing information regarding the DMS Employee Assistance Programme, Health Assured
  • Creating and sharing a list of mental health resources
  • Increasing social activities for the DMS team, such as an annual Halloween costume competition and seasonal parties
  • Identifying training needs and contributing to a new DMS training strategy

If you would like to join the MHWAH, please contact Caitlin Walker, Project Coordinator, at caitlinwalker@drakemusicscotland.org.

Natural Destressors

These natural destressors have been put together by one of our Associate Musicians, Matilda Brown.

  • Take a deep breath in and a long breath out
  • Take a step back before you react
  • Give yourself a hug
  • A bit of love goes a long way
  • Remember the things you love
  • Take a break and open the window
  • Perhaps a little movement to break up the time
  • Blink those eyes or stretch those arms above your head as you get up or before you go to bed
  • Drink some water
  • What’s the weather like outside? Let’s feel nature
  • Have a little nap or close those eyes for five
  • Go find something funny to giggle at
  • Tapping EFT (Emotional Freedom Techniques) – when you get irritated or when you feel hemmed in

11. Terminology

There are many different terms used when talking about disability, and it can sometimes be difficult to know which to use. The golden rule is to ask people if they have a preference – it is almost impossible to ‘get it right’ all the time, and terms and best practice often change over time.

Drake Music Scotland uses terms like ‘disabled people’ rather than ‘people with disabilities’. This is to support the Social Model of Disability rather than the Medical Model. The Social Model states that people are disabled by barriers in society, not by their impairment or condition. Barriers can be physical, like buildings not having accessible toilets, or they can be caused by people’s attitudes to difference, like assuming disabled people can’t do certain things. The Social Model helps us recognise barriers that make life harder for disabled people. Removing these barriers creates equality and offers disabled people more independence, choice and control.

It is also important to remember that not everyone uses the Social Model; how anyone chooses to talk about their disability or health is up to them, so please ask people for their own preferences.

We try to avoid using too many acronyms (strings of letters substituted for the full title, e.g., ADHD for Attention Deficit Hyperactivity Disorder). As a general rule, it is best to use the full name for something, but remember to ask people for their own preference.

We try to avoid negative or overly medical terminology where possible, e.g., ‘he suffered a stroke’, ‘wheelchair bound’.

You can find more information on the Social Model of Disability on the Scottish Government website: https://www.gov.scot/publications/disability-equality-plan/pages/2/

12. Useful Links

https://www.creativescotland.com/resources-publications/guides-toolkits/the-illustrated-freelancers-guide

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