Student Activities Child Protection Policy September 2012
Student Activities Safeguarding Children and Vulnerable
Adults Policy
September 2012
Review August 2013 by the Volunteer Management Team
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Student Activities Child Protection Policy September 2012
Contents
Chapter
1.0
2.0
3.0
4.0
5.0
6.0
7.0
8.0
9.0
10.0
11.0
Overview..........................................................................................................................3
Definitions……………………………………………………………………………………………………………………3
Scope of policy and related policies, procedures and documents ..................................3
Designated People............................................................................................................5
Code of Practice................................................................................................................5
What to do if you suspect abuse has, or will, take place...................................................6
Making a Referral ..............................................................................................................8
Contact details...................................................................................................................8
Appendix One – Code of Practice.....................................................................................10
Appendix Two – Safeguarding incident form………………………………………………………………….12
Appendix Four – Safeguarding Referral Form...................................................................14
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Student Activities Child Protection Policy September 2012
1.0 Overview
1.1 This policy clarifies the role that the Student Activities department has in relation to
Safeguarding issues. Kent Union is committed to protecting children and vulnerable
adults from harm and that our staff and volunteers are aware of their responsibilities in
relation to safeguarding and that they are appropriately trained and supported in this
area.
1.2 This policy forms one element of Kent Union’s system to uphold its legal responsibility in
relation to the welfare of children and vulnerable adults.
1.3 Kent Union believes that all children and vulnerable adults should be and feel safe on
our premises and at our activities. It is important to take any concerns we have seriously
and deal with them appropriately. This policy will assist this process and will also help
protect and inform staff and volunteers in the best practice guidelines of safeguarding.
1.4 This policy applies to all staff and volunteers undertaking duties to provide our services
and activities.
2.0 Definitions
2.0 The word ‘child’ throughout this document includes both children and young people
under the age of 18.
2.1 A ‘vulnerable adult’ is anyone who is over the age of 18 and is "who is or may be in need
of community care services by reason of mental or other disability, age or illness and
who is, or maybe unable to take care of him or herself or unable to protect him or
herself against significant harm or exploitation " Law Commission Report, 1997
2.2 A ‘supervisor’ refers to anyone responsible for the running of an activity (incl. student
project leaders and relevant Kent Union staff members.
3.0 Scope of the policy and related policies, procedures and documents
3.0 Kent Union recognises that it holds specific legal responsibilities when working with
children and vulnerable adults, and as such will work with the following values and
principles when organising activities and events that involve children and Vulnerable
adults:
3.0.1 The safety and well being of children and vulnerable adults is imperative
3.0.2 Children and vulnerable adults should be listened to
3.0.3 Children and vulnerable adults irrespective of their characteristics (including
age, gender, culture, disability, language, ethnicity, religious belief and
sexuality) should be respected and treated fairly
3.1 Kent Union runs a number of projects and activities that may involve children and
vulnerable adults, within the Student Activities Centre these include (but are not limited
to):
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Student Activities Child Protection Policy September 2012
3.1.1
3.1.2
3.1.3
Specific volunteering projects arranged by and through Kent Union’s Student
Activities Department (both at Canterbury & Medway)
Specific Student Led Volunteering Groups and their activities (Canterbury
and Medway based)
The CSR FM Radio Station Project
3.2 Kent Union will nominate designated people to make referrals and be available for
advice and support to other staff members and volunteers during office hours. (For out
of office hours procedure see section 6.5)
3.3 Kent Union recognises that staff and volunteers are not expected to know everything
concerning safeguarding but that they have a duty to:
3.3.1 Be alert and responsive to problems and the potential indicators of abuse or
neglect
3.3.2 Be alert and responsive to the risks which individual abusers or potential
abusers may pose to children
3.3.3 Share and analyse information to enable informed decision making and the
further development of best practice for our projects and activities
3.3.4 Support designated staff members in keeping detailed and accurate records
3.3.5 Discuss issues and concerns with designated people or project leads only
3.3.6 Undertake appropriate behaviour and language while working/volunteering
on Kent Union projects and activities
3.3.7 Adhere to Kent Union policies and procedures, including the Code of
Practice (see Appendix 1)
3.4 Kent Union will provide appropriate training for staff and volunteers whose activities
and projects involve children and vulnerable adults.
3.4.1 The Director for Graduate Employability & Medway will ensure all new staff
to the department are trained in this policy.
3.4.2 Refreshers briefings for all relevant staff will be held once every two years or
earlier if any policy amendments are made.
3.4.3 Designated persons should keep abreast of the latest changes in Kent
Safeguarding Children Board Child Protection Policy changes and attend
refresher courses once every two years.
3.4.4 Volunteers will be trained in Child Protection by the relevant staff member
for their project.
3.5 Kent Union will ensure staff and volunteers have completed a Criminal Records Bureau
(CRBs) check, these may be carried out by external organisations authorised by Kent
Union. Any data collected on individuals will be stored within our Data Protection Policy
guidelines.
3.6 This policy should be read in conjunction with the following:
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Student Activities Child Protection Policy September 2012
3.6.1
3.6.2
3.6.3
3.6.4
Kent Union’s Stand Out Child Protection training, for more information
please email [email protected]
Kent Union’s Health & Safety Policy
Kent Union’s Data Protection Policy
The Kent Safeguarding Children Board’s Procedures document (September
2009, section 2.27).
4.0 Designated People
4.0 Kent Union will nominate designated people who are trained to deal with safeguarding
issues and make referrals. They should be contacted in the first instance for any
guidance and advice. If they are not available the out of office protocol should be
followed.
4.1 The designated people have the following responsibilities regarding the coordination of
safeguarding issues:
4.1.1 Receiving concerns and disclosures made to staff or volunteers
4.1.2 Making referrals to Social Services and/or the Police and supporting them in
their procedures
4.1.3 Not to investigate allegations ourselves
4.1.4 Liaising with other agencies and professionals as necessary
4.1.5 Supporting staff and volunteers and keeping them updated with appropriate
information on a ‘need to know’ basis
4.1.6 Ensuring records are completed and filed confidentially
4.1.7 Providing access for volunteers to appropriate and up to date safeguarding
training
4.2 The following positions with Kent Union will act as the designated people:
4.2.1 The Oaks Nursery Manager, Chris Comper – 01227 827676
[email protected]
4.2.2 Volunteering Supervisor (Canterbury), Steph Hughes – 01227 824780
[email protected]
4.2.3 Graduate Employability Coordinator – Suzanne Payne – 01227824232
[email protected]
4.2.4 Student Media Coordinator, Mel Lewis – 01227 823005
[email protected]
4.2.5 Volunteering & Skills Development Coordinator (Medway), David Coldwell –
01634 8874 [email protected]
5.0 Code Of Practice
5.0 The following Code of Practice should be utilised to assist with the planning and delivery
of any projects and activities involving children and vulnerable adults. Staff and
volunteers should be appropriately trained in this code of conduct (along with specific
Safeguarding training) prior to the commencement of the planned project or activity.
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Student Activities Child Protection Policy September 2012
Staff and volunteers have a responsibility to adhere to the Code of Practice, see
appendix 1.
5.1 When working with children and vulnerable adults you must accept that you are
exposed to a certain level of risk. It is impossible to cover every eventuality relating to
the right or appropriate behaviour for every situation. Use your common sense, keep
alert and discuss best practice with your designated person, project lead or team – don’t
put yourself at risk.
5.2 The Code of Practice is contained in appendix one and gives clear guidance on what to
do and what not to do as general recognised best practice for all projects and activities.
6.0 What To Do If You Suspect Abuse Has, or Will, Take Place.
6.0 It is important to understand that that we have a responsibility to report any disclosure
or suspicions of abuse or children at risk of abuse.
6.1 The child making the disclosure has trusted someone enough to confide in them. To
avoid mistrust or misunderstanding we must be clear in our obligations to let the child
know that if they tell us something we may have to act on it and tell someone else and
therefore cannot promise confidentiality.
6.2 In the case of a disclosure, all staff and students will be trained to take the following
steps:
6.2.1 Stay calm;
6.2.2 Do not ask leading questions. Encourage the person to talk, listen and
remember what they say;
6.2.3 Do not express disbelief, anger, embarrassment, shock or fear;
6.2.4 Reassure the individual that they have done the right thing in telling you;
6.2.5 Be honest with the child - You must explain that you cannot keep the
information confidential – Never promise to keep a secret; (see also 6.1).
6.2.6 You should explain to the child that you are going to tell someone and
explain who and why.
6.2.7 Reassure the child you will do your best to get them support.
6.2.8 When appropriate write down what has happened on the safeguarding
incident form (Appendix three), and, where possible, recount any
conversations verbatim.
6.2.9 Inform your supervisor at the earliest opportunity and hand in the
safeguarding incident form to them. They will hand it to the designated
safeguarding person at Kent Union (as well as the designated officer at any
partner organisation).
6.2.10 The designated person will contact the project lead and volunteer to arrange
a meeting.
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Student Activities Child Protection Policy September 2012
6.2.11 Do not contact the alleged abuser; speak to the designated person at the
earliest opportunity.
6.2.12 Any incidents you record will be handed to the relevant designated staff
member who will decide on appropriate further action. You may be required
to fill in a safeguarding referral form with the designated staff member.
6.2.13 If you suspect abuse, discuss your concerns immediately with your
supervisor who will decide on appropriate action. Document any concerns
or suspicions you have, such as injuries you have noticed, conversations
(where possible, document these verbatim) or anything else that has led you
to suspect abuse. Hand these documents immediately to your supervisor.
6.2.14 If it is URGENT and you cannot contact the designated person, or it is out of
office hours, you must call the Social Services team or the Police directly
(see ‘Disclosure out of hours’ at section 6.4 below and the contact list
detailed in section 7.0). Inform the designated person at the earliest
opportunity.
6.2.15 When the information has been passed on to the supervisor, the following
procedure will be followed:
Concern for an individual’s safety/welfare
At the earliest opportunity, report the
information to your supervisor and write up a
report form, recording as many details as you can
Individual is not found to
be at a risk of significant
harm
Supervisor will monitor
the individual and
designated person must
be inform
Individual is believed to be at risk of
significant harm
Individual at risk of
significant impairment
The supervisor will report the incident to the
designated safeguarding officer at Kent
University Union and/or the partner organisation
who will seek advice from Social Care Services
Individual at risk of
significant harm
Make a referral to
Social Care (see
contacts page 8)
Immediate action is
needed : call 999
6.3 All Incident and Safeguarding forms will be stored in securely in line with the Data
Protection Policy.
6.4 Child Protection is a very serious issue and all suspicions should be reported:
 If in doubt: ASK
 If there is no one to ask: ACT
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Student Activities Child Protection Policy September 2012
6.5 Disclosure out of hours refers to times when the Student Activities Centre is closed
and/or the designated persons are not immediately available.
6.6 If a child makes a disclosure to you out of hours you must contact the Social Services
Team or the Police directly. Complete the Safeguarding Referral form (see appendix
three) to record the information that you will need to pass onto them.
6.7 Contact the designated persons at the earliest opportunity to inform them and pass a
copy of the safeguarding referral form to them.
7.0 Making A Referral
7.0 The person expressing concern or who has had a child make a disclosure to them should
discuss the situation immediately with the designated person and the project leader
who will take account of concerns raised/information given and may consult with other
members of staff as appropriate.
7.1 The person expressing concern/person receiving a disclosure should complete the
Safeguarding Referral Form (see appendix three) with the designated person (or directly
if following the out of hours procedures).
7.2 The Safeguarding Referral Form helps focus on details, dates and information that may
be required at a later date. Records must be clear, concise and accurate, noting who
made what decisions and who took what action. In all cases:
7.2.1
7.2.2
All sections of the form must be completed immediately and clearly
All forms will be stored securely due to them holding personal information
(refer to the Union’s Data Protection Policy for more details)
7.3 The designated person will then use the contact details in section 8.0 to make the
referral to the Social Services Team or Police Child Abuse Investigation Unit.
7.4 Confidentiality to the person expressing concern/person receiving a disclosure will be
maintained as far as it is possible and safe to do so.
7.5 The person expressing concern/person receiving a disclosure will be supported
throughout by the designated person and other staff and or agencies as appropriate.
7.6 The Social Services Team or the Police will decide on the most appropriate course of
action.
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Student Activities Child Protection Policy September 2012
8.0 Contact Details
8.0 The following contact details should be used when making a referral:
 Kent Specialist Children’s Services Team 0845 8247100
 Email – [email protected]
 Child Abuse Investigation Unit – 01622 690690
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Student Activities Child Protection Policy September 2012
Appendix One
Code of Practice (From section 4.0)
If you work with children you must accept that you are exposed to a certain level of risk. It is
impossible to cover every eventuality relating to the right or appropriate behaviour for every
situation. Use your common sense, keep alert and discuss best practice with your designated
person, project lead or team – Don’t put yourself at risk.
The following Do’s and Don’ts will help aid clarification of how to conduct yourself when
working with children and will generally raise your awareness and help protect yourself. If you
have any particular concerns you must follow them up with your designated person or project
lead as soon as possible.
DO:
1.
2.
3.
4.
13.
Avoid being one-to-one with a child.
Treat everyone with respect
Provide an example you wish others to follow
Plan activities in rooms with windows if possible and which involve more than one
person being present or that are at least within sight or hearing of others.
Avoid being in a room alone with a child and if it is unavoidable ensure the child is
between you and the door.
Remember that someone may misinterpret your actions, no matter how wellintentioned
Keep colleagues/team members informed – where you are, with whom and for what
purpose
Avoid physical contact where possible
Ask for further guidance on anything you are unclear about
Challenge any behaviour of others when it is not in line with this code of practice or
overall policy and report any inappropriate behaviour to your manager/project leader or
designated person.
Remember you cannot promise confidentiality/ Never promise to keep a secret
Ensure both male and female staff or volunteers accompany trips that include both male
and female children
Ensure the following ratios are adhered to:





Age 0-2 – 1 Adult to 3 Children
Age 2-3 – 1 Adult to 4 Children
Age 4-8 – 1 Adult to 6 Children
Age 9-12 – 1 Adult to 8 Children
Age 13-18 – 1 Adult to 10 Children
5.
6.
7.
8.
9.
10.
11.
12.
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Student Activities Child Protection Policy September 2012
DON’T:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Put yourself in a situation that could be misinterpreted or a place that cannot be seen
Permit abusive activities
Play overly physical contact games (tag is okay, wrestling is not)
Have any inappropriate physical or verbal contact with others
Jump to conclusions about others without checking the facts
Allow yourself to be drawn into any attention seeking behaviour such as tantrums or
crushes
Exaggerate or trivialise child abuse issues
Show favouritism to any individual child or have a ‘best friend’
Make suggestive remarks or gestures
Lock doors
Encourage or participate in any avoidable out of work/volunteering situations with
children you work or volunteer with.
Share a room with a child on trips
Establish a relationship with children out of the work or volunteering situation
Give out your personal contact details to children
Do not accept children and young people as your personal friends on Facebook
Photos can only be taken and used with prior parental permission
Have inappropriate discussions with other staff/volunteer members when children are
present.
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Student Activities Child Protection Policy September 2012
Appendix Two
Kent Union – Incident Form
The purpose of this form is to record the detail of the following incidents:


If you suspect abuse (emotional, physical, sexual and/or neglect), to record any conversations,
observations or anything which has led you to suspect abuse.
If a child or vulnerable adult makes a disclosure to you
This form should be given to your relevant Student Activities staff member as detailed below on the next
working day:




Volunteering Supervisor (Canterbury),Steph Hughes – 01227 824780, [email protected]
Employability Coordinator, Suzanne Payne, 01227824232, [email protected]
The Student Media Coordinator, Mel Lewis – 01227 823005, [email protected]
Volunteering & Skills Development Coordinator (Medway), David Coldwell – 01634 888874,
[email protected]

Name of Person Making Report:
Leader of project:
Name of Volunteering Project:
Telephone
Number:
Email:
Name of child or vulnerable adult to which this form relates:
Where and when did the incident happen? (Date(s), Time(s), Location(s))
Describe what happened? Where possible, please record information as it happened (please use
additional sheet if needed):
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Student Activities Child Protection Policy September 2012
If applicable, on the diagram below please circle the area in which the bruise or mark was
found/physical contact had to be made.
Front
Back
Please tick box if section not
applicable:
What action has been taken? (please continue on separate sheet if necessary )
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Student Activities Child Protection Policy September 2012
Appendix Three
Safeguarding Referral Form
Please note that the information you have given may be passed to other organisations such as
the Social Services Team of the Police.
Section One – details of designated person completing this form
Name:
Position:
Email:
Telephone Number:
Your knowledge of and relationship to the child/young person/vulnerable adult:
Section Two – About the Child/Young Person/Vulnerable Adult this form refers to
Name:
Address:
School:
Date of Birth:
Section Three - About the concerns/disclosure received:
Date(s), Time(s) and Location(s) of incident(s):
Nature of concern/allegation:
Observations made by you or to you (e.g. description of visible bruising, other injuries, child’s
or young person’s or vulnerable adult’s emotional state etc):
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Student Activities Child Protection Policy September 2012
NB: Make a clear distinction between what is fact, opinion or hearsay
Exactly what did the child/young person/vulnerable adult said and what you said (Remember,
do not lead the child or young person – record actual details. Continue on a separate sheet if
necessary)
Section 4 - Actions to be taken by the member of staff including dates
Section 5 – Signed and date this form
Print Name:
Signed:
Date:
Name of designated persons:
Signed:
Date:
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