Safeguarding Policy
Working with Children, Young People and Vulnerable Adults
Ardent Theatre Company (ATC) is committed to the welfare and safeguarding of all our participants, service users, voluntary, casual and temporary and permanent staff, both within face-to-face activities, and online. This policy should be read in conjunction with ATC’s Digital Safeguarding Policy.
Terms
Children – those up to the age of 14
Young People – those aged 15 – 18
Vulnerable Adults – those entitled to additional care and support because of learning or other disabilities, and who may be, unable to protect themselves against significant harm or exploitation. Vulnerable adults can include those who may find speaking out against potential harm difficult in some way, this may include those who identify as neuro-diverse if communication difficulties are an area of concern for the individual.
ATC respects the rights of individuals to define their own identify and reject the title of vulnerable adult but as a provider ATC must still adhere to the guidelines set down in this policy without harming the dignity of the participant in anyway.
The participants referred to in this policy will include any and all of the groups listed above.
Statement of Context
ATC works primarily with adults in its day-to-day business. Engagement with children and young people is covered by this policy but additional risk assessments and safeguarding measures would be outlined for any project which engages with children and young people via their parent organisations e.g., primary schools and youth clubs.
Policy Statement
All children, young people and vulnerable adults, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the right to protection from abuse and harassment
All parents/carers have a right to feel safe and supported when entrusting their children, young people and vulnerable adults to ATC
All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately
All members of ATC, including voluntary, casual and temporary staff, will be made aware of this policy and working guidelines as set out below
ATC will not tolerate an environment which allows bullying, racism, homophobia or any other abusive or discriminatory behaviour
Working Guidelines
The following will be required for those activities involving work with children, young people or vulnerable adults:
A risk assessment of the project and venue in which it takes place to ensure a safe working environment and equipment – this must include reporting details of the Designated Safeguarding Lead (DSL) of the parent organisation
The founding Creative Director and Chair of Trustees must have access to the out of hours social services contact details in case an incident needs reporting
A maximum number of 24 participants per group of children/young people and 30 participants for vulnerable adults
A staffing ratio of 1 responsible adult to every 8 children and/or young people and 1:10 for vulnerable adults
When ATC facilitates or provides workshops externally, a member of staff from the relevant school/education establishment, youth organisation or care setting is present alongside at least one member of ATC. This is a minimum requirement
Photographs, films or web-based materials of children, young people and vulnerable adults participating in any ATC project will only be taken with the consent of the parents/carers and in consultation with the children, young people, and vulnerable adults involved in line with GDPR legislation
ATC staff and its representatives may not take cigarettes, alcohol and recreational drugs into any space where children, young people and vulnerable adults are working. Staff should not consume alcohol or take recreational drugs before working with or in the presence of children, young people and vulnerable adults
Prescribed and non-prescribed drugs should be kept out of reach of children, young people and vulnerable adults. ATC staff may be asked to look after medicine for safeguarding purposes but no member of ATC can be responsible for or issue prescribed or non-prescribed drugs to children, young people or vulnerable adults. Any medical needs for project participants should be planned for as a part of a risk assessment process. ATC will be responsible for ensuring any venue used for workshops or performances can provide suitable secure and legislation adherent storage if requested
Language and conversation must be appropriate when talking to or within audible or visual distance of children, young people and vulnerable adults
ATC staff and its representatives have a responsibility to ensure that all participants have been safely collected by a parent/carer at the end of an activity or are capable of traveling home independently from external events/workshops
The personal details of any participants must be kept confidential, secure and out of general view with GDPR requirements adhered
The personal details of any participants should only be accessed by full time members of staff of ATC and in line with GDPR requirements
Conduct
All staff, volunteers and project leaders associated with ATC:
Must keep a safe and appropriate distance from participants, and not engage in any inappropriate physical contact
May only touch participants when it is absolutely necessary to the particular arts activity. In this case, agreement will be sought from participants prior to any physical contact. When attempting to gain their attention, they must only be tapped on the shoulder
May not make sexually suggestive comments, even in fun or when referring to theatre text content
Must always treat children, young people and vulnerable adults equally, and with respect and dignity. The welfare of each participant must always be put before the goals of the project and should be used to plan the initial goals of the project to avoid unintentional harm
Ensure that feedback is enthusiastic and constructive
May never shout at a child, young person or vulnerable adult
Must avoid private or unobserved situations unless it is appropriate in protecting the dignity of the child, young person or vulnerable adult. If time is spent alone with a participant that has not been agreed in advance, the Creative Director should be informed so that they can make a note of why it was required
May not give out their personal contact details
Any offer of professional support or guidance following a project should only be offered to young adult participants e.g., the Ardent8 but must be discussed with a Creative Director and agreed with a member of the trustees before commencing. Younger and vulnerable project participants will not be offered unsupervised or unmonitored contact under any circumstances
May not arrange any contact with a child, young person or vulnerable adult met through ATC activities outside of those activities. This includes befriending participants through social networking sites such as Facebook
Recruitment of Staff
Each member of staff working directly with children, young people or vulnerable adults, will require the following:
Evidence of experience, training and qualifications relevant to the position of employment
An Enhanced Disclosure for any working unsupervised (which is not expected to be a part of the Ardent Theatre Company standard approach but is outlined here to cover any future developments of the company’s community projects), and a Standard Disclosure for those working under supervision
Two references for recent work with children, young people or vulnerable adults
Awareness of relevant ATC policies and guidelines including those set down here
Accidents and Injuries
If a child, young person or vulnerable adult is injured whilst under ATC supervision, staff be required to enter a record of the accident on the ATC online accident record and the accident book of the hosting venue. The record must be countersigned by the person responsible for the child, young person or vulnerable adult, or, in the absence of that person, by a responsible member of staff. The ATC accident record will be kept for 3 years
If a child, young person or vulnerable adult arrives at the session with an obvious physical injury, a record will be made via the ATC online accident record. This record must be countersigned by the person with responsibility for the individual. ATC staff must ensure that such injury is also reported to the Designated Safeguarding Lead within the parent organisation. The Chair of Trustees maybe used to complete this reporting but it must take place promptly and factually
First Aid should be only administered by a trained individual who works at the venue where the activity is taking place. Provision for this must form a part of the Risk Assessment process
What to do if a child, young person or vulnerable adult discloses abuse or harassment:
Look at the child, young person or vulnerable adult directly
Accept what the child, young person or vulnerable adult says
Be aware that the child, young person or vulnerable adult may have been threatened
Do not adopt a critical approach
Do not press for information
Reassure the child, young person or vulnerable adult that (s)he/they is right to tell you, and that you will take what (s)he/they says seriously and with respect
Do not promise to keep the information the child, young person or vulnerable adult has disclosed a secret
Let the child, young person or vulnerable adult know what you are going to do next, whom you are going to tell, and why, and roughly what will happen including the processes outlined in the Working guidelines section of this policy
Finish on a positive note
As soon as possible afterwards, make hand written notes of exactly what the child, young person or vulnerable adult said and the date and time of the disclosure
Subsequent action to be taken
Do not delay.
Do not act alone.
Do not start to investigate.
Inform the founding Creative Director of the disclosure immediately.
The founding Creative Director will then inform the Designated Safeguarding Lead of the parent organisation immediately (the support of the Chair of Trustees maybe sought at this time). If the original disclosure implicated the Designated Safeguarding Lead or the Designated Safeguarding Lead is not available then the Deputy Designated Safeguarding Lead maybe approached
If not completed as a part of Step V. then notify the Chair of Trustees (currently ATC DSL*) who will inform the full Board of Trustees.
The Chair or Board of Trustees will then inform the social services of the disclosure who will then liaise with the relevant departments on a need-to-know basis and will, if appropriate, inform the police. It is the responsibility of the authorities e.g., the local borough to determine whether abuse has occurred.
*DSL – Designated Safeguarding Lead who has Level 2 Safeguarding training.
If the venue or staff team from an external workshop participant perspective has Level 3 Safeguarding training, the ATC Safeguarding lead may hand over relevant reporting duties to the parent organisation but will ensure appropriate action is taken.
Rights and Confidentiality
If a complaint or allegation is made against a member of staff, he or she should be made aware of his or her rights under both employment law. ATC will initially seek support via the ATC Board of Trustees and may further direct the member of staff to a professional organisation.
Recorded Material
All images of children, young people and vulnerable adults will be kept in a safe place, and parental/carer permission will be required for taking and/or using photographs or video material in publicity material.
Any practitioner who requires photographs for their own records must seek permission from the ATC Board of Trustees and also sign an agreement that the photos will be used in a safe and appropriate way. Permission to post photos or video material on the web will not be given except in exceptional circumstances.
Definitions of Abuse
Physical
Physical violence, pulling or touching a person in a harsh and angry manner, physically threatening behaviour
Emotional
Bullying, angry words, behaviour that undermines the confidence and emotional well-being of a person. Threatening behaviour, persistent sarcasm that frightens or weakens an individual
Sexual
Sexual advances including harassment. Initiating sexual contact, whether the child or person is aware or unaware of the actions, including grooming. Taking part in sexual intercourse whether the child or person is aware of the situation. Encouraging and participating in production of or viewing pornographic material in any form. Encouraging a child/person to behave in a sexually inappropriate way
Neglect
Failure to meet a person’s basic need to support health and mental well-being. Not supporting needs for food, shelter, warmth and physical safety.