Safeguarding Protocol – Working With Academies, Schools and Colleges

In the interests of ensuring that the safety of young people remains paramount, Ahead Partnership wishes to make clear to all academies, schools and colleges (referred to hereafter as Education Partners) the policy it has adopted when working in partnership with places of learning. Each Education Partner is required to review and confirm this protocol so that we are all clear where responsibilities lie.

A. Regulated Activity and DBS Checks

Under the Safeguarding Vulnerable Groups Act 2006 as amended by Protection of Freedoms Act 2012: Schedule 4 (“the Act”), volunteers who work with young people do not require clearance from the Disclosure and Barring Service (DBS) if:

(1) they are not involved in ‘regular activity’ within the definition of the Act which is defined as once a week or more or four or more days in a 30 day period; and/or

(2) they are subject to the supervision of someone who is employed in Regulated Activity and who will themselves have undergone a DBS check.

In the case of (1) the activity is not classed as Regulated Activity. In the case of (2) the activity (even if would otherwise satisfy the definition of Regulated Activity) is subject to a specific statutory exception.  Please note that Ahead Partnership is not legally permitted to request a DBS clearance if volunteers fall within either (1) or (2) above.

At the point when any activity is agreed for inclusion in a programme, the Education Partner and Ahead Partnership will agree and document whether participation by a volunteer in that activity constitutes Regulated Activity or not. Where DBS checks are required and permitted, the school and Ahead Partnership will agree responsibility for undertaking the checks.

B. Responsibilities of the Education Partner

Responsibility for the safeguarding of its pupils will remain the responsibility of the Education Partner at all times. The Education Partner must have in place an active safeguarding policy that has been agreed by its Governing Body.

In relation to employer activity delivered in conjunction with Ahead Partnership:

(1) upon commencement of the relationship with Ahead Partnership, each Education Partner will designate a member of staff as a point of contact for any matters related to safeguarding and provide their contact details to Ahead Partnership. Any subsequent changes must be communicated without delay.

(2) any safeguarding concerns alerted to the Education Partner will be notified immediately to the appropriate Ahead Partnership staff member, who will record the issue identified and refer to the Ahead Partnership Designated Safeguarding Lead as appropriate.

(3) the Education Partner will ensure that at least one member of its staff is present at all times with each group of students accessing an activity. If at any time this is not possible the Ahead Partnership member of staff leading the activity will risk assess the situation and make an informed decision about mitigating actions – this may include delaying or ceasing the activity.

(4) Responsibility for managing students’ behaviour is the responsibility of the Education Partner. Should behaviour be deemed unacceptable, the Ahead Partnership representative will discuss this with the Education Partner member of staff to agree appropriate actions – this may include delaying or ceasing the activity.

C. Responsibilities of Ahead Partnership

(1) All Ahead Partnership project delivery staff will have current DBS clearance.

(2) In the case of mentoring that falls outside the definition of Regulated Activity, Ahead Partnership will ensure that recruitment and screening of potential mentors involves requests for two written references.

(3) Ahead Partnership will ensure that all employee volunteers are provided with an oral and written briefing upon commencement of any activity, which will include safeguarding responsibilities and procedures. They will be asked to adhere to the following guidance on safe working practice with young people:

Safe Working Practice

• Always conduct yourself appropriately. This includes the language you use, the way you are presented and the use of mobile devices
• If you are taking part in an activity using virtual technology, create a neutral or blurred background – an image will be provided, but if you prefer not to use this, remove personal items, ensure you are in an appropriate setting and away from other members of the house and background noise.
• Be friendly but establish boundaries about personal information
• Do not give out or take personal contact details i.e. mobile number or email address
• Do not enter into social media communication with young people either during or after an activity
• Do not initiate personal contact and never agree to meet a young person on your own
• Do not give gifts unless agreed with school – praise is the best reward
• Avoid doing things of a personal nature for children – ask a member of staff
• Maintain confidentiality outside of the school
• If you are involved in a face to face activity, work in an area where you can be seen by others
• Do not take images/video of the activity, this includes screenshots and screen recording for virtual activities. Strict procedures apply in relation to the use of images of young people. Ahead Partnership will share these with you after the event where permitted
• Any notes or feedback reports which include a student’s personal information must be deleted or destroyed after the activity has concluded.

(4) All volunteers placed by Ahead Partnership will receive as part of a written activity briefing the name and contact details of the member of staff designated by the Education Partner as responsible for safeguarding and the following guidance to follow in the event of a disclosure made by a young person during an activity:

In the event of a disclosure

• Listen to the child but do not make promises about confidentiality
• Remain calm and reassuring; do not show any reaction to the child
• Try to avoid asking questions and do not ask leading questions
• Record what the child has said including the date, time and place
• During a face to face activity, report the incident immediately to the Ahead Partnership member of staff who will assist you record the incident/issue and will bring the matter to the attention of the Education Partner’s Designated Safeguarding Lead or Head Teacher, as appropriate. The Ahead Partnership Designated Safeguarding Lead will take further action, as appropriate.
• During a virtual activity, report the incident immediately to the Ahead Partnership member of staff co-ordinating the activity, or by telephone to the Ahead Partnership Designated Safeguarding Lead, who will assist you record the incident/issue and will bring the matter to the attention of the Education Partner’s Designated Safeguarding Lead or Head Teacher, and agree any further action, as appropriate.
• Any notes or reports of a disclosure must be deleted or destroyed when they have been passed to Ahead Partnership.

If you would like to speak to someone about our Safeguarding Protocol please contact Nicola Hara on 0300 124 0496.