Working with young people and vulnerable adults can be hugely beneficial for the individuals and group involved. It also comes with a responsibility for the group to ensure they provide a safe environment and that any children and vulnerable adults are protected. A good safeguarding policy is central to this.
We recommend that all groups have a safeguarding policy – regardless of their level of involvement with children and vulnerable adults (although the level of detail required will depend on your level of involvement with children/vulnerable adults). This guidance will explain why safeguarding is important, look at the best practice for voluntary groups and provide practical advice on how to make a safeguarding policy and ensure children and vulnerable people are safe. We also have a template policy and procedure document for you to use.
- What is safeguarding
- Why should you have a Safeguarding policy?
- If we don't work with children do we need one at all?
- What is a Safeguarding policy?
- A more detailed safeguarding policy
- Help from the experts
- Safeguarding in Scotland
- Top 5 take-aways
Under the law (Children Act 1989 and Children Act 2004) and government guidance on how organisations should work together, voluntary groups have a responsibility to contribute to the safeguarding of the children with whom they work, to act on any concerns that a child is at risk of abuse and make sure that the way they work does not place children at unacceptable risk of harm.
Safeguarding: the process of protecting children from harm - whether the harm is caused by accidents, deliberate abuse (physical, emotional, sexual), neglect, bullying, discrimination or prejudice or failure to help children take part in activities that are open to most of their peers.
Safeguards: measures put in place to help reduce the risk of children and young people being harmed.
Why should you have a safeguarding policy?
A safeguarding policy is fundamentally about protecting children and vulnerable adults – but there is more to it than that. A good policy should:
- protect children and vulnerable adults from harm and abuse
- enable staff and volunteers to know what to do if they are worried
- show that your group is responsible and has pride in its work
- help create a safe and secure environment, helping the group to thrive and ensure everyone gets the most out of working with children and vulnerable adults.
- funders will often ask for a safeguarding policy as part of your funding bid and
- the Charity Commission also ask for one as part of their registration process.
If we don’t work with children/young people why do we need one at all?
It might seem a policy is not needed if you do not work with children and vulnerable adults. But simply not working with them does not mean you won’t have some level of involvement – they may attend your concerts for example.
Whilst the risk is very low, if something were to happen you will be grateful of a policy to fall back and help you deal with a potential difficult situation – it is worth taking a little bit of time now to ensure you have something in place.
Common sense: Safeguarding can be a daunting prospect - but it does not have to be a great deal of work. There is a level of common sense to be applied to how detailed your policy needs to be in relation to how much you work with children and young people. There are also lots of great free resources and template/model policies and procedures available (see Help from the experts below). We anticipate that Making Music members groups will fall into 5 main categories
- We are a youth group: this one is pretty simple – a detailed policy must be in place.
- We are not youth group but we do have some children/vulnerable adults as members: if they are members and regularly attending then you should have a thorough policy in place.
- We don’t have any children/vulnerable adults as members but we do often have children/vulnerable adults involved (e.g. helping at rehearsals etc.) – if this is regular then you should have a thorough policy in place.
- We occasionally have children/vulnerable adults helping out (e.g. – handing our programmes at concerts) – If it is occasional and irregular then a more top line policy may be sufficient. But you should think about any specific procedures need to be followed when children/vulnerable adults are present.
- We have no involvement with children/vulnerable adults – a top line approach is fine here.
What is a Safeguarding policy?
A safeguarding policy can include many different things but essentially it should detail the general approach and practical measures your group has in place to ensure children and vulnerable people are protected.
It should be made available to all members and parents/guardians/carers of any children/vulnerable adults. For all groups this should include the following:
- A written statement of your group’s commitment to protecting children and vulnerable adults – including the main ways you expect to work with children and vulnerable adults.
- Named people who are responsible for safeguarding. Including:
- Someone who is in charge on a practical level – a main point of contact for members and external people (e.g. parents of children)
- Someone at the highest level in your organisation (a board member/trustee) to support to the named person and offer leadership.
- A procedure for children and adults to raise complaints
- A procedure of how any complaints will be dealt with
- Procedures for informing the relevant authorities when necessary
- Review date - the policy should be reviewed and updated as necessary on an annual basis. If at any point your group’s involvement with children/vulnerable adults increases then your policy should be reviewed and updated accordingly
Template policy: we have a template policy and procedure document available for members. You can also find further guidance and template documents on the NSPCC website (see ‘Help form the experts’ below).
A more detailed Safeguarding policy
For groups who require a top line approach the above is fine. For groups who are directly involved with children and vulnerable adults on a regular basis you should include more detailed procedures to help you practically manage safeguarding. This could include:
- Named responsible people - in more detail:
- As well as having a named person you should think about having at least one other person to provide cover. If it is large group you could have more than one.
- The responsibilities of the named person (and the cover people) should be clearly defined. They need to make sure that the relevant people and responsibilities are in place each time the group meets (e.g. – number of people present with DBS checks) There are more details on the sort of things to think about in the guidance and ground rules bullet point)
- DBS checks – if you are working with children then you should get the relevant people DBS checked. Not everyone needs a DBS check but your named people and anyone working directly with children should have them. You can find out more about who should get a DBS and how they work here as well as request DBS checks through Making Music. Things to think about for your policy are:
- Criteria for who should have a check
- Who is responsible for arranging them
- Who tracks the results
- Who sees the results and how are they used
Please note: the process of getting checks is different in in Scotland to the rest of the UK – you can find out more here.
- Working with parents/guardians:
- Ensure there are procedures in place for getting written permission from parents/guardians before children are allowed to attend.
- Have up to date emergency contact details (these should be stored securely)
- Having knowledge of the usual drop-off and pick-up arrangements is useful.
- Try and build up a rapport with parents/guardians/carers
- Guidelines and ground rules: Each time your group meets, the Named Person(s) should ensure that proper safeguards are in place – having some basic guidelines and ground rules will help them manage this. Things to think about are:
- The number of people present with a DBS check – this should always be one but we recommend more for larger groups
- Adult to child ratios: not all adults have to be DBS checked –- as long as some DBS checked adults are present. Ofsted recommends the following ratios:
|Child's age||Amount of adults||Amount of children|
We know that on a practical level this can be difficult for groups and there is some flexibility – but it is something you should think about how you want to manage.
- Adults who have not had the relevant DBS checks should not be left alone with children. It should also be avoided as far as is practically possible for adults with DBS checks.
- Mixed genders: if you have children of mixed genders it is a good idea to try and have adults of mixed genders too.
- First aid: for groups working with children on a day to day basis it is recommended that you have a qualified first aider present. ‘Day to day basis’ will not apply to most of our groups – but first aid is something you should think about – even if it just knowing where your venue’s first aid kit is.
- Where are emergency contact numbers are stored – who can access them and how.
- Procedures for the end of rehearsals/concerts: ideally two adults (one DBS checked) should be the last to leave and be responsible for ensuring children/vulnerable adults get home safely.
- Code of behaviour: this should set out how adults, children and vulnerable people will work together in your group. It should detail what is expected of everyone and, how they should treat each other and dos and don’ts. As with the policy in general the Code of Behaviour should be available to all group members and parents/guardians/carers.
- Risk assessment: if you use a venue regularly you should carry out a risk assessment to identify any potential hazards and how you can minimise and manage this risk. You can find out more about risk assessments here.
Help from the experts
The NSPCC website has some good free resources available to help you put a policy together. Some particularly useful ones are:
- Writing a safeguarding policy (including template document)
- Writing policies and procedures – Fact sheet
- Are they safe? - a step by step guide to writing a detailed policy
Safeguarding in Scotland
The advice in the guidance is best practice for voluntary groups across the UK and can be used establish the basic principles of safeguarding and to help you put a policy in place.
Groups in Scotland should note that there are different laws and provisions for checking criminal records history and identifying whether people are suitable to work with children and young people. As such the DBS checks mentioned above are not relevant to groups in Scotland. You can find out more about disclosures in Scotland here.
Top 5 take-aways
We hope you find this Making Music resource useful. If you have any comments or suggestions about the guidance please contact us. Whilst every effort is made to ensure that the content of this guidance is accurate and up to date, Making Music do not warrant, nor accept any liability or responsibility for the completeness or accuracy of the content, or for any loss which may arise from reliance on the information contained in it.