Adopted by Chesham Youth Centre Management Committee
Date 6th September 2011
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INDEX Safeguarding Policies
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Procedures to be followed by Leaders in the case of Abuse
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Health & Safety Policy
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Health & Safety Check List
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Risk Assessment Policy
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Diversity & Equality Policy
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Confidentiality Policy
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Whistle Blowing Policy
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Induction Checklist for Staff/Volunteers
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SAFEGUARDING POLICY The Management Committee of Chesham Youth Centre is firmly committed to the welfare of all young people who use its facilities and protecting them from physical, sexual and emotional harm. The Centre will aim to ensure that all young people meet in a safe environment with people they can trust. It will also ensure that all risks which young people encounter is carefully assessed and the necessary steps taken to minimize and manage them. All adult leaders will be provided with a copy of this policy and will be requested to indicate their commitment to it by completing a signed copy which will be kept in the club records.
Recruitment All staff/leaders/volunteers should complete an application form (see Appendix 5b) supplying the following information:
Personal details Previous experience Competencies and areas of interest
- Names of 2 independent referees - Any criminal convictions - Signature and Date
All staff/leaders/volunteers/leaders should complete a Disclosure Form (CRB) at enhanced level. These clearances will be renewed every 3 years. All new staff/leaders/volunteers must work alongside a fully vetted and trained member of staff/volunteer until satisfactory references have been received and CRB checks completed. In accordance with guidance from the Criminal Records Bureau a record will be kept of the disclosure number, completion date and whether or not the check is satisfactory. The actual certificate will be destroyed within 6 months of receipt. PLEASE CONTACT ACTION4YOUTH FOR CRB VERIFICATION
Code of Conduct The Management Committee adheres to the following guidelines as to how young people and adults interact with each other. Abusive behaviour and language, violence, aggression, bullying or discrimination will not be tolerated. Leaders of the session will respond quickly and effectively to any such reports which if necessary will result in the offender(s) being suspended from the club. All reports will be sent to the Chairman of the Management Committee for review. No alcohol will be consumed on the premises Staff/leaders/volunteers will refrain from consuming alcohol or abusing any substances prior to assuming responsibility for young people and will not be allowed on the premises should they be intoxicated. The appropriate ratios of staff/leaders/volunteers to young people should be applied: The recommended ratios are: 1:15 where the element of risk is similar to that encountered in everyday life 1:8 for all trips 1:6 for children under 10 years, or groups with special needs.
Young people are free to leave the club activity when they wish after informing a staff/leaders/volunteers and signing out of the attendance register. Any parent/carer involved in sessions must be CRB checked and must work alongside a fully vetted and trained member of staff/volunteer until CRB checks have been completed.
Training Provision The contents of this policy (and other club policies) will be included in the induction process for all members of the Management Committee and leaders/volunteers. They will be required to attend Safeguarding (Child Protection) training courses offered at regular intervals by Action4Youth or another suitable body. The Management Committee will insist on attendance at these sessions which will help staff/leaders/volunteers understand their responsibilities and provide information on identification and appropriate response to child protection/safeguarding issues.
Dealing with Allegations The following procedures will apply in the identification or suspicion of abuse towards a young person.
Abuse There are five types of abuse to which young people can be subjected:
Physical abuse - Neglect Sexual abuse - Emotional abuse Exposure to domestic violence
A young person may disclose that he/she is being abused; he/she may show signs of abuse; or he/she may speak about third party abuse. If abuse is suspected: The matter must not be investigated or discussed with anyone other than the Safeguarding Officer or Session Leader. The Session Leader/Safeguarding Officer will assess the information and contact the appropriate local statutory services e.g. Bucks Safeguarding Children Board /schools/social services/police. Action4Youth is always available for advice and guidance. Observations, conversations or concerns will be recorded, signed and dated If abuse is reported/alleged: The young person will be listened to and encouraged to speak without interruption, comment or judgment. It will be explained that in terms of the club’s Confidentiality Policy, information may need to be shared in certain circumstances. The matter must not be investigated or discussed with anyone other than the Safeguarding Officer or Session Leader. A written account of the report or allegation will be made, signed and dated by two people and the information passed to the Safeguarding Officer or Session Leader. Session Leader/Safeguarding officer will inform the appropriate statutory service (school or Social Services). If the matter is regarded as critical it should be referred immediately and directly to the Social Services Officer of Bucks County Council and details of the referral passed to the Safeguarding Officer/Session Leader as soon as possible.
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ALLEGED ABUSE
ACTUAL ABUSE
Step 1 Record concerns, sign and date by two people
If actual, refer immediately to BCC Safeguarding Dept. Referral and Assessment Team (This may be anonymous)
Step 2 Discuss immediately with Safeguarding Officer/Centre Manager. Action4Youth are always available for advice and guidance.
North Bucks and Aylesbury: 01296 383779/387932 High Wycombe and South Bucks: 01494 475037/475211 Out of hours: 01494 675802 Milton Keynes: 01908 254373
Step 3 Safeguarding Officer, Centre Manager should report to statutory service.
Contact Details CEO Action4Youth Chairperson of Management Committee BCC Safeguarding Dept. MKC Safeguarding Dept.
0845 600 9731 07740 864911 01296 382070 01908 254373
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PROCEDURES TO BE ADOPTED BY WORKERS IN CASES OF ABUSE
The Management Committee recognises the importance of protecting its leaders from possible allegations of abuse and recommends the following guidelines:
Staff/Leaders/Volunteers should not:
Normally be alone with young people Lock and unlock premises without another adult present wherever possible Transport young people in a car or mini bus without relevant insurance (please contact your broker for more details) Transport young people in a car or mini bus without another adult being present. When using a car and there is not another adult present this should only be with the agreement of the session leader or member of the management committee and with the consent of the parent/guardian/leader for transport of the young person – unless it is an emergency. Make inappropriate contact with young people In their capacity as youth leaders take young people to the youth leaders' homes Leave a young person’s session unattended Leave young people in the presence of adults not known to leaders Show favouritism to young people within the centre
Allegations about Leaders If any allegation is made or suspicions emerge regarding any staff/leaders/volunteers of the club, these should be reported to the Safeguarding Officer (Vice-Chair) and Session Leader. If an allegation concerns the Safeguarding Officer, immediately contact the Chief Executive Officer (CEO) or Child Protection Officer (CPO) of Action4Youth. If further action is required, the following procedure will apply during which all information relating to the allegation will remain confidential:
A detailed factual record of the allegation and action taken will be made Information will be passed to the Safeguarding Officer (Vice-Chair) who may contact Action4Youth. In the case of the Safeguarding Officer/Club Chairperson being the subject of the allegation immediately contact Chief Executive Officer (CEO) Action4Youth. Consideration will be given to the suspension of the person involved taking account of the risks to other young people and the leader concerned If the allegation involves a club member, contact will be made with the young person’s parents to advise them of the process Relevant external bodies will be advised.
Photography Since young people may be photographed while participating in club events and activities, written permission from parents/guardians will be obtained which will also allow photographic material to be used in the public domain.
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Protecting Leaders/Staff/Volunteers
The Management Committee of Chesham Youth Centre is committed to providing activities in a safe environment without risk as far as is reasonably practicable. The overall responsibility for the implementation of this policy rests with the Management Committee. Day to day responsibility for ensuring this policy is put into practice is delegated to the Centre Manager. All leaders will be made aware of the contents of this policy as part of the induction process and be encouraged to take responsibility for ensuring their own personal health and safety and that of others who may be affected by their actions.
The Management Committee will:
Take out and maintain adequate insurance to cover all possible liabilities and display this information publicly Provide equipment that is maintained in a safe condition at all times and provide instruction in its safe use Ensure that assessments are carried out in accordance with the Risk Assessment Policy Make sure that fire drills are undertaken on a regular basis Establish and display prominently on the premises emergency procedures to be taken in the event of fire, incidents, accidents and illness Maintain necessary health and safety records including an Accident Book Make sure that a First Aid box is regularly checked and its location known to all leaders Ensure that a qualified first aider is present at all club meetings and those present know who it is Make Emergency Aid Training available to all leaders Maintain a list of qualified first aiders and ensure its location is known to all leaders Ensure that a working phone is accessible in case of any emergency Ensure the safe storage, handling and labelling of any hazardous materials Provide relevant information and encourage leaders to undertake training relating to Health and Safety matters Investigate accidents promptly
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) The reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1994 (RIDDOR) require that any occupational injury, disease or dangerous occurrence be reported as outlined below. The report must be made to Chiltern District Council, Environmental Health Dept. The Centre will ensure that incidents and accidents are recorded by filling in the Accident & Incident report form and handing it into the office for filing and where necessary reported to the relevant authority. The authority must be notified by the responsible person as soon as possible (normally by phone) and a written report sent within 7 days if anybody dies or is seriously injured in an accident connected with company business.
A report must be made to the authority within SEVEN DAYS if: Someone is absent from work for more than three days as a result of an accident at work.
A Doctor certifies a specified occupational hazard
When a reportable disease occurs the Company and any Contractors will keep a record of the following information: - The date of diagnosis, The occupation of the person affected & The name and nature of the disease
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HEALTH AND SAFETY POLICY
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HEALTH & SAFETY CHECKLIST For use with new leaders/volunteers and induction on Health and Safety
Action Knows emergency procedures Has read and understands Health and Safety policy Knows first aid procedures Knows security arrangements Understands reporting of accidents and incidents procedure Understands and follows risk assessment Knows fire drill arrangements Is aware of personal health and safety requirements towards self and others Has shown competence and awareness of health and safety when working with young people Any training needs have been addressed
Signed (Manager) Signed (Volunteer) Date
Date Completed
The Management Committee of Chesham Youth Centre recognises that the youth centre building, programme and activities should be as safe as is reasonably possible. This includes identifying hazards and quantifying any associated risks.
The Management Committee will:
Identify the risk assessments to be undertaken and delegate the responsibility of Carrying out those assessments to the Centre Manager. Once risk assessments have been completed, preventative measures should be evaluated and improved, if necessary. Make sure staff/leaders/volunteers are trained appropriately Make sure improvements to premises/activities/events/trips are made when needed
The delegated person will make sure that:
Risk assessments are carried out at regular intervals and for all new activities The completed assessments are stored in the Health and Safety file Staffing ratios of leaders to young people are adequate and CRB checks are in place
Definitions: HAZARD – anything that can cause harm RISK – the chances, high or low, someone will be harmed by a hazard
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RISK ASSESSMENT POLICY
Location
Task
Assessor
THE 6 STEPS OF RISK ASSESSMENT 1. Consider staffing e.g. leaders/young people ratios, CRB checks 2. Look for hazards 3. Decide who might be harmed 4. Evaluate the risks – decide whether precautions are adequate or more 5. Record findings 6. Review and revise as necessary
should be done
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Risk Assessment Form
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Policy Statement The Management Committee of Chesham Youth Centre is committed to making sure both children, Young People, Staff and Volunteers are treated equally and with respect regardless of age, colour, disability, ethnic origin, sex, gender reassignment, HIV status, marriage and civil partnership, nationality or national origins, race, religion or beliefs, responsibility for dependents, sexual orientation, pregnancy and maternity. We will not tolerate attitudes and behaviour that amount to discrimination on these grounds. Equality and diversity is about accepting people’s differences and creating an environment in which all can thrive and contribute. Chesham Youth Centre is committed to ensuring that all feel valued, that the skills and talents of individuals are recognised and fully utilised and that the environment in the centre is productive and rewarding. The centre is a place where there is respect for difference in culture and experience. All leaders will be made aware of the contents of this policy as part of the induction process. The management committee will be active in making sure all its policies, procedures are fair and no member is disadvantaged when participating in the club activities it provides. Chesham Youth Centre is also aware of how people can be subject to harassment on a wide variety of grounds and harassment can take many forms. Harassment is a physical, verbal or non-verbal action which is unwelcome, unwanted and offensive to the recipient and has the effect of violating their dignity and creating an intimidating, hostile, degrading, humiliating or offensive atmosphere for that person. This can include embarrassing or offensive jokes, unwelcome physical contact or sexual advances, the expression of racist, homophobic, or similar, lewd comments and innuendo, sending offensive text messages. The management committee is responsible for implementing this policy and upholding its principles in everything it does.
Procedures We will make sure that:
We promote respect for other people and treat everyone fairly Young people and adults are able to meet together in a positive and safe environment where they are safe from harm, abuse, harassment and intimidation Young people and adults recognise and challenge prejudice and discrimination Everyone has an equal opportunity to be considered as a volunteer leader All staff/leaders/volunteers will have equal access to training opportunities All young people will have equal access to club activities and training opportunities The policy is applied when recruiting volunteers We monitor what we do to meet any legal requirements and so that this policy is implemented properly and understood by all We take incidents, including those of harassment and bullying, seriously Any issues of inequality, harassment or discrimination should be reported to the Chair of the Management Committee, who will enable the parties involved to give their version of events before considering further action. The Session Leader will respond quickly and impartially to such issues after consulting with the Chair of the Management Committee or Action4Youth, if necessary.
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EQUALITY & DIVERSITY POLICY
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The procedures laid out in this policy are with regard to legislation defined by the Sex Discrimination Act 1975 (amendments 1986 & Gender Reassignment Regs 1999); the Race Relations Act 1976 and the Amendment Act 2000; the Equal Pay Acts 1970 (amended 1974 & 1983) & 1975; the Disability Discrimination Act 1995; the Employment Protection Act 1978 the Employment Rights Act 1996, Employment Relations Act 1999, Employment Act 2002, Employment Equality (Religion, Belief, Sexual Orientation) Regulations 2003 (Age) 2006; Disability Equality Duty 2006; Equality Act 2006; Gender Equality Duty 2007; Trade Union and Labour Relations Act 1992; Asylum and Immigration Act 1996 and 1999; Human Rights Act 1998; Protection from Harassment Act 1997, the Equalities Act 2010.
The Management Committee of Chesham Youth Centre believes that the welfare of a young person is paramount and that both leaders and young people have a right to expect personal information to be treated as confidential and kept secure. Breaches of confidentiality are treated seriously. However, in certain circumstances, information received in confidence may need to be shared with the appropriate authority to ensure best care for the individual. Information will always be treated with the utmost confidence and not divulged outside the club apart from the exceptions that follow, which may be shared on a “need to know” basis in the following circumstances:
If the young person is under 18 and physical, sexual or emotional abuse is suspected If a young person under 18 reports or alleges abuse If the life of the young person or another is at risk If information is revealed about criminal activity If a young person could cause harm to themselves or others If a members of staff has reasonable cause to believe a young person is suffering or likely to suffer significant harm
Personal data relating to leaders and young people should be kept secure. This means information relating to an individual from which they can be identified. If an adult or young person leaves the centre all records relating to them will be kept for five years and then destroyed. The management committee will make sure its policy meets the requirements of the Data Protection Act, Rehabilitation of Offenders Act and Children’s’ Acts. Staff will be made aware of the policy at induction and understand they are bound by confidentiality. Both volunteer staff and the management committee will not discuss a young person without their expressed permission with anyone who does not work in the club.
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CONFIDENTIALITY POLICY
This policy relates to Whistleblowing and must be made known to all who work for and with Chesham Youth Centre. Whistleblowing encourages and enables anyone employed by or volunteering with Chesham Youth Centre to raise serious concerns within the centre rather than overlooking a problem or ‘blowing the whistle’ outside.
Staff/Leaders/Volunteers are often the first to realize that there is something seriously wrong and the Chesham Youth Centre Management Committee will treat any concerns raise with confidentiality and support the person raising them.
The reporting process will be the same for complaints and safeguarding with feedback being offered until a satisfactory conclusion is reached.
Chesham Youth Centre operates under a policy of confidentiality; however, under no circumstances can any individual working with Chesham Youth Centre keep confidential information that raises concerns about the safety and welfare or children or young person or anyone working or volunteering with the Youth Centre.
All Staff/leaders/Volunteers must be aware that they have a responsibility to share information with other agencies ie Action4Youth, Bucks CC Safeguarding Board, in order to safeguard children or young people in accordance with the Information Sharing Policy of The Children’s Trust.
All Staff/Leaders/Volunteers must be aware that they cannot promise a child or young person that they will keep secrets.
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WHISTLE BLOWING
An appointed member of the Management Committee must conduct by a Session Leader or in the case of a new Session Leader the Induction Consider why the person has joined the team
What will he gain from volunteering/working with children and young people? What commitment is involved? Who benefits?
What are the role and responsibilities? Outline of “job description” and what the person has to do:
Work with young people and adults in a team Share responsibilities Supervise and support club activities Ensure safety of young people and other leaders in line with the safeguarding and health & safety policies Admin forms – registration forms, expenses, accident/incident/safeguarding forms CRB Check
When and where will the person be working?
Which day/time (start and finish) Any additional time commitment Venue
Who will the person be working with?
The Youth Centre Manager will be reporting to the Management Committee Session leader will report to the Youth Centre Manager Other volunteers and young leaders will report to the Session Leaders or Youth Centre Manager Other volunteers in the team Young people (age/gender) Parents and community contacts e.g. owner/caretaker of premises, police, press etc.
Who manages who and what? The management responsibilities flow in the direction as listed below!
Management Committee Youth Centre Manager Session Leader Caretaker of premises/Admin support Insurance Training opportunities – including: Introduction to Youth work, first aid and food and hygiene etc Safeguarding training when commencing the role with the requirement for refresher training in line with the Youth Centre.
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INDUCTION CHECKLIST FOR STAFF/VOLUNTEERS