Safeguarding Children and Vulnerable Adults Policy
1. Introduction
This policy is made in accordance with The Mentoring Lab’s vision and mission, for every child to grow up safe, secure and supported enabling them to protect their futures. The Mentoring Lab works directly with children and young adults on a range of its mentoring and youth engagement projects and programmes. As such we have a responsibility to promote the wellbeing and safety of all people that come into contact with us.
The Mentoring Lab believes that it is always unacceptable for a person to experience abuse or neglect of any kind. The Mentoring Lab is committed to practice which protects children and vulnerable adults from harm and recognises its duty to ensure that appropriate action is taken where a child or vulnerable adult is experiencing harm or is at risk of harm.
All staff working with children and vulnerable adults have a legal duty to work together to protect them from harm or abuse. (‘No Secrets’, DH) The Mentoring Lab Safeguarding lead has overall responsibility for the safeguarding of service users, and is responsible for ensuring the effectiveness of all work done to safeguard and promote the welfare of children and young people on our projects and programmes.
The Mentoring Lab Policy covers: The recruitment and employment of staff working with vulnerable adults and the provision of a safe learning environment under the requirements of this act The Mentoring Lab is responsible for ensuring the recruitment officer follows safer recruitment procedures.
This includes carrying out Disclosure and Barring checks on all staff working with vulnerable mentees every 18 months. This also applies where staff have already been checked by a previous employer.
2. Statement of Intent
The Mentoring Lab’s first priority is to ensure the safety and protection of all service users taking part in mentoring and or learning. In order to protect young people and vulnerable adults from harm we
will act in accordance with the following legislation and guidance: ‘No Secrets’ DH 2000
3. Scope
This policy statement applies to all services, projects and programmes provided by The Mentoring Lab, and includes:
- All mentoring, youth engagement and learning provision for young people and vulnerable adults delivered directly by employed staff employed by The Mentoring Lab and
- All mentoring, youth engagement and learning provision for young people and vulnerable adults commissioned through partnership arrangements.
4. WHO IS AFFECTED BY THIS POLICY?
This policy applies to all paid employees, seconded staff, directors, executive directors, volunteers, mentors, students, agency workers, contract, volunteers and unpaid staff working on behalf of The Mentoring Lab in any capacity and in any setting.
Young members, young people on work experience and any children or young adults involved in the work of The Mentoring Lab should be made aware of The Mentoring Lab’s safeguarding policies and procedures.
Those with specific communication needs because of language or disability should have access to information in appropriate forms to ensure their understanding.
This policy relates to all children from unborn up to 18 years of age or unto 25 years of age, for young people with special educational needs or disability, adults over 18 years old seen as vulnerable and includes children with whom The Mentoring Lab’s has direct or indirect contact with, for example children known to adults with whom The Mentoring Lab’s works directly.
This policy also relates to vulnerable adults who need to be safeguarded from harm. In project proposals and tenders, The Mentoring Lab’s Safeguarding policies should be mentioned and attached where appropriate. Project information leaflets for children and vulnerable, parent/carers and local agencies should all have a statement on safeguarding with contact details as appropriate.
5. What to do if you are concerned?
When working through the process of raising a safeguarding issues it is recommended that you:
- Remain calm and reassure the person that they have done the right thing by speaking up
- Listen carefully and give the person time to speak
- Explain that only the professionals who need to know will be informed, but never promise confidentiality
- Act immediately, and do not try to address the issue yourself
- Write a statement using The Mentoring Lab ‘Cause for Concern Form’ found in the TML GDrive and Staff Handbook, giving as much detail as possible; date & time, what was said, how you acted, any names / parties mentioned
- Report to your line manager who is then responsible for contacting the Designated Safeguarding Lead, or in her absence the Deputy Safeguarding Lead, Daniel Max-Orumbie ([email protected]).
- It is the duty of anyone working with children to report disclosure or harm
- Remember that it is not for you to decide whether or not a suspicion or claim is true; all instances must be taken seriously
Designated Safeguarding Leads contact details
Elaine Thomas
Founder Ceo
Phone: 07521244785
Email: [email protected]
In Elaine’s absence, staff should contact the Deputy Safeguarding Lead:
Daniel Max Orumbie
Director / Social Worker Manager
Phone: 07958064375
Email: [email protected]
6. Policy Definitions
Safeguarding The term “safeguarding” describes the broader preventive and precautionary approach to planning and procedures that are necessary to protect children, young people and vulnerable adults from any potential harm or damage.
6.1 Safeguarding means:
- Protection from abuse and neglect
- Promotion of health and development
- Ensuring safety and care relating to the environment and activity Ensuring optimum life chances
- ‘Child’ or ‘Young Adult’ An individual is considered to be a child or young person up to their 18th birthday
6.2 ‘Vulnerable Adult’
A Vulnerable adult is any person aged 18 or over ‘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 may be, unable to take care of him or herself or protect him or herself against significant harm or exploitation’ (‘No Secrets’ DH 2000).
The list below is not exhaustive but a vulnerable adult may be someone who:
- is elderly and frail
- has a mental disorder
- has a physical or sensory disability has a severe physical illness
- is a substance misuser
- is homeless
- has a learning disability
6.3 Useful Information
The City of London Thresholds of Need Tool
Accessing The City of London Thresholds of Need Tool can be found here: https://www.chscp.org.uk/wp-content/uploads/2015/09/Thresholds-of-need-WEB-030915_Redacted.pdf
The Hackney Child Wellbeing Framework
The Hackney Child Wellbeing Framework can be found under Hackney Guidance here: https://www.chscp.org.uk/worried-about-a-child/
7. LEGAL FRAMEWORK
Everyone has a right to be safeguarded from abuse or neglect. There is a legislative framework in place in place to safeguard children and vulnerable adults through The Children Act 1989 (as amended by section 53 of the Children Act 2004) and the Safeguarding Vulnerable Groups Act 2006.
Further guidance that sets out the requirements and expectations on professionals to work together to effectively safeguard children include Working Together to Safeguard Children (2015), Safeguarding Disabled Children: Practice Guidance (2009) and What to do if you’re worried a child is being abused (2015) (Department for Education 2015).
The Mentoring Lab does not have a statutory duty to comply with the key arrangements listed in Working Together, however it should have in place arrangements that reflect the importance of safeguarding and promoting the welfare of children, as well as vulnerable adults. Female Genital Mutilation (FGM) is illegal in England and Wales under the Female Genital Mutilation Act 2003.
It is a form of child abuse and violence against women. While the duties under the Act are limited to regulated health & social care professional and teachers, non-regulated practitioners also have a responsibility to take appropriate safeguarding action in relation to any identified or suspected case of FGM.
The Counter-Terrorism and Security Act 2015 sets out the “need to prevent people from being drawn into terrorism”. The Prevent strategy is part of an overall counterterrorism strategy, CONTEST, and aims to reduce the threat to the UK from terrorism by stopping people becoming terrorists or supporting terrorism. Organisations such as The Mentoring Lab do not have a duty to adhere to the Prevent duty but do still have a responsibility to safeguard and promote the welfare of the children and young people it works with.
8. GENERAL PRINCIPLES
8.1 Safeguarding relates to the action taken to promote the welfare of children and vulnerable adults and to protect them from harm. All staff should have a basic awareness of safeguarding issues. This includes:
• Being alert to the possibility of abuse and neglect
• Having enough knowledge to recognise an abusive or potentially abusive event or set of circumstances
• Knowing who in the organisation to raise concerns with
• Being competent to take the appropriate immediate or emergency action.
If any member of staff has any concerns about a child or vulnerable adult they must alert The Mentoring Lab Community’s Designated Safeguarding Lead (DSL), Elaine Thomas or in her absence Daniel Max Orumbie immediately.
If the DSL agrees there is grounds for concern, they must take appropriate action to safeguard the child or vulnerable adult. This may include contacting the relevant local authority social care service or the local police child abuse investigation team.
If a child or vulnerable adult is in immediate danger the member of staff who first becomes aware of the danger should dial 999 for the police.
The above may include concerns about a member of staff, a suspicion that a child or vulnerable adult is being abused or neglected, or a suspicion that an activity is taking place that could place a person at risk.
If the concern relates to a member of staff, The Mentoring Lab’s DSL should contact the local authority designated officer (LADO) responsible for providing advice and liaison in such cases. This is a general guide as the role of the LADO is expected to change, additionally some local authorities will have new multi-agency safeguarding arrangements.
In Hackney where The Mentoring Lab registered office is based, the LADO is located within Children and Families Services and can be contacted via the First Access and Screening Team or directly on 020 8356 4569.
In any situation where there is a suspicion of abuse, the welfare needs of the child or vulnerable adult must come first even where there may be a conflict of interest (e.g. where the suspected perpetrator may be a member of staff).
8.2 ‘Abuse’ defined as;
“a violation of an individual’s human and civil rights by any other person or persons” (‘No Secrets’ DH 2000). Abuse may consist of a single act or repeated acts, abuse may happen intentionally or unintentionally and can take place in any relationship or setting.
Examples of abuse that could occur in a learning environment include:
Physical abuse – shoving, hitting, slapping
Sexual abuse - involvement in any direct or indirect (e.g. innuendo, pornography) activity against the learner’s will or knowledge
Emotional/psychological abuse e.g. intimidation, bullying or humiliation Discriminatory abuse e.g. racial, sexual or religious harassment Financial or material exploitation e.g. coercing money or goods
Institutional abuse e.g. failure to ensure privacy, dignity or uphold individual human and civil rights.
Neglect or acts of omission e.g. ignoring physical or medical needs, failure to access appropriate health, social care or educational services, withholding medication.
An abuser: may be anyone including peers, relatives, friends, professional staff, other learners and service-users, neighbours, care workers, volunteers, and strangers.
8.3 Categories of abuse
Children and vulnerable adults can experience abuse in a number of ways. Forms of abuse that may affect children and vulnerable adults include:
• Abuse of trust
• Child sexual exploitation
• Child Trafficking
• Discriminatory abuse
• Domestic violence or abuse
• Emotional Abuse
• Female Genital Mutilation (FGM)
• Financial or material abuse
• Grooming
• Harmful sexual behaviour
• Modern slavery
• Neglect
• Online abuse
• Organisational or institutional abuse
• Physical Abuse
• Psychological or emotional abuse
• Radicalisation of children or vulnerable adults
• Self-neglect
• Sexual Abuse
These categories can overlap and an abused child or adult often suffers more than one type of abuse. Disabled children, young people adults are particularly vulnerable to abuse in any form. Safeguards for disabled children and adults are essentially the same as for non-disabled children and adults. The Mentoring Lab staff must maintain high standards of practice, remain vigilant to the possibility of a child or adult being abused and minimise situations of risk.
All staff must ensure that the children and vulnerable adults they work with know how to raise concerns, and have access to interpreters/specialist workers and other aids to communication if required. Where there are concerns about the welfare of a disabled child or adult, they should be acted upon in accordance with the procedures set out in this policy.
The same thresholds for action apply.
Where concerns are raised about a child or vulnerable adult who has communication difficulties, appropriate support, interpreting services and communication aids must be secured.
8.4 Promoting Safeguarding
The Mentoring Lab is committed to promoting safeguarding through the provision of an inclusive, supportive and safe environment for its service users, staff and others closely associated with its work and affirms the rights of individuals to be treated fairly and with respect.
The Mentoring Lab intends to pursue this commitment by;
Promoting a culture of value and respect for all within a supportive and safe learning environment. We do this by;
- Ensuring that all internal staff, learning, personal support staff and volunteers and external partners in contact with service users have a current Disclosure and -Barring check for working with adults and/or children.
- Providing accessible information for service users, staff, volunteers and subcontracting providers on equality, diversity, bullying, harassment, dignity and respect in the learning environment.
The Mentoring Lab creates a safe learning environment where young people and adults are safeguarding from bullying, and all forms of abuse. This includes
- Providing opportunities for adults and young people to voice any concerns they may have regarding inappropriate behaviour, abuse, harassment or misconduct and providing strong sanctions to deter victimisation or cover up of malpractice.
- Ensuring staff and volunteers are trained and feel confident in appropriately recording and reporting safeguarding issues, with a commitment to understanding that abuse is abuse and should never be tolerated or passed off as “banter”, “just having a laugh” or “part of growing up”.
- Supplying information to service users on The Mentoring Lab procedures for following up complaints relating to the conduct of service users, staff, volunteers and/or other service users.
This is also includes:
- Requiring all staff and others associated with the delivery of our provision to carry and produce appropriate identification on request.
- Ensuring that premises used to deliver The Mentoring Lab activities are risk assessed by appropriately trained staff.
- Ensuring that The Mentoring Lab activities are risk assessed by appropriately trained staff.
- Ensuring that care and safety issues and concerns are reported.
- Providing Information, training and briefings on safeguarding vulnerable adults and children that includes:
- Including information on Safeguarding as part of service user induction.
- Providing information to staff, volunteers and service users about the standards we expect with regard to confidentiality and disclosure.
- Providing appropriate training for staff and volunteers on safeguarding, disclosure and diversity matters.
- Distributing information to all internal on the signs of abuse and the action to take if/when abuse is reported.
- Providing accessible information for service users, staff and volunteers on the complaints procedure.
- Providing headline information for service users on safeguarding, e-safety, bullying and harassment equality of opportunity and diversity.
- Providing service users with the name of the designated safeguarding contact (Elaine Thomas, [email protected] / 02081588500) and the procedure to be followed in the case of any alleged case of bullying or harassment
- Gathering and analysing information from service users on matters related to feeling safe in the learning environment.
- Generating questions on the feedback form to elicit how safe service users feel in the learning environment.
- Analysing the information obtained and acting on the results.
- Monitoring the effectiveness of this Safeguarding Policy and reviewing it annually
- Monitoring the safeguarding practices within provision.
- Identifying and sharing good practice in safeguarding with sub contracted providers.
- Reviewing the The Mentoring Lab safeguarding policy on an annual basis.
- Linking with learning networks and the local authority safeguarding unit to ensure that information on safeguarding is current and up to date.
All enquiries relating to safeguarding issues should be addressed in the first instance to the designated safeguarding officer for The Mentoring Lab (Elaine Thomas).
Email Address [email protected]
Phone number 02081588500
9. Responsibilities
9.1. Responsibilities of the Designated Safeguarding Lead
The Designated Safeguarding Lead (DSL) is responsible for ensuring that safeguarding is given high priority within The Mentoring Lab. Specific responsibilities include:
- Providing support and advice to managers, all staff and volunteers on safeguarding matters related to children and vulnerable adults.
- Ensuring that all members of staff and volunteers receive training on child protection and safeguarding as part of their induction, and on an ongoing basis where required.
- Managing referrals/cases reported and working with Senior Management / Directors to ensure resolutions.
- Carrying out referrals to the relevant local authority social care team where abuse of a child or vulnerable adult is reported or suspected.
- Referring the matter to the local authority designated officer (LADO) where a member of staff is suspected of abuse (Hackney First Access Screening Team (FAST), 0208 356 5500).
- Maintaining an overview of safeguarding issues and monitoring the implementation of this policy, in conjunction with the recruitment officer or director. The DSL has responsibility for deciding whether to refer any reported matters onto the police or to the local authority social care service.
- Where possible, referrals should be made on the same working day and certainly within 24 hours.
It is the responsibility of the DSL to decide whether the parents/carers (if applicable) of the child or young person should be informed of the referral.
9.2. Responsibilities of the recruitment officer
• Supporting the DSL in the above tasks
• Auditing the operation of the policy and procedures
• Implementing a training strategy for employees and volunteers
• Ensuring that the policy and procedures are implemented throughout the organisation
9.3. Responsibilities of all line managers
Individual line managers are responsible for ensuring staff comply with the expectations set out within this policy.
- Specific responsibilities include:
- Being the first point of contact for reports of concerns.
- Ensuring that all employees and volunteers in regulated roles are subject to DBS checks where applicable.
- Reporting all concerns to the Designated Safeguarding Lead (DSL).
- Providing advice and support to employees and volunteers reporting disclosures or concerns
- Working with the DSL to resolve issues.
9.4. Employee responsibilities
All The Mentoring Lab staff, volunteers and partners have a responsibility to ensure the safety of children and vulnerable adults with whom they work. It is the responsibility of staff and volunteers to promote good practice and minimise and manage potential risks.
All staff (including volunteers, freelance staff and associates);
- must be aware of the requirements within these procedures.
9.5 Action to safeguard:
The Mentoring Lab staff or volunteers have no powers to investigate abuse. Nonetheless all The Mentoring Lab staff and volunteers have a duty to safeguard and promote the welfare of children and/or vulnerable adults and a responsibility to work closely and cooperatively with other agencies in order to achieve this.
- Staff and volunteers may have a role as referrers, witnesses or supporters in safeguarding processes.
If a member of staff or a volunteer suspects that a child or vulnerable adult is being harmed by experiencing, or already has experienced, abuse or neglect and/or is likely to suffer harm in the future, they must talk to the Designated Safeguarding Lead (Elaine Thomas, [email protected], 02081588500)
The DSL will agree next steps including making any necessary referrals If anyone other than the DSL makes a referral, they should inform the DSL as soon as possible.
It is not the responsibility of The Mentoring Lab to decide whether or not abuse has taken place. It is the responsibility of staff and volunteers at The Mentoring Lab to act if there is cause for concern, in order that the appropriate agencies can investigate and take any action necessary to protect the young and/or vulnerable adult.
If a member of staff or volunteer is concerned that a child is in immediate danger, or requires immediate medical treatment, they should call the police and/or emergency medical services on 999 straight away.
10. STAFF BEHAVIOUR
10.1. Code of conduct
The Mentoring Lab staff working with children and/or vulnerable adults may be required to undergo awareness training. Staff should not:
• meet with the a child or vulnerable adult on their own
• ask overly personal questions, including those about age or appearance (unless specifically related to a work project, in which case it must be documented)
• send/give out material that could be considered offensive, which includes material on social media sites
• suggest or imply a personal relationship could develop
• take an aggressive or bullying tone
• have physical contact
• offer or accept personal gifts
• travel alone with a young and/or vulnerable person
10.2 Website/online safety
Any project that provides service users with direct access to the Internet must have protocols in place to ensure safe use. The Internet is a significant tool in the distribution of indecent photographs and some adults use the Internet to try to establish contact with young and/or vulnerable people to “groom” them for inappropriate or abusive relationships.
The Mentoring Lab would consider staff and volunteer involvement in such activities as gross misconduct, which could ultimately lead to dismissal and referral for police investigation.
10.3. Presence on websites and social media
Staff and volunteers should take care when communicating with others online, particularly when identifying themselves as The Mentoring Lab staff members or volunteer and when in contact with children and vulnerable adults.
10.4. Website images / Text
The Mentoring Lab staff and volunteers obtaining and accessing inappropriate text and images (see also The Mentoring Lab’s internet policy)
Many websites contain offensive, obscene or indecent material such as:
• Sexually explicit images and related material
• Advocating of illegal activities
• Advocating intolerance for others.
Staff members authorised to use the Internet must not download pornographic or other unsuitable material on to The Mentoring Lab machines, or distribute such material to others. The Mentoring Lab would consider this gross misconduct which could ultimately lead to dismissal and referral for police investigation.
In addition, users must not place any material on to the Internet that would be considered inappropriate, offensive or disrespectful of others.
Disciplinary action will be taken against staff or volunteers that breach this policy. Where this is done inadvertently, the user must escape from the website and/or delete the material immediately. They should also report the incident to their line manager, the DSL.
Breach of this will be treated as gross misconduct. Where exemption is required, because of the nature of the work of the member of staff, permission must be given in advance by the line manager, Designated Safeguarding Lead and in consultation with the IT services provider. Children and vulnerable adults should not be given access to such websites.
10.5. Indecent images or ‘sexting’
Children or vulnerable adults obtaining indecent images or ‘sexting’ If a child or vulnerable adult reports to a member of staff that they have sent, or been sent, indecent images (sometimes referred to as ‘sexting’), they should discuss the concern with the Designated Safeguarding Lead.
The police and children's social care should always be contacted if:
• somebody involved is over the age of 18 or under the age of 13
• there are concerns about the ability to give consent
• the images are extreme or show violence
• the incident is intended to cause physical or emotional harm
• there is reason to believe that the young person has been blackmailed, coerced or groomed.
Details of the incident and the actions taken must be recorded in writing. Staff and volunteers should avoid looking at the image, video or message in question. If it is on a device belonging to The Mentoring Lab, it may need to be isolated so that nobody else can see it. This may involve blocking the network to all users.
11. CONFIDENTIALITY AND SHARING INFORMATION
11.1. Confidentiality and the possible impact on the child or vulnerable adult
In any work with children and/or vulnerable adults it is important to be clear about confidentiality. Confidentiality and safeguarding should be discussed with children and/or vulnerable adults at the beginning of any piece of work and reminders and information given from time to time, to ensure that they understand the processes and what responsibilities members of staff have. It is absolutely essential to be clear about the limits of confidentiality well before any such matter arises.
While personal information held by professionals and agencies is subject to a legal duty of confidence and should not normally be disclosed without the subject’s consent, it is essential that staff respond quickly where they have concerns or suspicions of abuse.
Any concerns about confidentiality should not override the rights of children and/or vulnerable adults at risk of, or suffering, harm.
The Mentoring Lab’s responsibility for protecting children and vulnerable adults means that, where necessary to protect welfare, it will breach confidentiality to raise concerns. Information sharing must be done in a way that is compliant with the General Data Protection Regulation and Data Protection Act 2018, the Human Rights Act 1998 and the common law duty of confidentiality.
However, a concern for confidentiality must never be used as a justification for withholding information when it would be in the child or vulnerable adult’s best interests to share information.
11.2. Do not promise to keep secrets.
Should it become necessary to pass on information shared by another party this decision should always be discussed with the person in question and where possible their cooperation sought beforehand. Explanations of the reasons; processes; likely sequence of events; and who to contact for information or for support should also be provided.
When a child or vulnerable adult makes an allegation of abuse they may hope that the abuse will stop without further enquiries. They may fear the effect this will have on their family and may fear retribution from the abuser.
They should be helped to understand why the referral (to the Designated Safeguarding Lead) must be made and what is likely to happen as a result. It is important to reassure the child or vulnerable adult but he/she must not be told that their allegation will be treated in a particular way or that the information will be kept a secret.
A record should be kept of any decision and the reasons for it – whether it is to share information or not. If you decide to share, then record what you have shared, with whom and for what purpose.
11.3. Confidential Record-Keeping
Even if a concern has been discussed with a line manager/ the DSL, it is important that all concerns are properly recorded in writing whether or not further action is taken. The Mentoring Lab has a standard Safeguarding & Child Protection Report form for recording suspected abuse to help people record relevant information. This form must be used for all concerns and passed as soon as possible to the DSO.
It is important that concerns raised are recorded accurately and in detail. All discussions should end with clear and explicit recorded agreement about who will be taking what action. Where no further action is the outcome the reason for this should be clearly recorded. Some of the information requested by the form may not be available. Staff and volunteers should not pursue the questioning of the child or vulnerable adult for this information if it is not given freely.
There should be no delay in reporting the matter by waiting for all the information. In completing the form it is important not to write speculative comments but to stick to the facts. Staff and volunteers' opinions may be crucial, but it should be recorded as an opinion and any evidence stated to support these opinions.
Records pertaining to issues of child protection may be accessible to third parties such as Children’s Services, Police, the Courts and Solicitors. Records must be kept securely in a locked place or file to which access is restricted. Directors and managers have a particular responsibility in maintaining the confidentiality of these records and must ensure that the records, or any information they contain, are made available only to relevant parties.
The transfer of information - verbally, through the mail, electronically, etc. - should be done in such a way that confidentiality is maintained. On and off-site activities a risk assessment should be carried out at least 48 hours before any activity involving a child and/or vulnerable adult takes place. Safeguarding and Code of Conduct procedures apply whether the activity is on or off-site.
12. SAFER RECRUITMENT
12.1. Recruiting staff and volunteers
The Protection of Freedoms Act 2012 under the Safeguarding Vulnerable Groups Act 2006 sets out that it is an offence for an employer to knowingly employ someone in a regulated position if they are barred from doing so.
It is the Duty of The Mentoring Lab Recruitment and HR team to ensure the follwoing documents are provided by all staff and volunteers before working with children and young people at The MEntoring Lab;
Enhanced DBS, no later than 18 months old
Two professional reference, (or character references if under 18 years old)
Safeguarding training completed in the last 12 months
The Mentoring Lab Onboarding training completed
Where any of the above are ont in place before working with children or young people, the staff or volunteer concerned should;
Have evidence the above documents in the process of being completed
Not work alone with or on a one to one basis with any children or young people
Be supervised by a member of staff with the above documents in place
Should have a risk assessment conducted by the DSL and aboved by the Directors
Where there is regular contact but not ‘regulated’ i.e. supervised it is still possible to consider an enhanced criminal records check but this will not include a check of the barred list through the Disclosures and Barring Service (DBS).
You must seek advice from the recruitment officer. Some roles within The Mentoring Lab, whilst not ‘regulated positions’, may involve working directly with children and/or vulnerable adults.
Activities could include (but are not limited to): convening meetings; holding focus groups or consultations; and conducting interviews with children and/or vulnerable adults.
Where this is the case, the relevant member of staff or volunteer will be required to have a DBS check carried out prior to commencing any direct work with children and/or vulnerable adults.
Where a criminal conviction is disclosed by an applicant or through a DBS check/basic disclosure, the employees’ line manager or director, will consider this assessment objectively and, where the assessment indicates that the level of risk is too high to allow the individual to start/continue working in a particular role/activity, the consequences of this for the individual will dependent upon:
• The check concerned
• The reason for the check (that is, check for a new employee, a recheck for an existing employee in their current post or a check for an existing employee in a new post)
• Relevant legislation
• The post concerned
• Whether the individual is suitable for other employment opportunities available within the organisation.
Possible outcomes include amended duties, redeployment, withdrawal of an offer of employment or, where the individual started work before the relevant screening check was completed, dismissal.
Safe recruitment practice of checking work history, identity and explanations for any gaps must be followed for all staff and volunteers working at The Mentoring Lab and partner organisations even if direct contact with children and/or vulnerable adults is not part of their role.
12.2. Supporting staff and volunteers
It is the responsibility of managers and directors to ensure that the staff they line manage are aware of and understand the procedures and have levels of knowledge and skills commensurate to the level and nature of their direct involvement with children and/or adults.
All staff and volunteers should:
• be supervised and supported in their work
• work to The Mentoring Lab safeguarding procedures which are reviewed and updated as necessary
• receive training in safeguarding at a level appropriate to their work situation
• be able to raise concerns about poor and dangerous practice through The Mentoring Lab’s whistle blowing policy
• have access to personal safety procedures
• have training and support as required to effectively discharge their responsibilities.
12.3. Allegations against staff or volunteer
Any suspicion, allegation or actual abuse of a child or vulnerable adult by an employee, trustee, volunteer, mentor, student, agency worker, contract, and unpaid staff must be reported to the Director immediately. Concerns about staff must be treated with the same rigour as other concerns.
If there are concerns that abuse has taken place the DSL will pass this information to the Local Authority Designated Officer for investigation. The DSL will work with the member of staff’s line manager and the recruitment officer. The DSL and senior managers will also need to refer to the Disciplinary Policy and Procedure and decide whether the member of staff should be suspended pending a full investigation. If the member of staff or volunteer is not happy with the response they receive from the DSL, then they should refer to The Mentoring Lab’s Whistle Blowing Policy.
There may be instances when a staff member’s or volunteers performance or conduct when working with children and/or vulnerable adults will lead to The Mentoring Lab’s disciplinary procedures being invoked.
The Disciplinary Policy is available in The Mentoring Lab GDrive. The nature of the concern about the staff member’s conduct and or performance will determine how and what disciplinary action is taken. On occasion, a child or vulnerable adult may abuse another child or vulnerable adult. Safeguarding procedures should be followed in respect of all parties in those situations.
12.4. Reporting a serious safeguarding incident
If any member of staff is involved in an actual or suspected serious safeguarding incident, or if a serious safeguarding incident takes place within any of The Mentoring Lab’s workplaces or working context, in addition to following the protocols set out within this policy, it should also be reported to the local authority. It is the responsibility of Directors to ensure that this takes place.
In addition, immediate action should be taken to:
• prevent or minimise any further harm
• report it to the police, if it is suspected a crime has been committed, and to any other regulators the charity is accountable to
• plan what to say to staff, volunteers, members, the public and the media
• review what happened and prevent it from happening again - this may include strengthening internal controls and procedures, and/or seeking appropriate help from professional advisers.
13. Covid Statement
The Mentoring Lab is committed to ensuring the well being and safeguard of all the young people and adults that access our services. As such we are offering some of our face to face delivery via telephone or video conferencing platforms Zoom during the covid-19 pandemic lockdown.
13.1 Covid Online
To safely do so online;
· Children under 18 years old must first gain consent from their parents/carers to take part by completing our registration form found on our website.
· Report safeguarding concerns via our cause for concern form found on our GDrive.
· Risk assessment and implement control measures to ensure participants safety whilst engaging via telephone or video conferencing software.
· Ensure staff ratios for online sessions are no more than 1:8 or 2:16 and that staff have clear pre-assigned roles, with background admin support always available.
· Provide online safeguarding training to new and existing staff and volunteers.
During the summer school holidays we will be following Covid safeguarding regulations to deliver our face to face youth engagement sessions.
To do so safely face to face we will have;
- No more than 8 children to a group
- No new children added to the group or changing groups
- Everyone avoiding physical contact and staying at 2 metres away from each other
- All staff and children wearing face masks and gloves, and using hand sanitiser
- Everyone washing their hands before, during and after taking part
- Children staying home if they have a new continuous cough, high temperature or and loss
of, or change in normal sense of taste or smell (anosmia).
- Antiviral sanitiser to clean sporting and art equipment before, during and after sessions.
13.2 Our COVID response to staff and volunteer conduct online
1. There must be a minimum of 1:7 or 2:7 staff on each online session
2. There must be one lead member of staff on each session and one staff member undertaking admin and register who has joined the session
3. Staff must arrive 60 - 20 mins early for an online session to prepare
4. Staff must debrief with the lead worker at the end of the online session using a different online session / invite to ensure it is private.
5. Staff must ensure their physical background does not show anything private or inappropriate or that some would find offensive (e.g. posters/artwork, books etc)
6. Staff must not smoke or vape during online youth sessions
7. Staff must not drink alcohol before or during online sessions
8. Staff must wear appropriate clothing that is not revealing online
9. Staff must ensure their language and conduct during sessions are professional at all times.
10. Staff must be clear on their roles prior to the session starting
11. Staff must report safeguarding concerns via the cause for concern form found in the GDrive or by calling Elaine Thomas on 07521244785 (designated safeguarding lead) before leaving / signing off from work.
13.3 Our Covid Response to Safer Recruitment
When recruiting new staff or volunteers during the COVID-19 Lockdown online via apps such as Teams, Skype or Zoom, The Mentoring Lab considers what additional safety checks to put in place to ensure a candidate is suitable to work with children and young people by;
Continuing to conduct DBS checks on all successful applicants
Continuing to check personal documents online, via video following Access Personal Checking Services guidelines.
Ensuring no one starts work for your organisation until this check has come back and we are satisfied that they are safe.
No new staff or volunteers will be the lead worker for any online delivery and or they will always be accompanied by a trusted lead.
Adding more questions to our interviews that probe a little deeper to compensate for not meeting your candidates in person to be able to assess how they interact in a professional environment.
Increase the length of your interviews to allow for glitches or signal errors
14. COMPLYING WITH THIS POLICY
14.1. Expectations of employees and volunteers
It is important that staff and volunteers work to a high standard of professional conduct and act with integrity at all times, in order to minimise the risk of abuse from within The Mentoring Lab.
It is important to create a work environment where the risk of abuse is minimised and children and vulnerable adults feel comfortable and safe (see The Mentoring Lab Participation Guidelines).
When incidents of abuse are raised or suspected it is important that staff and volunteers have the necessary information and support and follow the procedures appropriately. Staff and volunteers should make sure they have read The Mentoring Lab’s safeguarding procedures in full. They should highlight and discuss any issues requiring clarification and any training issues with their line manager. Staff and volunteers should make sure that they have a working knowledge of the different forms of abuse and possible indicators.
All staff and volunteers should ensure that, when working with children and/or vulnerable adults, all colleagues, volunteers and other staff from partnering organisations have the appropriate employee checks in place which must include a full career history, identity checks and references and adherence to Disclosure & Barring Service (DBS) where applicable.
14.2. Freelance staff and associates
It is the responsibility of the Recruitment and HR team to ensure that these staff are familiar with this document and agree to work within this framework. If there are any concerns with the conduct of freelance staff or associates, these concerns must be raised following the steps outlined in this policy.
15. CONTACT DETAILS
If you suspect that a child or vulnerable adult needs protection or is at risk of abuse, please contact The Mentoring Lab’s Designated Safeguarding Lead;
Elaine Thomas
Founder Ceo
02081588500 / 07521244785
Email: [email protected]
In Elaine’s absence, staff should contact the Deputy Safeguarding Lead:
Daniel Max-Orumbie
Director / Social Worker Manager
Phone: 07958064375
Email: [email protected]
NSPCC Child Protection Helpline (24 hours)
To report or discuss concerns about a child’s welfare.
Tel: 0808 800 5000 or textphone: 0800 056 0566 or email: [email protected]
Child Exploitation and Online Protection Command (CEOP) Report a concern that a child is being sexually abused or groomed online at www.ceop.police.uk
16. FURTHER INFORMATION AND GUIDANCE
16.1 The City of London Thresholds of Need Tool
Accessing The City of London Thresholds of Need Tool can be found here: https://www.chscp.org.uk/wp-content/uploads/2015/09/Thresholds-of-need-WEB-030915_Redacted.pdf
16. 2 The Hackney Child Wellbeing Framework
The Hackney Child Wellbeing Framework can be found under Hackney Guidance here: https://www.chscp.org.uk/worried-about-a-child/
16.3 Safeguarding children who come from Black, Asian and minoritised ethnic communities
To access information on how The Mentoring Lab development our framework to Safeguard children who come from Black, Asian and minoritised ethnic communities visit NSPCC link here for further reading: https://learning.nspcc.org.uk/safeguarding-child-protection/children-from-black-asian-minoritised-ethnic-communities
16.4 Supporting documents
This policy statement should be read alongside our organisational policies, procedures, guidance and other related documents:
• role description for the designated safeguarding officer
• dealing with disclosures and concerns about a child or young person
• managing allegations against staff and volunteers
• recording concerns and information sharing
• child protection records retention and storage
• code of conduct for staff and volunteers
• behaviour codes for children and young people
• photography and sharing images guidance
• safer recruitment
• online safety
• anti-bullying
• managing complaints
• whistleblowing
• health and safety
• induction, training, supervision and
The following legislation is relevant to this policy, either because it has influenced its introduction and/or its content:
• Counter-Terrorism and Security Act 2015
• Data Protection Act 2018
• Equality Act 2010
• Female Genital Mutilation Act 2003
• Health and Safety at Work Act 1974
• Human Rights Act 1998
• Management of Health and Safety at Work Regulations 1999
• Protection of Children Act 1999
• Protection of Freedoms Act 2012
• Rehabilitation of Offenders Act 1974
• Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
• Safeguarding Vulnerable Groups Act 2006
• Sexual Offences Act 2003
• The Children Act 1989, 2004
• The Police Act 1997 15
17. POLICY OWNER
The Children and Vulnerable Adults Safeguarding Policy is owned by The Mentoring Lab Directorship.
It will be annually reviewed and updated to ensure compliance with relevant legislation and internal change.
The Directors will ensure that each published version of this policy is archived, along with details of when it was in operation.
This policy has been approved & authorised by:
Name: Elaine Thomas
Position: Founder Ceo
Date: 1st September 2022
Next Update: 1st September 2022
1. Introduction
This policy is made in accordance with The Mentoring Lab’s vision and mission, for every child to grow up safe, secure and supported enabling them to protect their futures. The Mentoring Lab works directly with children and young adults on a range of its mentoring and youth engagement projects and programmes. As such we have a responsibility to promote the wellbeing and safety of all people that come into contact with us.
The Mentoring Lab believes that it is always unacceptable for a person to experience abuse or neglect of any kind. The Mentoring Lab is committed to practice which protects children and vulnerable adults from harm and recognises its duty to ensure that appropriate action is taken where a child or vulnerable adult is experiencing harm or is at risk of harm.
All staff working with children and vulnerable adults have a legal duty to work together to protect them from harm or abuse. (‘No Secrets’, DH) The Mentoring Lab Safeguarding lead has overall responsibility for the safeguarding of service users, and is responsible for ensuring the effectiveness of all work done to safeguard and promote the welfare of children and young people on our projects and programmes.
The Mentoring Lab Policy covers: The recruitment and employment of staff working with vulnerable adults and the provision of a safe learning environment under the requirements of this act The Mentoring Lab is responsible for ensuring the recruitment officer follows safer recruitment procedures.
This includes carrying out Disclosure and Barring checks on all staff working with vulnerable mentees every 18 months. This also applies where staff have already been checked by a previous employer.
2. Statement of Intent
The Mentoring Lab’s first priority is to ensure the safety and protection of all service users taking part in mentoring and or learning. In order to protect young people and vulnerable adults from harm we
will act in accordance with the following legislation and guidance: ‘No Secrets’ DH 2000
3. Scope
This policy statement applies to all services, projects and programmes provided by The Mentoring Lab, and includes:
- All mentoring, youth engagement and learning provision for young people and vulnerable adults delivered directly by employed staff employed by The Mentoring Lab and
- All mentoring, youth engagement and learning provision for young people and vulnerable adults commissioned through partnership arrangements.
4. WHO IS AFFECTED BY THIS POLICY?
This policy applies to all paid employees, seconded staff, directors, executive directors, volunteers, mentors, students, agency workers, contract, volunteers and unpaid staff working on behalf of The Mentoring Lab in any capacity and in any setting.
Young members, young people on work experience and any children or young adults involved in the work of The Mentoring Lab should be made aware of The Mentoring Lab’s safeguarding policies and procedures.
Those with specific communication needs because of language or disability should have access to information in appropriate forms to ensure their understanding.
This policy relates to all children from unborn up to 18 years of age or unto 25 years of age, for young people with special educational needs or disability, adults over 18 years old seen as vulnerable and includes children with whom The Mentoring Lab’s has direct or indirect contact with, for example children known to adults with whom The Mentoring Lab’s works directly.
This policy also relates to vulnerable adults who need to be safeguarded from harm. In project proposals and tenders, The Mentoring Lab’s Safeguarding policies should be mentioned and attached where appropriate. Project information leaflets for children and vulnerable, parent/carers and local agencies should all have a statement on safeguarding with contact details as appropriate.
5. What to do if you are concerned?
When working through the process of raising a safeguarding issues it is recommended that you:
- Remain calm and reassure the person that they have done the right thing by speaking up
- Listen carefully and give the person time to speak
- Explain that only the professionals who need to know will be informed, but never promise confidentiality
- Act immediately, and do not try to address the issue yourself
- Write a statement using The Mentoring Lab ‘Cause for Concern Form’ found in the TML GDrive and Staff Handbook, giving as much detail as possible; date & time, what was said, how you acted, any names / parties mentioned
- Report to your line manager who is then responsible for contacting the Designated Safeguarding Lead, or in her absence the Deputy Safeguarding Lead, Daniel Max-Orumbie ([email protected]).
- It is the duty of anyone working with children to report disclosure or harm
- Remember that it is not for you to decide whether or not a suspicion or claim is true; all instances must be taken seriously
Designated Safeguarding Leads contact details
Elaine Thomas
Founder Ceo
Phone: 07521244785
Email: [email protected]
In Elaine’s absence, staff should contact the Deputy Safeguarding Lead:
Daniel Max Orumbie
Director / Social Worker Manager
Phone: 07958064375
Email: [email protected]
6. Policy Definitions
Safeguarding The term “safeguarding” describes the broader preventive and precautionary approach to planning and procedures that are necessary to protect children, young people and vulnerable adults from any potential harm or damage.
6.1 Safeguarding means:
- Protection from abuse and neglect
- Promotion of health and development
- Ensuring safety and care relating to the environment and activity Ensuring optimum life chances
- ‘Child’ or ‘Young Adult’ An individual is considered to be a child or young person up to their 18th birthday
6.2 ‘Vulnerable Adult’
A Vulnerable adult is any person aged 18 or over ‘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 may be, unable to take care of him or herself or protect him or herself against significant harm or exploitation’ (‘No Secrets’ DH 2000).
The list below is not exhaustive but a vulnerable adult may be someone who:
- is elderly and frail
- has a mental disorder
- has a physical or sensory disability has a severe physical illness
- is a substance misuser
- is homeless
- has a learning disability
6.3 Useful Information
The City of London Thresholds of Need Tool
Accessing The City of London Thresholds of Need Tool can be found here: https://www.chscp.org.uk/wp-content/uploads/2015/09/Thresholds-of-need-WEB-030915_Redacted.pdf
The Hackney Child Wellbeing Framework
The Hackney Child Wellbeing Framework can be found under Hackney Guidance here: https://www.chscp.org.uk/worried-about-a-child/
7. LEGAL FRAMEWORK
Everyone has a right to be safeguarded from abuse or neglect. There is a legislative framework in place in place to safeguard children and vulnerable adults through The Children Act 1989 (as amended by section 53 of the Children Act 2004) and the Safeguarding Vulnerable Groups Act 2006.
Further guidance that sets out the requirements and expectations on professionals to work together to effectively safeguard children include Working Together to Safeguard Children (2015), Safeguarding Disabled Children: Practice Guidance (2009) and What to do if you’re worried a child is being abused (2015) (Department for Education 2015).
The Mentoring Lab does not have a statutory duty to comply with the key arrangements listed in Working Together, however it should have in place arrangements that reflect the importance of safeguarding and promoting the welfare of children, as well as vulnerable adults. Female Genital Mutilation (FGM) is illegal in England and Wales under the Female Genital Mutilation Act 2003.
It is a form of child abuse and violence against women. While the duties under the Act are limited to regulated health & social care professional and teachers, non-regulated practitioners also have a responsibility to take appropriate safeguarding action in relation to any identified or suspected case of FGM.
The Counter-Terrorism and Security Act 2015 sets out the “need to prevent people from being drawn into terrorism”. The Prevent strategy is part of an overall counterterrorism strategy, CONTEST, and aims to reduce the threat to the UK from terrorism by stopping people becoming terrorists or supporting terrorism. Organisations such as The Mentoring Lab do not have a duty to adhere to the Prevent duty but do still have a responsibility to safeguard and promote the welfare of the children and young people it works with.
8. GENERAL PRINCIPLES
8.1 Safeguarding relates to the action taken to promote the welfare of children and vulnerable adults and to protect them from harm. All staff should have a basic awareness of safeguarding issues. This includes:
• Being alert to the possibility of abuse and neglect
• Having enough knowledge to recognise an abusive or potentially abusive event or set of circumstances
• Knowing who in the organisation to raise concerns with
• Being competent to take the appropriate immediate or emergency action.
If any member of staff has any concerns about a child or vulnerable adult they must alert The Mentoring Lab Community’s Designated Safeguarding Lead (DSL), Elaine Thomas or in her absence Daniel Max Orumbie immediately.
If the DSL agrees there is grounds for concern, they must take appropriate action to safeguard the child or vulnerable adult. This may include contacting the relevant local authority social care service or the local police child abuse investigation team.
If a child or vulnerable adult is in immediate danger the member of staff who first becomes aware of the danger should dial 999 for the police.
The above may include concerns about a member of staff, a suspicion that a child or vulnerable adult is being abused or neglected, or a suspicion that an activity is taking place that could place a person at risk.
If the concern relates to a member of staff, The Mentoring Lab’s DSL should contact the local authority designated officer (LADO) responsible for providing advice and liaison in such cases. This is a general guide as the role of the LADO is expected to change, additionally some local authorities will have new multi-agency safeguarding arrangements.
In Hackney where The Mentoring Lab registered office is based, the LADO is located within Children and Families Services and can be contacted via the First Access and Screening Team or directly on 020 8356 4569.
In any situation where there is a suspicion of abuse, the welfare needs of the child or vulnerable adult must come first even where there may be a conflict of interest (e.g. where the suspected perpetrator may be a member of staff).
8.2 ‘Abuse’ defined as;
“a violation of an individual’s human and civil rights by any other person or persons” (‘No Secrets’ DH 2000). Abuse may consist of a single act or repeated acts, abuse may happen intentionally or unintentionally and can take place in any relationship or setting.
Examples of abuse that could occur in a learning environment include:
Physical abuse – shoving, hitting, slapping
Sexual abuse - involvement in any direct or indirect (e.g. innuendo, pornography) activity against the learner’s will or knowledge
Emotional/psychological abuse e.g. intimidation, bullying or humiliation Discriminatory abuse e.g. racial, sexual or religious harassment Financial or material exploitation e.g. coercing money or goods
Institutional abuse e.g. failure to ensure privacy, dignity or uphold individual human and civil rights.
Neglect or acts of omission e.g. ignoring physical or medical needs, failure to access appropriate health, social care or educational services, withholding medication.
An abuser: may be anyone including peers, relatives, friends, professional staff, other learners and service-users, neighbours, care workers, volunteers, and strangers.
8.3 Categories of abuse
Children and vulnerable adults can experience abuse in a number of ways. Forms of abuse that may affect children and vulnerable adults include:
• Abuse of trust
• Child sexual exploitation
• Child Trafficking
• Discriminatory abuse
• Domestic violence or abuse
• Emotional Abuse
• Female Genital Mutilation (FGM)
• Financial or material abuse
• Grooming
• Harmful sexual behaviour
• Modern slavery
• Neglect
• Online abuse
• Organisational or institutional abuse
• Physical Abuse
• Psychological or emotional abuse
• Radicalisation of children or vulnerable adults
• Self-neglect
• Sexual Abuse
These categories can overlap and an abused child or adult often suffers more than one type of abuse. Disabled children, young people adults are particularly vulnerable to abuse in any form. Safeguards for disabled children and adults are essentially the same as for non-disabled children and adults. The Mentoring Lab staff must maintain high standards of practice, remain vigilant to the possibility of a child or adult being abused and minimise situations of risk.
All staff must ensure that the children and vulnerable adults they work with know how to raise concerns, and have access to interpreters/specialist workers and other aids to communication if required. Where there are concerns about the welfare of a disabled child or adult, they should be acted upon in accordance with the procedures set out in this policy.
The same thresholds for action apply.
Where concerns are raised about a child or vulnerable adult who has communication difficulties, appropriate support, interpreting services and communication aids must be secured.
8.4 Promoting Safeguarding
The Mentoring Lab is committed to promoting safeguarding through the provision of an inclusive, supportive and safe environment for its service users, staff and others closely associated with its work and affirms the rights of individuals to be treated fairly and with respect.
The Mentoring Lab intends to pursue this commitment by;
Promoting a culture of value and respect for all within a supportive and safe learning environment. We do this by;
- Ensuring that all internal staff, learning, personal support staff and volunteers and external partners in contact with service users have a current Disclosure and -Barring check for working with adults and/or children.
- Providing accessible information for service users, staff, volunteers and subcontracting providers on equality, diversity, bullying, harassment, dignity and respect in the learning environment.
The Mentoring Lab creates a safe learning environment where young people and adults are safeguarding from bullying, and all forms of abuse. This includes
- Providing opportunities for adults and young people to voice any concerns they may have regarding inappropriate behaviour, abuse, harassment or misconduct and providing strong sanctions to deter victimisation or cover up of malpractice.
- Ensuring staff and volunteers are trained and feel confident in appropriately recording and reporting safeguarding issues, with a commitment to understanding that abuse is abuse and should never be tolerated or passed off as “banter”, “just having a laugh” or “part of growing up”.
- Supplying information to service users on The Mentoring Lab procedures for following up complaints relating to the conduct of service users, staff, volunteers and/or other service users.
This is also includes:
- Requiring all staff and others associated with the delivery of our provision to carry and produce appropriate identification on request.
- Ensuring that premises used to deliver The Mentoring Lab activities are risk assessed by appropriately trained staff.
- Ensuring that The Mentoring Lab activities are risk assessed by appropriately trained staff.
- Ensuring that care and safety issues and concerns are reported.
- Providing Information, training and briefings on safeguarding vulnerable adults and children that includes:
- Including information on Safeguarding as part of service user induction.
- Providing information to staff, volunteers and service users about the standards we expect with regard to confidentiality and disclosure.
- Providing appropriate training for staff and volunteers on safeguarding, disclosure and diversity matters.
- Distributing information to all internal on the signs of abuse and the action to take if/when abuse is reported.
- Providing accessible information for service users, staff and volunteers on the complaints procedure.
- Providing headline information for service users on safeguarding, e-safety, bullying and harassment equality of opportunity and diversity.
- Providing service users with the name of the designated safeguarding contact (Elaine Thomas, [email protected] / 02081588500) and the procedure to be followed in the case of any alleged case of bullying or harassment
- Gathering and analysing information from service users on matters related to feeling safe in the learning environment.
- Generating questions on the feedback form to elicit how safe service users feel in the learning environment.
- Analysing the information obtained and acting on the results.
- Monitoring the effectiveness of this Safeguarding Policy and reviewing it annually
- Monitoring the safeguarding practices within provision.
- Identifying and sharing good practice in safeguarding with sub contracted providers.
- Reviewing the The Mentoring Lab safeguarding policy on an annual basis.
- Linking with learning networks and the local authority safeguarding unit to ensure that information on safeguarding is current and up to date.
All enquiries relating to safeguarding issues should be addressed in the first instance to the designated safeguarding officer for The Mentoring Lab (Elaine Thomas).
Email Address [email protected]
Phone number 02081588500
9. Responsibilities
9.1. Responsibilities of the Designated Safeguarding Lead
The Designated Safeguarding Lead (DSL) is responsible for ensuring that safeguarding is given high priority within The Mentoring Lab. Specific responsibilities include:
- Providing support and advice to managers, all staff and volunteers on safeguarding matters related to children and vulnerable adults.
- Ensuring that all members of staff and volunteers receive training on child protection and safeguarding as part of their induction, and on an ongoing basis where required.
- Managing referrals/cases reported and working with Senior Management / Directors to ensure resolutions.
- Carrying out referrals to the relevant local authority social care team where abuse of a child or vulnerable adult is reported or suspected.
- Referring the matter to the local authority designated officer (LADO) where a member of staff is suspected of abuse (Hackney First Access Screening Team (FAST), 0208 356 5500).
- Maintaining an overview of safeguarding issues and monitoring the implementation of this policy, in conjunction with the recruitment officer or director. The DSL has responsibility for deciding whether to refer any reported matters onto the police or to the local authority social care service.
- Where possible, referrals should be made on the same working day and certainly within 24 hours.
It is the responsibility of the DSL to decide whether the parents/carers (if applicable) of the child or young person should be informed of the referral.
9.2. Responsibilities of the recruitment officer
• Supporting the DSL in the above tasks
• Auditing the operation of the policy and procedures
• Implementing a training strategy for employees and volunteers
• Ensuring that the policy and procedures are implemented throughout the organisation
9.3. Responsibilities of all line managers
Individual line managers are responsible for ensuring staff comply with the expectations set out within this policy.
- Specific responsibilities include:
- Being the first point of contact for reports of concerns.
- Ensuring that all employees and volunteers in regulated roles are subject to DBS checks where applicable.
- Reporting all concerns to the Designated Safeguarding Lead (DSL).
- Providing advice and support to employees and volunteers reporting disclosures or concerns
- Working with the DSL to resolve issues.
9.4. Employee responsibilities
All The Mentoring Lab staff, volunteers and partners have a responsibility to ensure the safety of children and vulnerable adults with whom they work. It is the responsibility of staff and volunteers to promote good practice and minimise and manage potential risks.
All staff (including volunteers, freelance staff and associates);
- must be aware of the requirements within these procedures.
9.5 Action to safeguard:
The Mentoring Lab staff or volunteers have no powers to investigate abuse. Nonetheless all The Mentoring Lab staff and volunteers have a duty to safeguard and promote the welfare of children and/or vulnerable adults and a responsibility to work closely and cooperatively with other agencies in order to achieve this.
- Staff and volunteers may have a role as referrers, witnesses or supporters in safeguarding processes.
If a member of staff or a volunteer suspects that a child or vulnerable adult is being harmed by experiencing, or already has experienced, abuse or neglect and/or is likely to suffer harm in the future, they must talk to the Designated Safeguarding Lead (Elaine Thomas, [email protected], 02081588500)
The DSL will agree next steps including making any necessary referrals If anyone other than the DSL makes a referral, they should inform the DSL as soon as possible.
It is not the responsibility of The Mentoring Lab to decide whether or not abuse has taken place. It is the responsibility of staff and volunteers at The Mentoring Lab to act if there is cause for concern, in order that the appropriate agencies can investigate and take any action necessary to protect the young and/or vulnerable adult.
If a member of staff or volunteer is concerned that a child is in immediate danger, or requires immediate medical treatment, they should call the police and/or emergency medical services on 999 straight away.
10. STAFF BEHAVIOUR
10.1. Code of conduct
The Mentoring Lab staff working with children and/or vulnerable adults may be required to undergo awareness training. Staff should not:
• meet with the a child or vulnerable adult on their own
• ask overly personal questions, including those about age or appearance (unless specifically related to a work project, in which case it must be documented)
• send/give out material that could be considered offensive, which includes material on social media sites
• suggest or imply a personal relationship could develop
• take an aggressive or bullying tone
• have physical contact
• offer or accept personal gifts
• travel alone with a young and/or vulnerable person
10.2 Website/online safety
Any project that provides service users with direct access to the Internet must have protocols in place to ensure safe use. The Internet is a significant tool in the distribution of indecent photographs and some adults use the Internet to try to establish contact with young and/or vulnerable people to “groom” them for inappropriate or abusive relationships.
The Mentoring Lab would consider staff and volunteer involvement in such activities as gross misconduct, which could ultimately lead to dismissal and referral for police investigation.
10.3. Presence on websites and social media
Staff and volunteers should take care when communicating with others online, particularly when identifying themselves as The Mentoring Lab staff members or volunteer and when in contact with children and vulnerable adults.
10.4. Website images / Text
The Mentoring Lab staff and volunteers obtaining and accessing inappropriate text and images (see also The Mentoring Lab’s internet policy)
Many websites contain offensive, obscene or indecent material such as:
• Sexually explicit images and related material
• Advocating of illegal activities
• Advocating intolerance for others.
Staff members authorised to use the Internet must not download pornographic or other unsuitable material on to The Mentoring Lab machines, or distribute such material to others. The Mentoring Lab would consider this gross misconduct which could ultimately lead to dismissal and referral for police investigation.
In addition, users must not place any material on to the Internet that would be considered inappropriate, offensive or disrespectful of others.
Disciplinary action will be taken against staff or volunteers that breach this policy. Where this is done inadvertently, the user must escape from the website and/or delete the material immediately. They should also report the incident to their line manager, the DSL.
Breach of this will be treated as gross misconduct. Where exemption is required, because of the nature of the work of the member of staff, permission must be given in advance by the line manager, Designated Safeguarding Lead and in consultation with the IT services provider. Children and vulnerable adults should not be given access to such websites.
10.5. Indecent images or ‘sexting’
Children or vulnerable adults obtaining indecent images or ‘sexting’ If a child or vulnerable adult reports to a member of staff that they have sent, or been sent, indecent images (sometimes referred to as ‘sexting’), they should discuss the concern with the Designated Safeguarding Lead.
The police and children's social care should always be contacted if:
• somebody involved is over the age of 18 or under the age of 13
• there are concerns about the ability to give consent
• the images are extreme or show violence
• the incident is intended to cause physical or emotional harm
• there is reason to believe that the young person has been blackmailed, coerced or groomed.
Details of the incident and the actions taken must be recorded in writing. Staff and volunteers should avoid looking at the image, video or message in question. If it is on a device belonging to The Mentoring Lab, it may need to be isolated so that nobody else can see it. This may involve blocking the network to all users.
11. CONFIDENTIALITY AND SHARING INFORMATION
11.1. Confidentiality and the possible impact on the child or vulnerable adult
In any work with children and/or vulnerable adults it is important to be clear about confidentiality. Confidentiality and safeguarding should be discussed with children and/or vulnerable adults at the beginning of any piece of work and reminders and information given from time to time, to ensure that they understand the processes and what responsibilities members of staff have. It is absolutely essential to be clear about the limits of confidentiality well before any such matter arises.
While personal information held by professionals and agencies is subject to a legal duty of confidence and should not normally be disclosed without the subject’s consent, it is essential that staff respond quickly where they have concerns or suspicions of abuse.
Any concerns about confidentiality should not override the rights of children and/or vulnerable adults at risk of, or suffering, harm.
The Mentoring Lab’s responsibility for protecting children and vulnerable adults means that, where necessary to protect welfare, it will breach confidentiality to raise concerns. Information sharing must be done in a way that is compliant with the General Data Protection Regulation and Data Protection Act 2018, the Human Rights Act 1998 and the common law duty of confidentiality.
However, a concern for confidentiality must never be used as a justification for withholding information when it would be in the child or vulnerable adult’s best interests to share information.
11.2. Do not promise to keep secrets.
Should it become necessary to pass on information shared by another party this decision should always be discussed with the person in question and where possible their cooperation sought beforehand. Explanations of the reasons; processes; likely sequence of events; and who to contact for information or for support should also be provided.
When a child or vulnerable adult makes an allegation of abuse they may hope that the abuse will stop without further enquiries. They may fear the effect this will have on their family and may fear retribution from the abuser.
They should be helped to understand why the referral (to the Designated Safeguarding Lead) must be made and what is likely to happen as a result. It is important to reassure the child or vulnerable adult but he/she must not be told that their allegation will be treated in a particular way or that the information will be kept a secret.
A record should be kept of any decision and the reasons for it – whether it is to share information or not. If you decide to share, then record what you have shared, with whom and for what purpose.
11.3. Confidential Record-Keeping
Even if a concern has been discussed with a line manager/ the DSL, it is important that all concerns are properly recorded in writing whether or not further action is taken. The Mentoring Lab has a standard Safeguarding & Child Protection Report form for recording suspected abuse to help people record relevant information. This form must be used for all concerns and passed as soon as possible to the DSO.
It is important that concerns raised are recorded accurately and in detail. All discussions should end with clear and explicit recorded agreement about who will be taking what action. Where no further action is the outcome the reason for this should be clearly recorded. Some of the information requested by the form may not be available. Staff and volunteers should not pursue the questioning of the child or vulnerable adult for this information if it is not given freely.
There should be no delay in reporting the matter by waiting for all the information. In completing the form it is important not to write speculative comments but to stick to the facts. Staff and volunteers' opinions may be crucial, but it should be recorded as an opinion and any evidence stated to support these opinions.
Records pertaining to issues of child protection may be accessible to third parties such as Children’s Services, Police, the Courts and Solicitors. Records must be kept securely in a locked place or file to which access is restricted. Directors and managers have a particular responsibility in maintaining the confidentiality of these records and must ensure that the records, or any information they contain, are made available only to relevant parties.
The transfer of information - verbally, through the mail, electronically, etc. - should be done in such a way that confidentiality is maintained. On and off-site activities a risk assessment should be carried out at least 48 hours before any activity involving a child and/or vulnerable adult takes place. Safeguarding and Code of Conduct procedures apply whether the activity is on or off-site.
12. SAFER RECRUITMENT
12.1. Recruiting staff and volunteers
The Protection of Freedoms Act 2012 under the Safeguarding Vulnerable Groups Act 2006 sets out that it is an offence for an employer to knowingly employ someone in a regulated position if they are barred from doing so.
It is the Duty of The Mentoring Lab Recruitment and HR team to ensure the follwoing documents are provided by all staff and volunteers before working with children and young people at The MEntoring Lab;
Enhanced DBS, no later than 18 months old
Two professional reference, (or character references if under 18 years old)
Safeguarding training completed in the last 12 months
The Mentoring Lab Onboarding training completed
Where any of the above are ont in place before working with children or young people, the staff or volunteer concerned should;
Have evidence the above documents in the process of being completed
Not work alone with or on a one to one basis with any children or young people
Be supervised by a member of staff with the above documents in place
Should have a risk assessment conducted by the DSL and aboved by the Directors
Where there is regular contact but not ‘regulated’ i.e. supervised it is still possible to consider an enhanced criminal records check but this will not include a check of the barred list through the Disclosures and Barring Service (DBS).
You must seek advice from the recruitment officer. Some roles within The Mentoring Lab, whilst not ‘regulated positions’, may involve working directly with children and/or vulnerable adults.
Activities could include (but are not limited to): convening meetings; holding focus groups or consultations; and conducting interviews with children and/or vulnerable adults.
Where this is the case, the relevant member of staff or volunteer will be required to have a DBS check carried out prior to commencing any direct work with children and/or vulnerable adults.
Where a criminal conviction is disclosed by an applicant or through a DBS check/basic disclosure, the employees’ line manager or director, will consider this assessment objectively and, where the assessment indicates that the level of risk is too high to allow the individual to start/continue working in a particular role/activity, the consequences of this for the individual will dependent upon:
• The check concerned
• The reason for the check (that is, check for a new employee, a recheck for an existing employee in their current post or a check for an existing employee in a new post)
• Relevant legislation
• The post concerned
• Whether the individual is suitable for other employment opportunities available within the organisation.
Possible outcomes include amended duties, redeployment, withdrawal of an offer of employment or, where the individual started work before the relevant screening check was completed, dismissal.
Safe recruitment practice of checking work history, identity and explanations for any gaps must be followed for all staff and volunteers working at The Mentoring Lab and partner organisations even if direct contact with children and/or vulnerable adults is not part of their role.
12.2. Supporting staff and volunteers
It is the responsibility of managers and directors to ensure that the staff they line manage are aware of and understand the procedures and have levels of knowledge and skills commensurate to the level and nature of their direct involvement with children and/or adults.
All staff and volunteers should:
• be supervised and supported in their work
• work to The Mentoring Lab safeguarding procedures which are reviewed and updated as necessary
• receive training in safeguarding at a level appropriate to their work situation
• be able to raise concerns about poor and dangerous practice through The Mentoring Lab’s whistle blowing policy
• have access to personal safety procedures
• have training and support as required to effectively discharge their responsibilities.
12.3. Allegations against staff or volunteer
Any suspicion, allegation or actual abuse of a child or vulnerable adult by an employee, trustee, volunteer, mentor, student, agency worker, contract, and unpaid staff must be reported to the Director immediately. Concerns about staff must be treated with the same rigour as other concerns.
If there are concerns that abuse has taken place the DSL will pass this information to the Local Authority Designated Officer for investigation. The DSL will work with the member of staff’s line manager and the recruitment officer. The DSL and senior managers will also need to refer to the Disciplinary Policy and Procedure and decide whether the member of staff should be suspended pending a full investigation. If the member of staff or volunteer is not happy with the response they receive from the DSL, then they should refer to The Mentoring Lab’s Whistle Blowing Policy.
There may be instances when a staff member’s or volunteers performance or conduct when working with children and/or vulnerable adults will lead to The Mentoring Lab’s disciplinary procedures being invoked.
The Disciplinary Policy is available in The Mentoring Lab GDrive. The nature of the concern about the staff member’s conduct and or performance will determine how and what disciplinary action is taken. On occasion, a child or vulnerable adult may abuse another child or vulnerable adult. Safeguarding procedures should be followed in respect of all parties in those situations.
12.4. Reporting a serious safeguarding incident
If any member of staff is involved in an actual or suspected serious safeguarding incident, or if a serious safeguarding incident takes place within any of The Mentoring Lab’s workplaces or working context, in addition to following the protocols set out within this policy, it should also be reported to the local authority. It is the responsibility of Directors to ensure that this takes place.
In addition, immediate action should be taken to:
• prevent or minimise any further harm
• report it to the police, if it is suspected a crime has been committed, and to any other regulators the charity is accountable to
• plan what to say to staff, volunteers, members, the public and the media
• review what happened and prevent it from happening again - this may include strengthening internal controls and procedures, and/or seeking appropriate help from professional advisers.
13. Covid Statement
The Mentoring Lab is committed to ensuring the well being and safeguard of all the young people and adults that access our services. As such we are offering some of our face to face delivery via telephone or video conferencing platforms Zoom during the covid-19 pandemic lockdown.
13.1 Covid Online
To safely do so online;
· Children under 18 years old must first gain consent from their parents/carers to take part by completing our registration form found on our website.
· Report safeguarding concerns via our cause for concern form found on our GDrive.
· Risk assessment and implement control measures to ensure participants safety whilst engaging via telephone or video conferencing software.
· Ensure staff ratios for online sessions are no more than 1:8 or 2:16 and that staff have clear pre-assigned roles, with background admin support always available.
· Provide online safeguarding training to new and existing staff and volunteers.
During the summer school holidays we will be following Covid safeguarding regulations to deliver our face to face youth engagement sessions.
To do so safely face to face we will have;
- No more than 8 children to a group
- No new children added to the group or changing groups
- Everyone avoiding physical contact and staying at 2 metres away from each other
- All staff and children wearing face masks and gloves, and using hand sanitiser
- Everyone washing their hands before, during and after taking part
- Children staying home if they have a new continuous cough, high temperature or and loss
of, or change in normal sense of taste or smell (anosmia).
- Antiviral sanitiser to clean sporting and art equipment before, during and after sessions.
13.2 Our COVID response to staff and volunteer conduct online
1. There must be a minimum of 1:7 or 2:7 staff on each online session
2. There must be one lead member of staff on each session and one staff member undertaking admin and register who has joined the session
3. Staff must arrive 60 - 20 mins early for an online session to prepare
4. Staff must debrief with the lead worker at the end of the online session using a different online session / invite to ensure it is private.
5. Staff must ensure their physical background does not show anything private or inappropriate or that some would find offensive (e.g. posters/artwork, books etc)
6. Staff must not smoke or vape during online youth sessions
7. Staff must not drink alcohol before or during online sessions
8. Staff must wear appropriate clothing that is not revealing online
9. Staff must ensure their language and conduct during sessions are professional at all times.
10. Staff must be clear on their roles prior to the session starting
11. Staff must report safeguarding concerns via the cause for concern form found in the GDrive or by calling Elaine Thomas on 07521244785 (designated safeguarding lead) before leaving / signing off from work.
13.3 Our Covid Response to Safer Recruitment
When recruiting new staff or volunteers during the COVID-19 Lockdown online via apps such as Teams, Skype or Zoom, The Mentoring Lab considers what additional safety checks to put in place to ensure a candidate is suitable to work with children and young people by;
Continuing to conduct DBS checks on all successful applicants
Continuing to check personal documents online, via video following Access Personal Checking Services guidelines.
Ensuring no one starts work for your organisation until this check has come back and we are satisfied that they are safe.
No new staff or volunteers will be the lead worker for any online delivery and or they will always be accompanied by a trusted lead.
Adding more questions to our interviews that probe a little deeper to compensate for not meeting your candidates in person to be able to assess how they interact in a professional environment.
Increase the length of your interviews to allow for glitches or signal errors
14. COMPLYING WITH THIS POLICY
14.1. Expectations of employees and volunteers
It is important that staff and volunteers work to a high standard of professional conduct and act with integrity at all times, in order to minimise the risk of abuse from within The Mentoring Lab.
It is important to create a work environment where the risk of abuse is minimised and children and vulnerable adults feel comfortable and safe (see The Mentoring Lab Participation Guidelines).
When incidents of abuse are raised or suspected it is important that staff and volunteers have the necessary information and support and follow the procedures appropriately. Staff and volunteers should make sure they have read The Mentoring Lab’s safeguarding procedures in full. They should highlight and discuss any issues requiring clarification and any training issues with their line manager. Staff and volunteers should make sure that they have a working knowledge of the different forms of abuse and possible indicators.
All staff and volunteers should ensure that, when working with children and/or vulnerable adults, all colleagues, volunteers and other staff from partnering organisations have the appropriate employee checks in place which must include a full career history, identity checks and references and adherence to Disclosure & Barring Service (DBS) where applicable.
14.2. Freelance staff and associates
It is the responsibility of the Recruitment and HR team to ensure that these staff are familiar with this document and agree to work within this framework. If there are any concerns with the conduct of freelance staff or associates, these concerns must be raised following the steps outlined in this policy.
15. CONTACT DETAILS
If you suspect that a child or vulnerable adult needs protection or is at risk of abuse, please contact The Mentoring Lab’s Designated Safeguarding Lead;
Elaine Thomas
Founder Ceo
02081588500 / 07521244785
Email: [email protected]
In Elaine’s absence, staff should contact the Deputy Safeguarding Lead:
Daniel Max-Orumbie
Director / Social Worker Manager
Phone: 07958064375
Email: [email protected]
NSPCC Child Protection Helpline (24 hours)
To report or discuss concerns about a child’s welfare.
Tel: 0808 800 5000 or textphone: 0800 056 0566 or email: [email protected]
Child Exploitation and Online Protection Command (CEOP) Report a concern that a child is being sexually abused or groomed online at www.ceop.police.uk
16. FURTHER INFORMATION AND GUIDANCE
16.1 The City of London Thresholds of Need Tool
Accessing The City of London Thresholds of Need Tool can be found here: https://www.chscp.org.uk/wp-content/uploads/2015/09/Thresholds-of-need-WEB-030915_Redacted.pdf
16. 2 The Hackney Child Wellbeing Framework
The Hackney Child Wellbeing Framework can be found under Hackney Guidance here: https://www.chscp.org.uk/worried-about-a-child/
16.3 Safeguarding children who come from Black, Asian and minoritised ethnic communities
To access information on how The Mentoring Lab development our framework to Safeguard children who come from Black, Asian and minoritised ethnic communities visit NSPCC link here for further reading: https://learning.nspcc.org.uk/safeguarding-child-protection/children-from-black-asian-minoritised-ethnic-communities
16.4 Supporting documents
This policy statement should be read alongside our organisational policies, procedures, guidance and other related documents:
• role description for the designated safeguarding officer
• dealing with disclosures and concerns about a child or young person
• managing allegations against staff and volunteers
• recording concerns and information sharing
• child protection records retention and storage
• code of conduct for staff and volunteers
• behaviour codes for children and young people
• photography and sharing images guidance
• safer recruitment
• online safety
• anti-bullying
• managing complaints
• whistleblowing
• health and safety
• induction, training, supervision and
The following legislation is relevant to this policy, either because it has influenced its introduction and/or its content:
• Counter-Terrorism and Security Act 2015
• Data Protection Act 2018
• Equality Act 2010
• Female Genital Mutilation Act 2003
• Health and Safety at Work Act 1974
• Human Rights Act 1998
• Management of Health and Safety at Work Regulations 1999
• Protection of Children Act 1999
• Protection of Freedoms Act 2012
• Rehabilitation of Offenders Act 1974
• Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
• Safeguarding Vulnerable Groups Act 2006
• Sexual Offences Act 2003
• The Children Act 1989, 2004
• The Police Act 1997 15
17. POLICY OWNER
The Children and Vulnerable Adults Safeguarding Policy is owned by The Mentoring Lab Directorship.
It will be annually reviewed and updated to ensure compliance with relevant legislation and internal change.
The Directors will ensure that each published version of this policy is archived, along with details of when it was in operation.
This policy has been approved & authorised by:
Name: Elaine Thomas
Position: Founder Ceo
Date: 1st September 2022
Next Update: 1st September 2022