SAFEGUARDING CHILDREN POLICY & PROCEDURES
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SAFEGUARDING CHILDREN
POLICY & PROCEDURES
USEFUL NUMBERS:
SAFEGUARDING OFFICERS
• Vivienne Collins: 07776457311
• Andrew Hughes: 07968 178645
• Can be contacted by safeguarding.vlc.iow@gmail.com
SAFEGUARDING TRUSTEE
• Emma Woodfield: 07832375649
PASTOR
• Michael Connolly: 01983 529271 / 07818087975
VICTORIOUS LIFE CHURCH E-MAIL, ADDRESS & WEBSITE
• vlc@btconnect.com
• 143A High Street, Newport, Isle of Wight, PO30 1TY
• www.victoriouslife.org.uk
Other contact numbers to be found on page 5 & 6 of this document.
Ratified, on behalf of Trustees and Leaders, by Chair of Trustees
Name Peter Rudd
Signature Original signed by Peter Rudd and held by Trustees Date 12/05/2014Table of Contents
Contents p.2
Introduction p.3
1. ROLES & RESPONSIBILITIES OF KEY PERSONNEL p.4
2. PREVENTION AND REPORTING OF ABUSE p.5
2.1. Responding in the most appropriate way to a child who makes a disclosure
2.2. Responding to concerns about the behaviour of fellow workers p.6
2.3. When the concern involves one of the safeguarding officers
2.4. When concerns are expressed about a Trustee or Leader
3. CODE OF CONDUCT p.7
3.1. General guidelines p.8
3.2. Specific guidelines
3.2.1. Appropriate physical contact with children
3.2.2. Working one-to-one (in an ongoing capacity)
3.2.3. Abuse of trust p.9
3.2.4. Use of electronic communication
4. RECRUITMENT, SUPPORT & SUPERVISION OF WORKERS p.11
4.1. Safe recruitment
4.2. Support and supervision of workers
5. SAFE PRACTICE p.12
5.1. Registration Forms
5.2. Risk assessments
5.3. Ratios of children/leaders
5.3.1. What happens when ratios fall below the required level? p.13
5.4. Procedures for transporting children
5.5. Outings and overnight events
5.6. Photography p.14
5.7. Safe premises
6. SAFE COMMUNITY p.15
6.1. Who is responsible and when p.16
6.2. When a known offender is present
6.3. Other groups using church premises
APPENDIX 1: Victorious Life Church’s Safeguarding Policy Statement p.17
APPENDIX 2: Child registration form p.19
APPENDIX 3: Training and DBS Schedule p.21
APPENDIX 4: Regulated Activity Decision making Flowchart
p.22
APPENDIX 5: Definition and Possible Indicators of Abuse p.24
APPENDIX 6: Safeguarding Incident Form p.26
APPENDIX 7: Three-stage Process for Responding to Concerns p.27
APPENDIX 8: General Risk Assessment p.28
APPENDIX 9: Volunteer/Worker’s Declaration p.29
2A few myths:
“It couldn’t happen here”
“We don’t want to put anyone off”
“We won’t have enough young people in our group to worry about it”
A few facts:
Any child could be abused
Any adult could be an abuser
People who abuse children can be devious and may be drawn to places where they have easy
access to children
Churches are often seen as easy targets
A few good things to remember:
Be careful what you say
Be careful what you do
Be careful how you relate
APPENDIX 10: List of Qualified First Aiders p.30
INTRODUCTION
This policy document deals with the safeguarding of children* aged 0-18 within the various activities that
Victorious Life Church (the Church) provides. It identifies key roles and responsibilities, training needs,
procedures for recognising and reporting suspected abuse and how this document will be monitored and
reviewed. It applies to trustees, leaders, designated safeguarding officer(s), children and young people
team workers, and those wishing to help on a casual basis. For the purpose of this policy a young
person under the age of 18 will be referred to by the legal definition 'child' unless the activity is deemed
to relate specifically to children over primary school age.
Victorious Life Church recognises the reality that children may be victims of neglect and of physical,
sexual and emotional abuse. We recognise that, both as a congregation and as individuals, we have a
responsibility before God, the children, their parent/carers and our community to act in such a way that
we safeguard both those with whom we work and ourselves.
Victorious Life Church pursues equal opportunities and welcomes people to serve the Church on the
basis of the right mix of talent, skills, character, potential and call of God, including those with criminal
records. This policy is not about mistrust, but rather about our responsibility as Christians to be
“blameless in everything we do so there is no place to point the finger.” (2 Cor 8v21).
All children workers are expected to follow the guidelines for good practice in this booklet so that they:
• Know how to protect children from harm and recognize possible signs of abuse.
• Act responsibly if abuse is discovered or disclosed
• Follow the agreed code of conduct.
• Know what to do if an allegation is made about a fellow worker.
• Know who to speak to if they have any suspicions or concerns.
These guidelines are based on those recommended by the Churches' Child Protection Advisory Service
(CCPAS) 2013:- Safe and Secure: Setting the Standards in Safeguarding, with acknowledgement also
to Castlehold Baptist Church for support in formulating this policy which covers all the Church's activities
3on and off all premises used. A copy of the Church’s formal policy statement can be found in Appendix
1.
1. ROLES & RESPONSIBILITIES OF KEY PERSONNEL
• The Trustees have overall responsibility for the safeguarding and protection of children, with a
named Trustee, Emma Woodfield, in the role of Safeguarding Trustee and the point of contact
for the Church Safeguarding Officers.
• The Safeguarding Trustee will ensure that the policy is reviewed annually when s/he will also
report back to the Church on its effectiveness. The Safeguarding Trustee will also inform the
Charity Commissioners of any allegations made against key workers in their annual return.
• The role of the Church Leaders will be to support the Trustees, ensuring that the principles of the
Safeguarding Policy Statement are upheld at all of the Church's events.
• The Safeguarding Officers Vivienne Collins, and Andrew Hughes are accountable to the
Safeguarding Trustee for implementing the policy and take responsibility for responding
appropriately to any concerns raised about the safety or well being of each child. They will take
the appropriate action when abuse is disclosed, discovered or suspected and will follow
procedures as set out below, also informing the Safeguarding Trustee of any actions taken.
• They will ensure delivery of appropriate safeguarding training for all relevant people within the
Church and will support the Safeguarding Trustee in preparing the annual report. They will
ensure relevant legal checks are completed and will ensure safe and confidential storage of any
personal details and documentation
• Team Leaders working with children, appointed by and accountable to the Church leadership,
will ensure a copy of the Child Registration Form (Appendix 2) is completed annually, or when
details change, for every child by the child’s parent, guardian, or carer. They will retain the
completed form with further access limited to the adult completing the form and the
Safeguarding Officers.
• All members of teams working with young people ('Workers') will be accountable to the Team
Leaders and also to one another. Prior to training being completed they will be supervised by
someone who has completed the training.
• Before being able to work unsupervised, all personnel, as listed above, and involved in
working with children, will be expected:
• to attend training as detailed in the Training Schedule (Appendix 3)
• to complete any required legal checks (Appendix 4)
• to sign the Declaration Form (Appendix 9)
The signed declaration will act as a record of who has completed training, will be held by
the Safeguarding Officers and will form part of the annual report presented by the
Trustees.
42. PREVENTION AND REPORTING OF ABUSE
It is the duty of all members of the Church to both prevent the physical, sexual, emotional
abuse and neglect of children and to respond to concerns about the well being of children,
reporting any such abuse or concerns suspected, discovered or disclosed directly by a child. All
members must:
• Follow the general and specific guidelines provided below to prevent opportunities becoming
available for abuse to take place within the Church setting.
• Report concerns if they come to suspect that a child has at some point been, or is currently being,
injured/harmed by someone (emotionally, physically or sexually), or that through neglect they
have come to harm.
• Be aware and prepared as a child who is unhappy or being abused will often only talk about what
is or has happened to them to people they trust and with whom they feel safe.
2.1 Responding in the most appropriate way to a child who makes a disclosure
• If possible create a safe environment in which the child can share their concerns. Be sensitive,
react calmly, listen carefully and allow them time to say what they want. Do not interrupt, supply
words or make assumptions. Only ask open ended questions to clarify what the young person is
saying, never closed 'leading' questions.
• Accept what the child says as true and make sure that they know that you believe them.
Reassure them that they have done the right thing in telling you. Do not promise or lead the child
to believe that the concerns which affect them will be kept confidential but help them to
understand that other people may have to be told about what they have shared. Be aware that
they may be frightened about the consequences of this. They may also feel a sense of loyalty to
the perpetrator, especially if it is a family member.
• Makes notes as soon as practicable afterwards using the child’s language and recording any
questions asked to clarify information. Do not discuss the disclosure with others -
confidentiality is vital at this stage.
• A written confidential record (Appendix 6) of the disclosure should be completed as soon as is
practicable, with any paper written notes made at the time attached to it. Sign and date the
record then pass it to one of the Church Safeguarding Officer without delay (within 24 hours).
• The Safeguarding Officer will decide what action should follow and will make the Safeguarding
Trustee aware. CCPAS may be contacted for support and guidance (0845 120 4550). Any formal
referral to Social Services/ Police (point of contact: Hants Direct: 0845 603 5620 out of hours:
0845 600 4555) will normally take place within 24 hours of receiving the report. If the child is in
immediate danger of harm the Police will be contacted and a referral will be made without delay.
5• In the case that neither Safeguarding Officer is contactable the Safeguarding Trustee or a Church
Leader should be made aware of the situation. If you are unable to make contact with any of
these Officers then ring CCPAS or Hants Direct for advice.
• In extreme circumstances, for example if you know someone will be harmed when they leave
the church premises call the Police immediately on 999
• If the referral has not been reported by one of the designated Safeguarding Officers but directly
by the person with concerns, please inform one of the Safeguarding Officers, as soon as is
practicable, of the circumstances, providing them with the written report, as above.
• Whenever a formal report is made to Children's Services or the police the Safeguarding Officer
will report the referral to the Safeguarding Trustee. They will in turn inform the Church Leaders
who will facilitate pastoral support, appropriate to the circumstances, to those concerned.
In all cases where concerns have been raised it is the duty of the person to whom the
disclosure has been made to record and report.
2.2 Responding to concerns about behaviour of fellow workers:
The basic three stage process for responding to concerns as outlined in Appendix 7 will form the
basis for responding to all concerns within the Church regarding children's welfare. Whether the
worker is paid or unpaid is a relatively new volunteer or a senior and experienced youth worker,
there is a fundamental duty to record and report.
In circumstances where an allegation has been made against someone who works with children
the Safeguarding Officer will report this to the Local Authority Designated Officer (LADO):
Paul Barnard, Local Authority Designated Officer (LADO)
Children and Families Branch
Isle of Wight Council
Newport, Isle of Wight
PO30 1UD
Telephone (01983) 823723 Email: lado@iow.gov.uk
If the worker has been removed from their post, or would have been removed from their post had
they not resigned or left the church because of the risk of harm that they pose, the Safeguarding
Officer has a duty to report this person to the Disclosure and Barring Service (DBS) on 01325
953795. In all cases referrals will also be reported to the Safeguarding Trustee.
NB If a worker in the church has been accused of causing harm to children this incident
must also be reported to the Charity Commission in the annual return by the Safeguarding
Trustee.
2.2.1 When the concern involves one of the Safeguarding Officers:
Should any concern arise regarding the Safeguarding Officers, the concern should be raised with
the Safeguarding Trustee with a fundamental duty to record and report as above.
2.2.2 When concerns are expressed about a Trustee or Church Leader:
6Any Safeguarding concerns involving one of the Trustees or Church Leaders should always be
reported immediately to the LADO and DBS in addition to following the Church’s normal
procedures.
73 CODE OF CONDUCT
3.1 General guidelines
• Treat children with respect and dignity
• Always use age appropriate language and tone of voice
• Listen carefully, noting any body language for better understanding
• Do not engage in any of the following:
• Invading the privacy of children when they are using the toilet.
• Rough games involving physical contact between a leader and a child.
• Sexually provocative games.
• Making sexually suggestive comments about a young person, even “in fun”.
• Scapegoating, belittling, or ridiculing a child.
• Any form of physical punishment
• Only ever use minimal force to restrain a child as an absolute last resort in order to
protect them or a third person from harm (and make parent/carers aware of situation as
soon as practicable).
• Ensure another adult is present if it becomes necessary to perform an intimate task for a
child. Where possible their own parent/carer should be asked to carry out such tasks.
• Do not respond to or encourage excessive attention-seeking that is overtly sexual or
physical in nature.
• Ensure that any (minimal) physical contact is age appropriate, sensitive to the child's
needs, within public view, and used only in exceptional circumstances
• Workers should be prepared to be accountable to fellow workers for their use of touch and
physical contact and should listen to the concerns of others if it is felt that boundaries are
being crossed
• Do not plan to ever be alone with children:
• When there are insufficient leaders and workers to have two for each group, doors
should be left open or two groups should work in the same room.
• At least two people should be present as children arrive for a meeting and at least
two adults should remain until the last child has left the building or room at the end
of the meeting
• Unplanned occasions when workers are alone with a child in the context of an activity
organised by the Church:
• Assess the risks involved in sending the child or children home against the risks and
vulnerability of being alone with them
• Wherever possible immediately phone another appropriate person to report the situation.
e.g. Team Leader, Church Leader, Safeguarding Officer or Safeguarding Trustee
• Make a written report immediately afterwards and give a copy to a Safeguarding
Officer. (The report serves two functions. It helps to ensure appropriate
accountability for situations where there is increased vulnerability and risk. It also
allows for monitoring of situations where workers are on their own with children. If
the same situation keeps recurring, working practices can be reviewed.)
• If a child requests a private meeting with a Church worker:
• Do not get into a vulnerable position, ensure another adult is either present or on
hand and that the child is aware of this.
• Where possible, hold the conversation in a quiet corner of a room where others are
present
• If not possible, hold the conversation in a room with the door left open or where a
8glass panel in the door allows good visibility.
• Ensure another adult knows that the interview is taking place and with whom.
• Set an agreed time limit prior to the conversation and stick to it. Make another
appointment to continue if necessary. NB Youth or Children's Church workers
should never invite a child to their home alone or go to the child’s home if they are
alone.
• Workers must not allow any form of romantic relationship to develop with a child in their
care as this would be an abuse of the relationship of trust which exists.
3.2 Specific guidelines
3.2.1 Appropriate physical contact with children.
The following guidelines are helpful when considering whether or not touch is appropriate in any
given situation:
• For whose benefit is this taking place?
• If no one else is present it is always advisable to avoid physical contact.
• Use physical contact in a way that conveys appropriate concern but in a way that is least likely
to be misconstrued. For example, an arm around the shoulder standing by the side of a child
may be more appropriate than a full “hug”.
• Unless inappropriate because of a child’s age a worker should ask permission from the child
before seeking to comfort them in this way,
• Remember that not all people express friendship or affection in the same way and some
people (children included) find excessive physical contact an infringement of their personal
space.
• If you find that the child is cringing or responding in a negative way to being touched, then stop
immediately and find an alternative, non-tactile way to convey your concern.
• Workers should be prepared to be accountable to fellow workers for their use of touch and
physical contact and should listen to the concerns of others if it is felt that boundaries are being
crossed.
3.2.2 Working one to one in an ongoing capacity
This may arise for a variety of reasons:
• Taking time to listen as a child shares an issue they are facing.
• Offering ongoing support and advice.
• A formal agreement involving a mentoring relationship with a child.
• The need to meet a child who is facing a crisis in their life.
• Discipleship of a child including accountability, prayer, Bible study.
NB If a worker arranges to meet with a child on their own outside of an organised church-based
activity, whether as an ongoing arrangement or just as a one-off meeting, then that meeting
should always be held in a public area where other adults are around, and the worker must inform
the Safeguarding Officer, in advance, of each meeting time and location, along with the name of
the child involved and the reason for meeting up and parents/guardians should also be made
aware. The Safeguarding Officer will keep an ongoing written record of all such meetings that
take place.
3.2.3 Abuse of Trust
9Relationships between children, young people and their leaders take many forms, but all of them
can be described as ‘relationships of trust’. In every case, however, that relationship is not one of
equal partners and there is the potential for the trust to be abused by the leader, who is in a
position of power over the child. It is important for all those in positions of trust to understand the
power this can give them over those they care for and thus the responsibility they must exercise
as a consequence of this relationship.
It is always wrong for a leader to enter into a romantic relationship with a child or young person; it
does not make any difference whether or not the relationship is consensual, the imbalance of
power makes it an abuse of trust and is therefore not appropriate and not allowable. In such
circumstances the leader must cease either the relationship of trust (resign their position as
children’s / youth worker) or the romantic relationship with the child or young person.
To safeguard the leaders and the young people, it is good practice when appointing young
leaders to consider not appointing them to lead the peer group immediately below their own, but
always leave a gap of at least one peer group. Therefore a 16year old would not be in charge of
13 –15 year olds and a 19 year old would not be given leadership of 16 – 18year olds.
3.2.4 Use of electronic communication
These guidelines are for the safe use of Mobile Phones, Instant Messaging Services and
Social Networking Sites. Electronic communication must never become a substitute for
face-to-face contact with young people. Below are some general principles that can help to
ensure that the church’s overriding concern is for the well-being of those in their care.
• Digital / electronic communication with children of primary school age is not appropriate.
• Only workers who have been appointed under the Church’s agreed safeguarding guidelines
should use any electronic means to contact a young person on behalf of the Church.
• Workers should not put any pressure on those in their care to reveal their email address,
mobile phone number and should be aware that parents have the right to decide whether this
information is known by a leader.
• Workers should only use electronic means of communication with those young people from
whom appropriate consent has been given detailed on the registration form (Appendix 2).
• The use of instant messenger services (including face book chat) should not be used under
any circumstances.
• Workers should not share any personal information and should not request or respond to any
personal information other than that which is necessary and appropriate as part of their role.
• Workers should be careful in their communications only using clear unambiguous language
and avoiding unnecessary abbreviations so as to avoid any possible misinterpretation of their
motives.
• Electronic communications should only be used between the hours of 8am and 10pm.
• Workers should give due consideration to their use of mobile phones. Texting as a means of
communication must adhere to the following guidelines:
• “Text language” should be avoided so that there is no misunderstanding of what is
being communicated;
• “Text conversations” should usually be avoided (that is, a series of text
messages/emails being sent to and from between mobile phones);
• Where possible, text messages sent/received should be saved and stored on the
10worker’s phone;
• The use of the phone camera should comply with the church’s policy on
photos/videos and workers should not retain images of young people on their
mobile phones or cameras
• Workers should give due consideration to their use of email and social networking sites (e.g.
Face book) in their interaction with young people. Workers are advised not to use their own
private profiles to connect with young people on social networking sites, but to set up a
“professional” profile, representing themselves in their youth work role and which is used for
this sole purpose.
• However if youth leaders wish to use their own personal site/profile they should ensure that all
of its content is appropriate for young people to see.
• It is essential to be aware of the content of photos that may be uploaded onto your site, and
also to be aware that young people could view photos and communications of other people
linked to that social networking site.
• Age limits of social networking sites should be adhered to.
All communications via email or social networking sites should be transparent and open
to scrutiny. Any email sent to a young person, or any social networking correspondence
that is not within an open, public domain (ie any private or personal messages sent -
rather than posts on walls or in groups etc), and all SMS messages sent, must always have
the “non involved” Safeguarding Officer copied in.
114. RECRUITMENT, SUPPORT & SUPERVISION OF WORKERS
The Church will exercise proper care in the selection and appointment of paid and voluntary staff.
The following procedures will be followed to ensure this.
4.1 Safe Recruitment
• Prospective volunteer/worker seeking to work with children and/or young people expresses
interest, initial discussion with Team Leader. Application form and self-disclosure form offered,
reference details requested (includes one reference from outside of the Church).
• Within 2 weeks, an interview to be held between the prospective volunteer/worker, a
Safeguarding Officer and Team Leader. If successful DBS form given to applicant and
verification of ID requested. A Barred List check to be sought for all workers in Regulated
Activities (see Appendix 6 Regulated Activity Decision making Flowchart and Notes)
Alternatively, if the volunteer is under 16 years of age, appointment may not include a DBS
check, but may instead be based on a self-disclosure made by the volunteer, signed by
themselves and their parent/guardian.
• Within 2 days of return, DBS application, along with other relevant paperwork to be sent to
CCPAS. Reference forms to be posted to referees.
• Within 2 weeks, if no reply from either referee then a telephone reference to be taken by
someone previously involved in the interview.
• When confirmation received from CCPAS concerning the applicant’s DBS disclosure a final
decision will be made about the applicant’s suitability for the role. All members of the initial
interview panel will be involved in this final decision.
• Applicant will now be able to work in a supervised capacity, prior to completion of training and
signing of the Declaration (Appendix 9).
• Volunteers coming from overseas will as far as possible be subject to the same procedure of
recruitment as local worker. In lieu of a DBS disclosure an overseas volunteer will be asked
to obtain declarations from their local police force that there is no known reason why the
volunteer cannot work with children or young people.
4.2 Support and Supervision of Workers:
Each group/activity team leader will be expected to provide ongoing support and supervision to
their team of workers. This will be tailored to each group's individual needs ensuring they
know and operate within the church’s Safeguarding Policy and Guidelines. It will also include an
annual informal appraisal. (Appendix 3: Training & DBS Schedule)
125. SAFE PRACTICE
Working within Safe Practice with children means we need to develop a sensible culture of safety
by introducing procedures and practices that become ‘second nature’ to those who are working
with all in their care.
5.1 Registration Forms
All guardians of children involved in church groups/activities will be asked to complete a
registration form (Appendix 2) which will include relevant information required for the leaders to
give an adequate provision of care. This will include details of any behavioural or learning
difficulties, medical information and an opportunity for guardians to provide written consent for:
• Participation in the activities of that group.
• Unnamed photographs to be taken of their child for use in publicity material for the Church or
on the Church website.
• Electronic communications with their child (over primary school age) where appropriate by the
group leaders.
Special consent forms will be required for taking the child off site for occasional activity or
overnight events or activities. All registration and consent records will be monitored annually
and updated as required or deleted if no longer applicable.
5.2 Risk Assessments
An assessment of the premises will be carried out by the Team Leaders to assess the risks that
may be posed to children. Leaders should also assess the risks involved in the programmes
that they are planning. General Risk Assessment forms are available in Appendix 8 for the
individual groups and activities.
5.3 Ratios of Leaders/Children
An important aspect of any risk assessment is ensuring that there are adequate ratio of workers
to children. The following table represents recommended minimum ratio of workers (over
18years old) to children.
Age of Children Recommended minimum Recommended minimum
ratio: INDOOR activities ratio: OUTDOOR activities
0 – 2 years 1:3 (minimum 2) 1:3 (minimum 2)
3 years 1:4 (minimum 2) 1:4 (minimum 2)
4 – 7 years 1:8 (minimum 2) 1:6 (minimum 2)
8 – 12 years 1:10 (minimum 2) 1:8 (minimum 2)
13 years and over 1:10 (minimum 2) 1:10 (minimum 2)
135.3.1 What happens when ratios fall below the required level?
The group leader will need to determine:
• whether it is safe to continue with the planned activity
• whether there are ways of reducing the risks such as change the activity for that week
• whether the event should be cancelled if, despite changes to the activity, the activity is still
considered to be unsafe.
The group leader will then need to:
• write a report detailing circumstances that lead to the reduced staffing levels and the actions
taken to reduce the risks.
• give a copy of the report to the Safeguarding Officers.
If there is an emergency situation that leads to a worker being on their own with a child or group
they should follow the practices outlined above (see unplanned occasions when a worker is alone
with children 3.1 10).
5.4 Procedures for transporting children
If the arrangements for transporting children are made informally between parents or carers the
following procedures do not need to apply. However if the transport arrangements are
offered and made by the Church the procedure set out below should apply.
• Written permission from the parent/carer should be obtained.
• The driver should understand and agree to the Church’s code of conduct.
• The driver should have a fully comprehensive insurance policy that covers voluntary work.
• Seat belts should always be worn and proper child seats and restraints used for young children
in accordance with the law.
• The Church will not use people as drivers when their criminal record shows a record of driving
offences that suggest the person may not be a safe driver.
• All volunteer drivers should be appointed following the procedures outlined in the church’s
Safeguarding Children Policy. The exception to this would be when a volunteer driver
provides transport on an occasional trip which requires a number of drivers to accommodate
transport needs. This person would need to be a known responsible member of the
congregation and would still be subject to the above procedures in transporting children. They
will be asked to confirm and sign a declaration to this effect including to self declare any driving
offences.
• When a mini-bus or coach is used Team Leaders will ensure the driver is properly qualified and
that there are adequate seats with seat belts for everyone, i.e. no small children on laps!
5.5 Outings and overnight events
Team Leaders are to obtain the approval of the Church Leaders at the planning stage for any
activities / trips that involve taking children out of the normal church environment. This request
will be made in writing laying down the outline details and will confirm that they have already
discussed and received feedback on their plans from a Safeguarding Officer.
14For any outing or overnight activity:
• A special risk assessment should be carried out including an assessment of the appropriate
ratio of workers to children.
• Parents should be informed in writing of the arrangements.
• One worker should have responsibility for a small group even if the whole group stay together it
helps to spread the overall responsibility.
• If travelling in several small groups it is good practice to insist that the same group of children
travel with the same worker on both the outgoing and return journeys so minimizing the
possibility of someone going astray.
For all over-night events special care is needed in arranging everything. Risk assessments are
needed for Transport, Venue, and Ratio of numbers and gender of adults to children, First Aid,
Basic Food Hygiene, Fire Safety and Outdoor Activities. Appropriate insurance cover is to be
arranged well in advance of the activity with the Church treasurer. Separate parental consent
forms are needed for each event.
Please speak to the one of the Safeguarding Officers about all such events and check with them
that all safeguarding guidelines have been followed.
5.6 Photography
It is not illegal to take photos of children but we must comply with the Data Protection Act 1998.
The following guidelines are advisable:
• Signed consent forms should be obtained from parents/carers.
• Sensitivity to those being photographed: generally people do not mind having their photo
taken but there may be moments when they would rather not.
• When photos are displayed of children they should not under any circumstances be
identified by name.
• Photographic material should be stored safely and securely by the persons with overall
responsibility for coordinating the church’s youth and children’s work.
• Leaders should not store images of children on their mobile phones.
• Any photos sent to the press must not identify individuals by name, nor should the names of
individual children be able to be inferred from the accompanying caption or story.
• Copies of photos or digital images must not be distributed to other individuals without the
permission of the parent/carer. This also applies to publication on internet based media
(websites, Facebook etc.).
5.7 Safe Premises
The Church takes seriously its responsibility to ensure that the premises are safe for all who use
them. The following checklist identifies guidelines to ensure the safety of all, especially children:
• All doorways and passages to be kept clear at all times.
• Emergency Exits to be clearly shown at all times.
• The kitchens are out of bounds to children unless supervised by a leader or a parent/carer.
• First Aid Kits will be kept for use with each age group in their group activity box.
• A record will be kept of all accidents, and any incidents requiring first aid treatment. An
accident book will be available for this purpose.
• A list of recognized First Aiders will be displayed on the Church notice board ( see Appendix
10).
156. SAFE COMMUNITY
6.1 Who is responsible and when
As a Church family we want to be a welcoming and safe community, caring for all from the
youngest to the oldest. To this end we want to be clear about who is responsible for the care
and protection of children on a number of occasions, such as:
Before and after services.
Parents are responsible for their own children before services and until the children depart for
their own activities and are signed in by their parent/carer. The workers will then take
responsibility until the children are collected and signed out. At this stage the parents must be
aware that their children are once again their responsibility.
These guidelines apply to all children aged 3 years and over. Arrangements for children under 3
are the responsibility of their parent or designated carer.
NB During Messy Church activities children remain the responsibility of their parents/carers
(who are encouraged to participate with them in the activities) unless arrangements are in place
to allow them to specifically sign their child onto the register at the start of the activity.
Family Services.
It is strongly recommended that all children under the age of 16 are accompanied by an
appropriate adult/parent/carer. Where this does not appear to be the case, a safeguarding
officer should be informed as soon as possible in order to ensure that any appropriate
safeguarding measures are taken.
Social occasions that are open to the whole church family.
Parents/carers who are present should be aware that they remain responsible for their children
on these occasions.
Rehearsals for productions that may include children and adults.
Two named workers will be asked to be responsible for children whilst they are involved in
rehearsals.
Staying safe in the building and car park
We recognize that with large premises a parent or carer cannot have eyes everywhere at the
same time. Should adults see small children leaving the building without their parents or
carers it is right that they should alert those around them and find the parent/carer without
delay to ensure the safety of the children.
Equally, with doors open to admit the congregation to the building, and an 'open door' welcome to
all who come in, there will often be strangers present. Should an adult see a child involved in
conversation with an unfamiliar person it is right that they either alert the parents or join in
the conversation so that the child is supported and protected from any possible risk.
Attention is also drawn here to the risk posed to young children who may be moving
around the car park as cars arrive and leave. We ask all drivers to be alert and drive with
due caution.
166.2 When a known offender is present
It is the responsibility of all within the Church community to work to ensure there is a welcome for all.
This may include an adult who has had a criminal conviction for child abuse. When this is the case
the following procedures will be put in place:
• The Safeguarding Trustee, in consultation with the Safeguarding Officers, will determine whether
the person is subject to supervision or is on the Sex Offenders’ Register and if so, contact the
offender’s Specialist Probation Officer who will inform the Church of any relevant information or
restriction.
• The Safeguarding Trustee and the Safeguarding Officers, in liaison with the Church Leaders will
determine what procedures and contracts, if applicable, need to be put in place to care for the
offender, always respecting confidentiality where appropriate.
• It will be expected that someone who is deemed to pose a risk to children will not seek (or be
allowed access to) any position of responsibility which might enable him to be seen as trustworthy
in children's eyes.
• Support may be provided through the Pastoral Care Team. Advice can also be sought from the
CCPAS.
Our first consideration will always be to ensure the safety of all our children.
6.3 Other groups using church premises
The premises used by the church are also used by various groups at the same time. These
groups will be made aware that we have a policy relating to the safeguarding of children
and young people and provided with a copy of our Policy Statement.
17APPENDIX 1: Victorious Life Church’s Safeguarding Policy Statement
This statement relates to Victorious Life Church, c/o 143a High Street, Newport, Isle of Wight, PO30 1TY.
Registered Charity Name: ‘Isle of Wight Christian Fellowship’ No.1156683 (Referred to as “the Church” in this
statement).and its commitment to the safeguarding and protection of all children from age 0-18 within the Church.
The Church:
• Welcomes children into the life of our Church community.
• Has a programme of activities with children endeavouring to teach them spiritually and to instruct them in
practical ways to become mature members of our Christian community.
As members of this church we commit ourselves to nurturing, protection and safeguarding of all children
associated with the Church and will pray for them regularly. In pursuit of this we commit ourselves to the following
and to the development of procedures to ensure their implementation:
Prevention and reporting of abuse
It is the duty of each church member and each member of the wider church family to prevent the physical, sexual,
emotional or spiritual abuse of children. It is the duty of all to respond to concerns about the well-being of
children and to report any child abuse disclosed, discovered or suspected. The Church will fully co operate with
any statutory investigation into any suspected abuse linked with the Church.
Safe Recruitment, support and supervision of workers
The Church will exercise proper care in the selection and appointment of those working with children, whether
paid or voluntary. All workers will be provided with appropriate training, support and supervision to promote the
safeguarding of children.
Respecting children
The Church will adopt a code of conduct for all who are appointed to work with children so that all children are
shown the respect that is due to them.
Safe working practices
The Church is committed to providing a safe environment for the activities with children and will adopt ways of
working with children and that promote their safety and well-being.
A safe community
The church is committed to the prevention of bullying of children. The Church will seek to ensure that the
behaviour of any who may pose a risk to children in the community of the Church is managed appropriately.
Responsible people
18The Trustees and Spiritual Leaders of Victorious Life Church recognise their responsibilities for the safeguarding
of all children under the age of 18 (regardless of gender, ethnicity or ability) as set out in The Children Act 1989
and 2004, Safe from Harm (HM Government 1994) and Working Together to Safeguard Children (HM
Government 2010), and such other statutory legislation that shall from time to time be enacted.
The Church Trustees, with the support of the Spiritual Leaders and on behalf of the Church,
• Have a duty of care to the children involved in the life of this Church and have ultimate responsibility for
ensuring that the Policy Statement and procedures are written and implemented.
• Are responsible for any legal obligations the Church have as an organisation.
The Safeguarding Trustee has a responsibility:
• To oversee and monitor implementation of the policy and procedures on behalf of the Church’s Trustees.
• To ensure that the policy and procedures are reviewed at least annually and to present the report of the
annual review to the Trustees, reporting back to the Church on its effectiveness.
• To receive reports from the Safeguarding Officers regarding any safeguarding incidents in the life of the
Church, to inform the Trustees as appropriate, and to be responsible for informing the Charity
Commission in the annual return.
The Church has appointed Vivienne Collins and Andrew Hughes as the Safeguarding Officers to:
• Help the Church respond appropriately to any concerns raised about the safety or well being of a child
and take the appropriate action when abuse is disclosed, discovered or suspected.
• To inform the Safeguarding Trustee of any safeguarding incidents in the life of the Church.
• To implement policies and procedures relating to the safeguarding of children in the Church as detailed
above.
• To ensure delivery of appropriate safeguarding training for both staff, volunteers and for the wider Church.
Policy and procedures
A copy of this policy statement can be viewed on the Church notice board and also on the Church website.
Each children's worker, whether paid or voluntary, will be given a full copy of the policy and procedures and will be
required to follow them.
A full copy of the policy and procedures will be made available on request to any member of the Church, the
parents or carers of any child from the Church or any other person associated with the Church.
The policy and procedures will be monitored and reviewed by the Trustees at least annually.
The policy statement will be read annually at the Church AGM together with a report on the outcome of the annual
review.
Signed (Safeguarding Trustee)…………………………………………………Date…………………………
Signed (Chair of Trustees).............................................................................Date.....................................
19APPENDIX 2: Child Registration Form
Child – Basic Information
Date of This will need to be renewed at least annually or if any
registration changes in details occur
Childs full name Childs date of birth
School Current school year
Parent/guardian information
Parent’s Contact
name number
Address Mobile
Post code
Email
Parental Consent
I am happy for my Child (named above) to be involved in youth/children’s activities at Victorious life
church. I acknowledge the need for obedience and responsible behaviour on their part. I agree to my
child receiving medication as instructed and any emergency dental medical or surgical treatment,
including anaesthetic or blood transfusion, as considered necessary by the medical authorities present.
Signature:............................................................................................. Date:........................
I give parental consent for my child to appear in photographs that may be taken by leaders from time to
time, and understand that such photos may be used in church publicity (including the church website,
the county press, fliers).
Signature:............................................................................................. Date:........................
Photographs will never be linked with a child’s name, and leaders will never store photos of
children on their mobile phones.
I give parental permission for church youth leaders to contact my child by email, texts and via social
networking sites – and to know their mobile number and email address.
Signature:............................................................................................. Date:........................
NB This is only relevant if your child is secondary school aged. Leaders will never communicate
via digital/electronic means with a child who is of primary school age.
Contact information
In some cases a child is brought to a church group or activity by someone other than a parent or
guardian (eg other family member or carer). Please give details below of the best person to address
information and paperwork about the group to, Should that be different from above:
Name Contact number
Address Mobile
Post code
Email
20Information we should know
Please give details of any dietary requirements or food allergies your child has:
Behavioural/learning difficulties
Please advise us of any behavioural or learning difficulties your child has, or any other special
needs we should be aware of
Medical information
Please give details of any allergies or medical conditions that your child has which require medical
treatment and/or medication
Elastoplasts and medicine
Is your child allergic to any medication (including Elastoplasts)?
Family Dr.
Please give details of your child’s registered doctor
Name Phone number
Address
Post code
Emergency contact details:
If you cannot be reached , please give details of another person to contact in case of an emergency:
Name Relationship to child
Address Contact number
Mobile
Email
Post code
Signed (Parent or legal guardian): ...................................................................... Date: ..........................
21APPENDIX 3: Training & DBS Schedule
Role Training Frequency Trainer Declar- Regulated Required Check
ation Activity
Form
Trustees As part of Annual, part Safeguarding YES No Enhanced DBS
accountable to ratification of of review Officer or
Charity policy process equivalent
Commission process
Safeguarding Within 1 month Annual, part Safeguarding Yes Yes Enhanced DBS +
Trustee: of appointment of review Officer or Barred List
accountable to process equivalent
Trustees
Leadership Following Every 2 Safeguarding Yes See chart Enhanced DBS +
Team: ratification of years Officer or possible Barred
accountable to policy (unless equivalent List
Trustees changes
identified in
policy)
Pastoral Care As appropriate Every 2 Safeguarding Yes See chart Enhanced DBS +
Team: and review years Officer or possible Barred
accountable to annually (unless equivalent List
Leadership Team changes
identified in
policy)
Safeguarding Within 2 At least CCPAS or Yes Yes Enhanced DBS +
Officers: months of every 2 equivalent Barred List
accountable to appointment years or
Safeguarding more
Trustee frequently
when
appropriate
Team Leaders: Within 2 Annually Safeguarding Yes Yes Enhanced DBS +
accountable to months of Officer & Barred List
Leadership Team appointment Safeguarding
Trustee or
equivalent
Workers: Within 2 Annually Safeguarding Yes No Enhanced DBS
accountable to months of Officer & (unless under 16
Team Leaders appointment Safeguarding yrs of age)
Trustee or
equivalent
Creche workers Within 2 Annually Safeguarding Yes Yes Enhanced DBS +
(or performing months of Officer & Barred List
similar personal appointment Safeguarding
care): Trustee or
accountable to equivalent
Team Leaders
Casual visitors On visit Responsibility of authorized worker at all times
Training will focus on developing an understanding of policy procedures and implications of the
individual's roles and responsibilities. Records of training, checks, declarations and associated
documents will be kept.
22APPENDIX 4: Regulated Activity decision making flowchart & notes Regulated Activity Decision Making Flowchart Note 1: DBS Checks for those not in Regulated Activities If an applicant is not in Regulated Activity (as per the chart) but works with children and/or vulnerable adults then it is possible they are still eligible for an enhanced DBS check but without a check of the barred lists. It is the Charity Commission’s expectation (and many insurance companies) that you apply for a DBS check where the applicant’s role is legally eligible for one. For vulnerable adults - If a worker is not in regulated activity with vulnerable adults then they may still be able to have an enhanced check (without a check of the barred list). This would be applicable if they are a Trustee of a charity that works with adults at risk or are working weekly, or 4 or more days in a 30 day period, or overnight by giving teaching, advice, guidance, assistance etc in a group aimed at adults who need help because of their age, illness, disability or live in certain types of accommodation such as a prison, remand centre, residential care home etc. A recent example of workers not eligible for any check is a church group for adults with learning disabilities where no personal care is undertaken nor any other roles in regulated activity. They do teach those adults but as the group meets twice a month it is not frequent enough to be legally eligible for a check. Notes to accompany above Chart
24
Note 1: DBS checks for those not in Regulated Activities
If an applicant is not in Regulated Activity (as per chart) but works with children then it is possible they are still
eligible for an enhanced DBS check but without a check of the barred lists. It is the Charity Commission's
expectation (and many insurance companies) that you apply for a DBS check where the applicant's role is legally
eligible for one.
Eligibility is different (from working with vulnerable adults) with children - if the worker is not in regulated activity
then as long as they are a Trustee of a charity that works with children or the applicant works with children more
than occasionally e.g. on a rota or intensively (over-night or 4 or more days in a 30 day period e.g. a holiday club)
then they would still be eligible for an enhanced disclosure but without a check of the barred list. Please contact
CCPAS if you need further clarification.
Note 2: Relevant Definitions:
***‘Regularly’ for the purpose of Regulated Activity only is once a week or more; ‘intensively’ is four or more days
in a 30 day period or overnight.
Note 3: Scenarios of Roles and their eligibility basis:
• A crèche worker who physically assists young children with going to the toilet (on one occasion or more)
would be in Regulated Activity.
• A Sunday School worker on a rota would only be in a Regulated Activity if they work unsupervised every
week or more; if they work less than this they would still be eligible for an enhanced DBS check without a
check of the barred lists whether or not they are always supervised.
• Purely administrative roles i.e. Church Administrator or treasurer are NOT eligible for a Disclosure as they
do not work directly with vulnerable groups. Additionally Disclosures cannot be accessed for those who
handle sensitive or confidential information (unless they are supervising those working in Regulated
Activity).
• A luncheon club/foodbank or street outreach (eg Street Pastors) whose workers just serve food, drinks, or
have a friendly chat with those they work with will not be in a Regulated Activity with adults unless they are
giving professional counselling/health care or personal care to adults. They will qualify for Regulated
Activity with children if they are advising/supervising/caring etc for children regularly or intensively on an
unsupervised basis. If they are not in Regulated Activity but they do care for/supervise/give
guidance/mentor children or vulnerable adults then they are likely to be eligible for an enhanced DBS
check without a check of the barred lists - see note 1 above.
• Prayer teams whose members pray with/for adults and children in a public area/town centre type setting
are not in Regulated Activity nor do they qualify for an enhanced DBS check. If however, their job role
includes praying with a child or children frequently or intensively in an unsupervised setting, this would be
Regulated Activity.APPENDIX 5: Definition and Possible Indicators of Abuse
Defining abuse is not easy. Abuse ranges from someone neglecting or abusing a child by
knowingly not preventing harm, or by inflicting harm. Abuse may occur in the family, the
community, an institution and importantly for us, in a church setting. Most children who are
abused know their abuser; it is rarer that a stranger will abuse them. The following list sets
out ways in which abuse can occur followed by indicators of abuse:
Physical Abuse:
Where people are hurt or injured. It may involve hitting, shaking, throwing, poisoning, burning, scalding,
drowning or suffocating. Physical harm may occur when a parent or carer fabricates or induces illness
in a child whom they are looking after. It also includes bullying – where the behaviour by an individual
or group, usually repeated over time, intentionally hurts another individual or group either physically or
emotionally.
Emotional Abuse:
Where people don’t receive consistent love and affection, may be frightened by threats or taunts, or are
given responsibilities beyond their capability. Also includes persistent ill treatment, likely to cause
serious harm to emotional development. May involve conveying to the person they are worthless,
unloved and inadequate and cause them to feel frightened, in danger, exploited or corrupted.
Sexual Abuse:
Where people are used to satisfy sexual desires by force or enticement, where the individual may not be
aware of what is happening. It may involve physical contact, penetrative or non-penetrative acts or
children watching pornographic material or watching sexual acts.
Neglect:
Where people do not receive care and protection from danger, seriously impairing health and
development. It may involve the persistent failure to meet basic physical and psychological needs.
May involve a carer failing to provide food, shelter, clothing or a failure to protect from physical harm or
danger or allow access to medical care or treatment. It may also include the neglect of basic emotional
needs.
Spiritual Abuse:
Where individuals are not allowed to decide for themselves their beliefs and courses of action related to
spiritual matters, but the Church (or its leaders) impose upon them certain regulations in order to control
the response of that individual. (For example ‘I’ve been told by God you are to…’ or ‘I know what is
best for you’.)
Whilst Victorious Life Church and all its appointed workers are committed to the protection of
children and young people from abuse, we are aware that, although the following signs and
symptoms may indicate abuse, we should not jump to conclusions. There could be other
explanations. The following signs may or may not be indicators that abuse has taken place,
but the possibility should be considered:
26PHYSICAL SIGNS OF ABUSE
• Any injuries not consistent with the explanation given for them.
• Injuries which occur to the body in places which are not normally prone to injury.
• Injuries which have not received medical attention.
• Neglect – under nourishment, failure to grow, constant hunger, stealing or gorging food, untreated
illnesses, inadequate care, etc.
• Reluctance to change for, or to participate in, games or swimming.
• Repeated urinary infections or unexplained tummy pains.
• Bruises, bites, burns, fractures etc which do not have an accidental explanation
• Cuts/scratches/substance abuse.
INDICATORS OF BULLYING
• The child or young person becomes withdrawn.
• A lack of desire to join activities with certain individuals.
• A drop in school marks.
• Torn clothing.
• Loss of friends.
• Avoidance of church groups and other activities.
• Unexplained bruising.
• The need for extra money or supplies.
INDICATORS OF POSSIBLE SEXUAL ABUSE
• Any allegations made by a child concerning sexual abuse.
• Inappropriate sexual awareness.
• Sexual activity through words, play or drawing.
• Child who is sexually proactive or seductive with adults.
• Inappropriate bed-sharing arrangements at home.
• Severe sleep disturbances with fears, phobias, vivid dreams or nightmares, sometimes with overt or
veiled sexual connotations.
• Eating disorders – anorexia, bulimia.
EMOTIONAL SIGNS OF ABUSE
• Changes or regression in mood or behaviour, particularly where a child withdraws or becomes
clinging. Also depression/aggression, extreme anxiety.
• Nervousness, frozen watchfulness.
• Obsessions or phobias.
• Sudden under-achievement or lack of concentration.
• Inappropriate relationships with peers and/or adults.
• Attention seeking behaviour.
• Persistent tiredness.
• Running away / stealing / lying.
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