RWA Safeguarding Policy and Procedures

ADULTS AT RISK SAFEGUARDING POLICY AND
PROCEDURES
(pages 2-27)
&
CHILD SAFEGUARDING POLICY AND PROCEDURES
(pages 28-57)

RWA ADULTS AT RISK SAFEGUARDING POLICY AND PROCEDURES
Original document prepared January 2024
Section CONTENTS Page
1 RWA’s Vision and Aims 
2 Scope of the Policy 
3 Creating a safe environment 
4 Roles and responsibilities for safeguarding within RWA 
5 Recruiting and Supporting Staff 
6 Working with children and adults - Principles 
7 Confidentiality and Information Sharing 
8 Identifying and responding to concerns 
9 Important numbers 
10 Recording the Information – Keep it clear and simple 
11 Managing allegations against staff/volunteers 
12 Guidelines 
13 Insurance 
14 Contractors and Sub-contractors (freelance) 
15 Photography & Film Making 

APPENDICES
Appendix A – Safeguarding Reporting Form 
Appendix B – Definitions of Abuse and Neglect 
Appendix C – Who is an Adult at Risk? 
Appendix D – Six Principles of Adult Safeguarding 

RWA ADULTS AT RISK SAFEGUARDING POLICY AND PROCEDURES
1. RWA’S VISION AND AIMS
RWA’s vision is to serve as an artistically adventurous and culturally inclusive art
museum that is open, bold, rigorous and kind in all that we do. Ensuring a safe
environment for children, young people and adults has been at the heart of RWA’s
work in recent years and ahead of ambitious initiatives to engage an increasing
number of under represented adults and adults at risk, it is essential that we have a
clear safeguarding policy that all staff understand supported by robust procedures
that staff adhere to. It is essential that staff regularly review and update themselves
on the policy and procedures.

2. SCOPE OF THE POLICY
2.1 RWA defines safeguarding as the range of measures in place to protect people at
RWA or those it comes into contact with from abuse or maltreatment of any
kind. This broader definition of safeguarding is in line with the Charity
Commission. Safeguarding is about all adults and children being kept safe and
free from harm.
2.2 This policy sets out principles regarding RWA’s safeguarding responsibilities for
adults, to prevent and report concerns about the abuse, neglect and illtreatment of adults at risk of being harmed,and is consistent with all relevant
legislation and statutory guidance including the Health, Safety and Welfare Act
1974, the Protection of Children Act 1999, the Children Act 1989 and 2004, the
Safeguarding Vulnerable Groups Act 2006, the Care Act 2014, the Mental
Capacity Act 2005.
2.3 This policy applies to all people working at the RWA or off-site on behalf of the
RWA in whatever capacity (employee, casual worker, volunteer (including
trustees), student, freelancer, agency worker or contractor). Throughout the rest
of this document, these individuals will be referred to, for ease and simplicity, as
‘RWA staff and volunteers’.
2.4 We recognise that RWA's visitors - whether teachers, parents, carers or members
of the general public - also have a part to play in helping keep RWA's sites safe
for everyone. We have added this policy to our public website so that our visitors
have access to our Safeguarding Policy.

3. CREATING A SAFE ENVIRONMENT
This section provides an introduction and overview of RWA’s safeguarding policy.
3.1 Although safeguarding is in respect of everyone at RWA, we recognise that
children and adults at risk are the most vulnerable individuals/groups RWA has contact with. This policy applies to adults at risk, and there is a separate RWA
safeguarding policy for Children and Young People. Adults at risk and vulnerable
groups have contact with RWA in many different ways. For example, they may
visit our exhibitions and displays, attend our events and workshops, look at our
website or participate in an on-line session. Whoever comes into contact with us,
we want them to be safe from harm. All staff should:
- Treat adults with respect
- Listen to and take account of the views of adults at risk
- Take concerns about their welfare seriously
-
3.2 RWA upholds the principle that the welfare of our visitors is paramount and that
all individuals whatever their age, disability, race, ethnicity, religion or belief, sex,
gender identity or gender expression, sexual orientation, marriage or civil
partnership, or any other equality characteristic have the right to protection
from abuse.
3.3 An “adult at risk”/vulnerable adult is defined by the Care Act 2014 as an adult
who has needs for care and support (whether or not the local authority is
meeting any of those needs) and is experiencing, or at risk of, abuse or neglect;
and as a result of those care and support needs is unable to protect themselves
from either the risk of, or the experience of abuse or neglect. The term ‘adult at
risk’ generally replaces ‘vulnerable adult’ to reflect current governmental
literature. This is because the term ‘vulnerable adult may wrongly imply that
some of the fault for the abuse lies with the victim of abuse. A person may also
be at risk because of a temporary illness of difficulty, or the context they are in.
3.4 The Mental Capacity Act 2006 (MCA) underpins the RWA policy to assume that
everyone has capacity, promoting independence. RWA
staff/freelancers/volunteers cannot make decisions for another adult apart from
a best-interest decision in an emergency.
The MCA says:
- Assume a person has the capacity to make a decision themselves, unless it's
proved otherwise
- Wherever possible, help people to make their own decisions
- Do not treat a person as lacking the capacity to make a decision just because
they make an unwise decision
- If you make a decision for someone who does not have capacity, it must be in
their best interests
- Treatment and care provided to someone who lacks capacity should be the
least restrictive of their basic rights and freedoms
Outcomes for people include:-
- They will continue to make decisions about their own lives whenever possible,
or be included in such decisions as much as possible at all other times
- If decisions have to be made on their behalf, they are always made in their best
interests.
- Care, treatment and support services and their staff are aware of their duties
and responsibilities under the Act.
- Their human rights will be respected
3.5 RWA’s safeguarding procedures are intended to offer safeguards to the children
and adults with whom we work, and to our members of staff and volunteers. The
procedures help to maintain professionalism and high standards of practice.
RWA recognises that any policy and/or procedure is only as effective as the
ability and skill of those who operate it. We are therefore committed to:
- Recruiting staff and all those that work on our behalf, either paid or in a
volunteer capacity, safely, ensuring all necessary steps are taken and checks
are made, in line with our recruitment and vetting procedures.
- Training and supervising for staff and volunteers who engage with the public
to adopt best practice to safeguard and protect adults at risk and vulnerable
groups against abuse, and themselves against allegations being made against
them providing a code of conduct for all
- Ensuring staff and volunteers are made aware of the Safeguarding Policy at
induction
- Ensuring all RWA’s exhibitions and displays, workshops, events and activities
are planned and organised with safeguarding as a priority
- Storing adults’ contact information, images, records and correspondence
securely for the appropriate time period
- Ensuring that all our relevant partners and contractors adhere to best
practice in safeguarding adults at risk
- Taking all concerns and/or allegations of abuse or risk to adults seriously, and
responding to these swiftly and appropriately through the safeguarding
procedures
- Sharing information about concerns with those relevant agencies which have
a legal duty to act, and involving parents/carers/group leaders where
appropriate
- Providing support to staff and volunteers, if and where appropriate and to
adults at risk when concerns are shared
In addition to this policy there are other relevant RWA policies and procedures
that have aspects which relate to safeguarding and should be read in conjunction
with this document as relevant to your role and responsibilities. These are:
Disciplinary and Grievance Policy
Whistleblowing Policy
Social Media Policy
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6
3.6 Breaches of the safeguarding policy will be taken seriously and may require
disciplinary procedures to be applied and/or a referral to the police or social care
or Adult Safeguarding Board at the relevant local authority.
3.7 RWA’s safeguarding policy (Children & Young People) was first adopted in
September 2011. It has been substantially updated and reviewed formally in
December 2022. The next formal review of the policy will be in December 2024.
This Safeguarding Adults at Risk Policy was drafted in January 2024. It will be
formally reviewed in December 2024.

4. ROLES AND RESPONSIBILITIES FOR SAFEGUARDING WITHIN RWA
Although all staff have a responsibility for safeguarding, there are a number of
specific roles within RWA which exist to support, advise and refer any concerns to the
authorities should this be necessary.
4.1 The Designated Safeguarding Officer (DSO) will:
- Be responsible for ensuring RWA’s Safeguarding policy and procedures are
regularly reviewed and kept up-to-date.
- Promote the importance of safeguarding across the organisation
- Manage allegations or concerns about abuse against RWA staff Act as first
point of contact for all staff, contractors and volunteers for advice if they are
concerned about the safety and welfare of a child or adult.
- Ensure mechanisms are in place to communicate and raise awareness about
safeguarding issues.
- Keep senior managers and trustees up to date on safeguarding issues,
providing reports and monitoring information on at least a half yearly basis
- Ensure that roles at RWA are risk assessed and that security vetting is carried
out in accordance with RWA’s Safer Recruitment policy.
- Ensure that they receive appropriate training and have oversight of basic
safeguarding training for the organisation.
- Contact statutory services (e.g. Children’s Social Care or Adult Safeguarding
Boards) when appropriate Ensure incidents are dealt with and reported
appropriately
- Collect monitoring data on all safeguarding concerns raised, their
management and outcome in order to check compliance and note any
lessons learnt
- Evaluate the effectiveness of safeguarding within the organisation and ensure
records of any concerns reported are maintained and stored securely.
The RWA’s Designated Safeguarding Officer is Helen Jacobs, Head of Learning
and Engagement. The Deputy Designated Safeguarding Officer has been recruited but not yet trained and formally appointed. Connie Ngan, Learning &
Engagement Coordinator will take up the role by March 2025 at the latest.
4.2 Line Managers will:
- Be familiar with RWA’s safeguarding policy and procedures and able to guide
any of their team members who are concerned about the safety and welfare
of an adult at risk to an appropriate DSO
- Ensure freelance, contracted staff, volunteers or students are informed about
the person to contact if they have a concern about the safety and welfare of
an adult at risk
- Ensure that all staff know where they can find the safeguarding policy and
procedures and communicate to them any changes in policy and procedures
- Ensure that new staff understand the safeguarding policy and procedures
during their induction period
4.3 Trustees
Trustees will receive an annual report from the DSO about safeguarding across
the RWA. Additionally, one RWA trustee has agreed to have Board responsibility
and oversight for safeguarding. This trustee will have an important role in
ensuring the Board pays due regard to safeguarding issues.
The named trustee is Louise Brown.

5. RECRUITING AND SUPPORTING STAFF
5.1 Most people who apply to work for RWA will have the best motives for doing so.
However, a small number of individuals who want to abuse adults at risk do
sometimes target certain organisations as a way of gaining access to them.
Others, although they do not deliberately set out to harm adults, may hold
unsuitable attitudes or behave in a way that harms adults at risk. Our Safer
Recruitment processes have been designed to deter these people from applying
and will also help to identify unsuitable people that might apply.
5.2 Those working for RWA in Learning & Engagement, including employees, casual
workers, interns, contractors, freelancers and volunteers, will be security
checked in accordance with the requirements of the Cabinet Office Baseline
Security Standard. Those who have particular roles and responsibilities which
involve working directly with children, young people or adults-at-risk carrying out
regulated activity will be required to have a satisfactory Disclosure and Barring
Service (DBS) Enhanced Disclosure.
5.3 All employment recruitment advertisements, recruitment packs and induction
packs, and any print or online employment information that relates to roles
which are required to work with children, young people and adults and
undertake regulated activity will include the statement: ‘RWA operates a Policy
RWA Safeguarding Policy and Procedures
8
for the Protection of Children and Adults at Risk and successful applicants will be
subject to a satisfactory Enhanced DBS Disclosure.’

6. WORKING WITH ADULTS AT RISK – PRINCIPLES
6.1 This section outlines the behaviour expected of all RWA staff and volunteers in
respect of their work and contact with adults at risk.
6.2 This guidance will not only help to protect adults at risk, but will also help all
RWA staff and volunteers to identify any practices which could be mistakenly
interpreted and perhaps lead to false allegations of abuse being made. Safer
working practices will protect RWA by reducing the possibility of anyone using
their role within the organisation to gain access to those who are the most
vulnerable in order to abuse them. This is because all members of RWA staff and
volunteers will be expected to report any breaches of this code by any others
working for or on behalf of the RWA.
6.3 If in doubt, you should always consider how an action or activity may be
perceived as opposed to how it is intended.
6.4 This policy should guide all actions taken by RWA staff and volunteers. If it is
necessary to act contrary to it, you should only do so after discussion and with
the documented approval of your line manager or the person that has
contracted you in.
6.5 Engaging directly with adults at risk
- Work with adults at risk in an open and transparent way.
- Always listen to and respect adults at risk, regardless of their age, disability,
race, ethnicity, religion or belief, sex, gender identity or gender expression,
sexual orientation, marriage or civil partnership, or any other equality
characteristic.
- Ensure allegations by an adult at risk are reported, including any made
against you.
- Avoid unobserved situations of one to one contact with an adult at risk.
Follow the procedures for reporting safeguarding concerns or allegations.
- Never agree to keep any information relating to the harm of an adult-at-risk
confidential.
- Ensure that your relationships with adults at risk are appropriate to their
capacity and take care that your language or conduct does not give rise to
comment or speculation.
- Attitudes, demeanour and language all require care and thought. The use of
swear words in the presence of adults at risk, even if not directed at them, is
not appropriate.
- Ensure that if you need to comfort an adult who has become distressed, you
do so in a way which is respectful of their personal space.
- Never act in a way which may be perceived as threatening or intrusive; ask
before you act
- Ensure that dangerous or otherwise unacceptable behaviour by an adult at
risk is managed appropriately
- Ensure that the focus of your relationship with an adult at risk you have met
through work remains at work. The aim should never be, or become, to
develop the relationship into a long-term friendship.
- Never invite, or allow, an adult at risk you have met through work into your
home or make contact with them outside of work. Never make sexually
suggestive remarks or discriminatory comments to, in front of an adult at risk
- Be mindful of keeping yourself safe. Never act in a way that could be
misconstrued or put yourself in a potentially vulnerable position
6.6 Online Safety
RWA recognises the opportunities and challenges technology brings to those
working with adults at risk. We advocate applying the same principles,
expectations and standards for interacting and communicating with vulnerable
adults online as in other areas of practice, maintaining personal and professional
boundaries in their communications and contacts with adults at risk. RWA has a
social media policy which must be followed by all staff. Remember safeguarding
is about keeping staff safe as well as children and adults-at-risk. Never act in a
way that could be misconstrued or put yourself in a potentially vulnerable
position.
6.7 The term ‘online safety’ is defined here as the process of limiting the risks to
adults at risk when using any internet, digital and mobile technology. To this end,
RWA expects all staff to adhere to the following at all times:
-When communicating with adults at risk online, observe the same rules of
behaviour as if speaking with them in person; that is by being polite, respectful,
not swearing or saying anything (using the written word, images or icons) that
could be regarded as sexual innuendo, bullying or discrimination.
-Always maintain professionalism in your communications online and on mobile
devices.
-RWA IT equipment (including computers, laptops, mobile phones, tablets,
notebooks, etc) must not be used to view, download, create or share (with
colleagues or adults at risk) illegal content including abusive images of children).
-Contact with adults at risk online should only be with the knowledge and
approval of your line manager and strictly for RWA work purposes only and using
RWA IT equipment.
If staff identify online concerns – be they be about illegal online content or
suspicious behaviour by another adult online - then they must follow RWA
procedures for reporting those concerns.
6.8 Staff must not:
- Give their personal contact details to any adult at risk. This includes personal
mobile phone numbers, email address, home address, social networking
accounts, personal website/blog URLs, online image storage sites, passwords
etc.
- Communicate with adults at risk via any personal social networking sites (e.g.
Facebook, Instagram and Twitter)
- Ask to become an online friend/contact of an adult at risk
- Add/allow an adult at risk to join their contacts/friends list on personal social
networking profiles
- Share personal details with any adult at risk on personal social network site
- Use their personal digital camera/ phone / video to record any images of
adults at risk for work or any other purpose.
- Play online games with any adult at risk unless part of official RWA business
using professional accounts and devices.
- Send any illegal or inappropriate content (written, images or icons) via mobile
phones.
- Seek to befriend an adult at risk online whom you have met through work for
any purpose whatsoever including for the purpose of developing a personal
and/or sexual relationship.
- Use their personal mobile phone to communicate with adults at risk. This
includes phone calls, texts, emails, social networking sites etc.
- Use the internet or social media communication to send personal messages
to any adult at risk unless this is part of official RWA business using
professional accounts and devices.

7. CONFIDENTIALITY AND INFORMATION SHARING
7.1 Sharing information appropriately and in a timely fashion is a very important part
of keeping an adult at risk safe from harm. Care must also be taken to ensure
that vulnerable adults’ confidentiality is maintained, and that information is
handled and disseminated on a need-to-know basis only. RWA staff, freelancers
and volunteers should assume that an adult has mental capacity to make
decisions about their information being shared. Individuals must be confident
that information held about them by RWA will only be disclosed to others either
with their consent or when there is a legal duty to do so.
7.2 The principles of the Data Protection Act 2018 must be adhered to when
handling personal information, that is: personal information is obtained and
processed fairly and lawfully; only disclosed in appropriate circumstances;
accurate, relevant and not held for longer than necessary; and kept securely.
RWA Safeguarding Policy and Procedures
11
7.3 The Act allows for the disclosure (in other words, sharing) of personal
information without consent of the subject in certain conditions, including for
the purposes of the prevention and detection of a crime, for example where
there is a safeguarding concern.
7.4 It is best practice to gain verbal or written consent, from the adult at risk
themselves, or their carer or group leader before any personal contact data
relating to them is shared with another organisation (such as social care).
However, you may not need to seek consent to share information if it might be
unsafe to seek (e.g. seeking consent might increase the risk to the vulnerable
adult) or causes an unjustified delay or if it would prejudice the prevention,
detection or prosecution of a serious crime. The most important consideration is
whether the adult at risk needs to be protected. If in doubt about whether to
share information, discuss with the DSO and seek advice from social care or the
NSPCC Helpline or the Safeguarding Adults Board. In summary, the principles for
information sharing are that it is necessary and proportionate; relevant;
adequate; accurate; timely; secure; and that a record is kept of having shared the
information.

8. IDENTIFYING AND RESPONDING TO CONCERNS
8.1 RWA staff may, at times, have to respond to concerns about the welfare and
safety of adults at risk. This could include actual or alleged harm. Alternatively,
an adult at risk we are working with may tell someone of their abuse directly. If
an adult at risk is at immediate risk of harm, you need to act immediately and
contact the Facilities Manager or Visitor Experience Manager. The DSO should
also be contacted. The DSO may then decide whether other agencies such as an
outside organization (e.g. police or statutory services) need to be contacted.
8.2 There are 4 key steps to be followed:
(1.) Being alert to signs of abuse and neglect
(2.) Questioning behaviours and listening to the individual
(3.) Ask for help
(4.) Referring to adult social care, safeguarding adults’ boards and/or the police
8.3 Being alert to signs of abuse or neglect
Welfare concerns may arise in many different contexts and can vary greatly in
terms of their nature and seriousness. Adults at risk may be abused in a family or
in an institutional or community setting, by those known to them or by a
stranger, including via the internet. An abused adult will often experience more
than one type of abuse, as well as other difficulties in their lives. Abuse and
neglect can happen over a period of time but can also be a one-off event. Abuse and neglect of adults at risk can have major long-term impacts on all aspects of
health and well-being.
8.4 You can become aware of the actual or alleged harm to, or abuse of, an adult at
risk in a variety of ways:
- an adult at risk tells you
- the behaviour of the adult at risk
- the appearance, including injuries, of the adult at risk
- the interaction of the vulnerable adult with their supporter/carer
- someone else tells you that they suspect an adult at risk is being abused
- from the behaviour of another adult towards an adult at risk
8.5 There are four broad categories of abuse and neglect:
➢ Physical abuse
➢ Neglect
➢ Emotional abuse
➢ Sexual abuse
8.6 It is important to be mindful that some adults are particularly vulnerable to
abuse because of their living circumstances or characteristics. Disabled adults are
at greater risk of abuse that non-disabled adults. Adults living in adverse
circumstances may also be more at risk; in particular, living in homes where
there is domestic violence, substance misuse and/or severe mental illness.
Adults from particularly isolated or new communities may also be at increased
risk of abuse as well as those who display challenging behaviour. Parental
behaviour may also indicate childhood abuse or neglect of an adult at risk, so
you should be alert to interactions which are concerning.
8.7 There are a number of categories of adult at risk abuse:
➢ physical (including unlawful restraint)
➢ domestic violence (‘controlling/coercive/threatening’)
➢ sexual abuse (including Female Genital Mutilation - FGM and sexual
exploitation)
➢ forced marriage
➢ honour based violence
➢ psychological/emotional financial and material
➢ modern slavery/ trafficking radicalisation
➢ neglect and acts of omission
➢ disability and hate crime discriminatory
➢ self neglect
➢ organisational abuse
8.8 All staff and volunteers should be familiar with the definitions and indicators of
abuse and neglect. See Appendix B for definitions of abuse and neglect.
8.9 What to do if an adult at risk makes a disclosure:
The signs of abuse might not always be obvious and an adult at risk might not tell
anyone what is happening to them. Sometimes an adult at risk will tell you
directly what is happening as a means of getting help. Therefore, you should
question behaviours if something seems unusual and try to speak to the adult at
risk, alone, if appropriate, to seek further information.
If an adult at risk says or indicates that they are being abused, or information is
obtained which gives concern that they maybe being abused, the person
receiving this information should:
- Stay calm
- Listen to the individual
- Take what the individual says seriously, recognising the difficulties inherent in
interpreting what is said by a person who has a speech disability and/or
differences in language
- Keep questions to the absolute minimum necessary to ensure a clear and
accurate understanding of what has been said
- Reassure them that you will act to keep them safe, but do not promise that
you won’t tell anyone, as you may need to do so to protect them
- Make a record of what has been said, heard and/or seen using the
safeguarding reporting form
8.10 Referrals to external agencies
If the adult at risk is in immediate danger, you should call the police and then
inform the DSO. If there is cause for concern, but not immediate danger, just
report to the DSO as soon as possible. If you are unsure, report to the DSO
straight away. It is not the responsibility of anyone working at RWA in a paid or
voluntary capacity to decide whether an adult at risk is being abused or
neglected. However, it is your job to pass on the information to those who are
qualified to do so. If you become aware of any concern relating to the welfare of
an adult at risk you should speak to the DSO as soon as possible and in all
instances within one working day. The concern will then be discussed and a
decision made by the DSO as to whether to refer the concern to the police or the
relevant local safeguarding authority/statutory service.
8.11 How to make a referral:
- It is RWA policy that all concerns about children and vulnerable adults are
reported as soon as possible and within one working day, to the DSO.
- The person who identifies the concern should record the details of the
concern on the Safeguarding Reporting Form and submit to a DSO.
- The DSO will decide if it is appropriate to make a referral to the police or
relevant statutory service. All referrals must be made within 24 hours of the
concern or disclosure coming to light.
- The person who raised the concern in the first place will be given appropriate
feedback and will receive support from either the DSO or line manager, if
required.
- Once a referral has been made to the relevant statutory service, they have a
day to decide what further action is necessary to take and should inform the
referrer of this.
- If the DSO has not heard anything back from the statutory service, they
should follow this up and note the outcome. If further signs of potential
abuse and neglect are identified again, then report and refer again as per this
procedure.

Important contacts:
RWA Designated Safeguarding Officer Helen Jacobs 07425 889894
Social Work Emergency Duty Team (out of hours) 01454 615165
Bristol Care Direct (8:30am-5pm) 0117 922 2700
South Glos Customer Care Service 01454 868007
Adults can call Hourglass Helpline for confidential advice on 0808 808 8141

8.12 Medical emergency with suspicion of abuse:
An ambulance should be called for an adult at risk requiring urgent medical
attention. If an ambulance is not required, the adult should be escorted (by taxi,
if necessary) to the nearest accident department by two staff from RWA. Where
possible, the adult at risk should be accompanied by carer. If a carer
unreasonably refuses to allow necessary medical treatment, the police should be
contacted immediately. The DSO should be contacted as soon as is practical and
they should make the necessary referral to the relevant statutory service and
follow steps outlined in 8.11.

9. RECORDING THE INFORMATION – KEEP IT CLEAR AND SIMPLE
9.1 Information may need to be passed to the relevant statutory service (e.g. adult
social care, safeguarding adults board or the police).
9.2 It should be recorded on the Safeguarding Reporting Form (Appendix A). The
form can be completed by the person reporting the concern, the line manager or
the designated person. However, it is the DSO’s responsibility to ensure it has
been completed and make the referral to the relevant statutory service. To be as
helpful as possible the information should include:
▪ The nature of the allegation or concern
▪ A description of any injuries
▪ The individual’s account, if they can give them, of what has happened
and how any injuries occurred
▪ Any times, dates, or other relevant information
▪ Whether the carer or adult at risk is aware of the referral having been
made
▪ A clear distinction between what is fact, opinion, or hearsay. However, do
not delay reporting the matter by trying to obtain more information
9.3 All records of safeguarding concerns and referrals are stored electronically and
will be kept for 25 years with access strictly controlled.

10.MANAGING SAFEGUARDING ALLEGATIONS AGAINST STAFF / VOLUNTEERS
10.1 Evidence indicates that abuse which takes place within an organisation is
rarely a one-off event. It is crucial those involved in RWA are aware of this
possibility and that all allegations are taken seriously, and appropriate action
taken.
10.2 The procedures should be followed in all cases, including outside work, in
which it is alleged that a member of RWA staff/volunteer has:
- Behaved in a way that has or may have harmed an adult at risk
- Possibly committed a criminal offence against or related to an adult at risk
- Behaved towards an adult at risk in a way that indicates they are unsuitable
to work with them.
10.3 The procedures are:
▪ If a staff member has a concern about the safeguarding behaviour of
another member of staff, volunteer, student, contractor or freelancer
they should discuss it with their line manager in the first instance.
▪ The line manager will report it to the DSO within the same working day.
▪ If the concern is about the behaviour of the line manager then you can
report the matter directly to the DSO
▪ If the concern is about the behaviour of the DSO it can be reported to the
named safeguarding trustee or the Director of RWA
▪ The DSO should be informed of situations even if it is unclear if the
allegation constitutes abuse or not, and the action to be taken is not
obvious. The DSO needs to consider who else needs to be informed
bearing in mind the need to maintain confidentiality.
▪ The DSO will require a written account from the member of staff/
manager about the allegation and a summary of any available additional
information including the names and addresses of any potential
witnesses.
▪ Both documents should be signed and dated.
▪ After this, a referral will be made to HR.
10.4 There may be circumstances where allegations are about poor practice rather
than abuse but, where there is any doubt, the DSO should seek advice from the
designated officer(s)* in the local authority. Every effort should be made to
ensure that confidentiality is maintained for all concerned and to protect the
integrity of the investigation process. *This role has been referred to as the LADO (Local
Authority Designated Officer). Different Local Authorities may refer to it differently.
10.4 It is acknowledged that feelings generated by the discovery that a member of
staff or volunteer is, or may be abusing an adult at risk, will raise concerns
among other staff or volunteers, including the difficulties inherent in reporting
such matters. However, it is important that any concerns for the welfare of an
adult at risk should be reported and acted upon immediately.
10.5 RWA will fully support and protect any member of staff or volunteer who, in
good faith, reports their concern that a colleague is, or may be abusing an adult
at risk.
10.6 What happens next?
Where there is a complaint of abuse against a member of staff, there may be
three types of investigation:
(1.) A criminal investigation
(2.) An investigation or enquiry by the relevant statutory service
(3.) A disciplinary investigation or enquiry by RWA
The DSO and line manager will decide if an individual accused of abuse should be
suspended from work pending enquiries by the police and/or relevant statutory
service. Advice and support to the person who has been suspended from work
will be provided by their line manager.
Investigations will be dealt with quickly, fairly and impartially. The member of
staff or volunteer should be informed about the allegation or concern as soon as
possible (but not before consultation with the designated officer in the statutory
service/police where necessary, in respect of timing and content).
RWA's disciplinary process should happen as soon as possible; however, the
police and statutory service investigation may delay RWA's disciplinary process.
If the investigation shows that the allegation is clearly about poor practice RWA
will consider whether performance management or the need to instigate its
disciplinary procedure is required.
Irrespective of the findings of police or the statutory service, RWA will assess all
individual cases under the appropriate disciplinary procedure to decide if a
member of staff can be reinstated or a volunteer’s services resumed and how this can be sensitively handled. This may be a difficult decision, particularly
where there is insufficient evidence to uphold any action by the police. In such
cases, RWA must reach a decision based upon the information that is available.
The welfare of the adults at risk should always remain paramount. Consideration
should be given to what support may be appropriate to carers, adults at risk and
members of staff.
10.7 Referral to DBS for consideration to bar:
If RWA removes an individual (paid worker or unpaid volunteer) from work with
adults at risk (or would have, had the person not left first) because that person
poses a risk of harm, RWA must make a referral to the Disclosure and Barring
Service (DBS) so that they can consider if the individual should be barred from,
or have conditions imposed, in respect of working with children or vulnerable
adults. It is an offence to fail to make a referral without a good reason.
The DSO is responsible for making the referral to the DBS. The referral form can
be found on the DBS website.
RWA may seek advice about this from the designated officer in the relevant
statutory service.
A decision about making a ‘referral to bar’ has to be made within 30 days of the
final outcome of the investigation/inquiries.
10.8 Referral to a professional regulatory body
If a member of staff/volunteer is registered with a professional regulatory body,
there may be a requirement to notify that body if RWA removes an individual
(paid worker or unpaid volunteer) from working with children or vulnerable
adults (or would have, had the person not left first) because that person poses a
risk of harm to children or vulnerable adults. It is the responsibility of the DSO to
make such a referral.
10.9 Contracted and sub-contracted (freelance) staff and students
In the event that a member of staff or volunteer has, or is aware of, concerns
raised by the behaviour of a contractor, a member of their staff, a subcontractor/freelancer or student, this must be raised with your line manager and
/ or the DSO who will then decide who else needs to be informed and what
action needs to be taken and by whom.
10.10 Secure storage of concern/referral information
If, as a result of the discussion, a referral is made using the procedures set out
above, a copy of the referral form must be kept together with this record. It
should include the name and role of the person to whom the referral was made, their telephone number and the time and date. Where the concern related to an
allegation or concern about a member of staff, all files are kept for 7 years after
the individual has left RWA or if they were in the Civil Service Pension Scheme
until the individual reaches 100 years old or has deceased, whichever is the
soonest. It is also important that all records are stored securely:
▪ Compile and label hard copy files carefully.
▪ Files containing sensitive or confidential data should be locked away and
access to the keys strictly controlled.
▪ Access to records needs to be limited to people in named roles who
either need to know about the information in those records and/or who
manage the records/files.
▪ If files are to be stored long term arrangements need to be made for the
keys to be passed from outgoing staff to their successors.
▪ Electronic files must only be accessible by limited staff.
▪ Arrangements must be in place for ongoing management of the records
including the review and disposal of records.
10.11 Escalation process – what to do if safeguarding concerns are not being
appropriately acted upon:
Escalation is the course of action that should be taken where there are concerns
that the safety of an adult at risk is compromised and the current action of either
RWA or other external agencies does not support effective safeguarding.
If you have concerns about the safety or welfare of an adult at risk and feel they
are not being acted upon by the DSO, you can make the referral directly to the
statutory service yourself, contact the Bristol Care Direct helpline or use RWA’s
Whistleblowing policy.
If RWA has concerns that an external agency is not acting upon their
safeguarding concerns appropriately:
- The DSO will determine if the matter requires escalation. In the first instance,
the aim should be to resolve the disagreement at the lowest level between
the individuals involved.
- If this fails, the matter should be raised with a more senior manager in the
other agency.
- If this approach fails, each local safeguarding board for adults at risk will have
a process for escalating a concern so the procedure to be followed will
depend on the area in which the concern arose
- The procedures for each Local Safeguarding Board/Partnership can be found
on the relevant council’s website.
- A record of all conversations and actions must be kept.

11. GUIDELINES
The following Guidelines are specific to RWA’s operation and programmes. These
guidelines will be constantly reviewed, updated and added to over the coming
months in the light of further work and consideration given to safeguarding by
individual teams.
Currently these guidelines cover:
- General Visits
- Admissions to Exhibitions and Displays
- Group visits led by Learning Team
- Learning & Engagement Projects and Events
- RWA Online: passive participation in live session eg. group meeting
- RWA Online: active participation in live session eg. Community group project
- RWA Online: submission of work or commentary to be included on website
- Offsite workshops such as artist-led workshops at BCL, Art Ease, Happy Days
Memory Café, Trymview Care Home
- Community Group Exhibitions (Link Space & Corridor at RWA)
11.1 General Visits
Staff should assess all situations sensitively and act accordingly, treating visitors
with respect while recognising that the welfare of the adult at risk is paramount.
If there is any cause for concern, the staff member should report this to the
Visitor Experience Manager / Duty Manager.
Staff will be aware of and take steps to ensure the welfare of adults at risk is
maintained whilst they are engaged in activities or exhibition visits at the RWA.
Staff should take note of issues regarding clothing, heat, light, food, toilet
facilities, changes in weather conditions, and their effects on individuals. If staff
are concerned over the welfare and safety of an individual or group then the
activity should be completed as safely and quickly as possible.
11.2 Admissions to Exhibitions and Displays
All exhibitions and displays at RWA will take safeguarding into consideration as
part of the risk assessment and on the advice of the DSO, will ensure the correct
measures, such as signage and screening have been taken.
Where there is an identified issue or concern with an exhibition, RWA will take
responsibility for informing visitors of the specific content through the
appropriate channel in consultation with the DSO from the following list:
▪ Front of House
▪ Curators
▪ Marketing department
▪ Programme leaflet
▪ Exhibitions leaflet
▪ Information for teachers and group leaders
▪ Signage
▪ Information in the foyer and/or at the entrance /pay desk for special
exhibitions/displays
▪ Information on the RWA website
11.3 Groups Visits: Learning
In addition to the above guidelines outlined under ‘Group Visits: General’ the
first contact for group visits is by telephone or email to the Front of House staff
followed, in many cases, by contact with contact with the Learning Team.
▪ FOH and Learning staff will inform group leaders verbally and will send
written information such as risk assessment and guidelines for group visits if
required. These guidelines should refer to RWA’s Health and Safety Policy and
Safeguarding Policy.
▪ Where appropriate this may be followed up by a conversation with the
relevant Learning staff to meet any particular special needs.
▪ Information on the content of exhibitions, displays and activities will be
conveyed verbally and in written form sent to the group leader.
Where it is felt that there is a specific protection issue, group leaders or carers
will be informed. In these instances, group leaders or carers will be encouraged
to:
▪ Visit the gallery to assess the risk in order to make informed choices about
their proposed group visit.
▪ Undertake a planning visit session with staff to ensure content and themes
are discussed and risk assessed.
11.4 Learning & Engagement Projects and Events
In devising and planning talks and workshops for groups, staff and artist
educators will ensure that the protection of adults at risk is included in the risk
assessments relating to the activity.
Where projects are planned by the Learning teams, either independently or with
external partners, a full risk assessment of the project should be undertaken.
This assessment will include assessment of content, processes, staffing,
carer/group leader supervision, use of photography/other media and
appropriate behaviour.
RWA is not in a position to assume responsibility directly over adults at risk. This
particularly relates to any projects which could involve adults at risk being
provided with overnight accommodation in any format or with activities which
may sit outside RWA’s core activity. The duty of care for adults at risk should
remain at all times within the sphere of responsibility of carers or guardians and
group leaders.
Staff should only carry out risk assessed activities. Any changes should be agreed
with relevant senior management and a new risk assessment carried out. These
risk assessments should:
- Be clear about roles and responsibilities of staff and accompanying adults.
- Ensure carer/group leader supervision at all times.
- Ensure an appropriate staff to adult-at-risk ratio*. Recommended supervisory
ratios for vulnerable adults are 1 adult to 5 individuals for people with
disabilities, 1 adult to 12 individuals over 16 who are non-disabled.
In all cases where a safeguarding concern is raised in the risk assessment it
should be discussed and risk managed with the DSO.
*This is the RWA’s recommended supervisory ratio, but individual organisations such as Trymview
Hall Care Home have their own ratios.
11.5 Passive participation in live on-line sessions such as community group
meetings or artist-led workshops as part of a project (e.g. Art Ease project)
The activity for the session has been agreed in advance with the RWA to ensure
its suitability for the group and is delivered by a freelancer. The group leader is
always present, along with a member of the Learning Team.
11.6 Active participation in live sessions such as RWA workshops leading to a
community group exhibition (e.g. Bristol Community Links South)
This is (at least) an annual occurrence for adults attending the BCL day centres in
Knowle West and Southmead. It is organised by the RWA and the participants
have creative sessions with different freelance artists recruited by RWA Learning
Team. The freelancer is always DBS checked and safeguarding trained, and
observed working. RWA staff attend sessions wherever possible. Community
group staff/leaders are always present (e.g. BCL staff). Prior to commencement,
participants and staff are provided with information about the project and the
expected protocol for sessions (i.e. photography) which participants must give
their consent to and this is agreed with centre managers before commencement.
11.7 RWA Online – general
The RWA aims to provide a number of opportunities for adults at risk to interact
safely with representatives of the RWA and other users online. We have policies
in place to ensure that any data we capture on our users is held in accordance
with GDPR.
The RWA engages with audiences on a range of third party social media
platforms to encourage engagement and participation around art. We are
committed to a range of guidelines to protect participants and foster positive
digital communities. We will moderate responses across all social media channels as far as the platforms’ built-in tools allow.
11.8 Submission of work or commentary to be included on the website
Occasionally the RWA may organise a project or competition whereby work will
be shown on the RWA website. This work will have been pre-selected and only
the first name of the participant and in some cases, community centre or group
name, will be displayed alongside the work to avoid identification, unless specific
permission has been granted by participant or carer to use their full name.
11.9 Offsite workshops such as ‘Let’s Talk Dementia’ event run by BRACE
These are programmed by the RWA Learning Team in collaboration with partners
(i.e. BRACE, BDAA, creativeShift, Trymview Care Home) and are delivered by a
freelancer. The proposed content of the session is agreed in advance between
the freelancer and RWA Learning team, and is usually tailored to the current
exhibition. Participating vulnerable adults are supervised by carers or group
leaders and there is usually a RWA volunteer present. Feedback from the
sessions is provided to the RWA.
11.10 Community group exhibitions such as ‘Playful Gestures’, an exhibition of
artwork made by service users at Bristol Community Links day centres.
These are programmed by the RWA Learning & Engagement Team in
collaboration with group leaders. Usually the exhibition is the output of a long
term or short term project organised by Learning Team and facilitated by
freelance artist. (E.g. a series of supportive workshops run on or offsite,
participants learning new skills. Often directly connected to or inspired by a main
exhibition). The way we safeguard adults at risk in these public exhibitions is to:
- Check with participants and/or group leader how names should be displayed
on labels and interpretive text panels (e.g. first name only)
- Check with participants and/or groups leader that we definitely have photo
consent, and if so, that we have permission to use selection of photos as part
of the exhibition.
- Check with participants and/or group leader all interpretive text, ensuring
that the participants’ own words are used wherever possible
- Check with participants and/or group leader that they are all seen as they
want to be seen, and the text/photos/exhibition as a who is an accurate
representation of the project and their involvement.

12. INSURANCE
The RWA has Employer’s Liability Insurance and so insures against injury to those
working at RWA. The RWA is able to offer insurance cover to visiting students, work
experience visitors, volunteers, etc, but it encourages those institutions who visit
RWA to provide their own insurance cover. All freelancers working on Learning
projects and events should be covered by their own public liability insurance.

13. CONTRACTORS AND SUB- CONTRACTORS
Contractors provide valuable services to and on behalf of RWA. These contractors in
turn may employ people or sub-contract to others. To protect children and the
reputation of the RWA it is important that, where appropriate, any such contracts for
services / terms of engagement reflect the need for them to be aware of and to
follow the safeguarding policy and procedures; this includes ensuring that they are
made aware of the process for reporting concerns to the DSO or an appropriate
manager.
The responsibility for employees of contractors, and sub-contractors remains with
the main contractor who must ensure that they are informed about their
responsibility to report any concerns directly to them in the first instance and to the
DSO in line with this policy and procedure.

14. PHOTOGRAPHY & FILM MAKING – GUIDANCE ON CONSENT AND DATA
PROTECTION
In some circumstances (i.e. special celebration events and workshops) RWA may take
photographs of all attendees. Guidelines on what images may be taken and how they
must be stored are outlined in a separate policy entitled Photography and Film
making.

APPENDIX A SAFEGUARDING REPORTING FORM
Name of report writer:__________________________________________________
Date:_______________________________________________________________
Name of person making the
disclosure:___________________________________________________________
Name(s) of others present:______________________________________________
Date and time of incident:_______________________________________________
Factual record of conversation with
the victim/person reporting the
cause for concern:

 

____________________________________________________________________
Any next steps agreed

 

 

____________________________________________________________________
Signature and name of staff member:______________________________________
Signature of DSO and date of receipt:______________________________________
Actions taken by DSO:

____________________________________________________________________

When completed please send this form to Helen Jacobs, DSO

APPENDIX B DEFINITIONS OF ABUSE AND NEGLECT
NEGLECT
The persistent failure to meet a person’s basic physical and/or psychological needs,
likely to result in the serious impairment of the person’s health or development.
Neglect may occur during pregnancy as a result of maternal substance abuse. Once a
child is born, neglect may involve a parent or carer failing to:
1. Provide adequate food, clothing and shelter (including exclusion from home or
abandonment)
2. Protect a child from physical and emotional harm or danger
3. Ensure adequate supervision (including the use of inadequate care-givers)
4. Ensure access to appropriate medical care or treatment. It may also include
neglect of, or unresponsiveness to, a person’s basic emotional needs.

EMOTIONAL ABUSE
The persistent emotional maltreatment of a person such as to cause severe and
persistent adverse effects on their emotional development. It may involve conveying
to a person (in childhood) that they are worthless or unloved, inadequate, or valued
only insofar as they meets the needs of another person. It may include not giving the
person opportunities to express their views, deliberately silencing them or ‘making
fun’ of what they say or how they communicate. It may feature age or
developmentally inappropriate expectations being imposed on a person (including in
childhood). These may include interactions that are beyond a child’s developmental
capability, as well as overprotection and limitation of exploration and learning, or
preventing the child participating in normal social interaction. It may involve seeing
or hearing the ill-treatment of another. It may involve serious bullying (including
cyber bullying), causing people frequently to feel frightened or in danger, or the
exploitation or corruption of them. Some level of emotional abuse is involved in all
types of maltreatment of a person, though it may occur alone.

SEXUAL ABUSE
Involves forcing or enticing a person to take part in sexual activities, not necessarily
involving a high level of violence, whether or not the person is aware of what is
happening. The activities may involve physical contact, including assault by
penetration (for example, rape or oral sex) or non-penetrative acts such as
masturbation, kissing, rubbing and touching outside of clothing. They may also
include non-contact activities, such as involving people in looking at, or in the
production of, sexual images, watching sexual activities, encouraging a person to
behave in sexually inappropriate ways, or grooming a young person in preparation
for abuse. Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women
can also commit acts of sexual abuse, as can other children.

PHYSICAL ABUSE
A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or
scalding, drowning, suffocating or otherwise causing physical harm to a person.
Physical harm may also be caused when a parent or carer fabricates the symptoms
of, or deliberately induces, illness in a person.

CATEGORIES OF ABUSE OF ADULTS AT RISK
PHYSICAL ABUSE
Including assault, hitting, slapping, pushing, misuse of medication, restraint or
inappropriate physical sanctions.

DOMESTIC VIOLENCE
Including psychological, physical, sexual, financial, emotional abuse; so called
‘honour’ based violence.

PSYCHOLOGICAL ABUSE
Including emotional abuse, threats of harm or abandonment, deprivation of contact,
humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse,
cyber bullying, isolation or unreasonable and unjustified withdrawal of services or
supportive networks.

FINANCIAL OR MATERIAL ABUSE
Including theft, fraud, internet scamming, coercion in relation to an adult’s financial
affairs or arrangements, including in connection with wills, property, inheritance or
financial transactions, or the misuse or misappropriation of property, possessions or
benefits.

MODERN SLAVERY
Slavery, human trafficking, forced labour and domestic servitude. People are bought
and sold for sexual exploitation, forced labour, street crime, cannabis cultivation,
grooming and pimping, domestic servitude, forced marriage or even the sale of
organs and human sacrifice.

DISCRIMINATORY ABUSE
Including forms of harassment, slurs or similar treatment; because of race, gender
and gender identity, age, disability, sexual orientation or religion.

ORGANISATIONAL ABUSE
Including neglect and poor care practice within an institution or specific care setting
such as a hospital or care home, for example, or in relation to care provided in one’s own home. This may range from one off incidents to on-going ill-treatment. It can be
through neglect or poor professional practice as a result of the structure, policies,
processes and practices within an organisation.

NEGLECT AND ACTS OF OMISSION
Including ignoring medical, emotional or physical care needs, failure to provide
access to appropriate health, care and support or educational services, the
withholding of the necessities of life, such as medication, adequate nutrition and
heating

SELF-NEGLECT
This covers a wide range of behaviour neglecting to care for one’s personal hygiene,
health or surroundings and includes behaviour such as hoarding. It involves no other
perpetrator.

SEXUAL EXPLOITATION
This covers exploitative situations where a person receives 'something' as a result of
them performing or having performing on them, sexual activities.

APPENDIX C ADULTS AT RISK – WHO MAY BE INCLUDED IN DEFINITION
Defining an adult at risk can be difficult because everyone, no matter how old they
are, will need help at some point in their life. Specifically though, adults considered
‘vulnerable’ or ‘at risk’ are those who are at an increased risk of abuse or neglect as
they are unable to protect themselves against significant harm or exploitation.
Adults can be abused in a variety of different locations. These include:
− Their own homes
− Care homes
− Workplaces
− Hospitals
− Public places
The most common type of risk is Neglect and Acts of Omission (accounting for 30%
of all risks, according to the NHS study “Safeguarding Adults, England, 2020-21”. The
most common location of these risks was the person’s own home at 50%.
Though care and protection are vital, safeguarding adults also means understanding
that those at risk need to be allowed as much autonomy over their own lives as
possible. The Mental Capacity Act outlines the process which needs to be followed to
determine whether an adult is capable of making choices for themselves.
People who may be included in a definition of an adult at risk include:
- People with learning or physical disabilities
RWA Safeguarding Policy and Procedures
28
- People with sensory impairment
- People with mental health needs including dementia
- People who misuse substances including alcohol
- People who are experiencing physical or mental health challenges
- People in residential accommodation in connection with nursing or care they
require
- People in sheltered housing
- People in receipt of domiciliary care for reason of age, health or disability
- People detained by lawful custody (in prison, remand centre, young offender
institution [if aged 18-21], secure training centre or similar)
- People under supervision by a person exercising functions for the purposes
of part 1 of the Criminal Justice and Court Services Act
- People who require assistance in the conduct of their own affairs
APPENDIX D THE PROCESS OF SAFEGUARDING ADULTS: SIX PRINCIPALS
First introduced by the Department of Health in 2011, but now embedded in the
Care Act, these six key principles apply to adult safeguarding work in all sectors and
settings.
(The Care Act 2014 remains a hugely important piece of legislation in adult
safeguarding; it sets out how an individual’s care and support needs should be met
and defines the responsibilities of local authorities).
The principles relate to taking the best care possible of the adult and ensuring they
are kept from abuse, but also understanding that actions cannot be intrusive on the
autonomy of the person at risk. These are:
1. Empowerment – People being supported and encouraged to make their own
decisions and informed consent
2. Prevention – It is better to act before harm occurs
3. Proportionality – The least intrusive response appropriate to the risk
presented
4. Protection – Support and representation for those in greatest need
5. Partnership – Local solutions through services working with their
communities. Communities have a part to play in preventing, detecting and
reporting neglect and abuse
6. Accountability – Accountability and transparency in delivering safeguarding
These safeguarding principles, along with procedure outlined in legislation, is meant
to provide the framework and fundamentals for those with the tools to help protect
those at risk.
RWA Safeguarding Policy and Procedures
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END of ADULTS AT RISK SAFEGUARDING POLICY AND PROCEDURES
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THE FOLLOWING PAGES CONTAIN THE CHILD SAFEGUARDING POLICY AND PROCEDURES
RWA CHILD SAFEGUARDING POLICY AND PROCEDURES
Original document prepared April 2021 | Reviewed December 2022 & August 2024
Section CONTENTS Page
1 Scope of the Policy 30
2 Creating a safe environment 30
4 Roles and responsibilities for safeguarding within RWA 32
4 Recruiting and Supporting Staff 33
5 Working with children (code of conduct) 34
6 Confidentiality and Information Sharing 36
7 Identifying and responding to concerns 37
8 Important numbers 40
9 Recording the Information – Keep it clear and simple 41
10 Managing allegations against staff/volunteers 42
11 Guidelines 46
12 RWA's Responsibility in Relation to Children and
the Licensing Act 2003 49
13 Insurance 50
14 Working in and with schools 50
15 Contractors and Sub-contractors (freelance) 50
16 Lost Child Procedures 50
17 Photography & Film Making 51
APPENDICES
RWA Safeguarding Policy and Procedures
30
Appendix A – Safeguarding Reporting Form 52
Appendix B – Definitions of Abuse and Neglect 53
Appendix C – Unaccompanied & lost or missing child 57
Appendix D – Supervision ratios 60
RWA CHILD SAFEGUARDING POLICY AND PROCEDURES
1. SCOPE OF THE POLICY
1.1 RWA defines safeguarding as the range of measures in place to protect people at
RWA or those it comes into contact with from abuse or maltreatment of any kind.
This broader definition of safeguarding is in line with the Charity Commission.
Safeguarding is about all adults and children being kept safe and free from harm.
1.2 This policy sets out principles regarding RWA’s safeguarding responsibilities and is
consistent with all relevant legislation and statutory guidance including the
Health, Safety and Welfare Act 1974, the Protection of Children Act 1999, the
Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006, the
Care Act 2014 and Working Together to Safeguard Children 2018.
1.3 This policy applies to all people working at the RWA or off-site on behalf of the
RWA in whatever capacity (employee, casual worker, volunteer (including
trustees), student, freelancer, agency worker or contractor). Throughout the rest
of this document, these individuals will be referred to, for ease and simplicity, as
‘RWA staff and volunteers’.
1.4 We recognise that RWA's visitors - whether teachers, parents, carers or members
of the general public -also have a part to play in helping keep RWA's sites safe for
everyone. We have added this policy to our public website so that our visitors
have access to our Safeguarding Policy
2. CREATING A SAFE ENVIRONMENT
This section provides an introduction and overview of RWA’s safeguarding policy.
2.1 Although safeguarding is in respect of everyone at RWA, we recognise that
children are the most vulnerable individuals/groups RWA has contact with.
Children have contact with RWA in many different ways. For example, they may
visit our exhibitions and displays, attend our events and workshops, look at our
website or participate in an on-line session. Whoever comes into contact with us,
we want them to be safe from harm. All staff should:
RWA Safeguarding Policy and Procedures
31
▪ Treat children with respect
▪ Listen to and take account of children’s views
▪ Take concerns about their welfare seriously
2.2 RWA upholds the principle that the welfare of our visitors is paramount and that
all individuals whatever their age, disability, race, ethnicity, religion or belief, sex,
gender identity or gender expression, sexual orientation, marriage or civil
partnership, or any other equality characteristic have the right to protection from
abuse.
2.3 The word ‘child’ or ‘children and young people’ is used to refer to anyone under
the age of 18, as defined by the Children Act 1989.
2.4 RWA’s safeguarding procedures are intended to:
▪ Offer safeguards to the children and adults with whom we work, and to our
members of staff and volunteers
▪ Help to maintain professionalism and high standards of practice.
RWA recognises that any policy and/or procedure is only as effective as the ability
and skill of those who operate it. We are therefore committed to:
- Recruiting staff and all those that work on our behalf, either paid or in a
volunteer capacity, safely, ensuring all necessary steps are taken and checks
are made, in line with our recruitment and vetting procedures as outlined in
our Safer Recruitment policy, a copy of which can be obtained by emailing
info@rwa.org.uk.
- Training and supervising all staff and volunteers to adopt best practice to
safeguard and protect children and vulnerable groups against abuse, and
themselves against allegations being made against them providing a code of
conduct for all
- Ensuring staff and volunteers are made aware of the Safeguarding Policy at
induction
- Ensuring all RWA’s exhibitions and displays, workshops, events and activities
are planned and organised with safeguarding as a priority
- Storing children and adults’ contact information, images, records and
correspondence securely for the appropriate time period
- Ensuring that all our partners and contractors adhere to best practice in
safeguarding children and adults
- Taking all concerns and/or allegations of abuse or risk to children and adults
seriously, and responding to these swiftly and appropriately through the
safeguarding procedures
- Sharing information about concerns with those relevant agencies which have
a legal duty to act, and involving parents/carers/teachers where appropriate
- Providing support to staff and volunteers, if and where appropriate and to
children and/or adults when concerns are shared
RWA Safeguarding Policy and Procedures
32
In addition to this policy there are other relevant RWA policies and procedures that
have aspects which relate to safeguarding and should be read in conjunction with
this document as relevant to your role and responsibilities. These are:
▪ Disciplinary and Grievance Policy
▪ Whistleblowing Policy
2.5 Breaches of the safeguarding policy will be taken seriously and may require
disciplinary procedures to be applied and/or a referral to the police or children’s
social care or Adult Safeguarding Board at the relevant local authority.
2.6 RWA’s safeguarding policy was first adopted in September 2011. It has been
substantially updated and reviewed formally in December 2022, and again in October
2024. The next formal review of the policy will be in December 2025.
3. ROLES AND RESPONSIBILITIES FOR SAFEGUARDING WITHIN RWA
Although all staff have a responsibility for safeguarding, there are a number of
specific roles within RWA which exist to support, advise and refer any concerns to the
authorities should this be necessary.
3.1 The Designated Safeguarding Officer (DSO) will:
▪ Be responsible for ensuring RWA’s Safeguarding policy and procedures are
regularly reviewed and kept up-to-date.
▪ Promote the importance of safeguarding across the organisation
▪ Manage allegations or concerns about abuse against RWA staff
▪ Act as first point of contact for all staff, contractors and volunteers for
advice if they are concerned about the safety and welfare of a child
▪ Ensure mechanisms are in place to communicate and raise awareness
about safeguarding issues.
▪ Keep senior managers and trustees up to date on safeguarding issues,
providing reports and monitoring information on at least a half yearly
basis
▪ Ensure that roles at RWA are risk assessed and that security vetting is
carried out in accordance with RWA’s Safer Recruitment procedures.
▪ Ensure that they receive appropriate training and have oversight of basic
safeguarding training for the organisation.
▪ Contact statutory services (eg Children’s Social Care) when appropriate
▪ Ensure incidents are dealt with and reported appropriately
▪ Collect monitoring data on all safeguarding concerns raised, their
management and outcome in order to check compliance and note any
lessons learnt
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▪ Evaluate the effectiveness of safeguarding within the organisation and
ensure records of any concerns reported are maintained and stored
securely.
The RWA’s Designated Safeguarding Officer is Helen Jacobs, Head of Learning and
Engagement. The Deputy Designated Safeguarding Officer has been recruited but not
yet trained and formally appointed. Connie Ngan, Learning & Engagement
Coordinator will take up the role by March 2025 at the latest.
4.2 Line managers will:
- Be familiar with RWA’s safeguarding policy and procedures and able to guide
any of their team members who are concerned about the safety and welfare
of a child or adult to an appropriate DSO
- Ensure freelance, contracted staff, volunteers or students are informed about
the person to contact if they have a concern about the safety and welfare of a
child or adult
- Ensure that all staff know where they can find the safeguarding policy and
procedures and communicate to them any changes in policy and procedures
- Ensure that new staff understand the safeguarding policy and procedures
during their induction period
4.3 Trustees
Trustees will receive an annual report from the DSO about safeguarding across
the RWA. Additionally, one RWA trustee has agreed to have Board responsibility
and oversight for safeguarding. This trustee will have an important role in
ensuring the Board pays due regard to safeguarding issues.
The named trustee is Louise Brown.
4. RECRUITING AND SUPPORTING STAFF
4.1 Most people who apply to work for RWA will have the best motives for doing so.
However, a small number of individuals who want to abuse children do
sometimes target certain organisations as a way of gaining access to them.
Others, although they do not deliberately set out to harm children, may hold
unsuitable attitudes or behave in a way that harms them. Our safer recruitment
processes have been designed to deter these people from applying and will also
help to identify unsuitable people that might apply.
4.2 All people working for RWA in any capacity, including employees, casual workers,
interns, contractors, freelancers and volunteers, will be security checked in
accordance with the requirements of the Cabinet Office Baseline Security
Standard. Those who have particular roles and responsibilities which involve
working directly with children and young people carrying out regulated activity
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will be required to have a satisfactory Disclosure and Barring Service (DBS)
Enhanced Disclosure.
4.3 All employment recruitment advertisements, recruitment packs and induction
packs, and any print or online employment information that relates to roles
which are required to work with children, young people and adults and
undertake regulated activity will include the statement: ‘RWA operates a Policy
for the Protection of Children and Adults-at-Risk and successful applicants will be
subject to a satisfactory Enhanced DBS Disclosure.’
5. WORKING WITH CHILDREN - PRINCIPLES
5.1 This section outlines the behaviour expected of all RWA staff and volunteers in
respect of their work and contact with children.
5.2 This guidance will not only help to protect children, but will also help all RWA
staff and volunteers to identify any practices which could be mistakenly interpreted
and perhaps lead to false allegations of abuse being made. Safer working practices
will protect RWA by reducing the possibility of anyone using their role within the
organisation to gain access to those who are the most vulnerable in order to abuse
them. This is because all members of RWA staff and volunteers will be expected to
report any breaches of this code by any others working for or on behalf of the RWA.
5.3 If in doubt, you should always consider how an action or activity may be
perceived as opposed to how it is intended.
5.4 This policy should guide all actions taken by RWA staff and volunteers. If it is
necessary to act contrary to it, you should only do so after discussion and with the
documented approval of your line manager or the person that has contracted you.
5.5 Engaging directly with children and young people:
▪ Work with children in an open and transparent way.
▪ Always listen to and respect children, regardless of their age, disability,
race, ethnicity, religion or belief, sex, gender identity or gender
expression, sexual orientation, marriage or civil partnership, or any other
equality characteristic.
▪ Ensure allegations by a child are reported, including any made against
you.
▪ Avoid unobserved situations of one to one contact with a child
▪ Follow the procedures for reporting safeguarding concerns or allegations.
Never agree to keep any information relating to the harm of a child
confidential.
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▪ Ensure that your relationships with children and young people are
appropriate to their age and take care that your language or conduct does
not give rise to comment or speculation. Attitudes, demeanour and
language all require care and thought. The use of swear words in the
presence of children, even if not directed at them, is never appropriate.
▪ Ensure that if you need to comfort a child who has become distressed,
you do so in a way which is respectful of their personal space. Never act in
a way which may be perceived as threatening or intrusive; ask before you
act
▪ Ensure that dangerous or otherwise unacceptable behaviour by a child or
young person is managed appropriately
▪ Ensure that the focus of your relationship with a child you have met
through work is always on work. The aim should never be, or become, to
develop the relationship into a long-term friendship.
▪ Never invite, or allow, a child you have met through work into your home
or make contact with them outside of work. Never make sexually
suggestive remarks or discriminatory comments to, in front of a child
▪ Be mindful of keeping yourself safe. Never act in a way that could be
misconstrued or put yourself in a potentially vulnerable position
ONLINE SAFETY
5.6 RWA recognises the opportunities and challenges technology brings to those
working with children. We advocate applying the same principles,
expectations and standards for interacting and communicating with children online
as in other areas of practice, maintaining personal and professional boundaries in
their communications and contacts with children, their families or their responsible
adults. Remember safeguarding is about keeping staff safe as well as children and
other adults. Never act in a way that could be misconstrued or put yourself in a
potentially vulnerable position.
5.7 The term ‘online safety’ is defined here as the process of limiting the risks to
children and young people when using any internet, digital and mobile technology.
To this end, RWA expects all staff to adhere to the following at all times:
- When communicating with children online, observe the same rules of
behaviour as if speaking with them in person; that is by being polite,
respectful, not swearing or saying anything (using the written word, images or
icons) that could be regarded as sexual innuendo, bullying or discrimination.
- Always maintain professionalism in your communications online and on
mobile devices.
- RWA IT equipment (including computers, laptops, mobile phones, tablets,
notebooks, etc) must not be used to view, download, create or share (with
colleagues or children) illegal content including abusive images of children).
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- Contact with children online should only be with the knowledge and approval
of your line manager and strictly for RWA work purposes only and using RWA
IT equipment.
If staff identify online concerns – be they be about illegal online content or suspicious
behaviour by another adult online - then they must follow RWA procedures for
reporting those concerns.
5.8 Staff must not:
▪ Give their personal contact details to any child. This includes personal
mobile phone numbers, email address, home address, social networking
accounts, personal website/blog URLs, online image storage sites,
passwords etc
▪ Communicate with children via any personal social networking sites (e.g.
Facebook, Instagram and Twitter)
▪ Ask to become an online friend/contact of a child
▪ Add/allow a child to join their contacts/friends list on personal social
networking profiles
▪ Share personal details with any child on a personal social network site
▪ Use their personal digital camera/ phone / video to record any images of
children for work or any other purpose.
▪ Play online games with any child unless part of official RWA business using
professional accounts and devices.
▪ Send any illegal or inappropriate content (written, images or icons) via
mobile phones.
▪ Seek to befriend a child or their family online whom you have met
through work for any purpose whatsoever including for the purpose of
developing a personal and/or sexual relationship.
▪ Use their personal mobile phone to communicate with children. This
includes phone calls, texts, emails, social networking sites etc.
▪ Use the internet or social media communication to send personal
messages to any child unless this is part of official RWA business using
professional accounts and devices.
6. CONFIDENTIALITY AND INFORMATION SHARING
6.1 Sharing information appropriately and in a timely fashion is a very important part
of keeping a child or adult safe from harm. Care must also be taken to ensure that
both adults and children’s confidentiality is maintained, and that information is
handled and disseminated on a need to know basis only. Individuals must be
confident that information held about them by RWA will only be disclosed to others
either with their consent or when there is a legal duty to do so.
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6.2 The principles of the Data Protection Act 2018 must be adhered to when
handling personal information, that is: personal information is obtained and
processed fairly and lawfully; only disclosed in appropriate circumstances; accurate,
relevant and not held for longer than necessary; and kept securely.
6.3 The Act allows for the disclosure (in other words, sharing) of personal
information without consent of the subject in certain conditions, including for the
purposes of the prevention and detection of a crime, for example where there is a
safeguarding concern.
6.4 It is best practice to gain verbal or written consent, from a child, adult or
parent/carer before any personal contact data relating to them is shared with
another organisation (such as children’s social care). However, you may not need to
seek consent to share information if it might be unsafe to seek (e.g. seeking consent
might increase the risk to the child or adult) or causes an unjustified delay or if it
would prejudice the prevention, detection or prosecution of a serious crime. The
most important consideration is whether the child needs to be protected. If in doubt
about whether to share information, discuss with the DSO and seek advice from
children's social care or the NSPCC Helpline.
6.5 In summary, the principles for information sharing are that it is necessary and
proportionate; relevant; adequate; accurate; timely; secure; and that a record is kept
of having shared the information.
7. IDENTIFYING AND RESPONDING TO CONCERNS
7.1 RWA staff may, at times, have to respond to concerns about the welfare and
safety of children and adults. This could include actual or alleged harm.
Alternatively, a child we are working with may tell someone of their abuse
directly. If a child is at immediate risk of harm, you need to act immediately and
contact the Facilities manager or Visitor experiences manager. The DSO should
also be contacted. The DSO may then decide if an outside organisation, such as
the police or statutory services, need to be contacted.
7.2 There are 4 key steps to be followed:
(1.) Being alert to signs of abuse and neglect
(2.) Questioning behaviours and listening to the individual
(3.) Ask for help
(4.) Referring to children’s social care and/or the police
7.3 Being alert to signs of abuse or neglect
Welfare concerns may arise in many different contexts and can vary greatly in
terms of their nature and seriousness. Children may be abused in a family or in
an institutional or community setting, by those known to them or by a stranger,
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including via the internet. In the case of female genital mutilation, children may
be taken out of the country to be abused. They may be abused by an adult or
adults, or another child or children. An abused child will often experience more
than one type of abuse, as well as other difficulties in their lives. Abuse and
neglect can happen over a period of time but can also be a one-off event. Child
abuse and neglect can have major long-term impacts on all aspects of a child’s
health, development and well-being.
7.4 You can become aware of the actual or alleged harm to, or abuse of, a child in a
variety of ways:
- a child tells you
- the child’s play or behaviour the child’s appearance, including injuries
- the child’s interaction with the parent/carer
- someone else tells you that they suspect a child is being abused
- from the behaviour of another adult towards a child
- you may observe harmful behaviour between a child and adult or between
children
7.5 There are four broad categories of child abuse and neglect:
➢ Physical abuse
➢ Neglect
➢ Emotional abuse
➢ Sexual abuse (including Female Genital Mutilation, FGM – see also 8.10)
7.6 It is important to be mindful that some children are particularly vulnerable to
abuse because of their age or their living circumstances or characteristics.
Disabled children are at greater risk of abuse that non-disabled children. Children
living in adverse parental circumstances may also be more at risk; in particular,
children living in homes where there is domestic violence, substance misuse and
/or severe parental mental illness. Children from particularly isolated or new
communities may also be at increased risk of abuse as well as those children who
display challenging behaviour. Parental behaviour may also indicate child abuse
or neglect, so you should be alert to parent-child interactions which are
concerning.
7.7 There are a number of categories of child abuse:
➢ physical (including unlawful restraint)
➢ domestic violence (‘controlling/coercive/threatening’)
➢ sexual abuse (including Female Genital Mutilation – FGM [for under 18s
see 8.10] and sexual exploitation)
➢ forced marriage
➢ honour based violence
➢ psychological/emotional
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➢ financial and material
➢ modern slavery/ trafficking
➢ radicalisation
➢ neglect and acts of omission
➢ disability and hate crime
➢ discriminatory
➢ self neglect
➢ organisational abuse
7.8 All staff and volunteers should be familiar with the definitions and indicators of
abuse and neglect. See Appendix B for definitions of abuse and neglect.
7.9 What to do if a child makes a disclosure:
The signs of child abuse might not always be obvious and a child might not tell
anyone what is happening to them. Sometimes a child will tell you directly what
is happening as a means of getting help. Therefore, you should question
behaviours if something seems unusual and try to speak to the child, alone, if
appropriate, to seek further information. If a child says or indicates that they are
being abused, or information is obtained which gives concern that they maybe
being abused, the person receiving this information should:
- Stay calm Listen to the individual
- Take what the individual says seriously, recognising the difficulties inherent in
interpreting what is said by a person who has a speech disability and/or
differences in language
- Keep questions to the absolute minimum necessary to ensure a clear and
accurate understanding of what has been said
- Reassure them that you will act to keep them safe, but do not promise that
you won’t tell anyone, as you may need to do so to protect them
- Make a record of what has been said, heard and/or seen using the
safeguarding reporting form
8.10 Reports and referrals to external agencies
If the child is in immediate danger*, you should call the police and then inform the
DSO. If there is cause for concern, but not immediate danger, just report to the DSO
as soon as possible. If you are unsure, report to the DSO straight away.
*Immediate danger is where the life of a child is at risk, or there is an imminent risk of serious harm.
It is not the responsibility of anyone working at RWA (paid or voluntary) to decide
whether a child is being abused or neglected. However, it is your job to pass on the
information to those who are qualified to do so. If a child is in immediate danger, you
can call the police. If you are informed by a girl under 18 that an act of FGM has been
carried out on her or observe physical signs which appear to show that an act of FGM
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has been carried out on a girl under 18, you must report this to the police. The DSO
should also be informed and could support with this call.
If you become aware of any concern relating to the welfare of a child you should
speak to the DSO as soon as possible, and in all instances within one working day.
The concern will then be discussed, and a decision made by the DSO as to whether to
refer the concern to the police or the relevant local safeguarding authority/statutory
service.
8.11 How to make a referral:
It is RWA policy that all concerns about children are reported as soon as possible and
within one working day to the DSO.
▪ The person who identifies the concern should record the details of the concern (if
possible on the Safeguarding Reporting Form) and submit to a DSO.
▪ The DSO will decide if it is appropriate to make a referral to the police or relevant
statutory service. All referrals must be made within 24 hours of the concern or
disclosure coming to light.
▪ The person who raised the concern in the first place will be given appropriate
feedback and will receive support from either the DSO or line manager, if
required.
▪ Once a referral has been made to the relevant statutory service, they have a day
to decide what further action is necessary to take and should inform the referrer
of this.
▪ If the DSO as not heard anything back from the statutory service, they should
follow this up and note the outcome.
If further signs of potential abuse and neglect are identified again, then report and
refer again as per this procedure.
Important Numbers:
DSO (Designated Safeguarding Officer) Helen Jacobs 07425 889894
Children’s Social Care Emergency Duty Team (out of hours) 01454 615165
Children’s Social Care Tea, Ridingleaze (normal hours) 0117 903 1700
Local Authority Designated Officer (LADO) 0117 903 7795
LADO@Bristol.gov.uk (allegations against adults working with children)
8.12 Medical emergency with suspicion of abuse
An ambulance should be called for a child or vulnerable adult requiring urgent
medical attention. If an ambulance is not required, the child or adult should be
escorted (by taxi, if necessary) to the nearest accident department by two staff from
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RWA. Where possible, the child should be accompanied by a parent or carer. If a
parent or carer unreasonably refuses to allow necessary medical treatment, the
police should be contacted immediately. The DSO should be contacted as soon as is
practical and they should make the necessary referral to the relevant statutory
service and follow steps outlines in 8.11.
8.13 Action to take regarding indecent/obscene images of children
What to do if a member of staff is inadvertently exposed to indecent images of
children whilst using the internet:
- Inform your line manager
- The URLs (webpage addresses) which contain the suspect images should be
reported to the National Crime Agency’s Child Exploitations and Online
Protection Command (CEOP) - the member of staff/volunteer/freelancer should
do this and immediately inform the DSO and Facilities Manager of having done
so. You must avoid sending copies of the actual images to CEOP.
- Any copies that exist of the image, for example in emails, should be deleted.
8.14 What to do if indecent images of children are found on RWA electronic devices:
- Inform your line manager and DSO immediately.
- The police should be informed immediately, and advice sought.
- The URLs (webpage addresses) which contain the suspect images should be
reported to CEOP. You must avoid sending copies of the images to CEOP.
- If any copies need to be stored at the request of the police, they should be stored
securely where no-one else has access to them. All other copies must be deleted.
8.15 What to do if a member of staff is found in possession of indecent images of
children on their electronic devise whilst at work:
Report the matter to the DSO. They should then
- Contact the police regarding the images. If there is doubt about whether the
images are criminal, then discuss with the police the best way for them to receive
copies to determine whether they are criminal or not;
- Discuss with the police what to do about the device that the images are on;
quarantine the device in question and discuss with the police about checking for
any other images on that device;
- Keep the line manager informed and suspend the person’s access to their RWA
network account but do not explain the reason for this until clarified with the
police;
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- Initiate the procedure for managing safeguarding allegations against
staff/volunteers (See Section 10).
8. RECORDING THE INFORMATION – KEEP IT CLEAR AND SIMPLE
9.1 Information may need to be passed to the relevant statutory service (e.g.
children’s social care or the police)
9.2 A factual account should be recorded at the soonest opportunity. No opinion
should be offered by the person reporting. If possible, use the Safeguarding
Reporting Form (Appendix A). The form can be completed by the person reporting
the concern, the line manager or the designated person. However, it is the DSO’s
responsibility to ensure it has been completed and make the referral to the relevant
statutory service. To be as helpful as possible the information should include:
▪ The nature of the allegation or concern
▪ A description of any injuries
▪ The individual’s account, if they can give them, of what has happened and
how any injuries occurred
▪ Any times, dates of other relevant information
▪ Whether the parent, carer, child or adult is aware of the referral having been
made
▪ A clear distinction between what is fact, opinion, or hearsay. However, do not
delay reporting the matter by trying to obtain more information
9.3 All records of safeguarding concerns and referrals are stored electronically and
will be kept for 25 years with access strictly controlled.
9. MANAGING SAFEGUARDING ALLEGATIONS AGAINST STAFF AND
VOLUNTEERS
10.1 Evidence indicates that abuse which takes place within an organisation is rarely
a one-off event. It is crucial to those involved in RWA are aware of this possibility and
that all allegations are taken seriously, and appropriate action taken.
10.2 The procedures should be followed in all cases, including outside work, in which
it is alleged that a member of RWA staff/volunteer has:
▪ Behaved in a way that has or may have harmed a child
▪ Possibly committed a criminal offence against or related to a child
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▪ Behaved towards a child in a way that indicates they are unsuitable to work
with children
10.3 The procedures are:
− If a staff member has a concern about the behaviour of another member of staff,
volunteer, student, contractor or freelancer they should discuss it with their line
manager in the first instance.
− The line manager will report it to the DSO within the same working day.
− If the concern is about the behaviour of the line manager then you can report the
matter directly to the DSO
− If the concern is about the behaviour of the DSO it can be reported to the named
safeguarding trustee or the Director of RWA
− The DSO should be informed of situations even if it is unclear if the allegation
constitutes abuse or not, and the action to be taken is not obvious. The DSO
needs to consider who else needs to be informed bearing in mind the need to
maintain confidentiality.
− The DSO will require a written account from the member of staff / manager
about the allegation and a summary of any available additional information
including the names and addresses of any potential witnesses. Both documents
should be signed and dated.
10.4 The fact that a member of staff tenders their resignation or ceases to provide
their services will not prevent an allegation/concern from being followed up in
accordance with these procedures and a conclusion reached.
10.5 Settlement Agreements - A ‘settlement agreement’ by which an individual
agrees to resign, and an employer agrees not to pursue disciplinary action, and both
agree to a form of words to be used in future references will never be used by RWA
in situations where there are concerns about their behaviour towards children.
10.6 There may be circumstances where allegations are about poor practice rather
than child abuse but, where there is any doubt, the DSO should seek advice from the
designated officer(s)* in the local authority. Every effort should be made to ensure
that confidentiality is maintained for all concerned and to protect the integrity of the
investigation process.
*This role is referred to as the LADO. Different LAs may refer to it differently.
10.7 It is acknowledged that feelings generated by the discovery that a member of
staff or volunteer is, or may be abusing a child, will raise concerns among other staff
or volunteers, including the difficulties inherent in reporting such matters. However,
it is important that any concerns for the welfare of a child should be reported and
acted upon immediately.
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10.8 RWA will fully support and protect any member of staff or volunteer who, in
good faith, reports their concern that a colleague is, or may be abusing a child or
vulnerable adult.
10.9 What happens next?
Where there is a complaint of abuse against a member of staff, there may be three
types of investigation:
1. A criminal investigation
2. An investigation or enquiry by the relevant statutory service
3. A disciplinary investigation or enquiry by RWA
The DSO and line manager will decide if an individual accused of abuse should be
suspended from work pending enquiries by the police and/or relevant statutory
service. Advice and support to the person who has been suspended from work will
be provided by their line manager.
Investigations will be dealt with quickly, fairly and impartially. The member of staff or
volunteer should be informed about the allegation or concern as
soon as possible (but not before consultation with the designated officer in the
statutory service/police where necessary, in respect of timing and content).
RWA's disciplinary process should happen as soon as possible; however, the police
and statutory service investigation may delay RWA's disciplinary process. If the
investigation shows that the allegation is clearly about poor practice RWA will
consider whether performance management or the need to instigate its disciplinary
procedure is required.
Irrespective of the findings of police or the statutory service, RWA will assess all
individual cases under the appropriate disciplinary procedure to decide if a member
of staff can be reinstated or a volunteer’s services resumed and how this can be
sensitively handled. This may be a difficult decision, particularly where there is
insufficient evidence to uphold any action by the police. In such cases, RWA must
reach a decision based upon the information that is available.
The welfare of the children or vulnerable adults should always remain paramount.
Consideration should be given to what support may be appropriate to children,
parents or carers, vulnerable adults and members of staff.
10.10 Referral to DBS for consideration to bar:
If RWA removes an individual (paid worker or unpaid volunteer) from work with
children or adults (or would have, had the person not left first) because that person
poses a risk of harm, RWA must make a referral to the Disclosure and Barring Service
(DBS) so that they can consider if the individual should be barred from, or have
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conditions imposed, in respect of working with children or vulnerable adults. It is an
offence to fail to make a referral without a good reason.
The DSO is responsible for making the referral to the DBS. The referral form can be
found on the DBS website. RWA may seek advice about this from the designated
officer in the relevant statutory service. A decision about making a ‘referral to bar’
has to be made within 30 days of the final outcome of the investigation/inquiries.
10.11 Referral to a professional regulatory body
If a member of staff/volunteer is registered with a professional regulatory body,
there may be a requirement to notify that body if RWA removes an individual (paid
worker or unpaid volunteer) from working with children or vulnerable adults (or
would have, had the person not left first) because that person poses a risk of harm to
children or vulnerable adults. It is the responsibility of the DSO to make such a
referral.
10.12 Contracted and sub-contracted (freelance) staff and students
In the event that a member of staff or volunteer has, or is aware of, concerns raised
by the behaviour of a contractor, a member of their staff, a sub- contractor/
freelancer or student, this must be raised with your line manager and/or the DSO
who will then decide who else needs to be informed and what action needs to be
taken and by whom.
10.13 Secure storage of concern/referral information
If, as a result of the discussion, a referral is made using the procedures set out above,
a copy of the referral form must be kept together with this record. It should include
the name and role of the person to whom the referral was made, their telephone
number and the time and date. Where the concern related to an allegation or
concern about a member of staff, all files are kept for 7 years after the individual has
left RWA or if they were in the Civil Service Pension Scheme until the individual
reaches 100 years old or has deceased, whichever is the soonest.
It is also important that all records are stored securely:
▪ Compile and label hard copy files carefully.
▪ Files containing sensitive or confidential data should be locked away and
access to the keys strictly controlled.
▪ Access to records needs to be limited to people in named roles who either
need to know about the information in those records and/or who manage the
records/files.
▪ If files are to be stored long term arrangements need to be made for the keys
to be passed from outgoing staff to their successors.
▪ Electronic files must only be accessible by limited staff.
▪ Arrangements must be in place for ongoing management of the records
including the review and disposal of records.
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10.14 Escalation process – what to do if safeguarding concerns are not being
appropriately acted upon:
Escalation is the course of action that should be taken where there are concerns that
a child or vulnerable adult’s safety is compromised and the current action of either
RWA or other external agencies does not support effective safeguarding.
If you have concerns about the safety or welfare of a child or adult and feel they are
not being acted upon by the DSO, you can make the referral directly to the statutory
service yourself, contact the NSPCC Helpline or use RWA’s Whistleblowing policy.
If RWA has concerns that an external agency is not acting upon their safeguarding
concerns appropriately:
▪ The DSO will determine if the matter requires escalation. In the first instance,
the aim should be to resolve the disagreement at the lowest level between
the individuals involved.
▪ If this fails, the matter should be raised with a more senior manager in the
other agency.
▪ If this approach fails, each local safeguarding board for children and adults
will have a process for escalating a concern so the procedure to be followed
will depend on the area in which the concern arose
▪ The procedures for each Local Safeguarding Board/Partnership can be found
on the relevant council’s website.
▪ A record of all conversations and actions must be kept.
10. GUIDELINES
The following Guidelines are specific to RWA’s operation and programmes.
These guidelines will be constantly reviewed, updated and added to over the coming
months in the light of further work and consideration given to safeguarding by
individual teams.
Currently these guidelines cover:
General Visits
Admissions to Exhibitions and Displays
Group visits: Learning & Engagement
Learning Projects and Events
RWA Online – passive participation in live session eg. Art Skills
RWA Online – active participation in live session eg. Work experience
RWA Online – submission of work or commentary to be included on website
Offsite workshops such as Scribble and Sketch
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10.1 General Visits
On entry to the galleries, it is the responsibility of staff to be observant and be
prepared to ask an unaccompanied child, if appropriate*, whether they are
accompanied by an adult.
Staff should assess all situations sensitively and act accordingly, treating visitors
with respect while recognising that the child or adult’s welfare is paramount.
If there is any cause for concern, the staff member should report this to the
Visitor Experience Manager / Duty Manager.
*The lower age limit for unaccompanied children visiting the gallery is 12 years old.
10.2 Admissions to Exhibitions and Displays
All exhibitions and displays at RWA will take safeguarding into consideration as
part of the risk assessment and on the advice of the DSO, will ensure the correct
measures, such as signage and screening have been taken.
Where there is an identified issue or concern with an exhibition, RWA will take
responsibility for informing visitors of the specific content through the
appropriate channel in consultation with the DSO from the following list:
▪ Front of House
▪ Curators
▪ Marketing department
▪ Programme leaflet
▪ Exhibitions leaflet
▪ Information for teachers and group leaders
▪ Signage
▪ Information in the foyer and/or at the entrance /pay desk for special
exhibitions/displays
▪ Information on the RWA website
10.3 Groups Visits: Learning & Engagement
In addition to the above guidelines outlined under ‘Group Visits: General’ the first
contact for Education group visits is by telephone or email to the Front of House
staff followed, in many cases, by contact with contact with the Learning Team.
• FOH and Learning staff will inform teachers and group leaders verbally and
will send written information and Guidelines for Group Visits. These guidelines
should refer to RWA’s Health and Safety Policy and Safeguarding Policy.
• Where appropriate this may be followed up by a conversation with the
relevant Learning staff to meet any particular special needs.
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• Information on the content of exhibitions, displays and activities will be
conveyed verbally and in written form sent to the teacher or group leader.
Where it is felt that there is a specific protection issue, teachers and group
leaders will be informed. In these instances, teachers and group leaders will be
encouraged to:
• Visit the gallery to assess the risk in order to make informed choices about
their proposed group visit.
• Undertake a planning visit session with staff to ensure content and themes
are discussed and risk assessed.
10.4 Learning Projects and Events
In devising and planning talks and workshops for groups, staff and artist
educators will ensure that the protection of children is included in the risk
assessments relating to the activity.
Where projects are planned by the Learning teams, either independently or with
external partners, a full risk assessment of the project should be undertaken. This
assessment will include assessment of content, processes, staffing, parental/adult
supervision, use of photography/other media and appropriate behaviour.
RWA is not in a position to assume responsibility directly over children and young
people. This particularly relates to any projects which could involve children and
young people being provided with overnight accommodation in any format or
with activities which may sit outside RWA’s core activity. The duty of care for
children and young people should remain at all times within the sphere of
responsibility of parents, teachers, carers or guardians.
Staff should only carry out risk assessed activities. Any changes should be agreed
with relevant senior management and a new risk assessment carried out.
These risk assessments should:
- Be clear about roles and responsibilities of staff and accompanying adults.
- Ensure parental/teacher/group leader supervision at all times.
- Ensure an appropriate staff to child ratio.
- Gain parental/teacher/group leader consent for all photography/other media.
In all cases where a safeguarding concern is raised in the risk assessment it should be
discussed and risk managed with the DSO.
10.5 RWA Online - general
The RWA aims to provide a number of opportunities for children, young people
and adults to interact safely with representatives of the RWA and other users
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online. We have policies in place to ensure that any data we capture on our users
is held in accordance with GDPR.
The RWA engages with audiences on a range of third party social media platforms
to encourage engagement and participation around art. We are committed to a
range of guidelines to protect participants and foster positive digital
communities. We will moderate responses across all social media channels as far
as the platforms’ built-in tools allow.
10.6 Passive participation in live on-line sessions such as ‘Art Skills’
These sessions are subject to a charge and have to be pre-booked via the
website. The terms of booking stipulate that a parent must be in the same room
as the child during participation. The activity for the session has been agreed in
advance with the RWA to ensure its suitability for the age group and is delivered
by a freelancer.
10.7 Active participation in live on-line sessions such as RWA work experience:
This is an annual occurrence for children aged 15 – 18 and lasts for one week. It is
organised by the RWA and the participants have on-line sessions with a number
of different RWA staff in different areas of the organisation and work
collaboratively on a project.
Prior to commencement, participants and their parents are provided with
information about the project and the expected protocol for sessions on-line (see
Appendices E and F) which parents must give their consent to. This also includes
permission for the participant to be included in a WhatsApp group as this is the
preferred method of communication. The group includes the RWA work mobile
number.
10.8 Submission of work or commentary to be included on the website
Occasionally the RWA may organise a project or competition whereby work will
be shown on the RWA website. This work will have been pre-selected and only
the first name, age of the child and in some cases, educational establishment, will
be displayed alongside the work to avoid identification.
10.9 Offsite workshops such as Scribble and Sketch
These are programmed by the RWA and are delivered by a freelancer. The
proposed content of the session is agreed in advance between the freelancer and
RWA Learning team, and is usually tailored to the current exhibition. Children are
supervised by their parents and there is usually a RWA volunteer present.
Feedback from the sessions is provided to the RWA.
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11. RWA’S RESPONSIBILITY IN RELATION TO CHILDREN AND THE LICENSING
ACT 2003
Item 4 of the Licensing Act 2003 places specific responsibility on RWA for the welfare
of children on its premises.
The licensing objectives are:
1. Prevention of crime and disorder
2. Public safety
3. Prevention of public nuisance
4. Protection of children from harm
Accordingly, the sale of alcohol to minors is prohibited. RWA does not permit
smoking anywhere on the premises and does not sell tobacco products. There is no
gaming or gambling on site.
12. INSURANCE
The RWA has Employer’s Liability Insurance and so insures against injury to those
working at RWA. The RWA is able to offer insurance cover to visiting students, work
experience visitors, volunteers, etc, but it encourages those institutions who visit
RWA to provide their own insurance cover. All freelancers working on Learning
projects and events should be covered by their own public liability insurance.
13. WORKING IN OR WITH SCHOOLS
By law all schools have a duty to safeguard and promote the welfare of their pupils.
They will have their own safeguarding policy and procedures. If any RWA member of
staff, freelancer or volunteer is working in a school setting and has a concern about a
child or the behaviour of a member of the school they must:
➢ Pass this information to the school’s designated safeguarding lead or head
teacher and inform their line manager
➢ Record the concern on the safeguarding reporting form (Appendix A)
➢ Inform the DSO
➢ The DSO should follow up the concern with the school within 24 hours to confirm
what action has been taken. If no action has been taken and the DSO remains
concerned, then they should follow the procedure for escalation of a concern
(See section 10.14)
14. CONTRACTORS AND SUB-CONTRACTORS
Contractors provide valuable services to and on behalf of RWA. These contractors in
turn may employ people or sub-contract to others. To protect children and the
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reputation of the RWA it is important that, where appropriate, any such contracts for
services / terms of engagement reflect the need for them to be aware of and to
follow the safeguarding policy and procedures; this includes ensuring that they are
made aware of the process for reporting concerns to the DSO or an appropriate
manager.
The responsibility for employees of contractors, and sub-contractors remains
with the main contractor who must ensure that they are informed about their
responsibility to report any concerns directly to them in the first instance and
to the DSO in line with this policy and procedure.
15. LOST CHILD PROCEDURES
The RWA has a specific procedure for what do to in the event of finding or trying to
locate a lost child or vulnerable adult.
The site-specific procedures are in Appendix C.
16. PHOTOGRAPHY & FILM-MAKING – CONSENT AND DATA PROTECTION
In some circumstances i.e. family events and workshops RWA may take photographs
of children, guidelines on what images may be taken and how they must be stored
are outlined in a separate policy entitled Photography and Film making.
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APPENDIX A SAFEGUARDING REPORTING FORM
Name of report writer
Date
Name of person making the
disclosure
Name(s) of others present
Date and time of incident
Factual record of conversation with
the victim/person reporting the
cause for concern
Any next steps agreed
Signature and name of staff member
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Signature of DSO and date of receipt
Actions taken by DSO
When completed please send this form to Helen Jacobs, DSO
APPENDIX B DEFINITIONS OF ABUSE AND NEGLECT
NEGLECT
The persistent failure to meet a child’s basic physical and/or psychological needs,
likely to result in the serious impairment of the child’s health or development.
Neglect may occur during pregnancy as a result of maternal substance abuse. Once a
child is born, neglect may involve a parent or carer failing to:
1. Provide adequate food, clothing and shelter (including exclusion from home or
abandonment)
2. Protect a child from physical and emotional harm or danger
3. Ensure adequate supervision (including the use of inadequate care-givers)
4. Ensure access to appropriate medical care or treatment
It may also include neglect of, or unresponsiveness to, a child’s basic emotional
needs.
EMOTIONAL ABUSE
The persistent emotional maltreatment of a child such as to cause severe and
persistent adverse effects on the child’s emotional development. It may involve
conveying to a child that they are worthless or unloved, inadequate, or valued only
insofar as they meets the needs of another person. It may include not giving the child
opportunities to express their views, deliberately silencing them or ‘making fun’ of
what they say or how they communicate. It may feature age or developmentally
inappropriate expectations being imposed on children. These may include
interactions that are beyond a child’s developmental capability, as well as
overprotection and limitation of exploration and learning, or preventing the child
participating in normal social interaction. It may involve seeing or hearing the illtreatment of another. It may involve serious bullying (including cyber bullying),
causing children frequently to feel frightened or in danger, or the exploitation or
corruption of children. Some level of emotional abuse is involved in all types of
maltreatment of a child, though it may occur alone.
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SEXUAL ABUSE
Involves forcing or enticing a child or young person to take part in sexual activities,
not necessarily involving a high level of violence, whether or not the child is aware of
what is happening. The activities may involve physical contact, including assault by
penetration (for example, rape or oral sex) or non-penetrative acts such as
masturbation, kissing, rubbing and touching outside of clothing. They may also
include non-contact activities, such as involving children in looking at, or in the
production of, sexual images, watching sexual activities, encouraging children to
behave in sexually inappropriate ways, or grooming a child in preparation for abuse
Sexual abuse can take place online, and technology can be used to facilitate offline
abuse. Sexual abuse is not solely perpetrated by adult males. Women can also
commit acts of sexual abuse, as can other children.
PHYSICAL ABUSE
A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or
scalding, drowning, suffocating or otherwise causing physical harm to a child.
Physical harm may also be caused when a parent or carer fabricates the symptoms
of, or deliberately induces, illness in a child.
CATEGORIES OF ABUSE OF CHILDREN
PHYSICAL ABUSE
Including assault, hitting, slapping, pushing, misuse of medication, restraint or
inappropriate physical sanctions. This includes slapping, punching, shaking, throwing,
burning, scratching, biting and restraining.
The signs and symptoms are:
− Multiple bruises, either all over the body or in one certain part
− Fractures and dislocations
− Scratches and cuts
− Bald patches on the scalp, where hair has been pulled out
− Bruised eyes
− Scalds or burns on the body
− The child seeming withdrawn from everyone, as well as mood changes.
DOMESTIC VIOLENCE
Including psychological, physical, sexual, financial, emotional abuse; so-called
‘honour’ based violence.
SEXUAL ABUSE
This is the forcing of undesired sexual behaviour by one person to another, this can
be direct abuse, such as rape or sexual touching or making someone watch videos of
sexual nature.
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Sexual abuse includes rape, indecent exposure, sexual harassment, inappropriate
looking or touching, sexual teasing or innuendo, sexual photography, subjection to
pornography or witnessing sexual acts, indecent exposure and sexual assault or
sexual acts to which the child has not consented or was pressured into consenting.
The signs and symptoms are:
− Bruises around the genital area or thighs
− Bite marks and scratches
− Sexually transmitted infections, that reoccur often
− Blood in underwear
− Abdominal pain with no apparent cause
− Pregnancy
− Refusal to undress in front of others
− Inappropriate sexual behaviour
− Self-harming
− Abusing alcohol and drugs
PSYCHOLOGICAL/EMOTIONAL ABUSE
This is the threat(s) or action(s) said and done by an adult, with intention to cause
mental harm, physical harm, humiliation and isolation of the child. Including
emotional abuse, threats of harm or abandonment, deprivation of contact,
humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse,
cyber bullying, isolation or unreasonable and unjustified withdrawal of services or
supportive networks.
The signs and symptoms include:
− The child having lack of confidence
− Severe anxiety
− Aggression towards others
− Disturbed sleep patterns
− Being over-affectionate to strangers (usually in toddlers)
− Constant tearfulness and struggling to control their emotions
− Having difficulty in making and maintain relationships
− Seeming isolated from their parents
− Lacking in social skills
BULLYING
This is the repeated verbal, physical, social or psychological aggressive behaviour that
can be caused by one person, or a group of people to a less powerful person or
group of people. Bullying can occur by other children, or by adults.
The signs and symptoms include:
− Withdrawal
− Reluctance to be with certain individuals
− Unexplained injuries
− Loss of valuables
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− Aggressive towards others
− Being afraid to voice opinion
− Lowering of confidence and self esteem
− Tearfulness
MODERN SLAVERY
Slavery, human trafficking, forced labour and domestic servitude. People are bought
and sold for sexual exploitation, forced labour, street crime, cannabis cultivation,
grooming and pimping, domestic servitude, forced marriage or even the sale of
organs and human sacrifice.
The signs and symptoms include:
− Signs of physical and emotional abuse
− Rarely allowed to travel alone
− Appearing to be under the control of someone else
− Few or no personal belongings
− Hesitation when speaking with strangers
− Not being registered with a school or a GP practice
− Reluctant or can’t share personal information or where they live
− Orphaned or living apart from their family
DISCRIMINATORY ABUSE
This occurs when individuals are not treated equally in line with legislation, their
values, beliefs and cultures are ignored. It includes forms of harassment, slurs or
similar treatment; because of race, gender and gender identity, age, disability, sexual
orientation or religion.
Signs and symptoms are:
− Poor care and support that does not meet the individual’s needs
− Verbal abuse
− Disrespect towards the individual
− Exclusion from activities and services
FEMALE GENITAL MUTILATION (FGM)
FGM is the partial or total removal of female genitalia, through cutting, injuring or
changing when there is no medical reason to do so.
Signs and symptoms are:
− Difficulties with urination
− Constant pain
− Incontinence
− Frequent vaginal, pelvic or urinary infections
− Menstrual problems
− Discomfort when sitting or standing
− Appearing anxious and depressed
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− Reluctant to undergo medical examinations
− Unusual absence from school or college
ORGANISATIONAL ABUSE
This includes neglect and poor care practice within an institution or specific care
setting such as a hospital or children’s residential/respite home, for example, or in
relation to care provided in one’s own home. This may range from one off incidents
to on-going ill-treatment. It can be through neglect or poor professional practice as a
result of the structure, policies, processes and practices within an organisation.
NEGLECT AND ACTS OF OMISSION
Neglect is the ongoing failure to meet a child's basic needs and the most common
form of child abuse. A child might be left hungry or dirty, or without proper clothing,
shelter, supervision or health care. This can put children and young people in danger
and can also have long term effects on their physical and mental wellbeing.
There are broadly four types of neglect:
− Physical neglect: A child's basic needs, such as food, clothing or shelter, are
not met or they are not properly supervised or kept safe.
− Educational neglect: A parent doesn't ensure their child is given an education.
− Emotional neglect: A child does not get the nurture and stimulation they
need. (This could be through ignoring, humiliating, intimidating or isolating
them.)
− Medical neglect: A child isn't given proper health care. (This includes dental
care and refusing or ignoring medical recommendations.)
CHILD SEXUAL EXPLOITATION
Child sexual exploitation (CSE) is a type of sexual abuse. It happens when a child or
young person is coerced, manipulated or deceived into sexual activity in exchange for
things that they may need or want (like gifts, drugs, money, status and affection).
Children and young people are often tricked into believing they are in a loving and
consensual relationship so the sexual activity may appear consensual. This is called
grooming and is a type of abuse. They may trust their abuser and not understand
that they are being abused. CSE does not always involve physical contact and can also
occur through the use of technology.
Children and young people can be trafficked into or within the UK for sexual
exploitation. They are moved around the country and abused by being forced to take
part in sexual activities, often with more than one person. Young people in gangs can
also be sexually exploited.
APPENDIX C UNACCOMPANIED & LOST/MISSING CHILDREN PROCEDURE
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LOST CHILD (OR ADULT-AT-RISK) PROCEDURE
Site: RWA
1. PURPOSE OF PROCEDURE
The purpose of this procedure is to ensure that children (or adults at risk) who
are lost or missing at RWA are located and/or reunited with the responsible adult
with whom they were visiting.
To ensure the safety of the child, it is essential that the staff looking after them
are convinced that the right adult is matched with the right child. Staff should
also be sure they document the details of the child and the adult.
Staff should not be alone with the child but should request assistance from a
colleague throughout the incident.
2. PROCEDURE FOR WHEN A RESPONSIBLE ADULT REPORTS A LOST CHILD (or
ADULT-AT-RISK):
1. Take the full name and description of the child
2. Activate the Lost Child Procedure via radio to the Visitor Experience Manager
(VEM or acting duty manager if not in) by stating ‘Code Pink’ followed by the
description of the child who is lost
3. Do NOT communicate the child’s name over the radio
4. Take the name and contact details of the adult seeking the lost child
A full visual survey of the building should then be undertaken by the Facility
Manager via CCTV where possible.
If a child is under the age of 13 and is not found within 10 minutes the Police
should be called on 999. This timeline could be sooner depending on the
circumstances and the age of the child. If a child is above the age of 13 and is not
found within 20 minutes the Police should be called under the instruction of the
Visitor Experience Manager depending on the circumstances.
When a child (or adult-at-risk) is found without a responsible adult the procedure
below should be followed.
3. PROCEDURE FOR CHILDREN FOUND WITHOUT A RESPONSIBLE ADULT
➢ Stay with the child (or adult-at-risk)
➢ Request assistance from a colleague so as not to be alone with the child
➢ Take the full name and description of the child or as much detail as is
possible
➢ Take the name and as much description of the responsible adult they have
become separated from as is possible
➢ Activate the Lost Child Procedure via radio to the Visitor Experience
Manager (VEM) by stating ‘Code Pink’ followed by the description and
name of the responsible adult they have become separated from
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➢ Do NOT communicate the child’s name over the radio
Once handed over to the VEM, the details of all children found should be
recorded to provide as much information as possible. Dependent upon the age of
the child - details should include:
− Child’s name
− Child’s age
− Who the child is or was with (preferably a name but if not their
relationship, e.g. mother, sister)
− A brief description of the child should be added to the record
The child/vulnerable adult should then be taken to an area out of public view,
where they will await collection. Staff should re-assure a child that they are
taking them to a safe place while they find the responsible adult they were vising
with.
Staff should not at any point be alone with the child/vulnerable adult.
If an adult-at-risk appears confused and do not know who and/or where they are,
staff can ask the person if they can check their bag/coat pockets for identification
as long as two members of staff are present at all times.
The agreed collection point is: The RWA Family Activity Space
Codeword Pink should be used to minimise the general public knowing a lost
child is in the building. Any announcement over the radio should only include the
first name and description of the responsible adult who has become separated
from the child – NOT those details of the child.
4. PROCEDURE FOR REUNITING A CHILD WITH THE RESPONSIBLE ADULT:
It is important that staff are confident that the right adult is reunited with the
right child.
Before the reunion takes place, the adult claiming the lost child should provide
these details about the child:
− Their name
− Their age
− A description of the child’s appearance and clothing
They should also provide the following details about themselves: their name and
who they are in relation to the child they are claiming.
Ideally, this information should be provided before the responsible adult is able
to see the child. This may not always be practical but is best practice.
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Only when staff are satisfied that the details match should the two parties be
reunited.
Staff should use their professional judgement as to whether they have any
concerns once the two parties are reunited.
Should staff have any reservations about releasing the child/vulnerable adult they
should escalate their concerns to the VEM (or Duty Manager if not present) who
should then ask the parties to remain there under the guise of completing
essential procedures and contact the Police to assist.
APPENDIX D CHILD SUPERVISION RATIOS
Supervision levels will vary depending on the children's age, gender, behaviour and
the abilities within the participating group.
They will also vary, depending on:
- the nature and duration of activities
- the competence and experience of staff involved
- the requirements of location or organisation
- any special medical needs
- any specialist equipment needed
A risk assessment for each new participatory activity or visit will be undertaken by
RWA in consultation with the participating group leader to inform how many adults
are needed, what skills and experience they should have.
RWA aligns with recommendation according to the age of the child as follows (as the
minimum number to keep children safe):
0 - 2 years - one adult to three children
2 - 3 years - one adult to four children
4 - 8 years - one adult to six children
9 - 12 years - one adult to eight children
13 - 18 years - one adult to ten children
For regular, frequent and usual RWA activities (both on and offsite) the ratios are
expected to be as follows
Mainstream Primary School class visiting RWA galleries: 30 children, 1 teacher, 1 TA
and 3 parent helpers (ratio adult to child 1:6)
+ for children with SEN+D, one additional adult helper per child.
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Mainstream Secondary School class visiting RWA galleries: 30 children, 1 teacher, 2
TA/adult helpers (ratio adult to child 1:10) - normally GCSE and A Level class sizes are
much smaller.
+ for children with SEN+D, one additional adult helper per child.
Scribble & Sketch family workshops (RWA and offsite): Parents supervise their own
children, not other people's. Parent can supervise all their own children, so number
will vary. In addition, there will always be one RWA volunteer and freelance artist.
Art Skills: 1 freelance facilitator, 1 RWA volunteer and a member of RWA L&P team
for every workshop. Parents are required to remain in the building.
With the maximum number of children attending, the ratio of adults to children is
1:5. With online JDS, parents agree to stay in the room with their children.
Free Family Workshops: Parents supervise their own children, not other people's.
Parent can supervise all their children, so number will vary. In addition, there will
always be one RWA volunteer and freelance artist.
Happy Mondays: Special school groups will have varying ratios (ie. 1:1 or up to 3:1)
adult to child ratio for SEN+D children who need a high level of care and supervision.
For other groups, RWA will liaise with the school around the risk assessment and
agree the necessary ratio.
Happy SEN+D Families: This will be a 1:1 ratio and if the family has more than one
child, the parent is responsible for supervising all their children. They may bring
additional adult helpers who are known to them to assist with siblings (e.g.
grandparent).