SAFEGUARDING CHILDREN AND CHILD PROTECTION

PROCEDURES

 

 

 

CONTENTS:

 

1. Introduction
2. Procedural principles
3. Promoting Good Practice with children
4. Recognition of poor practice, abuse and bullying

4.1. Poor Practice

4.2. Abuse

4.3. Bullying

5. Responding to suspicions  and allegations of abuse and poor practice

5.1. Responding to a young person making a disclosure or allegation of abuse

5.2. Allegations against staff

5.3. Bullying

6. Health and Wellbeing

6.1. Administration of Medication

6.2. Head lice Infestation

6.3. Accident and Incidents

6.4. Sick Children

6.5. Sun Protection

6.6. Healthy Food

6.7. Photographing Children

7. Health and Safety

7.1. Risk Assessments

7.2. Site Security

7.3. Lost Children

7.4. Non collected children

7.5. Travelling by minibus or coach (off site)

8. Site management

8.1. Supervision of participants

8.2. Alcohol, smoking and drugs

8.3. Managing Behaviour

8.4. Working With External Organisations

9. Recruitment

9.1. Safe Recruitment

9.2. Training

 

 

 

APPENDICES:

 

A: List of contacts for Council Officers

B: List of contacts for Project/Activity

C: Reporting Child Protection Concerns/Allegations Against Staff

D: Concern/ Incident form

E: Consent to Administer Medication

F: Administration of Medication

G: Flowchart for Child Leaving Site (During activity)

 

 

 

1. INTRODUCTION

 

The guidance given in these procedures is designed to assist all staff who work with, or have contact with children and young people, in implementing the Council’s Safeguarding Children and Child Protection Policy. They describe the standard procedures to be followed. However, they may be supplemented by additional procedures, where necessary, as required by an individual service’s operational needs.

 

All staff whose work involves contact with children and young adults must be aware of, and have been provided with, or have access to, a copy of the Safeguarding Children and Child Protection Policy and Procedures.

 

 All staff and volunteers working with children and young people are required to exercise common sense and to seek additional information and advice from the relevant Officer where applicable (list of contacts for Council Officers found in Appendix A and list of contacts for the project/activity found in Appendix B).  

   

The council will ensure that activities are carried out in a safe environment and risks and incidents minimised by applying the procedures in a timely manner.

 

In addition, for the purposes of these procedures, each service area involved in contact with, or work with children and young people should identify a Local Authority Designated Officer to whom child protection issues should be referred, and their name and contact details should also be notified to staff (see Appendix A).

 

The Local Authority Designated Officer will be suitably trained in child protection and will be responsible for maintaining a record of all child protection related documents and reports, as well as for the actions set out in these procedures.

 

The Local Authority Designated Officer will chair the Council’s Child Protection Working Group. Its remit will be to oversee the working and the development of the policy and these procedures. It will meet at least three times per year and report annually to Senior Management Team.

 

 

 

 

2. PROCEDURAL PRINCIPLES

 

These procedures are based on the following key principles:

 

• The welfare of children is the primary concern;
• All children, whatever their age, culture, disability, gender, language, racial origin, religious belief and/or sexual identity have the right to protection from abuse;
• Whilst it is not the responsibility of the Council to determine whether or not abuse has taken place (this is undertaken in liaison with external child protection professionals), it is everyone’s responsibility to follow the guidance in Appendix A (Reporting Child Protection Concerns/Allegations Against Staff);
• All incidents of suspected poor practice and any allegations made should be taken seriously and responded to swiftly and appropriately according to Maidstone Borough Council’s Disciplinary Policy;
• Confidentiality should be upheld in line with the Data Protection Act 1998, the Human Rights Act 1998 and the Freedom of Information Act 2000, as well as the forthcoming Kent Information Sharing Protocol (as required under The Children Act 2004) except where there are concerns for a child, this overrides the need for the information to remain confidential.

 

 

 

 

3.   PROMOTING GOOD PRACTICE WITH CHILDREN

 

All staff, children and young people should have clear guidelines on what is expected, and what is not acceptable, with respect to their behaviour.  The following are common sense examples of how to create a positive culture and climate:

 

• Where possible work in an open environment (avoiding private or unobserved situations)
• Treat all young people equally and with respect and dignity
• Always put the welfare of each child first, before winning or achieving other goals
• Involve parents/carers wherever possible
• Be an excellent role model
• Give enthusiastic and constructive feedback rather than negative criticism
• Recognize the developmental needs and capability of children – avoid pushing them against their will

 

Staff should never:

 

• Engage in rough, physical or sexually provocative games, including horseplay and sexually suggestive conversations, even in fun
• Allow children to use inappropriate language unchallenged
• Allow allegations made by a child to go unchallenged, unrecorded or not acted upon
• Take children to their home without being accompanied by a second member of staff and parental consent
• Administer medication unless specifically trained and authorised to do so
• Take a child to the toilet unsupervised or be alone with a child in a private area

 

NB The above guidance should not be considered as exhaustive.  If staff have any concerns regarding the appropriateness of any practice/action they should contact their line/senior manager.

 

It may sometimes be necessary for staff to do things of a personal nature for children, particularly if they are young or disabled.  These tasks should only be carried out with the full understanding and consent of parents/carers and, where possible, the child for whom the task is being carried out.

 

 

 

4.   RECOGNITION OF POOR PRACTICE, ABUSE AND BULLYING

 

Even for those experienced in working with child abuse, it is not always easy to recognise a situation where abuse may occur, or has already taken place.  Whilst it is accepted that staff are not experts at such recognition, they do have a responsibility to act if they have any concerns about the behaviour of someone (an adult or a child) towards a child.  All staff have a duty to discuss any concerns they may have about the welfare of a child or young person immediately with a Local Authority Designated Officer with responsibility for child protection issues, their line manager or head of service.  

 

      4.1. Poor Practice

 

Poor practice includes any behaviour that contravenes the guidelines set out in the Council policies, particularly the Child Protection Policy and Procedures, or which undermines or ignores the:

 

·         Rights – of the children and their parents/carers

·         Responsibilities – for the welfare of the child

·         Respect – for other children

 

4.2.      Abuse

 

The effects of abuse can be damaging and, if not treated, may affect a person into adulthood. It can take many forms but is usually divided into four categories:

 

Physical abuse can range from over-chastisement, slapping with the hand, a belt, a stick or other object, to shaking, punching or throwing a child across the room.  It can lead directly to neurological damage, physical injuries, disability or – at the extreme – death. Harm may be caused by the abuse itself and by abuse taking place in a wider family or institutional context of conflict and aggression.

 

Neglect can range from ignoring a child’s developmental needs to not feeding or clothing them adequately and not properly supervising them. Persistent neglect can lead to serious impairment of health and development, and long-term difficulties with social functioning, relationships and educational progress. 

 

Sexual Abuse is the involvement of a child or adolescent in sexual activities that they do not understand, cannot give consent to and which are not acceptable by our society.  This includes inappropriate touching, taking of obscene photographs, producing/trading in child pornography as well as attempted or actual sexual intercourse.  Its adverse effects may endure into adulthood.

 

Emotional Abuse ranges from rejecting a child, refusing to show a child love or affection, or making a child unhappy by continually belittling them or verbally abusing them. This can also include situations where children are living within homes of domestic violence. It has an important impact on a developing child’s mental health, behaviour and self-esteem.

 

Indicators of abuse

The following is a list of signs and symptoms that may be consistent with abuse; some children can exhibit one or more of these signs for other reasons.

 

Physical indicators to Abuse

• Unexplained bruises/welts/lacerations/abrasions to any part of the child’s body
• Unexplained burns from cigarettes/ cigars/ from electrical items such as an iron
• “Immersion” burns, where hands, feet or body have been forcibly immersed in very hot water
• Unexplained fractures to any part of the child’s body

• flinching when approached or touched
• consistent hunger
• poor hygiene
• inappropriate dress
• stealing food
• stained or bloody underclothing
• pain or itching in genital area
• delays in physical development or progress

 

Behavioural Indicators

• reluctance to change clothes for sports activities
• wary of adult contact
• frightened of parents
• behavioural extremes – aggressiveness, withdrawal, impulsiveness
• poor peer relationships
• improbable excuses or refusal to explain injuries
• stealing food
• inappropriate sexual behaviour or knowledge for the child’s age
• frequent complaints of unexplained abdominal pains
• poor peer relationships
• frequent non-attendance
• anti-social, destructive
• impairment of intellectual, emotional, social or behavioural development

 

NB The above guidance should not be considered as exhaustive.  If staff have any concerns regarding the appropriateness of any practice/action they should contact their line/senior manager.

 

4.3. Bullying

 

It is important to recognise that abuse is not always carried out by an adult on a child.  An abuser may be a young person, for example, in the case of bullying.  Bullying may be seen to be deliberately hurtful behaviour, usually repeated over a period of time, where it is difficult for those bullied to defend themselves.

 

Although anyone can be a target for bullying, victims are typically shy, sensitive and perhaps anxious and insecure. Sometimes they are singled out for physical reasons – being overweight, physically small, having a disability or belonging to a different race, faith or culture.

 

Bullies come from all walks of life; they bully for a variety of reasons and may have been bullied or abused themselves. Typically, bullies have low self-esteem, be excitable, aggressive and jealous. Crucially, they have learned how to gain power over others.

 

Bullying may be:

 

• Physical, e.g. hitting, kicking, theft
• Verbal, e.g. name-calling, constant teasing, sarcasm, racist or homophobic taunts, threats, graffiti, gestures
• Emotional, e.g. tormenting, ridiculing, humiliating, ignoring
• Sexual, e.g. unwanted physical contact, abusive comments.

 

The damage inflicted by bullying is often underestimated.  It can cause considerable distress to children, to the extent that it affects their health and development or, at the extreme, causes them significant harm (including self-harm). There are a number of signs that may indicate that a child is being bullied:

 

• Behavioural changes, such as reduced concentration and/or becoming withdrawn, clingy, depressed, tearful, erratic mood swings, reluctance to go to school, activities or sports clubs
• A drop in performance at school or standard of play
• Physical signs, such as stomach aches, headaches, difficulty in sleeping, bed wetting, scratching, bruising, damaged clothes, and bingeing, for example on food, cigarettes or alcohol
• A shortage of money or frequent loss of possessions

 

 

 

5.   RESPONDING TO SUSPICIONS AND ALLEGATIONS OF ABUSE AND POOR PRACTICE

 

False allegations of abuse do occur. However, if a child indicates that they are being abused, or information is obtained which gives concern that a child is being abused, this should never be ignored.

 

5.1. Responding to a young person making a disclosure or allegation of abuse

 

Action to be taken

A member of staff receiving information should:

 

• React calmly so as not to frighten the child
• Reassure the child that they are right to tell

• Not make promises of confidentiality, but let them know that you will have to tell another adult
• Take what the child says seriously, recognising the difficulties inherent in interpreting what is said by a child
• Keep questions to an absolute minimum to ensure a clear and accurate understanding of what has been said.  Questions should not be leading and should consist of Who…? What…? When…? Where…?
• Make a full written record of what has been said, heard and/or seen as soon as possible using an Incident Report form

 

Actions to be avoided

The person receiving information should not:

 

• Panic
• Allow their shock or distaste to show
• Probe for more information than is offered
• Speculate or make assumptions
• Make negative comments about the alleged abuser
• Approach the alleged abuser
• Make promises to keep secrets
• Discuss the issue with anyone other than the Local Authority Designated Officer, the line manager or head of service

 

Responding to suspicions of abuse

 

Staff are not responsible for deciding whether or not child abuse is taking place.  However, there is a responsibility to act on any concerns and to protect children in order that appropriate agencies can then make enquiries and take necessary action to protect the child.

 

Sharing concerns with parents

The Council is committed to working in partnership with parents or carers where there are concerns about their children. Therefore, in most situations, it would be important to talk to parents or carers to help clarify initial concerns. It is essential, therefore, that the Local Authority Designated Officer, the line manager or head of service undertakes this liaison.

 

However, there are circumstances in which a child might be placed at even greater risk if concerns are shared (e.g. where a parent or carer is the alleged abuser or is not able to respond to the situation appropriately).

 

Reporting procedure

• Staff responding to a suspicion of abuse or poor practice should complete refer to the flowchart Reporting child protection concerns/allegations against staff (Appendix C) and complete a Concern/ Incident Report Form (Appendix D)
• The incident should be reported to the Local Authority Designated Officer, the line manager or head of service
• The Local Authority Designated Officer or manager informed will assess the incident, decide what appropriate action needs to be taken and contact Children’s Social Services duty team or the Police where necessary
• The Council will co-operate fully with any resulting investigation carried out by external child protection agencies or the police

 

Records and information

Information passed to the external child protection agencies or police must be as helpful as possible, hence the necessity for making a detailed report at the time of the disclosure/concern.  Information included in this report should include:

 

• The nature of the allegation
• A description of any visible bruising or other injuries
• The child’s account, if it can be given, of what has happened and how any bruising or other injuries occurred
• Witnesses to the incident(s)
• Any times, dates or other relevant information
• A clear distinction between what is fact, opinion or hearsay

 

Reporting the matter to Children’s Social Services or the Police should not be delayed in an attempt to obtain more information.

 

A record should also be made of the relevant social worker or police officer to whom the concerns were passed, together with the time and date of the call, in case any follow-up is needed.  A note of any crime report number should also be taken.

 

 

5.2.      Allegations against staff

 

Any concerns for the welfare of a child arising from abuse or harassment by a member of staff must be reported immediately.  It is acknowledged that feelings generated by the discovery that a member of staff is, or may be, abusing a child, will raise concerns among other staff.  This increases the difficulties inherent in reporting such matters. Please contact the Local Authority Designated Officer who will refer to Maidstone Borough Council’s Disciplinary Policy.

 

Types of investigation

Where there is a complaint of abuse against a member of staff, there may be three types of investigation:

 

• Criminal
• Child protection
• Disciplinary (to be treated as gross misconduct)

 

Civil proceedings could also be instigated by the person/family of the person who alleged the abuse.  The results of any Police and Children’s/Adult Social Services investigation may influence a disciplinary investigation by the Council, but not necessarily.

 

Action to be taken

 

Poor practice

If, following consideration and investigation, the allegation is clearly about poor practice, the matter will be dealt with as a misconduct issue by the relevant manager in accordance with the Council’s Disciplinary Procedure.

 

 

Suspected abuse

 

Where it is suspected that abuse has taken place:

 

• Any suspicion that a member of staff has abused a child should be reported to the line manager or head of service and then the Local Authority Designated Officer immediately for advice. Ofsted registered schemes should contact the Children’s Safeguarding unit: Kel Arthur 01622 696366
• The Local Authority Designated Officer or manager informed will take such steps as they feel appropriate to ensure the safety of the child in question and any other child who may be at risk

• The Local Authority Designated Officer or manager informed will report the incident to the relevant head of service and the Head of Human Resources
• If the Local Authority Designated Officer is the subject of the suspicion/allegation, the report must be made directly to the head of service and Head of Human Resources
• The head of service will seek advice from the Children’s Social Services, who may involve the police
• The head of service will form and chair a disciplinary investigation team to oversee the internal investigation.  In most instances this team will comprise the Local Authority Designated Officer, the service manager and an HR Officer
• Disciplinary investigation is only carried out after a child protection investigation takes place by the police and Children’s Social Services

 

Confidentiality

Every effort should be made to ensure that confidentiality is maintained for all concerned.  Information should be handled and disseminated on a need to know basis only.  This includes the following people:

 

• The members of the team overseeing any investigation
• The parents of the child alleged to have been abused
• The person making the allegation
• Children’s Social Services and the Police
• The alleged abuser (and parents if the alleged abuser is under 18 years of age)

 

Any information will be stored in a secure place with access limited to the investigation team and in line with data protection.

 

Internal inquiries and suspension

• Any employee accused of abuse will be considered for suspension on full pay pending further police, Children’s Social Services and/or the internal investigation according to Maidstone Borough Councils Disciplinary Policy.

• Suspension should only take place if;

·                     There is cause to suspect a child is at risk of significant harm;

·                     The allegation warrants investigation by the police;

·                     The allegation is so serious that it might be on ground of dismissal;

·                     It is necessary to allow unimpeded conduct of the investigation;

• Irrespective of the findings of the Children’s Social Services or of police inquiries, the Council will assess all individual cases under disciplinary procedures to decide whether a member of staff can be reinstated and how this can be sensitively handled
• The Council will reach a decision based on the available information and decide on a balance of probability basis whether an allegation is true.  The welfare of children will always remain paramount

 

Notification to Social Services

A copy of the Incident Report form should be submitted to the Children’s Social Services without delay.  This is the responsibility of the head of service.

 

Any further inquiries from the Children’s Social Services or any other interested third party should be passed immediately to the disciplinary investigation team to deal with. A written record should be kept of any such conversations.

 

Support to deal with the aftermath

 

• The Council will ensure adequate support is made available that is appropriate to children, parents and members of staff
• Support, where appropriate, will also be provided to the alleged perpetrator of abuse

 

Allegations of previous abuse

 

Allegations of abuse may be made some time after the event (e.g. by an adult who was abused as a child by a member of staff who is still currently working with children).  Where such an allegation is made, the procedures as detailed above should be used and the matter reported to the police by the head of service.  This is because other children may be at risk from this person. Anyone who has a previous criminal conviction for offences related to child abuse is automatically excluded from working with children.

 

 

5.3.      Bullying

 

Action if bullying is suspected

 

The same procedure should be followed as set out for Responding to Suspicions of Abuse above if bullying is suspected.

 

Action to help the victim and prevent bullying

 

• All signs of bullying should be taken seriously
• All children should be encouraged to speak and share their concerns
• The victim should be helped to speak out and tell the person in charge or someone in authority
• An open environment should be created
• All allegations should be investigated and action taken to ensure the victim is safe.  The victim and bully(ies) should be spoken to separately
• Staff should reassure the victim that they can be trusted and will help them, although they cannot promise not to tell anyone else
• Records should be kept of what is said
• Staff should report concerns to their line manager

 

Action towards the bully(ies)

 

• The situation should be explained to the bully(ies)
• An effort should be made to get the bully(ies) to understand the consequences of their behaviour
• An apology to the victim should be sought
• The parents of the bully(ies) should be informed
• Any borrowed items should be returned to the victim
• Appropriate sanctions should be imposed as necessary
• Encouragement and support for the bully(ies) to change their behaviour should be offered
• Meetings should be held with parents to report on progress
• All appropriate staff should be informed of action taken
• A written record of action taken should be kept

 

 

 

6.   HEALTH AND WELLBEING

 

6.1. ADMINISTRATION OF MEDICATION

 

• Sites must have a first aid box with the appropriate content to meet the needs of the children and young people and activities
• Medicines should be stored strictly in accordance with product instructions and in the original container with instructions for administration
• Staff are not allowed to administer medication without the written permission of the parent. Special instructions for the administering of medicines as supplied by the doctor should be included with the consent forms.
• It is advisable, where possible that the parent returns to the activity during the day to administer the medication themselves

·         A List of Epi pen and First Aid qualified staff is displayed on the staff notice board.

• At least one currently qualified paediatric first aid certificated person must be available on duty at all times
• Parents/guardians have prime responsibility for their child’s health and should provide details of their child’s medical condition
• It may be necessary for the staff to summon the emergency services and that as a consequence the child may be sent to hospital in an ambulance without a member of staff to accompany him/her
• Parents/guardians must complete a new consent form if any details change
• MBC reserves the right not to administer certain medications

• Staff must ensure that the parent/guardian have completed the ‘Consent to Administer Medication Form’ (Appendix E)
• Staff must complete the ‘Administration of Medication Record’ form (Appendix F) immediately after administering medication
• Staff will follow instructions that have been supplied with medications
• Parents/ Guardians will be required to sign Administration of Medication Record’ form (Appendix F) at the end of the day

 

6.2.      HEAD LICE INFESTATION

 

• If there is evidence or suspicion of anyone having head lice at an MBC activity this will be recorded in the incident book (separate page for privacy) and the parents contacted regarding the matter
• Children should be kept separate whilst parents are contacted to ensure minimal risk of infection to others

• The individual concerned will be invited to return to the activity after successful treatment
• Information leaflets should be available to all parents and members of staff at the activity

 

6.3.      ACCIDENT AND INCIDENTS

 

• MBC staff will ensure that activities are carried out in a safe environment

·         Stop the activity and make the surrounding environment safe

·         Go over to the child or young person and assess the situation

·         Call for additional help, first aider or ambulance (in the case of a major accident)

·         Ensure other children in the group are appropriately supervised away from the incident/accident

·         All staff should be aware of the location of the First Aid Box and the names of the qualified first aiders should be displayed on the notice board. The Site Manager/responsible member of staff should ensure that items are replaced once used

• MBC should ensure that at least one member of staff is first aid qualified on site at any time

·         There should be at least two members of staff (one to be the Site Manager/ responsible member of staff) present when reviewing an injury under clothing

• All incidents and accidents, no matter how small should be reported by the Site Manager/ responsible member of staff and parents/guardians will be informed. Staff will administer first aid to their level of training

·         The first aider who administers treatment, should wear plastic gloves then issue the child with a sticker to indicate that their parent/guardian needs to sign the Incident/Accident report form

·         If the child is not collected by the parent/guardian then a copy of the Accident/Incident report form should be forwarded to the parent

·         Copies of the accident and incident form will be stored in a secure location

·         Each Incident / Accident report form must be numbered per child and filed in alphabetical order by surname

·         In the case of a major incident or accident the Site Manager/responsible member of staff will contact the parent/guardian to inform them of the situation and any actions required

·         MBC will liaise with the appropriate authorities relating to any major accident or injury within 14 days of the incident occurring

·         The appropriate Officer will ensure that all Incident/Accident report forms are signed by parents/guardians and passed to the Maidstone Borough Council’s, Health and Safety Officer

·         The risk assessment for the event will be formally reviewed by the Health and Safety Officer at the council, with any actions listed to avoid any further occurrences

 

6.4.      SICK CHILDREN

 

• The Site Manager/ responsible member of staff reserves the right to refuse entry to a child/ young person they believe may be unfit to attend and/or contagious to the other children.  This applies at any time during the activity
• If a child/ young person becomes unwell then staff will keep the child aside in a quiet place to wait for their parent/guardian. They will be supervised and provided with a drink of water
• The Site Manager/responsible member of staff should contact the parent/guardian immediately upon making the decision that the child is too unwell and unfit to attend

• If the parent/guardian is unavailable at the first instance, the staff will contact the Officer in charge who will be available to staff.
• If at any time, should it become apparent that an ambulance is required, dial 999 immediately and call other staff for help

• Complete an incident/accident report form for signature by the parent/guardian on collection of the child/ young person

If the child/ young person has been vomiting or has had diarrhoea then MBC ask that your child/ young person remains at home for up to 24 hours after vomiting/diarrhoea has ended. If the child becomes infected during scheme, then refrain contact with others where possible If the Site Manager/ responsible member of staff has reason to believe that any child is suffering from a notifiable disease indentified as such in the public health (infection Diseases) regulations 1988 they will inform relevant organisations and will act on advice given. Advice can be sought from the website: www.hpa.org.uk

6.5.      SUN PROTECTION

 

• Activities where possible will take place under shade
• Staff will move activities indoors or into the shade if the staff agrees that it is too hot for themselves and the children to be outside
• Staff will supply a constant flow of fresh drinking water, which will be kept out of direct sunshine

• Although a limited supply of sun cream is available on request for the children to apply themselves it is recommended that the parent/guardian apply sun cream to your child before they attend the activity (Recommend factor 30+)
• If it is evident that a child is at risk of becoming sun burnt, then a member of staff may assist the child in applying lotion (provided by the parents or in emergency by MBC) and will do so in the presence of another member of staff
• It is the parent’s responsibility to inform the Site Manager/ responsible member of staff in writing if a child is allergic to any type of sun cream
• MBC will actively promote sun protection to children
• Children/young people and staff should wear suitable clothing, including long sleeve tops and hats where necessary

 

6.6.      HEALTHY FOOD

 

• Maidstone Borough Council will promote the importance of healthy eating, especially to children/ young people
• MBC will ensure, so far as reasonably practical, that all sites are nut-free zones

• Staff will supply a constant flow of fresh drinking water, which will be kept out of direct sunshine
• Staff will undertake to inform Ofsted (for Ofsted registered schemes) and the Health and Safety Officer of any food poisoning affecting two or more children, within 14 days
• Staff will notify parents that the sites do not have refrigeration areas and advice that packed lunch boxes should include an ice pack and non perishable items
• MBC recommend water as the best drink for your child
• MBC recommend that you avoid giving children sugary snacks
• Pack lunches are the ideal opportunity to add fruit and vegetables to make a balanced healthy diet for your child

 

6.7.      PHOTOGRAPHING CHILDREN

 

• Parents/guardians must read and complete the statement present on all application forms regarding photographing children on MBC schemes
• All photographers entering the site will sign in as visitors and will only be allowed on site by prior arrangement with MBC
• Whilst on site all photographers must be accompanied by a member of staff
• Any parents wishing their child/ young person not to be photographed must put this request in writing prior to the commencement of the scheme

 

 

 

7.   HEALTH AND SAFETY

 

7.1. RISK ASSESSMENTS

 

• All activities undertaken by Council departments will be covered by the Maidstone Borough Council Insurance Document
• A site Risk Assessment will be carried out by a trained risk assessor prior to the beginning of the activity, with the outcome of the assessment recorded using the corporate risk assessment template

• The Site Manager/ responsible member of staff will ensure that all recommendations from the risk assessment are carried out prior to commencement of the activity
• Daily risk assessments of the site will be carried out by the Site Manager / responsible member of staff (the Risk Assessment Form should be signed by the designated member of staff and displayed in a prominent position)
• Staff will be vigilant at all times, and do continuous risk assessment of the site and activities, ensuring that the activity operates in a safe environment, in line with all MBC policies

 

 

7.2.      SITE SECURITY

 

·         Site Manager/ responsible member of staff will ensure all visitors are wearing an identification badge, and accompanied by a staff member at all times

·         If staff do not recognise an individual on site they will request sight of identification

(Two members of staff to approach anyone if unsure about their intentions, or call the Police if very suspicious)

·         Site Managers/ responsible member of staff will be advised of any other visitors in advance by the Officer in charge

·         Visitors must not, under any circumstances be left alone with a child or children

·         All staff must wear a staff uniform where provided

• All staff will be provided with ID badges, these will be worn at all times

·         Some parents have given written consent for their children to leave the site at the END of the session unaccompanied (School Year 7 and above).  These children will be marked in the register

·         All other children must be collected by their parents/named collector (who will be on the registration form)

·         If a child is not collected the Site Manager/ responsible member of staff should contact the Officer in Charge

·         The Site Manager/ responsible member of staff will not leave the scheme whilst children are on the site

 

7.3.      LOST CHILDREN

 

• The staff and management take great care to ensure that children are accounted for at all times
• Registers are taken at the beginning of the day, before morning and afternoon activities
• Children Year 6 and under are signed out to their parents/guardians by the site Manager/ responsible member of staff at the end of each day
• If a child/ young person is being collected by an adult, other than the usual person, then they are asked to send a written note giving them permission to collect that child
• Children year 7 and above are allowed to come to and leave the play scheme unaccompanied if their parent has given consent

• All staff will do their best to retain children on the site, without using undue force
• If the child/ young person does absent themselves then the parent/guardian will be informed and if necessary the police contacted immediately
• Two members of staff where practicable will follow the child off site to ensure that they are safe from harm, according to Flowchart for Child Leaving Site (Appendix G)
• The people following the child will keep the site informed of their whereabouts using a mobile phone
• Staff will then contact the Officer in Charge immediately to ensure support for staffing ratios
• Site Manager/ responsible member of staff to co-ordinate a thorough search of the site and immediate area surrounding the site if a child has been reported lost
• If the child has no intention of returning to the activity then the staff will remain within sight until the parent or police are present or permission has been given by the parent/guardian to leave the child/ young person where they are
• Site Manager/ responsible member of staff to inform the parent/guardian and the police as soon as they are certain that the child/ young person has not gone home or to another usual location
• In relation to children trying to leave a site unaccompanied and in the event of the child being in danger of harm to themselves, others or property, staff may be required to physically intervene, but not use undue force, to protect the child, another person or the property (in accordance with the Department of Children, Schools and Families ‘Use of Force’ guidance Nov 2007)
• Site Manager/ responsible member of staff  to inform the Officer in Charge immediately they become aware of a lost child
• Other children/ young people will not be told about lost children in order to prevent panic and anxiety

• MBC Site Manager/ responsible member of staff will complete an incident form requiring a signature by the parent/guardian on collection of the child.
  
  

7.4.      NON COLLECTED CHILDREN

 

• MBC state that children must be collected within activity operating hours stated within any publicity

• Staff do not accept responsibility for children outside of the operating hours
• The Site Manager’s/ responsible member of staff contact number is displayed clearly on the parent’s Notice Board, in order that any delayed parent/guardian can contact the site
• Under no circumstances will any child be transported to their home by a member of staff unless prior written consent has been given by the parents/guardian, and then only when accompanied by a second member of staff

• Check application form to see whether child/ young person is allowed home alone (Year 7 and over)
• After 15 minutes Site Manager/ responsible member of staff to phone parents/guardian (all contact numbers are kept in the site file)
• Site Manager/ responsible member of staff plus one other member of staff to wait with child until parents/guardian arrive
• Should the Site Manager/ responsible member of staff not be able to contact a parent/guardian 30 minutes after the scheme has ended they would then contact the Officer in Charge who would then call KCC Social Services Duty Team

 

 

7.5.      TRAVELLING BY MINIBUS OR COACH (OFFSITE)

 

• All vehicles used to transport groups must be roadworthy and meet the requirements of the law
• All vehicles must be appropriately insured
• All vehicles must have records of maintenance checks
• All drivers must have a PCV license or taken a Rospa test (or KCC equivalent driver training) to transport children in a minibus
• Children and young people may only use forward facing seats
• Front seats should only be used by young people if no others are available
• Seatbelts must be worn – it is the responsibility of the driver to ensure that all passengers are wearing seat belts
• One member of staff must sit in the back with the young people
• All doors are to be kept unlocked whilst the minibus is in use
• Luggage should be stored overhead or under seats
• All passengers must remain seated at all times
• The driver must not be distracted in any way during the journey
• All other arrangements are at the discretion of the driver of the vehicle

 

 

8.   SITE MANAGEMENT

 

8.1. SUPERVISION OF PARTICIPANTS

 

• Staff may not take any breaks without the prior permission of the Site Manager/ responsible member of staff
• To comply with Health and Safety if staff are working for longer than 6 hours in a continuous period a 20 min break will be provided. The break will be in one block and cannot be taken at the end of the working day
• Minimum ratios of staff: participants (1:8 for under 8’s and 1:10 for over 8’s for Ofsted registered schemes) must be maintained at all times. This may mean on occasions that breaks will not be taken until later in the day
  
  

8.2.      ALCOHOL, SMOKING AND DRUGS

 

STAFF

 

• If the site manager/responsible member of staff has reason to believe that a member of staff has arrived unfit for work due to being drunk or suffering the effects of alcohol or drugs they will be sent home and will not be paid for that day
• The continuation of their employment will be assessed in line with Maidstone Borough Council procedures
• If any member of staff brings alcohol/drugs onto a site, they will be dismissed from the scheme with immediate effect
• If a member of staff is taking medication that they believe could affect their ability to care for children/ young people they should advise the Site Manager/responsible member of staff, or seek medical advice
• All prescribed drugs are the responsibility of the member of staff and must be kept secure
• Sites operate a “NO SMOKING POLICY” covering the whole site (including grounds/car parks/ vehicles) in accordance with the Health Act 2006 effective from the 1^st July 2007
• Anyone who is found to be smoking will be asked to leave the site

 

 

PARTICIPANTS

 

• If any participant arrives unfit for any activity due to being drunk or suffering the effects of alcohol or drugs their parents will be contacted and asked to collect them with immediate effect
• They will not be entitled to a refund
• Subject to the severity of the incident they will be invited back the following day but immediately excluded should the incident re occur
• If any participant brings alcohol/illegal drugs onto a site, they will be dismissed from the activity with immediate effect and the site manager may report it to the police

 

8.3.      MANAGING BEHAVIOUR

 

• The management and staff will not tolerate unacceptable behaviour from attending children or their parent/guardian.
• Providers must not give corporal punishment to a child for whom they provide early years provision, the provider is committing a criminal offence should they do so
• The child will be warned and that if the behaviour continues they will be given a ‘time – out’, which will be reported to the Site Manager/ responsible member of staff
• There will be a supervision area for time – outs, this will be chosen by the site manager/responsible member of staff, should the child request time-out they will be supervised in this area
• After three warnings, a ‘time–out’ will be given and an Incident Report Form completed, continuation of the unacceptable behaviour will lead to the completion of further Incident Report Forms
• At the end of the day the parent / guardian must sign the form, to ensure they are aware that the behaviour was unacceptable
• The parent will be told that if three ‘time-outs’ are given over the duration of scheme,  the child may be excluded (usually for one day, but in exceptional circumstances for the rest of the scheme by the discretion of MBC)
• There will be no refunds should a child / young person be excluded due to unacceptable behaviour
• Unacceptable behaviour includes, but is not limited to, stealing, bullying, fighting, racism, and assaulting staff

• In the event of a child being in danger or harmful to themselves, others or property, staff may be required to physically intervene, but not use undue force, to protect the child, another person or the property (in accordance with the Department of Children, Schools and Families ‘Use of Force’ guidance Nov 2007)

 

 

8.4.      WORKING WITH EXTERNAL ORGANISATIONS
 

• Maidstone Borough Council will endeavour to work with many partners to maximise resources, efficiency and information and to avoid replication
• When working with external organisations MBC’s policies and procedures will be followed for MBC led activities

• External organisations may have their own set of policies

• Whenever needed, insurance documentation for both staff and facilities will be obtained when working with an external organisation (e.g. at an event)
• Any non-MBC staff/volunteers will be under the supervision of MBC staff (e.g. buddy system) and where possible will be suitably qualified, experienced and police checked.  This excludes KCC Youth and Community Staff

 

 

9.   RECRUITMENT

9.1. SAFE RECRUITMENT

 

All Council staff will be appointed in accordance with the Recruitment and Selection Policy and Procedures. These checks are designed to provide a rigorous and thorough selection process and carry out all necessary checks, particularly on individuals seeking to work with children and young people. In summary line managers and Human Resources appointing these key posts will ensure that:

 

·         MBC undertake to ensure that all staff employed to work with children will obtain an annual enhanced Criminal Records Bureau (CRB) disclosure. A paper copy will be kept by MBC for 6 months and then stored on a database, according to the Council’s CRB Policy

·         All MBC staff will be sent a copy of their CRB direct from the Criminal Records Bureau;

·         MBC will undertake to ensure that all staff employed to work with children are on the Vetting and Barring Scheme as of 2010

·         Specific questions are asked at interview exploring the candidate’s suitability for working with children

·         Staff will only be employed on the completion of an application pack and successful interview

·         MBC will ensure that all staff are suitably experience and qualified

·         At least one work reference is obtained from previous employment where the candidate had contact with children, and specific questions are asked about their suitability to do so

·         Candidates’ employment history, health and physical capacity for the role are fully explored

·         MBC undertake to provide and full and comprehensive range of training courses for staff

 

9.2. TRAINING

 

Staff must accept and be able to recognise their responsibilities with regard to their own good practice and the reporting of suspected poor practice or concerns of possible child abuse.  Everyone with substantial access to children and young people shall have recognised and up to date training, such as:

 

·         Child protection awareness approved by KCSB;

·         Equality awareness;

·         First aid (where appropriate);

·         How to work effectively with children.

 

Training needs and opportunities relating to child safeguarding and protection issues will be identified and addressed through the Council’s Induction and Appraisal Procedures, and in response to any changes in legislation.  Training may include internal courses/workshops, externally accredited courses/seminars or workshops organised by child protection agencies.

 

 

 

 

 

APPENDIX A: List of Contacts for Council Officers

 

MBC

 

Policy content issues and child protection allegations:

 

Title: Local Authority Designated Officer:

Name: Paul Taylor

Location: Maidstone House, King Street, Maidstone, ME15 6JQ

Telephone: 01622 602068

Email: paultaylor@maidstone.gov.uk

 

 

Recruitment issues: 

 

Title: Head of Human Resources

Name: Dena Smart

Location: Maidstone House, King Street, Maidstone, ME15 6JQ

Telephone: 01622 602712

Email: denasmart@maidstone.gov.uk

 

 

Health and Safety Issues:

 

Title: Corporate Health and Safety Officer

Name: Alaistair Barker

Location: Maidstone House, King Street, Maidstone, ME15 6JQ

Telephone: 01622 602508

Email: alastairbarker@maidstone.gov.uk

 

Kent County Council

 

Children’s Social Services: 08458 247 100 (24 hours a day, 7 days a week)

 

Out of Hours Service: 0845 762 6777

 

Ofsted

 

Ofsted registered schemes should contact Kel Arthur: 01622 696366

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX B: List of contacts for Project/Activity (To be filled in for each project/activity)

 

Site Manager/ Responsible member of staff

Name:

Location:

Telephone:

Mobile:

Email:

 

Line Manager/Officer in charge of project/activity

Name:

Location:

Telephone:

Mobile:

Email:

 

Head of Service

Name:

Location:

Telephone:

Mobile:

Email:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix C: Reporting Child Protection Concerns/Allegations Against Staff

 

 

 

 

 

 

 

 

 

 

APPENDIX D:  Concern/ Incident form (2 pgs)

 

Have the parents/guardians/carers been notified?   YES/NO   If yes, by whom? (give name and position)   If no, please give reason

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Signature:

 

 

 

To be completed by Local Authority Designated Officer (or Head of Service/Line Manager)

 

 

Date/Time report received:

 

 

Referral made to:

 

 

 

 

Action taken/Outcome:

 

 

 

 

 

 

 

 

 

Signature:

 

Print Name:

 

Date:

 

APPENDIX E: Consent to administer Medication(CONFIDENTIAL)

 

 

NAME OF CHILD: ………………………………………………………….

 

Dates booked onto project/activity: .....................................................................

 

Medicine name: .................................................................

 

Does the medicine need to be refrigerated?: Yes/No

 

Dosage to be given: ..........................................................

 

Time(s) medicine should be administered:.................................................................

 

(If more than one dose is to be given during the time your child/young person is at the activity/project, please state all times that medicine should be given).

 

Reason for medicine being taken by child/young person: ............................................................

 

Name and address of child's/young person’s

 

Doctor:...............................................................................................................................................................................................

 

I give permission for staff at the ....................................... activity/project to administer the medicine I have supplied as detailed on the medicine container to my child/young person. I have read and agree to adher to the Maidstone Borough Council Safeguarding Children and Child Protection Policy and Procedures.

 

Signed: ........................................................... 

Printed: ...................................................

 

Relationship to child/young person: .....................

Date:..............................................

 

Please note that if any of the details above change then a new permission form must be completed. Please note that by signing this form you are stating that you have read the policy and procedures. If it was not attached, please ask the Site Manager/responsible member of staff for a copy, before signing this form.

 

 

 

 

 

 

APPENDIX F: Administration of Medication

 

 

NAME OF PROJECT/ACTIVITY:

 

SITE:

 

NAME OF CHILD/YOUNG PERSON:

 

 

NAME OF MEDICATION:

 

 

 

Date	Time	Staff Name	Staff signature	Parent signature

 

 

NB. ONE MEDICATION FORM TO BE USED PER CHILD/YOUNG PERSON. THIS FORM SHOULD BE KEPT UP TO DATE AND HELD IN THE SITE FILE.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix G: Flowchart for Child Leaving Site (During activity)