Policies and Procedures

DOCUMENT CONTROL: REV 1.0 April 2024

Introduction

1.    Definitions

2.    Safeguarding Policy Statement

3.    Policy Scope

4.    Promoting a Safe Environment and Safe Working Practice

5.    Record Keeping

Introduction

Safeguarding is the action taken to promote the welfare of children, young persons or adults at risk and protect them from harm or abuse. Hemswell Parish Council (PC) is committed to safeguarding the welfare and protection of children, young people, and adults at risk of harm while engaged in any activity associated with the Parish Council. This policy provides guidance to Hemswell Parish Council members and staff on their responsibilities should any welfare, safety or protection issue arise during their work. The decision on whether any person should have a Disclosure and Barring Service (DBS) check will be made by the Parish Council after consultation with the designated Safeguarding Officer following a risk assessment of a planned event or activity likely to involve children, young persons or adults at risk.

1. Definitions

Children and young people: Anyone under the age of 18 years.

Adults at risk of harm (adults at risk):  Anyone over 18 who is:

• Unable to care for themselves.
• Unable to protect themselves from significant harm or exploitation.
• In need of community care services.

Signs of abuse can often be difficult to detect, but all council members, staff, and volunteers must be aware of the principles of safeguarding, able to recognise signs of abuse or safeguarding concerns, and how to report their concerns.

The Social Care Institute for Excellence (SCIE) [1], lists ten types of abuse as below:

Many forms of abuse are also criminal offences and should be treated that way.

2.    Safeguarding Policy Statement

This Policy aims to protect children, young people and adults who need safeguarding, including employees and volunteers, those who use our services, and those who have contact with our staff, elected members, volunteers, key contractors, and directly commissioned providers acting on behalf of the PC.

The PC does not directly provide care or supervision services to children. Therefore, it expects all children using its facilities to do so with the consent and the necessary supervision of a parent or other responsible adult.

Hemswell Parish Council will:

• Promote the safeguarding, health, welfare and wellbeing of children, young people, and adults at risk, at all times by being aware of by safeguarding issues and responding where appropriate as a local government organisation.
• Show respect and consideration toward children, young people, and adults at risk during any activity or event involving PC members, staff, or volunteers working with the PC.
• Ensure that, where possible, all facilities and activities provided by the PC are designed and maintained to minimise risk to children, young people and adults at risk.
• Refrain from any behaviour that involves racism, sexism and bullying and, in addition, report any instances of such behaviour to group leaders, parents, carergivers or local authorities as appropriate.
• Implement procedures for recording and responding to accidents, complaints, and alleged or suspected incidents of abuse and neglect.

3.  Policy Scope

This policy applies to:

• All PC members and staff and anyone working for, or on behalf of, the PC, whether in a paid, voluntary or commissioned capacity, for example, contracted to do a piece of work.

4.  Promoting a Safe Environment and Safe Working Practice

A ‘Safeguarding Officer’ will be appointed from the PC, with a responsibility to:

• Raise awareness of the duty of care and responsibilities relating to safeguarding and encourage PC members and staff to undertake appropriate training as determined by their role and level of contact with children, young persons or adults at risk.
• Ensure PC members, staff and volunteers are mindful of their safeguarding responsibilities even if they are unlikely to be involved with children, young persons or adults at risk during the performance of their duties.
• Brief council members, staff and volunteers appropriately before any PC-organised event involving children, young persons or adults at risk.
• Ensure that council members, staff and volunteers are aware of the need to avoid placing themselves in a vulnerable position with a child, young person or adult at risk.  
• Require contractors to provide a ‘Child Protection Policy’ in the event that they are likely to be working directly for the PC in any area where children may be at risk.

To promote a safe environment for children, young people and adults at risk, the PC will:

• Create a safe and healthy environment within all of our services, avoiding situations where abuse or allegations of abuse may occur.
• Provide safe facilities and undertake regular safety assessments of areas or facilities that may be used by children, young people and adults at risk.
• Ensure that attendees at PC-hosted functions or events are aware that parents/caregivers are responsible for the safety of children, young persons or adults at risk and that a location of a dedicated safe place for lost children is made known.
• Where possible, have male and female leaders working with a mixed group.
• Ensure event registers are complete and attendees are marked in and signed out (under eight’s must be collected by a parent/caregiver).
• Ensure that photos or videos of individuals are not taken without permission from a parens/caregiver.
• Ensure access to a first aid kit and telephone is always available during an event or activity.
• Ensure activities, breaks, clothing, and weather conditions are suitable for outdoor activities and that shelter is available where possible.

5.  Record Keeping 

Records must be factual, accurate, legible, comprehensive and made as soon after the incident as possible. They include direct evidence, such as the words used by individuals themselves, and specific information, such as the exact location of an injury (e.g., bruising ‘on the left lower forearm just above the wrist’, rather than ‘on the arm’). Diagrams which explain family relationships, layouts of locations, or locations of injuries are helpful. Records will almost always be open to inspection by others, including those about whom they are made and may be required as evidence in case reviews of legal proceedings.

The Safeguarding Officer must ensure that any allegation made by a child, young person, or adult at risk is fully recorded in a Safeguarding Record book. The records must be available for inspection at the Parish Council's full meeting when requested.

The Safeguarding Officer is responsible for reporting concerns or allegations to the appropriate authority, which may include Children’s Services, Adult Social Care, Health Agencies and Criminal Justice Agencies.

If a child, young person or adult at risk is felt to be at immediate risk of significant harm, call Lincolnshire Police on 999. If they are considered at risk, but the risk is not immediate, ppropriate action must be taken by reporting the matter to the appropriate authority.

Lincolnshire County Council’s Children’s Customer Service Centre

Tel: 01522 782111 for concerns for any child or young person (up to the age of 18).

Lincolnshire County Council’s Adult Social Care

Tel: 01522 782155 for concerns about the safety of an adult.

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