Safeguarding Policy
1) Bow Arts Safeguarding Policy Statement
Safeguarding and child safety are of paramount importance to Bow Arts. We aim to create environments in which children and young people are safe. This policy covers anyone under the age of 18 years old.
The aim of this policy is to outline clearly the processes through which members of the Bow Arts staff, volunteers, interns and freelance contractors can keep children and young people safe.
Bow Arts will follow the Working Together to Safeguard Children Guidance (2023), and that of our partner schools and community groups.
Children and young people have the right to be physically, emotionally and sexually safe. Bow Arts will therefore:
1. Take all reasonable measures to ensure that risks of harm to children’s welfare are minimised
and
2. Take all appropriate actions to address concerns about the welfare of a child, or children
Everyone involved with a project has a duty to ensure that the children and young people involved are safe.
2) Role of Designated Safeguarding Officer
Purpose of the role
- To take the lead in ensuring that appropriate policies, procedures, arrangements,
and training for keeping children and young people safe, are in place for all Bow Arts activities.
- To promote the safety and welfare of children and young people involved in Bow Arts activities across the organisation.
Duties and responsibilities
- To arrange initial safeguarding training of new members of staff who come into contact with children and young people and artist educator freelancers as part of the induction process
- To ensure that all new staff have read and signed the Safeguarding Policy
- To ensure that all staff understand what to do if they have concerns about a child’s welfare
- To be Bow Arts’s point of contact for all reporting of child safeguarding and child protection concerns
- To receive and record information from anyone who has concerns about a child who takes part in Bow Arts activities.
- To receive and record information from anyone who has concerns about a member of staff
- To ensure that all safeguarding and child protection concerns are responded to appropriately. This might include making referrals to the Local Authority Designated Officer, children’s social care department or the police (See section 7)
- To store and retain child protection records according to legal requirements and the organisation’s safeguarding policy and procedures
- To consult the NSPCC Helpline when support is required
- To report any safeguarding incidents to the Safeguarding Lead on the Board and to maintain an incident log.
- To be familiar with current issues relating to safeguarding, child protection and abuse and keep up to date with new developments in this area.
- To have undergone safeguarding and child protection training and attend refresher training.
3) Recruitment Procedures and DBS Checks
Recruitment
- All applicants for work that will come into contact with children and young people, whether voluntary or paid, as an employee or contractor, will be asked to provide two references and will be interviewed before the appointment is made. All references will be followed up and kept on file. Checks will be made on any gaps or inconsistencies in employment history.
- All appointments will be subject to satisfactory enhanced Disclosure and Barring Service (DBS) disclosure checks.
- All appointments will be subject to a probationary period and will not be confirmed unless we are confident that the applicants working directly with children can be safely entrusted with children and young people.
DBS Checks
All staff and freelancers and volunteers who come into contact with children and young people must complete a DBS check.
- Bow Arts processes volunteer, standard and enhanced DBS disclosure checks through a Registered Body, currently uCheck.
- Bow Arts only offer work and volunteering/intern roles to individuals if they hold a valid DBS check completed within the past three years, or have a DBS application in process (see below). This can be completed through Bow Arts, or through another organisation.
- If completed through another organisation, the original certificate must be seen and recorded by Bow Arts. We encourage contractors to use the annual ‘auto-update’ service.
- Bow Arts recognises valid DBS checks must include each of these elements:
- The check must be an ‘Enhanced’ check, including a check of the relevant DBS Barred Lists
- The check must be for ‘Child Workforce’ or ‘Child and Adult Workforce’
- Have an appropriate role description to the role that will be carried out
- All staff and contractors are responsible for informing Bow Arts of any convictions prior to, or following completion of DBS applications.
- An individual may work/volunteer in client schools and settings if their DBS check is in process with Bow Arts. If the application has not been processed by the time the work is contracted, it will be noted in the client contract that the check is pending, and the application reference number will be included. In this situation the client retains the right to decline an individual.
- If a disclosure is made, or if a ‘trace’ should come to light through a DBS check, we will provide a designated member of staff for the client with details of the disclosure. It will then be the responsibility of the client to make their own assessment of risk before allowing access to the individual. The client’s decision must be made in writing to Bow Arts.
- If a disclosure or trace relates to a matter of safeguarding, Bow Arts retains the right to remove an artist from their Artist database.
- How disclosures are treated internally within Bow Arts. A note that an artist has a disclosure will be added to the artist file and all members of the Learning team and the CEO will be informed. The Head of Learning will write to the contractor/volunteer to clarify our procedure (as above) and how we will handle the information.
- The DBS number and date of issue will kept securely on file, in line with Bow Arts Privacy Policy.
- Further information on DBS is available at: www.gov.uk/government/organisations/disclosure-and-barring-service
Where a client has any special requirements that differ to this policy it is the responsibility of the organisation to inform Bow Arts in a timely fashion so that we can endeavour to support any such requirements.
4) Staff Training
- All staff members, freelance contractors, trustees, volunteers and interns will be made familiar with Safeguarding issues and procedures and will be notified of any significant changes to these.
- Freelance Artist Educators will be briefed on safeguarding at induction.
- At Board level a Bow Arts Trustee will be responsible for ‘championing’ safeguarding issues. This is currently Cath Smith.
5) Code of Conduct for Staff and Freelancers
Code of Conduct
Staff & freelancers are requested to read, understand and comply with this Code of Conduct:
Conduct with Children and Young People
- Read the full Bow Arts Safeguarding Policy
- Be aware of who the designated member of staff for Safeguarding is within the school/setting.
- Do not be alone with a child or young person.
- You are not expected to be solely responsible for managing behaviour; ensure that a supervising adult is present at all times.
- Use appropriate language and behaviour with and in front of children/young people.
- Physical contact with children/young people is prohibited unless overseen by a supervising adult and is essential to the delivery of the workshop for health and safety reasons. Any physical contact should be in line with DfE guidance and should be reported afterwards using the safeguarding incident report form
- Never give a child or young person a lift in your vehicle.
- Never communicate with a child or young person using personal phones.
- If you are contacted by a child/young person directly on any platform, only reply with the following: ‘Please send this on to learning@bowarts.com ‘ Any further communication should be solely for learning purposes and should be through a supervising adult from Bow Arts/the school setting.
- Never ‘Friend’ or follow a child or young person on any platform.
- If you feel any way uncomfortable about the behaviour of a child or young person please discuss this with the supervising adult and follow reporting guidelines in the safeguarding policy.
Photographs and Moving Images
Read and comply with the Image Permission Policy (section 10)
Conduct with other Adults (including Bow Arts employees, freelance contractors and school/setting staff)
- Know who the supervising adult is when working directly with children and young people.
- Ensure that you and all other adults know your specific roles and responsibilities.
- Be professional and treat other adults with respect.
- Agree the use of school/setting and personal equipment and materials in advance.
Buildings and workspaces
- Sign in and out of the premises where requested.
- Wear a visitor badge at all times where requested.
- Be aware of where emergency exits are and procedures for evacuation.
- Report any accidents to the supervising adult.
- Any equipment or work in progress that needs to be stored on premises during the project must be highlighted to all staff and appropriate arrangements made.
- Drive with extra caution on school/setting premises and check with reception where you can unload/park.
- Do not obstruct emergency exits – even temporarily.
- Always use staff toilets and rooms.
- Do not smoke on school/setting premises or when with a group of children or young people.
General
- Value and respect different ethnicities, disabilities, neurodivergences, sexual orientations, genders, religions, socio-economic backgrounds and cultures.
- Do not promote your own political or religious beliefs.
- Be aware of how your online activity or social media presence may be perceived from a professional perspective, or if seen by children/young people.
- Consider environmental impact when planning your project. Aim to keep these to a minimum when planning the use of materials, equipment and transport.
- It is recommended you have the hard copy of your DBS certificate with you at all times
- Strive to plan and deliver work that meets the needs of all learners.
6) Learning Contracts, Risk Assessments and Safeguarding Practice
Freelancer Contracts
All freelance contractors, interns and volunteers who will be in contact with children and young people will be asked to sign a contract or written agreement. As part of this we will:
- strongly advise all contractors to take out their own Public Liability Insurance to at least £5million in addition to the cover in place by Bow Arts
- request that contractors have read, understood and agree to our Code of Conduct
(see section 5)
Client Contracts (Schools/other educational settings)
School, community or partner settings should confirm the details of the project in the project contract. In confirming the contract, they are also agreeing to the terms of this policy.
- The school, community or partner safeguarding policy should be accessible to all Bow Arts freelancers or staff.
- The school, community or partner safeguarding policy will be followed by Bow Art’s contractors, in addition to this policy.
- A named supervising adult (school or setting staff) will be identified at the project planning stage. The responsible adult, or a named delegate, should be present during the activity at all times.
- A freelancer should never be left alone with children or young people. If this happens, Bow Arts supports its contractors in terminating a session. The only exception to this would be a brief period in the event of an emergency.
- It is not appropriate for staff, freelance contractors, trustees, volunteers and interns working on a project contract in a school, community or partner setting to be expected to take the role of ‘teacher’ or ‘youth worker’ and as such should not be expected to discipline children or young people – this is the role of the supervising adult. However, we would expect our contractors to be consistent in using the behaviour management strategies, rewards and sanctions of individual school settings.
Risk Assessments
- Bow Arts agrees to risk assess activities as required. General workshops in schools will be covered by our standard workshop risk assessment, sent to settings with the project contract. Any activity needing a specific risk assessment will be individually assessed by the project manager. Settings can request a specific risk assessment.
Safeguarding Practice
On-site at Bow Arts managed property/hired venue:
- At least two responsible adults with valid enhanced DBS checks must be present with children/young people at all times. Where the activity is not being delivered in partnership with a school or community group, the two adults may be Bow Arts staff, freelance contractors, volunteers and/or interns.
EXCEPTION – PUBLIC SPACES The only exception is where a work experience student is conducting part of their placement in a public space, such as the gallery or café, or travelling with a staff member to a project on public transport. In this instance, they may be accompanied by one DBS checked member of staff. This would be communicated to the school and parents in advance and written permission from parents would be obtained.
If a school, community or partner have different safeguarding requirements from those outlined here these should be clearly communicated prior to the contract being confirmed.
7) Disclosures or Suspicions of Abuse- Responding to and Reporting
All members of staff, freelance contractors, trustees, volunteers and interns have a duty to report any concerns relating to the welfare of children and young people. These may include:
- Disclosures from children or young people
- Observations or suspicions of inappropriate conduct towards children or young people
- If there has not been a disclosure from a child but you are worried about behaviour
IF THERE ARE ANY CONCERNS THAT A CHILD MAY BE AT RISK OF IMMEDIATE HARM, THE POLICE MUST BE CONTACTED BY DIALLING 999.
Responding to and Recording a Disclosure – Guidance
| DO | Listen carefully and take the allegation seriously Stay calm Reassure the person – tell them they have done the right thing by telling someone, and that it is not their fault Explain what you will do next In an emergency, call the Police by dialling 999 Record everything the child has told you or what you have observed – in detail and immediately (see RECORDING below) Report to the Designated Safeguarding Officer (School or Community and Bow Arts) |
| DON’T | “Go it alone” or try to investigate Express your own views or feelings Try to obtain more information than is necessary Make comments or judgments Contaminate the evidence Promise to keep secrets (the information must be shared) Give sweeping assurances Confront the abuser |
| RECORDING GUIDELINES | Brief and immediate Identify fact and opinion Record date, time, situation Who else was present Who said what/Observations Use child’s own words Be clear and specific Action Taken (even if no action) |
| Data Protection | Record adequate and relevant information Be accurate Keep to a first-hand account |
All incidents, suspicions or disclosures of abuse must be recorded and reported. Reporting should be to the following individuals depending on the setting:
a) School settings
Report to the school’s Designated Safeguarding Lead, followed by Bow Arts DSO – Helen Bradbury, Head of Learning: 020 8980 7774 / hbradbury@bowarts.com
b) Community settings
Report to the community centres named Designated Safeguarding Officer, followed by Bow Arts DSO – Helen Bradbury, Head of Learning: 020 8980 7774 / hbradbury@bowarts.com
c) Bow Arts managed events or projects on Bow Arts managed property or Bow Arts premises or other partner venue, the first point of contact will be the Bow Arts Designated Safeguarding Officer Helen Bradbury, Head of Learning: 020 8980 7774 / hbradbury@bowarts.com
In ALL cases, any suspicions or disclosures must ALSO be reported to:
Helen Bradbury – Head of Learning: 020 8980 7774 / hbradbury@bowarts.com using the form in appendix A or online here https://forms.office.com/e/29rFK2arrn.
All information will be kept confidential.
Course of action:
- Record incident
- Report incident to Designated Safeguarding Officer (School or Community setting) AND Bow
Arts Designated Safeguarding Officer (Helen Bradbury, Head of Learning)
- DSO/DSL will contact the LADO for the relevant borough or the MASH
Tel: 020 7364 5006 option 3 Extensions: 5606/5601/5358/7796 Email: Mash@towerhamlets.gov.uk or that of the relevant Local Authority to child’s home address
- No further action required OR advised to refer to the relevant body (Social Services, Police,
Health Professional)
Staff, freelance contractors, volunteers and interns should not attempt to investigate a safeguarding matter as it may compromise any possible legal proceedings. There is a need only to establish sufficient details and information for a decision to be made about making a referral.
8) Whistleblowing – Reporting Staff (see Bow Arts Whistleblowing Policy)
- If you are concerned that a professional might be involved in abuse it is important that you take action and report your concern.
- In such circumstances concerns should be reported to: Helen Bradbury – Head of Learning: 0208 980 7774/ hbradbury@bowarts.com (the reporting form in section 7 can be used)
- The DSO will consider if the allegation meet the criteria for a safeguarding allegation. If is does the following actions will be taken:
- DSO will contact the Local Authority Designated Officer (LADO) Melanie Benzie 020 7364 0677 / 07903 238827 LADO@towerhamlets.gov.uk or that of relevant Local Authority to child’s home address
- If they are unavailable, the DSO will contact the Safeguarding Advice Line (MASH) on Tel: 020 7364 3444 / 5601 / 5606
- The trustee safeguarding lead will be informed
- The concern will also be reported to the Charity Commission as per serious incident reporting procedures https://www.gov.uk/guidance/how-to-report-a-serious-incident-in-your-charity
- The LADO or MASH will decide if further action is required OR advised to refer to the relevant body (Social Services, Police, Health Professional etc)
- If your concern is about the Bow Arts DSO, direct your concern to the CEO, Marcel Baettig, mbaettig@bowarts.com
- Employees or volunteers can raise concerns about a charity’s Safeguarding procedures directly https://www.gov.uk/guidance/report-serious-wrongdoing-at-a-charity-as-a-worker-or-volunteer
9) Keeping Records
- Records will be kept of times/dates that adults work.
- An accident book will be kept to record any injuries that occur on any on-site visits to Bow Arts managed property. Accidents on-site at any Bow Arts learning projects should be reported using the reporting form in section 7.
- Records relating to safeguarding should be kept for 7 years after Bow Arts last contact with the child and their family.
- Up to date information will be kept on all adults working with vulnerable adults and/or children through Bow Arts. This will include the current address, references, DBS information and disclosures of individuals. Personal data will be kept in line with our Privacy Policy.
- Records regarding concerns about adults harmful behaviour towards children will be kept for up to 10 years and passed on to relevant safeguarding bodies.
10) Image Permission Policy
Bow Arts Policy for using Photographs and Moving Images
Bow Arts may take photographs or capture moving images of children and young people participating in our projects for evaluation, exhibitions, monitoring and promotional purposes.
For projects which are commissioned by a school/educational setting, the setting must give permission for images to be taken by Bow Arts, according to the permissions obtained from parents/carers. By returning the Client Contract, the setting gives permission.
For projects commissioned by Bow Arts, parents/carers must give permission for images to be taken. Images may be captured by Bow Arts employees, our freelance contractors or external press/partners. Images should only be captured in the presence of the supervising adult (usually the class teacher, member of support staff, youth worker or Bow Arts staff) who should inform the artist/contractor of any individuals without image permission.
Images with recognisable faces must be shared with Bow Arts to store as soon as possible and deleted from contractors’ personal devices. Images containing recognisable faces will typically be kept for a maximum of six years before being destroyed. Any exceptions to this will be agreed in writing with the setting/parents or carers.
Images may be used: in printed publications; online; on social media platforms; educational exhibitions and training/events and email. For accredited projects (such as Arts Award), they may be submitted to the awarding body.
Images can be used by Bow Arts, our funding or press partners. Images that DO NOT contain recognisable faces can also be used by our freelance contractors. Where images are used externally, Bow Arts should be credited. Children’s names will not accompany the images. The school/setting name may be credited.
ONE OF THE PERMISSION CONFIRMATIONS BELOW WILL ACCOMPANY THIS POLICY – SELECT AS APPROPRIATE
Permission – Schools/Educational Settings
By agreeing to this Image Permission Policy: School/settings confirm that have obtained the permission of the adult / parent / carer / person with custody of any children or young person who appears in the image. School/settings confirm that they are aware that they have no rights of ownership, copyright or other interest in the images produced. School/settings understand and agree to Bow Arts, our funding partners and freelance artists using any images produced for the purposes agreed, as indicated above.
Where a school/setting has any special requirements that differ to this policy it is the responsibility of the organisation to inform Bow Arts in a timely fashion so that we can endeavour to support any such requirements.
Permission – Parents/Carers
I understand and agree to Bow Arts using any photographs/film produced for the purposes agreed, as indicated in the policy above. I understand that I have no rights of ownership, copyright or other interest in the photograph/film produced from this project.
Please tick the relevant box:
☐ I give permission for my child to have photographs taken and moving images captured during this project for the purposes listed above.
☐ I give permission for my child to have photographs taken and moving images captured for the following purposes only (please highlight or delete as needed): Press / Online / Social Media / Exhibitions / Email / Submission for Accreditation or Certification
☐ I do not give permission for my child to have photographs taken and moving images captured during this project for the purposes listed above.
Parent/Carer Signature: Child’s Name:
School:
Year Group: Project:
Appendix A
SAFEGUARDING INCIDENT REPORT FORM
Use online form here https://forms.office.com/e/29rFK2arrn
Use this form to report any incidents, concerns or disclosures relating to the well-being or safety of a child, concerns about the conduct of an adult towards a child or children, or where there are any breaches of safeguarding procedure as outlined in our policy. This can be done online or copy and paste the below in to an email.
IF YOU HAVE A CONCERN ABOUT THE IMMEDIATE SAFETY OF A CHILD YOU MUST REPORT THIS IMMEDIATELY BY CALLING 999.
Name of person making the report:
Contact details for person making the report:
Name of school / setting:
Project:
Date of incident:
Time of incident:
Description of incident or concern. Include facts – locations, names of those involved, witnesses, use the child’s own words:
Names and contacts of witnesses:
Have you taken any action? Please include names and roles of any staff members you have reported this to. (For incidents occurring in a school setting, the designated safeguarding lead should be informed immediately, in addition to reporting via this form.):
Date:
Name of Manager responsible for investigation (Designated Safeguarding Officer):
Date:
Action taken:
A copy of this report MUST be given to the Designated Safeguarding Lead (school or community setting)
AND
Helen Bradbury, Head of Learning, Bow Arts, 183 Bow Road, London, E3 2SJ /hbradbury@bowarts.com
If completing the online form, this will go to Helen Bradbury automatically.