Safeguarding policy & procedure

Key Contacts

Designated Safeguarding Lead (DSL): XXX
Deputy Designated Safeguarding Lead (DDSL): XXX

Introduction

In all the work we do, we aim to foster a culture of safety and care based on a foundation of trust. Our approach is one that focuses on the agency and creativity of individuals rather than homogenous groups, by asking ourselves ‘how can we work with, not for or to?’. We let people define their own safety and build on their ways of creating this safety, because this is how we can honour everyone’s agency. While we work to lift everyone’s capacity to influence change, our guiding principles are:

★ Nourishing Spaces: We seek playful, brave and meaningful ways of being together that nurture a sense of belonging.
★ Sensory Beings: We recognise our place in nature and our responsibility for its care.
★ True Collaboration: We’re curious about contributions in all forms, providing equitable support and developing agency.

This policy will explain how Spectra aims to create environments which prevent safeguarding issues from arising, and how we respond to incidents if they occur. This policy applies to everyone we work with or who works on our behalf, including: children, adults at risk of harm, staff members, board members, and others. We acknowledge our duty to act appropriately to any allegations, reports or suspicions of abuse.

This policy has been drawn up in order to enable Spectra to:

• promote good practice and work in a way that can prevent harm, abuse and coercion occurring.
• ensure that any allegations of abuse or suspicions are dealt with appropriately and the person experiencing abuse is supported.
• stop that abuse occurring.

Laying the Groundwork (Prevention of Safeguarding Issues)

The work we do actively fulfils some of our safeguarding aims as we are always encouraging personal empowerment and agency both within creative contexts and beyond.

This is the Spectra Pyramid of Safety, which outlines in simple terms how we operate to create safe, brave spaces which champion agency and autonomy. By working in this way, we foster trust which we hope encourages people to speak up when they feel uncomfortable, unsure or unsafe.

We always think carefully about the information we share about the people that work with us as a standard practice, not just in a safeguarding context. For example, we do not introduce Artists delivering our workshops as neurodivergent or learning disabled unless they want us to disclose this information.

What is abuse?

Some types of harm are clearly described in UK legislation including physical abuse, emotional abuse, sexual abuse, and neglect. We expand this definition to include cultural and structural harm which can show up in institutions we may work with (e.g. schools, funding bodies) and in the procedures and organisations we may be required to follow and report to (e.g. PREVENT, social services, police). In preventing harm, we acknowledge that we must always balance the potential harm involved in writing down and reporting incidents with the harm caused by the incident itself, and will always take the victim’s lead when possible.

• We will gain permission from people before sharing information about them with another agency.
• We will pass information to the person’s nominated support organisation and, if required, refer information directly to the appropriate local council’s Safeguarding Board.
• We will inform people that where a person is in danger, a child is at risk or a crime has been committed, then a decision may be taken to pass information to another agency without their consent.
• We will make a referral to the Adult Social Care Direct team as appropriate.
• We acknowledge our legal obligations with regards to PREVENT in schools, alongside the harm this programme can and has caused.

Working with Partner Organisations

There may also be situations in which the partner we are working with demonstrates a biassed or non contextualised response to ‘challenging behaviour’ of participants. We understand that responses such as exclusion from activity is in itself a safeguarding risk, particularly because many of the people we work with have historically been excluded from other spaces. We will always aim to include everyone in a way that is beneficial to the person exhibiting ‘challenging behaviour’ and the rest of the group.

Sometimes, as a visiting organisation, we can not override the decision of a partner organisation in how they deal with such situations. One of the ways we can avoid this is by sharing our Safeguarding Policy and Procedure with partners and asking that they read it and share their own policies with us before signing a letter of agreement for the activity.

This way we hope to both advocate for a more care-led approach and foster a collaborative relationship so that we can work together to address challenging situations.

This policy can be read in conjunction with the following policies for a broader understanding of Spectra’s company culture, working practices and priorities:

• Equal Opportunities
• Health and Safety
• Bullying, Harassment and Discrimination
• Privacy

Procedures (Responding to Safeguarding Issues)

Emergency

We urge you to carefully consider the implications and potential harm that may be caused by involving emergency services, but when someone is in immediate danger an ambulance or police call may be the best course of action. Every situation will be different and complex, but some guidance on when to call the police can be found here, from Mandy Perry Safeguarding Training, and here, in the National Police Chiefs Council non-statutory guidance for schools. Please familiarise yourself with these resources ahead of time so you feel more prepared if an emergency situation arises.

If you witness abuse or abuse has just taken place, the priorities will be:

• To keep yourself, staff, volunteers and participants physically safe
• To call an ambulance if required
• To call the police if required
• To preserve evidence
• To inform the person concerned of what will happen and why, including who will be informed of the incident
• To inform the DSL or DDSL
• To record what happened in writing, or in a voice note if easier, as soon as possible

Non-Emergency

If the danger is not immediate, this is a non-emergency situation.

If an allegation is disclosed to you or you witness an incident, the priorities will be:

• To keep everyone involved safe, which may involve moving to another location.
• To reassure the person concerned and listen to what they are saying.
• Write down what you have been told/witnessed as soon as possible, as objectively as possible.
• To remain calm and do not show shock or disbelief.
• To tell the person that the information will be treated seriously.
• To inform the person of what will happen and why, including who will be informed of the incident.
• Do not start to investigate or ask detailed or probing questions – only ask questions
• to clarify if something is unclear.
• Do not promise to keep it a secret as you may not be able to legally stand by this.

All incidents or alleged incidents will be discussed with the DSL/DDSL. If you feel unable to raise it with the DSL/DDSL, you can directly contact the Sandwell Children’s Safeguarding Partnership or the Sandwell Safeguarding Adults Board, though this will lead to an institutional response to the situation which may cause more harm than good. The full scope of the best interests of the person concerned should always be taken into account before decisions are made.

In order to implement this Policy, Spectra will work:

• to promote the freedom, agency, dignity and privacy of the person who has experienced or is experiencing abuse
• to promote the rights of all people to live free from abuse and coercion
• to manage activities in a way which promotes safety and prevents abuse
• to recruit staff and volunteers safely, ensuring all necessary checks are made
• to provide effective management for staff and volunteers through supervision, support and training

Community Map

These are some of the resources and skills available locally, which may be useful in supporting you to look after yourself and others.

Managing Allegations Made Against a Member of Staff or Volunteer

Spectra will ensure that any allegations made against members of staff or volunteers will be dealt with swiftly, thoroughly and with care.

The same process as detailed above (section 4) will be followed. As staff and volunteers are tasked with upholding this policy, any allegation against them will be treated robustly as the serious situation it is.

The safety of the individual(s) concerned is paramount. A risk assessment must be undertaken immediately to assess the level of risk posed by the alleged perpetrator. This will include whether it is safe for them to continue in their role or any other role within the organisation whilst the investigation is undertaken.

The DSL (and DDSL, if necessary) will assess the best course of action and ensure that Spectra’s disciplinary procedures are coordinated with any other enquiries taking place as part of the ongoing management of the allegation. This course of action will be reported to the DDSL or Board as necessary and appropriate.

Recording and Managing Confidential Information

Spectra is committed to maintaining confidentiality wherever possible and information around Safeguarding issues should be shared only with those who need to know.

All allegations/concerns should be recorded on a Safeguarding Incident Form kept on Spectra’s Google Drive. The information should be factual and not based on opinions. Record what the person tells you, what you have seen, and any witnesses if appropriate. The information that is recorded will be kept secure and will comply with data protection laws. Access to this information will be restricted to the DSL and DDSL.

Designated Safeguarding Lead Roles and Responsibilities

• to ensure that all staff including volunteers and board members are aware of what they should do and who they should go to if they have concerns that someone may be experiencing, or has experienced, abuse or neglect.
• to ensure that concerns are acted on, clearly recorded on a Safeguarding Incident Form and a referral made if necessary.
• to follow up any referrals and ensure the issues have been addressed.
• to reinforce the utmost need for confidentiality and to ensure that staff and volunteers are adhering to good practice with regard to confidentiality and security. This is because it is around the time that a person starts to challenge abuse that the risks of increasing intensity of abuse are greatest.
• to ensure that staff and volunteers working directly with people who have experienced abuse, or who are experiencing abuse, are well supported and receive appropriate supervision.
• if appropriate, staff or volunteers will be given support and afforded protection if necessary under the Public Interest Disclosure Act 1998. They will be dealt with in a fair and equitable manner and they will be kept informed of any action that has been taken and its outcome.

Disseminating and Reviewing

This Safeguarding Policy and Procedures will be clearly communicated to staff, board members, volunteers, artists, participants, parents and carers. The DSL will be responsible for ensuring that this is done.

The Safeguarding Policy and Procedures will be reviewed annually by the Board. The DSL and DDSL will be involved in this process and can recommend any changes. They will also ensure that any changes are clearly communicated to staff, board members and volunteers.

Review of Policy

Last reviewed: February 2024
Reviewed by: staff team
Approved by Board of Directors: June 2024

Elements of this policy and procedure have been inspired by the Radical Safeguarding Workbook created by Maslaha and Transforming Together.