Safeguarding policy

Safeguarding Children, Young People and Adults at Risk Policy

Context

Armed Forces Education Trust is a Chartered Incorporated Organisation, Charity number 1167682.
The Trust’s registered office is 7/8 Innovation Place, Douglas Drive, Godalming, Surrey GU7 1JX.
The Trust is based in England but can award grants to beneficiaries anywhere in the United Kingdom or the world.
The Trust supports children and young people whose education has been disadvantaged or put at risk as a result of their parent’s service in the UK armed forces. These grants can be to individuals or schools or organisations supporting a number of Service children.
The Trust is regulated by the Charity Commission.
The Trust works predominantly with schools and parents and has no direct contact with children.
The Trust’s charitable object is:

For the public benefit the advancement of education (including social and physical training) of people under the age of 25 years who are or were dependents of serving or former members of the Armed Forces of the Crown in such ways as the charity trustees think fit, including by:

Awarding such persons scholarships, maintenance allowances or grants tenable at any school or university, college or institution of higher education.
Providing their education (including the study of music, other arts or sports), to undertake travel in furtherance of that education or to prepare for entry into any occupation, trade or profession on leaving the educational establishment.
Providing to educational and training establishments funding to enable additional resources (not otherwise available) to be made available to support the education of such persons.
The Trust employs one staff member, the Chief Executive Officer.

The Trust has a board of 9 trustees though this number can vary.
Numbers of beneficiaries vary according to need but the Trust helps hundreds of Service children per year through its grants to schools and other organisations and 40-50 individuals per year.

Statements and Aims

Policy Statement

We recognise that the welfare of all children, young people and adults at risk, is paramount and that all have equal rights of protection. We have a duty of care and no harm should come through their contact with our organisation and, as part of that commitment, we do everything we can to ensure everyone feels safe and protected from any form of harm, abuse and neglect regardless of their role.

Equal Opportunities Statement

We recognise that anyone can become subject to discrimination, harassment or victimisation because of:

age
disability
gender reassignment
marriage and civil partnership
pregnancy and maternity
race
religion or belief
sex
sexual orientation

Comments and actions that contribute to discrimination, harassment or victimisation are not acceptable and will be challenged. Such incidents will be recorded and shared with parents and carers, and the relevant agencies when necessary and appropriate.

We will:

treat everyone with respect and celebrate their achievements
carefully recruit and select all staff whether paid or unpaid
respond to concerns and allegations appropriately.

When there are concerns about the welfare of any child, young person or adult at risk, all responsible adults in our organisation are expected to share those concerns, without delay, with the Lead for Safeguarding (or the Deputy, if the Lead is unavailable).

Our policy is approved by the Board of Trustees and will be reviewed and updated annually. We will publish and promote this policy to all staff and volunteers through induction, training and supervision. We endeavour to disseminate, as appropriate, this policy to all who come into contact with the Armed Forces Education Trust e.g. Parents, carers, families, adults at risk and young people.

Policy Aim

We aim at all times to attain best safeguarding practice throughout all our activities with young people, adults at risk, their parents, carers and/or families. We endeavour to provide a safe and friendly environment. We will achieve this by adhering strictly to this policy, guidance and risk assessments. Our organisation holds current Public Liability Insurance which covers all our activities.

Safeguarding Personnel

Lead for Safeguarding

Our Lead for Safeguarding is:

Name: Charmian Hickman

Job role: CEO

Contact details: admin@armedforceseducation.org

Our Deputy Lead for Safeguarding is:

Name: Simon Porter

Job role: Chair of Trustees

Contact details: chair@armedforceseducation.org

Their role is to oversee and ensure that our safeguarding policy, which includes Online Safety, is fully implemented.

Their responsibilities are:

monitoring and recording concerns
making referrals to social care, or police, as relevant, without delay
liaison with other agencies
arranging training for all staff and volunteers.

Line of accountability for safeguarding

The responsibility for safeguarding at board level is shared between members. Safeguarding is on the organisation’s risk register.

A Trustee is appointed to take strategic responsibility for the organisation’s safeguarding arrangements. This person should be unconnected to the Lead for Safeguarding and Deputy for Safeguarding and should have up to date and relevant training with the ability to develop knowledge, skills and expertise in safeguarding.

Trustee Lead for Safeguarding

Our Trustee Lead for Safeguarding is:

Name: Lucy Robinson

Job role: Trustee

Contact details: trustee6@armedforceseducation.org

Why do we need a Safeguarding Policy?

All organisations that work or come into contact with children, young people and/or adults at risk need to have safeguarding policies and procedures in place.

Government guidance is clear that all organisations working with children, young people, adults at risk, parents, carers and/or families have responsibilities for safeguarding. It is important to remember that children, young people and adults at risk can also abuse and that such incidents fall into the remit of this policy.

To undertake these responsibilities, we:

have Trustees committed to safeguarding
are clear about peoples’ responsibilities and accountability
have a culture of listening to adults at risk
undertake safer recruitment practices for all staff and volunteers
have procedures for safeguarding children and young people and adults at risk
have procedures for dealing with allegations against, and concerns about, any staff
make sure staff, paid and unpaid, have mandatory induction and further safeguarding training, supervision, reviews and support
have agreements about working with other organisations and agencies.

Definitions

Definition of a child/young person

There is no single law that defines the age of a child across the UK. The UN Convention on the Rights of the Child, ratified by the UK government in 1991, states that a child “means every human being below the age of eighteen years unless, under the law applicable to the child, majority is attained earlier” (Article1, Convention on the Rights of the Child, 1989).

A child is anyone who has not yet reached their 18th birthday (16th in Scotland). In Scotland, whilst child protection procedures may be considered for a person up to the age of 18, the legal boundaries of childhood and adulthood are variously defined.

Definition of an adult at risk

There is no single law that defines an adult at risk across the UK. An adult at risk is a person over the age of 18 years (16 in Scotland) and is:

having needs for care and support, and
experiencing, or is at risk of, abuse and neglect and
as a result of those care needs, is unable to protect themselves from either the risk of, or the experience of abuse or neglect.

Related Policies

Data Protection

We will treat any personal information by which an individual can be identified, for example, name, address, and email, in accordance with the provisions of Data Protection Act 2018 (DPA 2018), and the UK General Data Protection Regulation (UK GDPR) and will not share information with any third party, except where required by law.

Confidentiality

This policy is in line with government guidance about confidentiality and these details will be made available to all staff, volunteers, children, adults at risk, parents and carers.

We fully endorse the principal of the welfare of children, young people and adults at risk, overriding any obligations of confidence we may hold to others. No one working, or involved, with our organisation can promise absolute confidentiality. Individual cases will only be shared or discussed on a “need to know” basis.

Whistleblowing

Whistleblowing is when someone raises a concern externally about a person or practice within the organisation, which will affect others in an illegal and or harmful way.

Our organisation promotes the sharing of any concerns regarding the safeguarding of children, young people and adults at risk as soon as possible with the Lead or Deputy for Safeguarding.

If individuals reporting their concerns within our organisation do not feel they have been acted upon then we support their right to report these concerns to the Local Authority Designated Office (LADO) (England and Wales only), social care services, the police, and/or the Charity Commission. They can also contact the NSPCC dedicated helplines and the charity Protect for advice and support.

All media enquiries will be handled by Trust CEO, Charmian Hickman.

Information Sharing

Timely and accurate written records play an essential role in safeguarding individuals, who may have suffered, are suffering or at significant risk of suffering harm. It is important that records are shared at the appropriate time when necessary. Within our organisation the decision to share written information, and with whom, will be undertaken by the Lead for Safeguarding.

Safer Recruitment

Our organisation is committed to safer recruitment in line with the relevant legislation and guidance from the Government and the Charity Commission for recruiting all staff, paid or unpaid. We do this by:

advertising vacancies with a clear commitment required to safeguarding
assigning all posts detailed job descriptions
obtaining full personal details with particular relevance to previous work with children, young people and adults at risk
when a candidate is selected for interview the relevant criminal declaration form will be sent for completion as set out by the Rehabilitation of Offenders Act 1974
always taking up two written references, one from the most recent employer
undertaking all interviews based on the job description
ensuring at least one person on each interview panel will have undertaken Safer Recruitment training, in line with the Charity Commission safe recruitment guidelines
having sound procedures and recording for interviewing to ensure we are satisfied, and can evidence that the applicant is appropriate and suitable.

Any appointment will only be confirmed subject to a satisfactory ID and criminal records check at the appropriate level.

Induction and Training

We have a clear induction and training strategy with clear job descriptions and responsibilities and all relevant procedures. All new staff and volunteers will receive induction training as soon as possible and sign to record they have:

received and understood this policy
been given any relevant resources
understood the commitment to safeguarding training

When needed, staff will receive further safeguarding training, at the appropriate level, as soon as possible.

Updated safeguarding training is normally required every 2 years (online) or three years (face to face).

Working Practices

Consent

When consent is required for any care, activity or intervention we will, unless it is an emergency, obtain consent from the individual if of sufficient age and understanding.

Consent will also be requested from a parent/carer for a child or young person.

Codes of Conduct

We aim to provide a safe environment free from discrimination, upholding and promoting equality, diversity and inclusion. We undertake to:

treat all people with respect and dignity
ensure that their welfare and safety is paramount at all times
maintain professional boundaries both face to face and online
always use the organisation’s official email system, social media etc. when contacting the at risk groups we work with
always listen to individuals and take account of their wishes and feeling
always act in a professional way and not accept bullying, swearing or other disruptive behaviour
liaise openly with parents and carers
listen to, and act upon, any disclosures, allegations, or concerns of abuse
participate in approved safeguarding training at appropriate levels
follow our safeguarding policy at all times.

Recognising Abuse in Children Young People and Adults at Risk

The following list is for guidance only. It is important to be observant, listen to what is being said and record. E.g. Is what you are observing and being told about an injury consistent with the injury?

Abuse related to faith or belief
Alcohol and substance misuse
Bullying, harassment and sexual harassment
Breast ironing
Carrying offensive weapons
Child criminal and sexual exploitation including County Lines
Child on child abuse, including sexual violence and upskirting
Concealed pregnancy
Criminal exploitation
Discriminatory
Domestic abuse, including “honour” based abuse
Emotional
Exploitive use of technology
Female Genital Mutilation (FGM)
Financial or material abuse
Forced marriage
Gangs
Gambling
Hate and “mate” crime
Hazing and initiation rites
Hoarding
Modern slavery
Neglect and acts of omission
Online safety
Organisational or institutional
Psychological
Physical
Radicalisation
Self-neglect
Sexual
Sextortion
Trafficking

Handling Disclosures

When a disclosure is made by a child, young person or adult at risk it is important to remember to:

take what you are being told seriously
stay calm and reassure
do not investigate
do not delay

and always

seek advice from the Lead or Deputy for Safeguarding
make a careful recording of anything you are told or observe, date and sign.

A disclosure may come from someone telling you:

they have or are being abused
they have concerns about someone else
they are themselves abusing or likely to abuse someone else

Responding to Concerns

Safeguarding Referral Flowchart

We ensure and emphasise that everyone in our organisation understands and knows how to share any concerns immediately with the Lead or Deputy for Safeguarding. Everyone, including the Lead, Deputy and Trustee for Safeguarding, will deal with concerns using the following:

If you are worried a child, young person or adult at risk has been abused because:

· you have seen something

· someone says they have been abused

· somebody else has told you they are concerned

· there has been an allegation against a colleague

· there has been an anonymous allegation

· an adult has disclosed that they were abused as a child

· a child, young person or adult say they are abusing someone else.

Step One:

Consult, Monitor

and Record

Sign/Date/Time

Include name and job role

Step Two:

Check this safeguarding policy for guidance. Talk to the Lead or Deputy for Safeguarding without delay. If they are implicated, then talk to your Trustee for Safeguarding

The Lead, Deputy or Trustee for Safeguarding should refer the concern to the relevant adults’ or children’s social care service and/or the police and follow up the referral in writing within 24 hours.

For England and Wales, in cases of allegations against a “person of trust” with a “duty of care” towards a child, the Local Authority Designated Officer (LADO) will co-ordinate the next procedural steps.

Under “whistleblowing”, anyone can refer directly to the police, social care services, the LADO for personnel child abuse allegations (England & Wales only), the Charity Commission or the NSPCC (child concerns only). They can also contact the charity Protect for support when they are concerned that the organisation is not managing safeguarding concerns appropriately.

Step Three:

Any consultations should not delay a referral.
In an emergency do not delay: dial 999

When the concern is about the welfare of a child or adult at risk from schools, colleges, health providers, GP practices, prisons or social care settings, you should refer to that organisation’s Lead for Safeguarding in the first instance. Inform the Lead or Deputy of your organisation that you have referred a concern.

Record Keeping

At all times when required, and especially where there is a safeguarding concern, we are committed to keeping records which are:

recorded on a safeguarding incident form
of sufficient detail about the child, young person or adult at risk to identify the individual who is the subject of concern and any significant others
accurate and factual/based on fact, as a true record of:
- what has been monitored/observed
- what has been said and by whom
- what has given cause for concern
- what action has and/or will be taken including the reason for those actions
- the reason stated for no action being taken and by whom
non judgmental
timely – within 24 hours
signed, timed and dated by the writer and co-signed by the Lead or Deputy for Safeguarding
shared as appropriate by the Lead or Deputy for Safeguarding
stored safely and securely by the Lead or Deputy for Safeguarding.

Handling Allegations / Dealing with Complaints / Disciplinary & Grievance Procedures

Our policies and procedures – including our disciplinary, complainants and grievance procedures – are in line with the statutory guidance and the Charity Commission guidelines. These will be made available to anyone on request.

Where a complaint or allegation has been made with regards to any inappropriate behaviour or poor practice, the Lead for Safeguarding will, in all cases, discuss the situation with social care services and/or the police before making an open decision about the best way forward.

In the case where the Lead is implicated, the Lead Trustee for Safeguarding should be informed. In the exceptional circumstances that both are involved, the person concerned will inform the Deputy Lead for Safeguarding. If there is a belief that the concern has not been taken seriously or acted upon then any one can “whistleblow”.

With regards to disciplinary and grievance procedures, we will take no steps until we have fully discussed and agreed a strategy with social care services and/or the police. Any investigation will override the need to implement any such procedures. Our management are responsible for making referrals to the Charity Commission.

Bullying, Harassment and Sexual Harassment

Bullying, harassment and sexual harassment can take many forms and include:

physical violence including threats, verbal assaults and taunts, the destruction of property, extortion, unwanted sexual interest or contact
indirect forms of bullying including ignoring a person and the withdrawal of friendship, malicious gossip and spreading rumours, abusive or oppressive graffiti, the use of social media, electronic messages and websites
motivation of prejudice against certain groups for example on the grounds of race, religion, gender and disability.

Bullying, harassment and sexual harassment, physical, sexual and/or emotional abuse will not be tolerated. All such behaviour will be treated as a safeguarding concern when aimed at children, young people and or adults at risk. If children, young people and/or adults at risk are engaging in bullying, harassment or sexual harassment it is also a safeguarding concern and should be reported to the Lead or Deputy for Safeguarding.

We will:

provide a culture of equality and respect for all with zero tolerance to any form of bullying, harassment and sexual harassment
report all incidents of bullying, harassment and sexual harassment observed or disclosed, to the Lead or Deputy for Safeguarding who will take the appropriate action
take immediate steps to stop the behaviour and mitigate the effects of bullying, harassment and sexual harassment
record all incidents with observations and witness statements, and action taken, signed, timed and dated.

Online Safety

Why do we need to include Online Safety?

Modern digital technology has made access to information and communication increasingly easy for everyone. Government guidance is clear, that all organisations working with children, young people, adults at risk, families, parents and carers have responsibilities. It is also important to remember, children, young people and adults at risk can also abuse and such incidents fall into the remit of this policy.

Online Safety Code of Conduct:

We expect everyone in our organisation to agree and sign up to our Online Safety Code of Conduct to:

use the internet and other forms of communication in a sensible and polite way
only access websites, send messages or access and use other resources that will not hurt or upset anybody
seek permission if they want to use personal information or take photographs of other people
report any concerns to the Lead for Safeguarding
not maintain confidentiality if there is a concern about the welfare of a child, young person or adult at risk.

What are the Risks?

There are many potential risks including:

accessing inappropriate or illegal websites
receiving unwanted or upsetting texts, e-mail messages or images
being “groomed” by another with a view to meeting the child, young person or adult at risk for their own illegal purposes including sex, drugs or crime
sharing nudes or semi nudes
viewing or sending unacceptable material such as inciting hatred or violence
sending bullying messages or posting malicious details about others
ignoring copyright law by downloading e.g. music, videos, homework cheat materials etc.
overspending on shopping and gambling sites
being at risk of identity fraud for money transactions
inappropriate relationships or prostitution.

What else might be of concern?

A child, young person or adult at risk who:

is becoming secretive about where they are going to or who they are meeting
will not let you see what they are accessing online
is using a webcam in a closed area, away from other people
is accessing the web or using a mobile for long periods and at all hours
clears the computer history every time they use it
receives unexpected money or gifts from people you don’t know
does not appear to have the money they should have.

A person who:

befriends a child, young person or adult at risk on the internet or by text messaging
has links to children, young people and/or adults at risk on their social media pages especially if they work in a position of care such as a sports coach or care worker
is secretive about what they are doing and who they are meeting.

What do I do if I am concerned?

If you have any concerns, speak to the Lead or Deputy for Safeguarding.

Remember:

do not delay
do not investigate
seek advice from the Lead or Deputy for Safeguarding.

Safeguarding Practical Guidance

Photography & Filming Guidance

Both still and moving images are key to our website, social media and other promotions. However, it is vital to remember that images (especially digital images) can be used, shared, stored and/or distributed inappropriately, and that their storage and use must comply with the UK GDPR.

It is therefore important to be clear about:

explaining to parents and carers why caution is necessary
the purpose of images e.g. parent’s and carer’s own record, media and publicity etc.
the consent required when using a professional photographer
informing parents and seeking their consent for any publication or media use
publishing only necessary identifying details alongside individual’s photos in newspapers, websites etc.
taking photographs openly and away from sensitive areas (changing rooms, toilets, etc.)
the suitability of clothing e.g. swimsuits
any group photos being taken only during the activity or on the premises
all those taking photos signing a registration form, which also identifies the purpose and use of any images
ensuring secure storage of all images
identifying how long unused images will be retained
identifying how long copies of published images will be retained.

The above guidance applies to all still and moving images, however they are created (mobile phone, still camera, video camera etc.). The type of equipment and the equipment’s owner should also be recorded on the registration form.

Nominated Safeguarding Lead

Trustees are committed to the welfare of all children and young people. They will endeavour to ensure that beneficiaries of the Trust, primarily children and young people, are kept safe from harm.

The Trustees believe that:

Children and young people should never experience abuse of any kind
We have a responsibility to promote the welfare of all children and young people and to keep them safe.

The Trustees recognise that:

the welfare of children is paramount in all the work we do and in all the decisions we take. All children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse
some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues
working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare

Legal framework

This policy has been drawn up based on legislation, policy and guidance that seeks to protect children in the United Kingdom. A summary of the key legislation is available from https://learning.nspcc.org.uk/child-protection-system. The Trust will seek to keep the young people we support safe making sure that children, young people and their families know where to go for help if they have a concern.

Supporting documents

This policy should be read alongside other supporting information as follows:

Role description for the designated Safeguarding Lead
Dealing with disclosures and concerns about a child or young person
Whistleblowing policy – Managing allegations against staff and volunteers
Recording concerns and information sharing
Young person records’ retention and storage
Code of conduct for staff and volunteers

Photography and sharing images guidance
Safer recruitment
Managing complaints
Health and safety
Induction, training, supervision and support

Disclosure and Barring Service

On appointment Trustees and volunteers will undergo a basic check from the Disclosure and Barring Service (DBS).
The Chair, Treasurer and Chief Executive Officer (CEO) will undergo an enhanced check from DBS at the start of their appointment.
Trustees will have a new DBS whenever their term is renewed. This in normally every 3 years.
Records of this will be maintained by the CEO.

Actions to ensure safeguarding

The CEO will provide all new Trustees with a copy of the Charity Commission for England and Wales Policy on Safeguarding and Young people. Trustees will sign to confirm that they have read and understood these documents and the CEO will maintain a record.
The Trust will have a named Safeguarding Lead, but the Trust recognises that safeguarding is the responsibility of the whole board of Trustees, not just the named lead. The Trust will nominate a lead Trustee for safeguarding who will support the Safeguarding Lead.
No Trustee will put himself/ herself in the position of being alone with a child or young person who is a beneficiary of the Trust.
Information will be shared on a need-to-know basis and where possible and always with the child (if over 12) and parents’ consent. If this is not the case, the Chair and Safeguarding Lead must be consulted.
The Trust will ensure the secure recording, storing and using of information takes place in line with data protection legislation and guidance.
The Trust has procedures in place to manage any allegations against staff and volunteers appropriately.
The Trust will ensure that they have effective complaints and whistleblowing measures in place.
All parents or guardians of beneficiaries of the Trust will receive information stating the Trust’s commitment to safeguarding and that information will be shared on a need-to-know basis.
Safeguarding will be a standard agenda item at each Trustee meeting.
This Safeguarding policy will be reviewed, approved and endorsed by the board of Trustees annually or when legislation changes.

June 2025