Safeguarding policy

Aims

1. 1. Green Templeton College is committed to providing a safe environment for all and to safeguarding all adults at risk and children who enter its premises, or who interact with College Members through its teaching, research, outreach, access or other activities.
   2. This policy should be read in conjunction with the university’s Safeguarding Code of Practice.
2. Scope and definitions
   1. For the purposes of this policy, ‘child’ or ‘children’ refers to a person or persons under the age of 18 (as defined in the Children Act 2004).
   2. For the purposes of this policy, “adult at risk” is defined by the Department of Health as “those who are, or may be, in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation”. The term “adult at risk” has been used in place of vulnerable adult”. This is because the term “vulnerable adult” may wrongly imply that some of the fault for the abuse lies with the adult abused. The term “adult at risk” is used as an exact replacement for “vulnerable adult,” as used throughout existing government guidance to local authorities.
   3. For the purposes of this policy, a College Member is anyone at Green Templeton College working or interacting with adults at risk or children whether as a fellow, employee, student or volunteer.
   4. This policy applies to all activities involving adults at risk, children and to all College Members.
   5. The College recognises it has a common law duty to take reasonable and necessary steps to ensure that adults at risk and children are safe, and that reasonably foreseeable harm does not occur as a result of careless acts, deliberate acts or omissions of the institution. These measures are in addition to those required under general Health and Safety requirements.
   6. The College recognises that it has a legal duty to safeguard the welfare of children who come onto its premises or come into contact with its Members under the Children Acts 1989 and 2004, and the Health and Safety at Work etc Act 1974.
   7. The College has certain powers, under the Rehabilitation of Offenders Act 1974, to carry out Enhanced Disclosure and Barring Service (DBS) checks on its Members in order to assess any risk to children. The College reserves the right to carry out Enhanced DBS checks on any College Member whose role fulfils the eligibility criteria for such a check.
   8. This policy is reviewed at least every 3 years
3. Safeguarding roles and responsibilities
   1. The College’s Safeguarding Leads are the Senior Tutor (who is responsible for all academic activity) and the Domestic Bursar (for all activity related to events and the college’s estate). Contact details for the Safeguarding Leads and Officers can be found in Section 16 of this policy.
   2. The Safeguarding Leads and Safeguarding Officers are required to undertake Enhanced DBS checks and to complete training with the Oxfordshire Safeguarding Children Board. Their training is updated at least every 3 years
   3. The Safeguarding Leads and Officers are responsible for:
      1. Implementing and promoting this policy;
      2. Ensuring that the policy is monitored and reviewed in accordance with changes in legislation and guidance on the safeguarding of children;
      3. Acting as the main contacts within the College for the safeguarding of children and adults at risk;
      4. Ensuring that appropriate College Members are provided with information, advice and training on the safeguarding of children and adults at risk;
      5. Establishing and maintaining contacts with the local Children’s Social Care Services departments and Police where appropriate;
      6. Maintaining confidential records of reported child abuse cases and action taken.
   4. A Safeguarding Lead or Officer will ensure risk assessments are completed by Team Leader for any activity which involves a child, children or adults at risk entering College premises or interacting with College Members.
      

      Academic Activity

      Senior Tutor – Safeguarding Lead

      Estates Activity

      Domestic Bursar Safeguarding Lead

      Students under the age 18

      Welfare Dean – Safeguarding Officer

      Visitors/students/guests attending lunches or dinners in college

      Head of Catering – Safeguarding Officer

      Visitors/students/guests attending events in college

      Head of Events – Safeguarding Officer

      Staff working in college under the age of 18

      HR Manager – Safeguarding Officer and line manager of young person.

      Visitors/students/guests attending a lecture, talk or meeting in college

      Academic Project Manager or person responsible for the event within college.

      The Welfare Dean and Senior Tutor together assume primary responsibility for students under the age of 18; Human Resources for staff under the age of 18; the Head of Events for college events, and the Domestic Bursar for hospitality, visitors and guests under the age of 18

4. The Governing Body is responsible for regularly reviewing the College’s Safeguarding policy and procedures and for assessing the efficiency with which the related duties have been discharged.
5. New College Members are told where to find this policy as part of the induction process. All College Members are expected to comply fully with the guidance and procedures set out in this policy. The Safeguarding Lead will ensure that Members are fully briefed and/or trained (as appropriate) on the implications of this policy.

4. Planning an Activity

4.1 Any member of the College who has responsibility for organising an activity involving adults at risk or children must nominate an individual to act as the designated safeguarding lead for
the activity.

4.2 Activities should:

• be designed so that appropriate training and supervision is available to those working with adults at risk or children;
• minimise occasions on which members of the University will need to work alone in an unsupervised way with adults at risk or children; and
• be appropriately risk assessed.

4.3 Every activity which involves adults at risk or children should be risk assessed and the assessment should consider how the risks identified can be minimised and should also outline the local processes for reporting concerns, as well as taking account of Health and Safety considerations. Training requirements and records of training undertaken should be recorded in the risk assessment.

4.4. Completed risk assessments should then be made available to all staff or volunteers involved in the activity. Who should also ensure that they have read, and follow, the guidance for those carrying out activities involving adults at risk or children

4.5 Children and adults at risk who are participating in a College activity must, as part of their induction to the activity, be given clear information about how, and to whom, they can report concerns about any member of the College with whom they will be interacting. More than one point of contact should always be given and the details of the College’s Safeguarding Officers included (in addition to the contact details of the Designated Safeguarding Lead for the activity) so that complaints can be made directly to these officers, where appropriate.

4.6 Any pre-employment or pre-activity checks should be carried out in accordance with the college’s guidelines.

4.7 Children and adults at risk who are participating in a college activity, must, as part of the induction to the activity, be given clear instructions to where or whom they can report any concerns they might have about any member of the College with whom they will be interacting. More than one point of contact should always be given and the details of the Colleges Safeguarding Officers included (in addition to the contact details of the designated Safeguarding Lead of the activity, so that complaints can be made directly to these officers, if appropriate.

5. Guidance on conduct around children

5.1 Conduct to be avoided:

• Spending excessive amounts of time alone with a child or children, away from others;
• Taking a child or children to your home;
• Being alone in a vehicle with a child or children;
• Giving personal gifts to a child or children;
• Friendships conducted via social media and/or text messaging;
• Humour that could be interpreted as offensive or suggestive.

5.2 College members are advised to:

• Avoid one-to-one situations with children whenever possible;
• Operate an open door policy whenever reasonable to do so;
• Retain a professional approach to children, including avoiding physical contact with a child;
• If a child does try to hug you, quickly disengage from physical contact;
• Respect a child’s right to privacy, particularly in residential accommodation;
• Be alert to and tackle inappropriate behaviour in others, including peer-to-peer behaviours. Abusive behaviour such as bullying (including cyber-bullying), ridiculing or aggression must not be allowed to go unchallenged;
• If you have to give feedback, take care that it is not unnecessarily negative;
• Report any suspicions promptly and confidentially to the designated Safeguarding Officer, or in the event that the suspicions/allegations involve that person, to the Safeguarding Lead;
• Deal with information sensitively and in line with GDPR.

6. Types of abuse

6.1 The Government publication Keeping children safe in education defines abuse as: “a form of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm. They may be abused by an adult or adults or another child or children”

6.2 The same principles apply for at risk adults: abuse may be physical, emotional, sexual or Neglect.

7. Dealing with suspicions or allegations of abuse

7.1 Those working with children and adults at risk may:

• have alleged abuse disclosed to them
• suspect abuse is being carried out
• be accused of abusing those in their charge

7.2 Whilst these issues may require very different courses of action, it is essential that the safety and welfare of the child or adult at risk is prioritised. The risk assessment for any activity involving adults at risk or children should identify at least one individual who will act as the key contact point to deal with such matters. The nominated safeguarding contact for the activity is responsible for ensuring that concerns and allegations are escalated to the appropriate College’s Safeguarding Officer without delay.

• Allegations against a member of staff, non-student volunteers or academic visitors, or suspicions of abuse involving a staff member who is considered to be an adult at risk or is under 18 years of age should be reported to the College’s HR Manager
• Allegations against a student, or suspicions of abuse involving students who are considered to be an adult at risk or are under 18 years of age should be reported to the Senior Tutor and the Welfare Dean

7.3 Where both groups may be involved the College Safeguarding Leads / Officers will jointly agree the most appropriate response. Where allegations relate to one of the Safeguarding Officers, another Safeguarding Officer/Lead should be contacted.

7.4 The College Safeguarding Officers are responsible for nominating deputies to ensure that a nominated individual is available during normal working hours, to ensure that all allegations can be dealt with without delay.

7.5 Any allegations or suspicions of abuse must be reported without delay to a relevant person, as listed below, who must then take prompt action.

• Where a child or adult at risk discloses alleged abuse, or a member of the College suspects abuse, this should be referred to the relevant College Safeguarding Officer who will assess and, where appropriate, contact the relevant statutory agency for advice. Students should approach the Senior Tutor or Welfare Dean, staff to the HR Manager, and non-student volunteers and visitors should contact the Domestic Bursar
• In the event that an allegation is made against College staff, students, volunteers or academic visitors this must be referred to the relevant College Safeguarding Officer who will assess and, where appropriate in cases involving children, refer the matter to the Multi-Agency Safeguarding Hub. This referral must be made within one working day of the allegations being made. The Local Area Designated Officer will advise on the appropriate action to be taken. In cases involving adults at risk of harm, referral will be made to the relevant statutory agency.
  In the event there is a risk of immediate serious harm to a child or an adult at risk the emergency services should be contacted via 999 or the police via the 101 service. Anybody can make a referral in these circumstances. The relevant College Safeguarding Officer should then be notified of the case.

7.6 College Safeguarding Officers will share information, as appropriate with relevant colleagues to ensure that the relevant authorities both within and outside of the University are involved and that any necessary processes can be followed (for example, depending on the nature of the allegations, it may be necessary to make a disclosure to the Disclosure and Barring Service.)

7.7 Appropriate records will be retained in accordance with the College’s Data Protection Policy. Where the matter may relate to both staff and students, the College Safeguarding Officers will agree on where the file will be kept.

8. Confidentiality

8.1 The College has an obligation to respect the privacy of all individuals. However, complete confidentiality to informants in circumstances of alleged abuse cannot and should not be promised.

8.2 There will be circumstances in which it is necessary for a Safeguarding Lead, Officer or other College Member to share information with third parties such as the Local Authority, the Police or the child’s parents or guardians.

9. School access visits or summer schools

9.1 The College has a comprehensive risk assessment in place for school access visits or summer schools. This risk assessment is made available to schools on request.

9.2 Students of the College who apply to be engaged as “student ambassadors” (or similar) for the College will usually not be required to undergo an Enhanced DBS check. Student ambassadors will receive training and are briefed in child protection matters, verbally and with an information pack including a summary of appropriate conduct. Student ambassadors are given advice on managing risk and appropriate behaviour.

9.3 School access groups are required to have a teacher or student ambassador with them at all times. Group leaders are required to have the telephone number of the College’s Schools Liaison and Access Officer (SLAO) and the telephone number for the College Lodge. Group leaders should report any incident or concern to the SLAO and/or Lodge as appropriate.

9.4 College Members are advised not to give out personal details, including email addresses, Facebook friend requests and mobile phone numbers (except official numbers) to school access visitors.

9.5 The College’s SLAO is the designated Safeguarding Officer for school access visits and will brief College Members, students and participants as appropriate.

10. Students under the age of 18

10.1 The College may admit students who commence their studies before their 18th birthday. The College recognises that:

• Anyone under the age of 18, as a matter of law, is a child;
• The College has special duties of care towards a child;
• The College is not in loco parentis, except in the case of a medical emergency where written permission has been previously obtained from the parent or guardian of the child.

10.2 The Safeguarding Lead is responsible for ensuring that the Safeguarding Officer, Welfare Dean, Junior Deans and relevant tutors are informed of the admission of any students under the age of 18.

10.3 The Safeguarding Lead is responsible for ensuring that the dining room, bar and lodge have the names of any students under the age of 18.

10.4 The Safeguarding Lead is responsible for gaining written agreement from the parent(s) or guardian(s) of students under the age of 18 that they accept the provisions put in place.

10.5 The College strongly recommends that any student who commences their studies before their 18th birthday and whose parent or guardian is not resident in the UK should nominate a guardian who is resident in the UK and provide the contact details of their UK guardian to the College.

10.6 For any event organised by the GCR or college societies, and for which college office approval is required, safeguarding issues for students under the age of 18 should be considered at the sign-off stage with the GCR/student organisers.

10.7 The College’s Welfare Dean is the designated Safeguarding Officer for students under the age of 18.

11. Staff under the age of 18

11.1 The College may employ members of staff who commence their employment before their 18th birthday. This includes employment as a permanent or temporary member of staff, as an apprentice, or through a work experience placement.

The College recognises that:

• Anyone under the age of 18, as a matter of law, is a child;
• The College has special duties of care towards a child;
• The College is not in loco parentis, except in the case of a medical emergency where written permission has been previously obtained from the parent or guardian of the child.

11.2 The Human Resources Manager is responsible for ensuring that the Safeguarding Lead, Safeguarding Officer, and relevant line manager are informed of the employment of any member of staff under the age of 18.

11.3 The Human Resources Manager is the designated Safeguarding Officer for staff under the age of 18.

12. Visitors and guests under the age of 18

12.1 The College may accommodate visitors and guests on its premises, including overnight through its hospitality and accommodation operations. Some of these visitors and guests may be under the age of 18.

12.2 All bookings of College accommodation that fall within the hospitality operations of the College must be made by a responsible adult over the age of 18.

12.3 The College requires all guests and visitors under the age of 18 who stay overnight on its premises to be accompanied by a responsible adult.

12.4 Where children of students, staff, fellows or visitors are present in College they remain the responsibility of their parent/guardian, teachers or organiser of the activity, unless they are enrolled as students, or are otherwise involved in a College-managed activity.

12.5 The College’s Head of Events is the designated Safeguarding Officer for visitors and guests under the age of 18.

13. College Events with guests under the age of 18

13.1The College may put on events specifically for the children of staff, fellows and staff, or facilitate events where under 18’s can be present.

13.2 At events where the parent/guardian is present they remain responsible for those under 18 at an event

13.3 The college requires any event booking with children in attendance to notify the Events Department when making the booking.

13.4 The College’s Head of Events is the designated Safeguarding Officer for all events on site and will follow the College’s Events & Safeguarding procedure and checklist.

14. Risk assessments

14.1 A risk assessment must be completed by the organisers of any activity specifically intended for children and which brings children onto College premises or into contact with College Members. Once completed, the risk assessment must be approved by the designated Safeguarding Officer before the activity is undertaken.

15. Training

15.1 The Safeguarding Lead and Safeguarding Officers will complete relevant training with the Oxfordshire Safeguarding Children Board. This training will be updated annually.

15.2 The Safeguarding Lead is responsible for providing an annual reminder of the Safeguarding Policy for all College Members.

15.3 Student ambassadors (or similar) will receive training and updates from the College’s Safeguarding Officer as required

15.4 Safeguarding training will be provided for all College Members who may interact with children or adults at risk as part of their normal duties.

16. Useful links and contacts

Safeguarding Leads & Officer contact details:

Senior Tutor – SG Lead
Alison Stenton
alison.stenton@gtc.ox.ac.uk
01865 274778

Domestic Bursar SG Lead
Teresa Strike
teresa.strike@gtc.ox.ac.uk
01865 284548

Welfare Dean – SG Officer
Sue Ziebland
dean@gtc.ox.ac.uk
01865 289302

Head of Catering – SG Officer
Harriet Quint
harriet.quint@gtc.ox.ac.uk
01865 274792

Head of Events – SG Officer
Hayley Pugh
hayley.pugh@gtc.ox.ac.uk
01865 284550

HR Manager – SG Officer
Jane Wastie
jane.wastie@gtc.ox.ac.uk
01865 284589

Academic Project Manager – SG Officer
Naomi Benson
naomi.benson@gtc.ox.ac.uk
01865 284553

Oxfordshire Multi-Agency Safeguarding Hub (MASH)

https://www.oxfordshire.gov.uk/business/information-providers/multi-agency-safeguarding-hub
0345 050 7666 (office hours)
0800 833 408 (out of hours)

Oxfordshire Safeguarding Children Board

www.oscb.org.uk
oscb@oxfordshire.gov.uk
lado.safeguardingchildren@oxfordshire.gov.uk
01865 810603

NSPCC Helpline (24 hours)

help@NSPCC.org.uk
0808 800 5000

Oxford University Safeguarding Information

http://www.admin.ox.ac.uk/personnel/cops/safeguarding/

University Safeguarding Code of Practice

June 2024