Child Protection and Safeguarding Vulnerable Adults:

Policy and guidance


A child in this policy is defined as anyone under the age of 18.

A Vulnerable Adult is defined in accordance with The Rehabilitation of Offenders Act 1974 (Exceptions) (Amendment)

Order 2002 as a person aged 18 or over who has a condition of the following type:

(i) a substantial learning or physical disability;

(ii) a physical or mental illness or mental disorder, chronic or otherwise, including an addiction to alcohol or

drugs; or

(iii) a significant reduction in physical or mental capacity.

Safeguarding: There is no legal definition of safeguarding. However, in this policy, any references to safeguarding are in

keeping with the Government report in 2006, Making Safeguarding Everyone’s Business, in which there was a shift in

emphasis from protecting children and vulnerable adults from harm, to preventing abuse and neglect in the first

instance. Therefore safeguarding is defined here as both safeguarding and promoting welfare together, through:

(i) protecting children, young people and vulnerable adults from maltreatment

(ii) preventing impairment of children, young people and vulnerable adults’ health and/or development; and

(iii) ensuring that children and young people are growing up in circumstances consistent with the provision of

safe and effective care to enable them to have optimum life chances such that they enter adulthood


The following acronyms are used throughout the document:

PSO – Principal Safeguarding Officer

SO – Safeguarding Officer

CCPAS – The Churches’ Child Protection Advisory Service

CRB – Criminal Records Bureau


TVTS  believes that every young person and vulnerable adult has the right to be safe and that their welfare is

paramount. This includes young people and vulnerable adults of any gender, ethnic background, sexuality or religion, or

with any disability. It is committed to safeguarding and promoting the welfare of young people and vulnerable adults

and seeks to ensure that all of its services, staff and volunteers work to achieve the best outcomes for young people

and vulnerable adults.

As safeguarding underpins all of the work of TVTS, it is essential that the work is carried out under a robust

safeguarding policy framework. TVTS  recognises that safeguarding is the responsibility of everyone, and

therefore seeks to make safeguarding a priority throughout the organisation. Resources are allocated to support this

commitment and towards making TVTS a safer organisation for all those associated with it.

TVTS is committed to putting into practice Article 12 of the Convention on the Rights of the Child, which states

that children have the right to participate in decision-making processes that may be relevant in their lives and to

influence decisions taken in their regard within the family, the school or the community. As part of this commitment,

this policy seeks to ensure that any barriers to young people’s participation are addressed.

To achieve success, TVTS  will:

 have clear lines of accountability for safeguarding throughout the organisation

 set up effective performance management arrangements

 set clear goals and monitor and review progress

 undertake regular annual reviews of its safeguarding processes and practices (including the Health and Safety

Policy, Confidentiality Policy, Equal opportunities Policy and First Aid Policy)

 maintain the resources necessary to support this commitment; and

 provide training to staff at all levels of the organisation in applying safeguarding principles to every aspect of

their work. Internal training will be carried out for staff annually in how to best implement safeguarding

policies and procedures. Management staff and delivery staff will also be trained externally every 6 months to

be trained in new professional standards. The Principal Safeguarding Officer (PSO) will also register staff for

relevant external training as legislation and practice is updated.

Legislation and Government Guidance

Over the past decade there has been a wealth of legislation and government policy relating to protection of Children,

Young People and Vulnerable Adults. This includes:

Children Act 1989

The Police Act 1997

The Protection of Children Act 1999

Criminal Justice and Court Services Act 2000

Care Standards Act 2000

Safeguarding Children 2002 – Chief Inspectors Report

The Victoria Climbie Inquiry 2003 – Lord Laming Report

Keeping Children Safe 2003 – Government response

Every Child Matters Change for Children –Green paper 2003

The Sexual Offences Act 2003

The Children Act 2004

Bichard Inquiry 2004

Every Child Matters and the Children Act 2004

Safeguarding Children: Second Chief Inspectors Report 2005

Safeguarding Vulnerable Groups Act 2006

Working Together to Safeguard Children 2006

Making Safeguarding Everyone’s Business 2006 – Government Report

Safeguarding children: Third Chief Inspectors Report 2008

It is within this policy context that City Gateway operates its Safeguarding Policy and associated policies and


TVTS  is committed to:

 exercising proper care in the selection, appointment and support of those working with children, young

people and vulnerable adults whether paid or voluntary

 working in partnership with young people and vulnerable adults, valuing their contributions, while ensuring

they are safe and protected while TVTS IS TRANSPORTING

 working in partnership with parents and carers and offering support, encouragement and advice

 working in partnership with other agencies who are concerned with the well-being of children, young people

and vulnerable adult

 working with young people and vulnerable adults and including them in creating a safe environment where

they can take part in development activities and consequently increase in confidence; and

 implementing and maintaining a process for dealing with concerns about possible abuse.

Policy and Guidance Document Content

The Policy sets out agreed processes in relation to the following areas:

  1. The Roles and Appointment of Staff and Volunteers.
  2. Codes of Conduct for Staff, Apprentices and Volunteers

iii. Staff Supervision

  1. Appointment of a Safeguarding Officer
  2. Responding to possible abuse
  3. Abuse of Trust Guidelines

vii. Whistleblowing Procedure

viii. Parental consent for day trips and residential trips

  1. Appendices:

 Appendix A: Recognising signs of abuse.

 Appendix B: The role of the Principal Safeguarding Officer.

 Appendix C: Responding to abuse and Incident Form.

 Appendix D: Contact details.

  1. The Roles and Appointment of Staff and Volunteers

1.1 The authority to appoint staff, apprentices and volunteers to organisation

The ultimate responsibility for the appointment of staff and apprentices is held by the Trustees of City Gateway. For

the purpose of administrating the policy, the process of appointment may be delegated to a member of Senior Staff

and the Human Resources Department and it is their duty to report on any appointments to the Trustees. The ultimate

responsibility for the appointment of volunteers and ‘youth volunteers’ is held by Human Resources. The placement

and supervision of volunteers and youth volunteers needs to be agreed by the department managers they are placed in

and reviewed by the team on a regular basis. City Gateway confirms its commitment to recruit all staff, apprentices

and volunteers in accordance with the Criminal Records Bureau (CRB) Code of Practice and legislative requirements.

1.2 Appointment procedures

  1. All paid positions should have a job description and a person specification. Voluntary jobs should have a volunteer’s


  1. All prospective staff, apprentices and volunteers (hereafter referred to as the ‘applicant’) are required:

 to send in a curriculum vitae including previous experience and a personal statement, as well as completing an

equal opportunities form that includes personal details and declaration of any criminal offences or allegations

 to provide details of 2 referees; and

 to agree that they will co-operate with an enhanced CRB disclosure and may be requested to complete an

application form at this stage so that the procedure can be completed as soon as possible if appointed.

Reluctance to do this will not prejudice the selection panel’s decision.

iii. The procedure for the appointment of staff will involve:

 an informal meeting with a selection of staff member

projects with opportunities for all parties to feed back to the Director or allocated member of senior staff. All

conversations are to be treated as confidential and exist to provide a forum for young people and workers to

comment on the applicant’s suitability to work with young people, and enable applicants to gain an

understanding of how the projects function; and

 an interview involving at least ONE  Director and or the

their responsibilities with reference to this Safeguarding Policy terms and a signed agreement.

need to make a declaration of any criminal offences or allegations; all other information including personal details,

previous experience, and personal statement can be provided in an informal interview with their appointed









  1. Codes of Conduct for Staff, Apprentices and Volunteers

The following code of conduct applies to all TVTS staff,working with children,

young people and vulnerable adults

 Avoid unnecessary physical contact.

 Avoid taking a young person alone in a vehicle on journeys, however short.

 Unless circumstances make it impossible to comply, avoid taking a child or vulnerable adult to the toilet unless

either (a) another adult is present or (b) another adult is aware (this may include a parent or group leader).

 If you find you are in a situation where you are alone with a child, young person or vulnerable adult, wherever

practicable make sure that others can clearly observe you.

 Avoid close personal relationships with a child, young person or vulnerable adult in relation to whom they are

in a position of trust

 Never make suggestive or inappropriate remarks to or about a child, young person or vulnerable adult, even in

fun, as this could be misinterpreted.

 If a child, young person or vulnerable adult accuses a student or member of staff of abuse or inappropriate

behaviour this should be reported immediately to the relevant person.

 The duty to report applies equally to complaints or accusations of historic, and not just recent,

abuse/inappropriate behaviour.

 Recipients of any complaint or accusation from a child, young person or vulnerable adult, must listen without

making or implying any judgement as to the truth of the complaint or accusation.

 If a child, young person or vulnerable adult makes a complaint, or if there are other reasons for suspecting

abuse, this should be reported immediately to the designated staff member responsible for the safeguarding

of children, young people and vulnerable adults named in section 4 of this policy.

 All staff should participate in the training available to support them in your work with children,

young people and vulnerable adults.

 Staff  should remember that those who abuse children, young people and vulnerable adults can

be of any age (even other children and vulnerable adults), gender, ethnic background or class, and it is

important not to allow personal preconceptions about people to prevent appropriate action taking place.

 Good practice includes valuing and respecting children, young people and vulnerable adults as individuals, and

the adult modelling of appropriate conduct, which would exclude bullying, aggressive behaviour and

discrimination in any form.

 Those dealing with any allegations of abuse or misconduct should adhere to the principles set out in the policy.

Any information received should be acted upon sensitively, effectively and efficiently. Wherever possible,

those making allegations should be given information about the outcome.

 Although allegations should be reported only on a “need to know” basis, staff and students making allegations

need not be concerned that they will be breaching confidentiality or the Data Protection Act, as complying

with the policy overrides such obligations. If the person making the allegation feels they need counselling or

other appropriate support from TVTS, they are encouraged to seek it; and

 Appropriate licencing laws must be complied with.

  1. Staff supervision
  2. On appointment all staff they will be provided with a timetable of provision for

supervision, monitoring and support and are expected to comply with these expectations.

  1. All staff, volunteers, and ‘youth volunteers’ are expected to become familiar with the Safeguarding Policy. It is the

responsibility of the PSO to identify or provide suitable training opportunities for staff and volunteers and ensure

‘youth volunteers’ know how to identify and address child protection and vulnerable adult issues within City Gateway


  1. The appointment of the Safeguarding Officer

Tvts  recognises the importance of appointing a named member of staff to handle any concerns regarding the

safety of children, young people and vulnerable adults (hereafter referred to as Principal Safeguarding Officer).

The position of Principal Safeguarding Officer (PSO) is held by: MR SIMON WHAPSHOTT

In order to provide an effective and accessible service, there are identified Safeguarding Officers (SO) as part of the

safeguarding team. The Safeguarding Officers are: Mr I AHMED

Furthermore, there are identified safeguarding leads within each department of TVTS workforce, identified in

the Safeguarding Booklet.

Significant safeguarding issues that arise should be made known to MR AHMED OPERATION MANAGER

The responsibilities of the PSO are detailed in ‘The Role of the Principal Safeguarding Officer’ in Appendix B and the

contact details are given in Appendix E.

  1. Responding to possible abuse

The guidelines in this section are for all staff and volunteers responding to incidences of or concerns regarding abuse.

Official definitions of abuse and advice on recognising signs of abuse can be found in Appendix A.

5.1 What to do if abuse is suspected to have occurred

  1. Report concerns as soon as possible to the PSO who has been nominated to act on behalf of TVTS, referring

allegations or suspicions of neglect or abuse to the statutory authorities. Reports should be made using the

designated incident form that is located at X:\Child Protection\Child Protection Incident Form v1.0. In the absence

of the PSO, all concerns should be referred to the Safeguarding Officers.

  1. If the suspicions in any way implicate the PSO the report should be made directly to a SO. If all the SOs and PSO are

implicated in the suspicions, contact the referral desk of the local Social Services, alternatively the report should be

made to CCPAS on 0845 120 4550 / 4551. CCPAS will be able to provide independent advice to the person making

the report. Contact information will vary due to project location, it is best to contact the Social Services that cover

the young person’s or vulnerable adult’s home address or school, as they will hold any previous records.

iii. Suspicions should not be discussed with anyone other than those named on this document unless specifically

requested by the child, young person or vulnerable adult involved. It is good practice to ensure young people and

vulnerable adults feel supported through any safeguarding process; confidentiality should work to protect young

people and vulnerable adults, not to deny them support from wider members of staff, volunteers and youth

volunteers. It is the role of the PSO to ensure that any wider staff do not take on direct responsibility of dealing with

an allegation and only take on a supporting role.

  1. All reports, including electronic reports, should be kept in a locked or secure place. Reports should be kept for a

minimum of 7 years although requirements may vary under contacts from different partners.

  1. It is the right of any individual as a citizen to make a direct referral to the child protection or vulnerable adult

agencies, or to seek advice from CCPAS, it is hoped that all members of staff and volunteers will follow this

procedure. If however, they feel that the response of the Principal Safeguarding Officer or Safeguarding Officers

has not been appropriate it open to staff to contact the relevant agencies directly.

5.2 What to do when a child, young person or vulnerable adult talks about abuse

The following guidelines are not designed to be a step by step process, but rather an indication of helpful ways to

respond to a young person or vulnerable adult who talks about abuse:

  1. Show acceptance of what you are being told, even when the story seems to be unlikely
  2. Keep calm, and ensure your body language remains reassuring

iii. Tell the young person or vulnerable adult that the best way you can help them is to tell someone else, but you will

only tell other people who can help them like yourself

  1. Assure the young person or vulnerable adult they are not to blame
  2. Be aware that the young person or vulnerable adult may have been threatened or bribed not to tell, this is

especially relevant where grooming has taken place

  1. Never push for information, if you feel a young person or vulnerable adult was about to tell you something and then

changes their minds, it is important to accept that they have decided not to tell you at this time, however it is

important that the child is left knowing that you are always ready to listen.

vii. Helpful things to say:

 “Thank you for telling me.”

 “It’s not your fault.”

 “I will help you and only tell other people who can help you like me.”

 Let the child know everything you are doing step by step. This allows the child to feel that they still have some

control over what is happening to them, e.g. “I am going to leave the room now and call someone who can

come and help us, when I come back I am going to tell you what was said.”

viii.Things NOT to say:

 “I am shocked!”

 “Why did you not tell anyone before?”

 “I can’t believe it!” or “Are you sure this is true?”


 Never make a promise that you cannot keep.

5.3 What to do following a child or vulnerable adult talking about abuse

  1. Make notes as soon as being told, preferably within an hour on the incident form referenced in 5.1. When making a

recording, it is important to write down exactly what the child/vulnerable adult has said, what you said in reply,

when it was said, and what had happened immediately before hand (a description of the activity). Record dates and

times of the events and when you made the report. Keep all hand written notes even if these have been typed at a

later time.

  1. Follow the guidance given in 5.1 with regards to informing the PSO.

iii. Ensure appropriate follow up has been arranged for the child/vulnerable adult, taking into consideration whether it

is safe for the child to return home. This is part of the responsibility of the PSO, unless the PSO is implicated, (see

Appendix B, for the process the Principal Safeguarding Officer will follow).

  1. ‘Abuse of trust’ guidelines.
  2. Young people and vulnerable adults who are over the age of consent are still in need of protection. The home

office have produced guidelines that, although hold no statutory force, contain the principles of good practice in

protecting vulnerable young adults or adults where a relationship of trust has been built up with an adult looking

after them. City Gateway is committed to protecting all those that they work with. It will therefore be

unacceptable for any member of staff or volunteer to engage in behaviour that might allow a sexual or an

‘inappropriate’ relationship to develop while the relationship of trust continues.

  1. Young volunteers are volunteers who have previously been young people within City Gateway projects. They have

shown an ability and desire to assist with the running of projects throughout the organisation. A relationship of

trust therefore exists between them and City Gateway. It will therefore be unacceptable for any member of staff or

volunteer to engage in behaviour that might allow a sexual or an ‘inappropriate’ relationship to develop while the

relationship of trust continues. Supervisors need to be mindful to hold their volunteers and members of staff to

account in how they are supervising young volunteers.

iii. Young volunteers are trainees and should be assigned a supervisor; the supervisor needs to ensure that the young

volunteer is not left in any position where they could be accused of any misconduct with a young person. The PSO

also needs to provide, or source, child protection training that is at a suitable and understandable level for

individual young volunteers.

  1. Whistleblowing Procedures

This sections outlines guidance and recommendations regarding whistleblowing and raising concerns regarding TVTS STAFF

7.1 Staff responsibilities

  1. Staff must acknowledge their individual responsibility to bring matters of concern to the attention of senior

management. Although this can be difficult, this is particularly important where the

welfare of young people or vulnerable adults may be at risk.

  1. Even where staff do not feel able to express their concerns out of a feeling that this would be disloyal to colleagues

or fear harassment or victimisation, this must never result in a child, young person or vulnerable adult continuing

to be unnecessarily at risk and concerns should always be reported.

7.2 Reasons for whistleblowing

Each individual involved in TVTS has responsibility for raising concerns about unacceptable practice or

behaviour for the following reasons:

  1. to prevent the problem worsening or widening
  2. to protect or reduce risks to others; and

iii. to prevent themselves from becoming implicated.

7.2 Challenges in whistleblowing

Staff and volunteers may experience the following concerns when contemplating whistleblowing, which will need to be


  1. starting a chain of events which spirals
  2. disrupting the work or project

iii. fear of getting it wrong

  1. fear of repercussions or damaging careers; or
  2. fear of not being believed.

7.4 How to raise a concern

  1. You should voice your concerns, suspicions or uneasiness as soon as you feel you can. The earlier a concern is

expressed the easier and sooner action can be taken.

  1. Try to pinpoint exactly what practice is concerning you and why.

iii. Approach your immediate manager or TVTS PSO.

  1. Make sure you get a satisfactory response - don't let matters rest
  2. Ideally you should put your concerns in writing, outlining the background and history, giving names, dates and

places where you can.

vii. A member of staff is not expected to prove the truth of an allegation, but you will need to demonstrate sufficient

grounds for the concern.

7.4 What happens next

  • You should be given information on the nature and progress of any enquiries
  • Your employer has a responsibility to protect you from harassment or victimisation
  • No action will be taken against you if the concern proves to be unfounded and was raised in good faith.
  • Malicious allegations may be considered as a disciplinary offence

7.5 Self-reporting

There may be occasions where a member of staff has a personal difficulty, perhaps a physical or mental health

problem, which they know to be impinging on their professional competence. Staff have a responsibility to discuss

such a situation with their line manager so professional and personal support can be offered to the member of staff

concerned. Whilst such reporting will remain confidential in most instances, this cannot be guaranteed where personal

difficulties raise concerns about the welfare or safety of children, young people or vulnerable adults.

7.6 Further advice and support

It is recognised that whistle blowing can be difficult and stressful. Advice and support is available from your line

manager, HR department and/or your professional or trade union

  1. Parental Consent , Day Trips and Residential Trips

TVTS recognises that children and young people can be actively involved in ensuring their own safety. Young

people will input into the planning of all residential and day trips, in particular the ground rules for any such activity.

TVTS believes it can promote self and peer monitoring.

8.1 Consent for the use of Image

Parental consent will be sought for the use of images of young people under the age of 16. Young people 16 years and

over are able to give their own consent for their use of their images. Any photographic or video images will only be

used for purposes stated on the consent form, and will only be shared with partners and external organisations if given

iii. Staff  will follow the usual good practice guidelines.

  1. A log will be kept of all daily activities and any incidences recorded.
  2. Staff and volunteers will meet daily for briefing/supervision meetings.
  3. The Crèche may have no more than 25 children present at one time.

vii The Crèche will always be supervised by two qualified members of staff (1x NVQ3 supervisor and 1 x NVQ2 crèche


8.5 Health and Safety

i Personal Safety: It is the responsibility of all workers to know the whereabouts of all children and young people

involved in the activity. Children and young people will be given full guidance of permitted areas of access and any

rules related to the movement around or off site. Only young people whose parents have agreed to access off site

will be allowed unsupervised access for short, specific periods of time (for example: shopping, short walks).

  1. First Aid: At least one worker will be appointed as First Aider during any session or residential and this will be made

known to the children, young people and parents. He/She will be a qualified first aider and ensure that:

 Any accidents and injuries are recorded in the first aid log book and on the individuals first aid form.

 That the location and telephone numbers of the nearest doctor and hospital are readily available.

 That all medication for the young people is kept in a secure place and is administered in the way indicated by

the parents on the medical consent forms.

 That all medication and a first aid box, is available during all journeys taken as part of the residential.

  1. Transportation: The staff member responsible for the residential will ensure that any driver will have adequate car

insurance if they are transporting children in related activities. When a minibus is used, the staff members

minibus and that the driver holds a valid licence that entitles them to drive a minibus.


City Gateway holds appropriate insurance for public liability and will ensure appropriate insurance policies are in place


purposes of personal accident and personal property.

Appendix A (page 1 of 2)

Definitions and signs of abuse

Definitions of abuse


The persistent or severe neglect of a child or the failure to protect a child from exposure to any kind of danger,

including cold and starvation or extreme failure to carry out important aspects of care, resulting in the significant

impairment of the child’s health or development, including non-organic failure to thrive.


Actual or likely severe adverse effect on the emotional and behavioural development of a child caused by persistent or

severe emotional ill treatment or rejection. All abuse involves some emotional ill-treatment. This category is used

where it is the main or sole use of abuse.


Actual or likely physical injury to a child, or failure to prevent physical injury (or suffering) to a child, including

deliberate poisoning, suffocation and Munchausen’s syndrome by proxy.


Actual or likely exploitation of a child or adolescent. The child may be dependent and/or developmentally immature

(Sexual exploitation represents the involvement of dependent, developmentally immature children and adolescents in

sexual activities they do not truly comprehend, to which they are unable to give informed consent or violate social

taboos or family roles).


Abuse involving one or more abuser and a number of related or non-related abused children and young people. The

abusers concerned may be acting in cohort to abuse children, sometimes acting in isolation or may be using an

institutional framework or position of authority to recruit children for abuse.

Recognising signs of abuse

The following signs may or may not indicate abuse, in the event that one or more of the signs is present the possibility

of abuse should be considered:


 under-nourishment, failure to grow, constant hunger, stealing or gorging food, untreated illnesses, inadequate



 any injuries not consistent with the explanation given for them.

 injuries which have to receive medical attention.

 reluctance to change for, or participate in, games or swimming.

 repeated urinary infections or unexplained abdominal, ‘tummy’ pains; or

 bruises, bites, burn, fractures etc which do not have an accidental explanation.


 changes or regression in mood or behaviour, particularly where a child withdraws or becomes clingy. Also

depression, aggression and extreme anxiety

 nervousness, frozen watchfulness, persistent tiredness

 obsessions or phobias.

 sudden under-achievement or lack of concentration

 inappropriate relationships with peers or adults

 attention seeking behaviour; or

 running away, stealing, and lying.


 any allegations made by a child concerning sexual abuse

 a child with excessive preoccupation with sexual matters and detailed knowledge of adult sexual behaviour, or

who engages in age-inappropriate sexual play

 sexual activity through words, play or drawing

 child who is sexually proactive or seductive with adult

 inappropriate relationships with peers and or adults

 severe sleep disturbances with fears, phobias, vivid dreams or nightmares

 eating disorders – anorexia or bulimia; or

 evidence of grooming by individuals or groups of adult.