Safeguarding Policy & Procedures

What to do if a safeguarding concern / incident arises

If the matter is an emergency, (i.e., there is a risk of immediate danger or harm):

1. report it immediately to the police first by calling 999
2. inform the DSL/Service Manager or Team Leader (On-Call Manager if out of hours)
3. inform the Social Worker (EDT if out of hours)
4. complete a Disclosure Form (if you have a concern) or Incident Form (if an incident has taken place) and email it to: DSL@rightchoiceservices.org
5. Await further feedback and instruction from the DSL/Manager

If the matter is not an emergency:

1. inform the DSL team or Nominated Individual (On-Call Manager if out of hours)
2. inform the Social Worker (EDT if out of hours) to inform them
3. complete a Disclosure Form (if you have a concern) and email this to DSL@rightchoiceservices.org

RCS has created specific report templates for you to use for reporting:

• Incidents;
• Disclosures & Whistleblowing;
• Missing episodes

Each template has clear guidance to guide you through what action you should be taking at the time. You should always use the relevant template when reporting a concern or incident.

Once you submit a report to the safeguarding inbox, (DSL@rightchoiceservices.org) the DSL or Deputy Safeguarding Officer will review the report to ensure it contains all the facts and details needed and send it to the Social Worker and / or other professionals to ensure the concern is properly reported in writing.

Reporting concerns about children who are outside of RCS

If the matter is an emergency, (i.e., there is a risk of immediate danger or harm):

1. report it immediately to the police by calling 999 If the matter is not an emergency: 1. call the Multi-Agency Safeguarding Hub (MASH Team) for the relevant Local Authority to make the referral. This must be done no later than one working day of identification or disclosure of harm or risk of harm.
2. Details for the MASH team can be found by doing a google search, by writing the name of the city in which the child is (e.g. Essex ) followed by “MASH”. For example, in Google, you would type Essex MASH phone number”.

Concerns about colleagues, managers or external professionals

If you suspect that the abuse is being carried out by another staff member, or another professional, then this must be reported immediately to Tara Young, Florian Shabanaj, or Arjan Terziu, using the Whistle Blowing Policy.

The DSLs will then refer the matter to the “Local Authority’s Designated Officer” (otherwise known as LADO – also known as “Designated Officer”) in the relevant Local Authority within one working day in line with RCS’s Allegations & Whistleblowing Policy.

Every Local Authority has their own LADO. Sometimes, an allegation can be made for an area in which RCS do not have any properties or relationship with the LA, and LADOs can often change within LAs. To be able to best determine the correct LADO to report allegations to, the DSLs will need to identify which Local Authority area the alleged incident took place in and report it to the respective LADO in that area.

Contact details for the relevant LADO are available on staff boards and can be obtained from the DSLs who will always call the LA to find out who the relevant LADO is, or the secure LADO email address to send referrals to.

DSLs should update the LADO tracker to ensure they:

1. have oversight of referrals;
2. can spot any concerning trends about staff;

3. can identify if the service user poses a risk of making false allegations; and

4. to ensure that referrals are followed up until the matter is concluded. This tracker should be stored securely on the management drive and must password protected for confidentiality. Further information can be found in RCS’s Whistle Blowing Policy, and RCS’s Allegations Policy.

Further guidance on reporting and recording different safeguarding concerns are listed below:

If staff have concerns about a young person’s presentation, they must.

• Inform the designated safeguarding officer or deputy safeguarding officer as soon as practically possible.
• Raise concerns with the social work team as soon as practically possible.
• Attend any meetings and be prepared to voice their concerns.
• Keep records and share information as advised by the social work team.
• Escalate to senior management if any safeguarding concern is not being addressed.

Young person reports abuse (including historic abuse or online abuse) from a third party.

• If a child or young person presents as being in immediate danger, staff to ensure they take reasonable steps to safeguard their immediate welfare. This may include, but is not limited to, requesting a parent/carer/visitor to leave the unit and/or calling emergency services.   
• If a child or young person makes an allegation of abuse staff must report this to the designated safeguarding officer and their manager as soon as is reasonably practicable.   
• The child’s social work team should be informed as soon as is reasonably practicable.
• Reassurance should be provided to the young person and confidentiality explained when appropriate.
• Staff must record allegations securely on the young person’s file and ensure written records are shared as advised by the social work team.
• Staff to escalate any safeguarding concern to senior management if they feel their concern is not being addressed.

Young person alleges abuse from a staff member, or staff conduct is in question.

• Staff must report this to the designated safeguarding officer and a line manager as soon as is reasonably practicable.
• The young person’s social work team must be informed as soon as is practicable.
• The designated safeguarding officer will report to senior management as soon as is practicable.
• The designated safeguarding officer will report to Lado and take advice regarding suspension and or police reporting.
• Staff member accused (if not suspended) to be moved to a unit away from the young person.
• Staff must escalate to senior management if the young person does not feel their concern is being addressed.

Self-Harm and suicide

There are times when the young people we support in placement have mental health concerns such as self-harm behaviours including suicidal ideations. It is crucial that any information regarding these behaviours is highlighted during the initial referral risk process to reduce any risk or concern in matching to the right placement. The behaviours of the young person should then be discussed in the placement planning meeting and all relevant information should be shared for the placement to complete a robust support plan and risk assessment with the young person, so that any triggers, support techniques and health professionals that are involved with the young person can be highlighted to reduce the risk of self-harm.

Any details of outside mental health professionals or agencies involved with the young person should be highlighted in the young persons support plan and risk assessment such as crises line telephone number.

A clear plan should be developed with the young person and social worker in how to support any incidents and also an understanding around what these incidents may look like for staff, so they are able to support. For example, the young person may respond well to a self-sooth box including sour sweets, so staff can support the young person in taking ownership for this and supporting them to update and refill to help reduce the risks of self-harm incidents.

As part of our health and safety procedures we conduct weekly bedroom inspections, some young people may benefit and feel more supported with their mental health to have bedroom inspections more often to help reduce risk of self-harm. This is something that can be discussed in the placement planning meeting with the social worker and young person when confirming the support package.

If a young person is at immediate danger or risk to life, then you must call 999 immediately and report to DSL & Social Care without delay.

Any member of staff who is aware of a young person engaging in or suspected to be at risk of engaging in self-harm must consult the DSL and inform their line manager. All staff must:

• Actively offer support to the young person whilst referring to the young person’s risk assessment and support plan for procedures on dealing with incident. Which could include calling crises line, using self sooth box or having a calming chat.
• Staff must record and share appropriate information relating to any potential or suspected self-harming incidents with social care and professionals involved.
• First Aid should be administered in accordance with company policy (Please refer to our Health and Safety Policy);
• In a medical emergency, staff must call 999 (or 111)
• Social worker should be updated or EDS if out of hours.
• Parent/Legal Guardian (where authorised) must be updated.
• Actively seek to ensure that all relevant Safety Plans are revised, referencing response guidance and supportive measures, as well as individual approaches to safeguarding the young person. All staff must be familiar with each young person’s relevant risk assessment and support plan.
• Notification to Ofsted will be completed by the Service Manager/DSL

Peer on peer abuse.

If any staff member becomes aware that a young person in our care is subject to any form of abuse from a peer, they must:

• Report this to the designated safeguarding officer as soon as is reasonably practicable.
• The young person’s social work team must be informed as soon as is reasonably practicable.
• The alleged perpetrators social work team must be informed (if applicable) as soon as is reasonably practicable.
• A strategy meeting to be requested, to include both young people’s social work teams (if applicable).
• Same day advice to be sought from social care regarding separating the young people if they reside in the same unit.
• Reassurance should be provided to the young people and confidentiality explained when appropriate.
• Staff must record allegations securely on the files of both young people (if applicable) and ensure written records are shared as advised by the social work team.
• Escalate to senior management if any safeguarding concern is not being addressed.

Online Safety

• Staff to read and follow our internet safety policy and procedures on induction and regularly to keep up to date with any changes.
• All units must have systems in place to prevent adult content being accessed via the homes internet.
• Young people must receive safe internet use key work sessions regularly.
• Information on online safety is to be included in each unit’s welcome pack.
• Any known issues around internet safety to be clarified at the placement planning meeting. Risk assessments to be in place if so. 
• Any known concerns should be highlighted with young persons social worker.

Photography and sharing images

• No images, recordings or photographs of a young person or unit to be taken on staff personal mobiles.
• Young people may be photographed, only if they have given consent and the image is to be used solely within the young person’s unit/case file.
• Any images taken on the unit mobile to be printed or securely stored on file and deleted immediately.
• Any printed image to be placed in the young person’s memory book after one week, this to be held locked in the office.
• All images must be culturally sensitive and must ensure appropriate clothing is being worn.
• If young person has given signed consent you may see some photos on display in the placements highlighting activities the young person has been doing and to help young people feel their environment is homely.

Recording concerns and information sharing

• All concerns to be communicated to the young person’s social work team via an incident or concern form. This to include the date and time of any incident/concern, who witnessed the concern and who reported it. 
• More serious concerns (CCE/CSE etc) to be raised with the designated safeguarding lead as soon as is practicable & escalated to senior management if necessary.
• All staff must have read and signed the information sharing policy during induction.
• Staff must seek advice from a manager if they are unsure about the sharing of any information.
• Staff must never promise a young person that they will not share information with partner agencies.

Where practitioners need to share special category personal data, they should be aware that the Data Protection Act 2018 includes ‘safeguarding of children and individuals at risk’ as a condition that allows practitioners to share information without consent.

• information can be shared legally without consent, if a practitioner is unable to, cannot be reasonably expected to gain consent from the individual, or if to gain consent could place a child at risk.

• relevant personal information can be shared lawfully if it is to keep a child or individual at risk safe from neglect or physical, emotional, or mental harm, or if it is protecting their physical, mental, or emotional well-being.

[Information sharing. Advice for practitioners providing safeguarding services to children, young people, parents, and carers], DFE, 2018.

Retaining and storage of child protection records. Records must be.

• Adequate, relevant, and not excessive for the purpose(s) for which they are held.
• Accurate and up to date
• Only kept for as long as is necessary.
• Any child protection records must be stored safely on the young person’s online file, which should be password protected.
• Access should be limited to the young person’s key worker, the unit manager and senior management.
• Files only to be shared with the social work team unless advised otherwise.
• Files to be stored for 75 years from date of birth, once the young person leaves the placement their files will be stored securely in archives and if we cease to operate then all records will be passed to the young persons local authority. (please see Young Peoples Case Records Policy)

Behaviour codes for children and young people

All young people will be provided with a unit handbook on arrival and code of conduct.  This code and handbook set out the standards of behaviour we expect to ensure the safety of staff and residents. These standards include but are not limited to.

• To respect others (residents, staff, and the community)
• To allow others privacy and leave them alone when asked.
• To ensure the house is safe (keep the doors locked, switch off the oven etc)
• No verbal or physical aggression towards others.
• All units have a strict no alcohol and drugs policy.
• No criminal damage or vandalism.

Anti-bullying

We operate a no-bullying policy and understand the significant harm that can result.  We will

• Ensure staff have training about bullying and how to prevent all forms, including racist, sexists, homophobic, transphobic, and sexual bullying.
• Ensure staff read our anti-bullying policy during their induction period.
• Having clear and robust anti-bullying procedures in place.
• Speaking to young people and holding key work sessions around bullying and how to prevent it.

Managing complaints

• We have a robust complaints procedure in place and all young people are given information about how to access this on arrival at the units.
• We understand that young people may need support to raise a complaint and will always be supported to access independent advocacy if needed.
• The Service Manager will keep a record of all complaints on a complaints log which will be reviewed regularly.
• Any training needs arising from complaints will be identified and actioned.   

Whistleblowing

• A robust whistleblowing policy (adhering to Sir Robert-Freedom to Speak Up Review) is in place and staff must be made aware during induction.
• No employee shall be disadvantaged due to having raised a whistleblowing concern.
• All concerns raised shall be addressed as per above guidance.

Health & Safety

• All employees undertake health and safety training as part of the induction process.
• Health and Safety checks including fire safety are undertaken at every staff handover.
• Health and safety records, including fire checks are stored securely.
• All health and safety checks, including fire are undertaken in line with statutory guidelines.

Adult to child supervision ratios

Our adult to child supervision ratio will vary from scheme to scheme but will never exceed 8 young people to one supervising adult.