This document forms part of the CWA Safeguarding policy.

• The policy applies to: all members, staff, volunteers and anyone working on behalf of the CWA or taking part in CWA activities.
• The purpose of this policy is to provide members, staff and volunteers with the overarching principles that guide our approach to the protection of vulnerable people.
• This policy recognises vulnerable people as:
  • Children up to the age of 16 or young people aged 16-18.
  • Adults aged over 18 defined as vulnerable by the Safeguarding Vulnerable Groups Act 2006; this might include adults with a learning or physical disability, a physical or mental illness, chronic or otherwise, including an addiction to alcohol or drugs, or reduced physical or mental capacity.

This document includes:

1. Recruitment practices around safeguarding
2. Ground rules and ways for working regarding safeguarding of vulnerable people
3. Procedures for raising safeguarding concerns and incidents of abuse
4. Procedures for dealing with concerns and incident of abuse

1) Recruitment practices around safeguarding

If an existing or potential new member, staff member or volunteer will be working with vulnerable people as part of the CWA activities, the appropriate level of DBS will be requested before that work is undertaken. Most members of CWA will not require a DBS check.

The level of DBS check required will be decided by the committee and in line with DBS rules regarding regulated activity (see Appendix – Regulated Activity). The results of any check to inform a decision will be used confidentially.

2) a) Ground rules and ways for working regarding safeguarding of vulnerable people

All members and staff members of the CWA will be required to read the CWA Safeguarding Policy each year.

When the CWA organises an activity or event where it will be responsible for children, young people and vulnerable adults it will ensure:

• Planning is carried out in line with this policy and procedures.
• The event is attended by an appropriate number of DBS checked adults – this will be a minimum of one but more when practically possible.
• Where practically possible the total number of adults in attendance (not necessarily DBS checked) compared with the total number of children will be in line with the ratio table below – as per Ofsted recommendations.
• There is a main contact for safeguarding on the day – this will be an individual who has been DBS checked. (The CWA maintains a list, checked annually, of DBS members.)
• The main contact has access to emergency contact details and other relevant details (e.g. information about dropping off and picking up arrangements for vulnerable people).
• A vulnerable person is not to be left alone with an adult, unless that adult is DBS checked and carrying out regulated activity.
• Two adults (one DBS checked) should be the last to leave a venue once the activity has finished and will be responsible for ensuring vulnerable people leave the event according to its safeguarding plan and risk assessment.
• There is an appropriate Safeguarding Code of Behaviour which is available to all adults. It will set out how CWA members, children, young people and vulnerable adults will treat each other and work together. This will be made available to CWA members and parents/guardians/carers, as appropriate, at the time of the event.

Child to adult ratio

• 8:1 children to adults
• Training Band – 3 adults
• YCB/ Spectrum – 4 adults

2) b) Working with parents/guardians

If a vulnerable person wishes to take part in CWA activities written permission (email is fine) should be obtained from parents/guardians where appropriate, and before the activity takes place. Written permission should include emergency contact details, any relevant drop off and pick-up arrangements, including permission for another adult to pick up the vulnerable person after the activity has finished. Letters should only be sent after prior checking from the Safeguarding Officer or Deputy Safeguarding Officer.

3) Procedures for raising safeguarding concerns and incidents of abuse

• If any member, staff or volunteer of CWA witnesses, suspects or is informed of a witnessed or suspected case of abuse they should immediately report it to the named CWA Safeguarding Officer or their Deputy
• If neither named person is available or is involved in, or connected to, the abuse, it should be reported to the CWA Chairperson, in the first instance, or a DBS checked adult from the list held by the CWA Safeguarding Verifier.
• If a vulnerable CWA member wishes to report an incident of abuse against themselves they should report it to the named Safeguarding Officer or an individual they trust.

4) a) Procedures for dealing with concerns and incidents of abuse

i) If the disclosure of abuse is reported to an orchestra member or staff member, in the first instance do not agree or disagree with what is disclosed but:

1. Allow them to speak without interruption, and accept what they say
2. Be understanding and reassuring – do not give your opinion
3. Tell them you will try to help but must pass the information on
4. Take them to the Safeguarding Officer, the Deputy Safeguarding Officer or the CWA Chairperson as quickly as possible

ii) The Safeguarding Officer will first make a decision based on the immediacy of the concern and the following two factors:

1. If the vulnerable person is in immediate danger or needs emergency medical attention – call the police and/or ambulance service.
2. If the person at the centre of the allegation is working with vulnerable persons at the current time – remove them, in a sensitive manner, from direct contact with vulnerable people and follow the procedures below.

If none of the above applies the Safeguarding Officer, together with one other DBS checked CWA member, will:

• Sit with the vulnerable person who is making a disclosure and make a note of the concerns reported to them on the CWA pro forma
• Speak with the Chairperson, or other committee members if the allegation is against the Chairperson, to decide how to handle the reported abuse, excluding any committee members who are involved in the incident.
• Escalate the report by either:
  • Raising concerns with the police – for serious or possible criminal offences;
  • Requesting an assessment by the local authority social care department about whether a vulnerable person is in need of protection;
  • Conducting an internal investigation – for less serious incidents where they feel internal mediation will be successful.
  • Where cases are escalated the committee will cooperate with the police or local authority in dealing with the reported incident.
  • Where an internal investigation takes place the committee will:
    • Inform all parties involved of the reported abuse as soon as possible.
    • Inform the family/guardians, of the person reported as having been abused, of the incident.
    • Arrange separate meetings with both parties within 10 days of the reported incident. A joint meeting may be arranged if appropriate.
      • Both parties should be given the chance to bring a friend or representative to the meeting.
      • Meetings will be attended by the named Safeguarding Officer and at least one other committee member.
      • All parties will also be invited to submit a written statement in advance of the meeting.

 

• Once meetings have taken place the committee will decide on next steps and communicate them to all parties in writing within 5 days. The next steps will be either:
  • Escalate the incident to the relevant authority.
  • Further investigation – with established procedures and timelines to work towards a resolution.
  • A decision or resolution.

4) b) Resolution and disciplinary action

• If abuse is found to have taken place any final resolution or decision will be taken in the best interest of the person who has suffered the abuse and the best interests of the CWA.
• Membership of the CWA may be terminated at the discretion of the Committee.