{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Safeguarding Children from Abuse and Improper Treatment Policy

1. Purpose of the Policy

This policy aims to ensure that all children receiving care and support from {{org_field_name}} are safeguarded from abuse, neglect, and harm. It sets out clear guidelines for staff on identifying, preventing, and responding to safeguarding concerns.

All employees, contractors, and volunteers have a duty to safeguard children in our care. This policy provides a structured approach to recognising and reporting abuse while promoting the dignity, respect, and safety of children.

Commitment to Safeguarding Children from Abuse and Neglect

{{org_field_name}} is fully committed to providing a safe and supportive environment for all children. Every individual under the age of 18 has the right to live free from abuse, neglect, and exploitation.

Staff must:

• Treat all children with dignity and respect.
• Recognise and report any form of abuse or neglect immediately.
• Work in partnership with external agencies, such as the Local Authority Child Safeguarding Team, relevant regulatory bodies, and the police, when necessary.
• Promote a culture where safeguarding concerns are taken seriously and addressed without delay.
• Follow safeguarding procedures outlined in this document and attend regular training sessions.

Legal and Regulatory Framework

This policy is based on key legal frameworks and regulations governing child safeguarding in England:

• The Children Act 2004: This legislation places a duty on local authorities and care providers to safeguard children who may be at risk of abuse or neglect. It defines safeguarding responsibilities and the key safeguarding principles:
  • Empowerment – Supporting individuals to make their own decisions, wherever developmentally appropriate.
  • Prevention – Taking action before harm occurs.
  • Proportionality – Responding appropriately to the level of risk.
  • Protection – Ensuring those in need receive support.
  • Partnership – Working collaboratively with agencies.
  • Accountability – Ensuring transparency in safeguarding practice.
• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 – Regulation 13: This regulation ensures that care providers have robust processes to prevent abuse and improper treatment. It requires organisations to:
  • Have zero tolerance towards abuse.
  • Implement clear systems for reporting concerns.
  • Take immediate action in response to safeguarding issues.
  • Ensure staff are trained and competent in safeguarding procedures.
• Mental Capacity and Gillick Competence: Protects individuals who may lack the ability or legal capacity to make certain decisions for themselves, acknowledging that children can gain competence at different ages. This framework guides assessments of understanding and decision-making.
• Safeguarding Vulnerable Groups Act 2006: Introduced the Disclosure and Barring Service (DBS) to prevent unsuitable individuals from working with vulnerable children.
• Equality Act 2010: Ensures that all children receive care free from discrimination, harassment, and victimisation.

All staff must familiarise themselves with these legal frameworks and apply them in their daily practice. Compliance with these regulations is essential for maintaining the safety and wellbeing of children and upholding the reputation of {{org_field_name}}.

2. Scope

Applicability to All Children, Staff, Volunteers, and Third-Party Providers

This safeguarding policy applies to everyone involved in the provision of care at {{org_field_name}}. This includes:

• All staff members, including care workers, managers, and administrative staff.
• Volunteers who interact with children in any capacity.
• Third-party providers such as agency staff, contractors, or external professionals engaged by {{org_field_name}}.
• Children who receive care and support from the organisation.
• Family members, advocates, or individuals lawfully acting on behalf of children.

All individuals listed above have a responsibility to understand, follow, and adhere to the safeguarding procedures outlined in this policy. They must report any safeguarding concerns immediately using the procedures provided.

Services Covered

This policy applies to all regulated activities provided by {{org_field_name}}.

Regardless of the type of care provided, safeguarding must remain a priority in all interactions. Staff must be vigilant in recognising signs of abuse or neglect across all services.

Age Groups and Types of Needs Catered To

{{org_field_name}} primarily provides care and support to:

• Children aged 0 to 18 who may be vulnerable due to health conditions, disability, or other circumstances.
• Children who require support with personal care, mobility, or chronic health conditions.
• Children with physical disabilities who require assistance with mobility, personal care, and daily living activities.
• Those with sensory impairments such as hearing or visual impairments, requiring adapted communication methods.

3. Definitions

Abuse

Abuse is any action or lack of action that causes harm, distress, or suffering to a child who may be at risk. Abuse can be intentional or unintentional, and it can occur in any setting, including within a care environment, the community, or the child’s home. Staff must be able to recognise and respond to different types of abuse.

Types of Abuse:

• Physical Abuse – This includes hitting, slapping, pushing, misuse of medication, inappropriate restraint, or any physical harm inflicted on a child.
  Staff must report any signs of unexplained bruises, burns, fractures, or injuries immediately.
• Emotional or Psychological Abuse – This includes verbal abuse, threats, intimidation, humiliation, or controlling behaviour that affects a child’s emotional well-being.
  Staff must be aware of sudden changes in mood, withdrawal, fearfulness, or signs of distress.
• Financial or Material Abuse – This includes theft, fraud, exploitation, misuse of property, or improper use of legal authority over a child’s finances or belongings.
  Staff must be alert to unexplained financial transactions, missing personal belongings, or sudden financial difficulties.
• Sexual Abuse – This includes any non-consensual sexual act, inappropriate touching, or coercion into sexual activity, bearing in mind capacity and age of consent considerations.
  Staff must report any signs of bruising in intimate areas, changes in behaviour, withdrawal, or reluctance to be touched.
• Neglect and Acts of Omission – This occurs when care needs are ignored, including failing to provide food, medication, or necessary medical care.
  Staff must report any instances where a child is left without adequate nutrition, hydration, medication, or hygiene.
• Self-Neglect – Though more commonly associated with adults, some older children may show patterns of neglecting personal care. Staff must monitor and report signs of malnutrition, extreme weight loss, poor hygiene, or living in unsafe conditions.
• Domestic Abuse – This includes any form of abuse between family members, including physical, emotional, financial, or sexual abuse that impacts the child.
  Staff must be vigilant if a child appears fearful of a family member, has frequent injuries, or is reluctant to speak freely.
• Discriminatory Abuse – This occurs when someone is treated unfairly based on their age, gender, disability, race, religion, or sexual orientation.
  Staff must be aware of exclusion from activities, derogatory language, or denial of rights due to a child’s background or identity.
• Organisational Abuse – This occurs when care services fail to meet the needs of children due to poor practice, lack of resources, or inadequate leadership.
  Staff must report concerns if they witness a culture of poor care, rigid routines that disregard personal preferences, or inadequate staffing levels.
• Modern Slavery – This includes human trafficking, forced labour, or exploitation.
  Staff must be alert to signs of coercion, individuals being prevented from leaving their environment, or evidence of forced or unpaid labour.

All staff have a duty to report any suspected or witnessed abuse immediately, following the reporting procedures outlined in this policy.

Safeguarding Lead

The Safeguarding Lead is the designated person responsible for overseeing all safeguarding matters within {{org_field_name}}. This individual ensures that concerns are reported, investigations are conducted, and necessary actions are taken to protect children.

Designated Safeguarding Lead: {{org_field_safeguarding_lead_name}} – {{org_field_safeguarding_lead_role}}

Responsibilities of the Safeguarding Lead:

• Receiving and documenting safeguarding concerns from staff, children, or external parties.
• Ensuring all concerns are reported to the relevant local authority or safeguarding team.
• Acting as the main point of contact for external safeguarding agencies.
• Providing guidance and support to staff regarding safeguarding procedures.
• Ensuring all staff receive appropriate safeguarding training.
• Monitoring safeguarding incidents and reviewing policy effectiveness.

Staff must immediately report any safeguarding concerns to the Safeguarding Lead, ensuring detailed records are kept of the incident, actions taken, and outcomes.

Mental Capacity

Where a child’s decision-making ability is in question due to age or understanding, Gillick competence provides a framework for assessing whether a child can make informed decisions about their care and welfare.

Key Points of Gillick Competence:

• A child is deemed competent if they have sufficient understanding and intelligence to appreciate the nature and implications of a decision.
• Capacity is not solely determined by age. It is task-specific and can vary based on the complexity of the decision.
• Staff should ensure that any child able to understand and weigh up options is supported to do so.
• If a child is not Gillick competent, decisions should involve parents or legal guardians, taking the child’s best interests into account.
• Any intervention must be the least restrictive option necessary to meet the child’s needs.

Staff Responsibilities:

• Identify children who may need additional support to make informed decisions.
• Use appropriate communication methods to explain information in an age-appropriate manner.
• If a child lacks capacity, consult with family members, guardians, or advocates before making decisions on their behalf.
• Record all assessments and decisions made regarding Gillick competence.
• Ensure that any restrictions imposed on a child comply with the law and are regularly reviewed.

Failure to follow these principles can lead to legal consequences and harm to children. Staff must always act within the guidelines of the law and seek guidance from the Safeguarding Lead when in doubt.

4. Preventative Measures

Preventing abuse and safeguarding children is a priority for all staff at {{org_field_name}}. This section outlines the proactive steps taken to minimise risks and ensure a safe environment for children.

Staff Training on Safeguarding and Abuse Prevention

All staff must receive regular training on safeguarding children, which includes:

• Recognising the signs of abuse – Understanding different types of abuse and neglect, including physical, emotional, financial, sexual, and discriminatory abuse.
• Reporting procedures – Knowing how and when to report safeguarding concerns to the appropriate authority.
• Responding to safeguarding concerns – Learning how to act appropriately if a child is at risk, including immediate protection and escalation procedures.
• Legal and regulatory framework – Understanding The Children Act 2004, Health and Social Care Act 2008, and the principles around Gillick competence.
• Dealing with disclosures – Responding sensitively when a child reports abuse or neglect.
• Whistleblowing rights and responsibilities – Ensuring staff understand their right to report concerns confidentially.

Staff Responsibilities:

• Attend safeguarding training annually and complete any refresher courses required.
• Read and understand {{org_field_name}}’s Safeguarding Policy and Procedures.
• Apply safeguarding knowledge in day-to-day practice, ensuring children are treated with dignity and respect.
• Raise any concerns immediately with the Safeguarding Lead.

Failure to complete mandatory safeguarding training will result in disciplinary action.

Recruitment Procedures (DBS Checks, References) to Ensure Fit and Proper Persons Employed

To safeguard children, {{org_field_name}} follows strict recruitment and vetting procedures to ensure all staff are suitable for their roles.

• Disclosure and Barring Service (DBS) Checks – All staff must undergo an enhanced DBS check before employment. This check must be renewed periodically to ensure continued suitability.
• Identity and Right to Work Verification – All applicants must provide official identification and proof of their right to work in the UK.
• Employment References – At least two professional references must be obtained before hiring any staff member. These references must verify the applicant’s experience, conduct, and suitability for working with children.
• Qualifications and Competency Assessments – Staff must provide evidence of relevant qualifications and training. Competency assessments may be conducted during induction.
• Probation Period and Performance Monitoring – New employees will undergo a probationary period during which their conduct and performance will be closely monitored. Any concerns will be addressed immediately.

Staff Responsibilities:

• Provide accurate information and documentation during the recruitment process.
• Inform management if their DBS status changes during employment.
• Maintain professional conduct and demonstrate safeguarding awareness in all interactions with children.

Employing unfit persons can result in legal action and loss of registration. {{org_field_name}} has zero tolerance for failure to meet safeguarding requirements.

Whistleblowing Policy to Encourage Reporting of Concerns

Whistleblowing is the act of reporting wrongdoing, including concerns about safeguarding, abuse, or malpractice within the organisation. {{org_field_name}} encourages all staff to report concerns without fear of reprisal.

• Confidentiality – Whistleblowers will be protected, and their identity will remain confidential wherever possible.
• No Retaliation – Staff will not face disciplinary action or disadvantage for making a genuine safeguarding report. Any retaliation will result in disciplinary action.
• Reporting Process –
  Staff should report concerns to their line manager or the Safeguarding Lead.
  If the concern involves senior management, staff may report directly to external bodies such as the Local Authority Child Safeguarding Team or relevant regulatory bodies.
  Reports should be made in writing and include as much detail as possible.
• Investigation and Outcome – All reports will be taken seriously and investigated promptly. The whistleblower will be informed of the outcome where appropriate.

Staff Responsibilities:

• Report any safeguarding concerns immediately, whether witnessed directly or suspected.
• Keep detailed records of any concerns raised, including dates, times, and any individuals involved.
• Cooperate fully with any investigations into reported concerns.

Failure to report known safeguarding concerns is a serious offence and may result in disciplinary action. The safety of children depends on staff being proactive in recognising and addressing safeguarding risks.

5. How to Raise Concerns About Abuse

All staff have a legal and ethical responsibility to report any concerns about abuse, neglect, or safeguarding risks. Delays in reporting could result in harm to a child. This section provides clear instructions for reporting concerns.

Reporting Process for Children

Children must feel safe and supported in raising concerns about their care. Staff must ensure that children:

• Understand their right to be free from abuse and neglect.
• Are encouraged to report any concerns to a trusted staff member.
• Have access to easy-to-read safeguarding information, including who to contact.
• Are reassured that their concerns will be taken seriously and acted upon promptly.

If a child discloses abuse or neglect:

1. Listen carefully without interrupting or asking leading questions.
2. Reassure the individual that they are being heard and will be protected.
3. Do not promise confidentiality—explain that concerns must be reported to keep them safe.
4. Report the concern immediately following the reporting procedures outlined below.

Reporting Process for Family Members, Advocates, and Those Acting on Behalf of Children

Family members, legal representatives, and advocates play a crucial role in safeguarding. If they express concerns about abuse, staff must:

• Take all concerns seriously and avoid dismissing their worries.
• Encourage them to report their concerns directly to the Registered Manager or Safeguarding Lead.
• Provide them with the organisation’s safeguarding contact details.
• Reassure them that an investigation will take place and that they will be updated where appropriate.
• If they wish to report externally, direct them to the Local Authority Child Safeguarding Team (Link: {{org_field_children_safeguarding_local_authority_information_link}}) or the relevant regulatory body.

Steps to Report a Concern:

• Verbally report the concern immediately to a staff member.
• Send an email detailing the concern to the Registered Manager at: {{org_field_registered_manager_email}}.
• Call the office to inform the Registered Manager or Safeguarding Lead at {{org_field_phone_no}}.
• If the concern arises out of office hours, call the out-of-hours phone number: {{out_of_hours}}.

Reporting Process for Staff and Volunteers

All staff and volunteers have a duty to report suspected or confirmed abuse. This applies whether the abuse was witnessed directly, disclosed by a child, or suspected based on observed changes in behaviour.

Steps to Report a Concern:

1. Verbally report the concern immediately to the Registered Manager or Safeguarding Lead.
2. Send an email detailing the concern to the Registered Manager at: {{org_field_registered_manager_email}}.
3. Call the office to inform the Registered Manager or Safeguarding Lead at {{org_field_phone_no}}.
4. If the concern arises out of office hours, call the out-of-hours safeguarding number: {{out_of_hours}}.
5. If there is an immediate danger to a child, call 999.

Staff must document concerns accurately, including:

• The name of the child and details of the incident.
• The date, time, and location of the incident.
• A factual description of what was seen, heard, or reported.
• Any action taken, including immediate steps to protect the individual.

Failure to report safeguarding concerns is a serious breach of duty and may result in disciplinary action.

Confidentiality and Protection from Retaliation

{{org_field_name}} is committed to protecting staff, children, and others who report abuse. All reports will be handled confidentially, and information will only be shared with relevant safeguarding authorities.

• Staff should not fear retaliation for reporting concerns.
• Any attempt to intimidate or retaliate against a whistleblower will result in disciplinary action.
• Anonymous reports can be made, but providing contact details ensures a more thorough investigation.
• If staff feel unsafe reporting internally, they can report concerns directly to external safeguarding agencies.

Escalation Process if Concerns Are Not Addressed

If a staff member or child reports a safeguarding concern and does not receive a response or believes that the concern is not being handled appropriately, they must escalate the issue.

External Reporting Contacts:

• Relevant Regulatory Body – For concerns about care standards or regulatory breaches.
• Local Authority Child Safeguarding Team: {{org_field_local_authority_authority_name}}.
  Link to safeguarding team: {{org_field_local_authority_information_link}}.
• Immediate Danger: If a child is at immediate risk of harm, staff must call 999 and ensure the individual is safe while waiting for emergency services.

It is the responsibility of all staff to ensure that safeguarding concerns are reported, followed up, and escalated where necessary. Failure to do so puts children at risk and may result in regulatory action against the organisation.

6. Process for Reporting Safeguarding Concerns

All staff must follow the correct procedure when identifying, reporting, and recording safeguarding concerns. Failure to do so could result in harm to children and legal consequences for the organisation. The process outlined below ensures that concerns are addressed promptly and effectively.

Step-by-Step Process for Identifying, Reporting, and Recording Concerns

1. Recognise the Signs
   Be alert to indicators of abuse, neglect, or improper treatment.
   Look for physical injuries, changes in behaviour, withdrawal, distress, fearfulness, or unusual financial activity.
   Take note of environmental concerns, such as unsafe living conditions or lack of basic care.
2. Respond to the Concern
   Listen carefully if a child or third party discloses abuse.
   Stay calm, do not ask leading questions, and do not promise confidentiality.
   Reassure the individual that their concern will be taken seriously and that action will be taken to keep them safe.
3. Report the Concern Immediately
   Inform the Safeguarding Lead or Registered Manager as soon as possible.
   If immediate danger is present, call 999 for emergency assistance.
   Use the official reporting channels:
   • Verbally inform the Registered Manager or Safeguarding Lead.
   • Send an email detailing the concern to {{org_field_registered_manager_email}}.
   • Call the office at {{org_field_phone_no}}.
   • Out-of-hours concerns should be reported to {{out_of_hours}}.
4. Record the Concern Accurately
   Complete a safeguarding incident report as soon as possible.
   Include the following details:
   • The name and details of the child involved.
   • A factual description of the concern or incident.
   • The date, time, and location of the incident.
   • Any immediate actions taken.
   • The names of any witnesses.
     Do not include assumptions or personal opinions—stick to the facts.
5. Follow Up and Monitor
   Check on the well-being of the child.
   Ensure they receive any necessary support or referrals.
   Maintain confidentiality but ensure that all relevant parties are informed appropriately.

Safeguarding Lead Contact Details

The designated Safeguarding Lead is responsible for handling all safeguarding concerns. All staff must know how to contact them.

• Safeguarding Lead: {{org_field_safeguarding_lead_name}}
• Phone: {{org_field_phone_no}}
• Email: {{org_field_email}}
• Office Address:
  {{org_field_door_no}}
  {{org_field_building_name}}
  {{org_field_street_line_01}}
  {{org_field_street_line_02}}
  {{org_field_city_town}}
  {{org_field_county}}
  {{org_field_post_code}}

If the Safeguarding Lead is unavailable, concerns must be escalated to the Registered Manager or reported directly to external agencies.

Immediate Actions to Ensure Safety

When a safeguarding concern is raised, immediate action must be taken to protect the child.

• If there is an immediate threat to life or safety, call 999.
• Remove the individual from the unsafe environment if possible and appropriate.
• Ensure the individual is not left alone if they are at risk.
• Do not confront the alleged abuser unless necessary for safety reasons.
• If the concern involves a staff member, they may need to be suspended while the investigation is conducted.

Reporting to External Agencies

If a safeguarding concern involves abuse, neglect, or improper treatment, the issue must be reported to the appropriate external agency.

• Local Authority Child Safeguarding Team: {{org_field_local_authority_authority_name}}
  Contact details: {{org_field_local_authority_information_link}}
  The local authority has a legal duty under The Children Act 2004 to investigate safeguarding concerns.
• Relevant Regulatory Body
  Should be notified if the concern involves regulatory breaches, poor care standards, or organisational failures.
• Police (if a crime has been committed)
  Emergency: Call 999
  Non-Emergency: Call 101
• Other Specialist Agencies
  NSPCC: 0808 800 5000
  Modern Slavery Helpline: 08000 121 700

Timescales for Response

• Immediate Danger: If a child is at immediate risk, staff must act immediately by calling 999 and removing the individual from harm.
• Reporting to the Safeguarding Lead: Staff must report all concerns on the same day they are identified.
• Internal Review: The Safeguarding Lead must assess and decide on further action within 24 hours.
• Referral to the Local Authority: If a formal safeguarding referral is required, this must be done within 48 hours.
• Follow-up Actions: Updates and reviews must be conducted regularly until the issue is resolved.

Failure to follow these timescales could result in serious consequences, including regulatory action. All staff must ensure concerns are reported promptly and accurately.

7. Role of the Local Authority Safeguarding Team

Local Authorities have a statutory duty under The Children Act 2004 to safeguard children at risk of abuse or neglect. The Local Authority Child Safeguarding Team is responsible for investigating safeguarding concerns and ensuring appropriate actions are taken to protect individuals.

All staff at {{org_field_name}} must understand how to refer safeguarding concerns to the Local Authority and work in coordination with safeguarding professionals.

Local Authority Contact Information and Safeguarding Referral Process

The Local Authority Child Safeguarding Team is the primary organisation responsible for handling safeguarding concerns within its geographic area.

Local Authority Contact Details:

• Name of Local Authority: {{org_field_local_authority_authority_name}}
• Website and Online Referral Form: {{org_field_local_authority_information_link}}

When to Contact the Local Authority Child Safeguarding Team:

• When there is evidence or suspicion of abuse, neglect, or exploitation of a child.
• If a child is unable to protect themselves and is at risk of harm.
• If a child discloses abuse or mistreatment.
• When internal safeguarding procedures have been followed but further external intervention is needed.

Steps to Make a Referral:

1. Complete an internal safeguarding report following the organisation’s process.
2. Contact the Local Authority Child Safeguarding Team using the details provided above.
3. Provide full details of the concern, including:
   • The child’s name, age, and contact details.
   • A clear description of the safeguarding concern, including dates, times, and incidents.
   • Any actions already taken to protect the individual.
   • Any known risks or factors affecting the child’s safety.
   • Details of other professionals involved in the child’s care.
4. Record the referral details and maintain secure records in compliance with data protection laws.
5. Follow up with the Local Authority to check the progress of the referral and ensure the individual is safeguarded.

Failure to report concerns to the Local Authority when required may result in regulatory action.

Coordination with Multi-Agency Safeguarding Hubs (MASH)

Multi-Agency Safeguarding Hubs (MASH) are teams that bring together multiple safeguarding agencies, including Local Authorities, police, NHS services, and social care organisations. MASH teams assess safeguarding referrals and determine the appropriate response.

Role of MASH in Safeguarding:

• Risk assessment and decision-making – MASH teams assess the severity of safeguarding concerns and decide on further actions.
• Information sharing – Agencies within MASH work together to build a complete picture of a child’s situation.
• Protection planning – MASH creates safeguarding action plans to reduce risks and improve child safety.
• Coordination of interventions – The team ensures that appropriate agencies (e.g., social services, healthcare providers, police) are involved in safeguarding the individual.

Staff Responsibilities When Working with MASH:

• Provide accurate and detailed information to the Local Authority and MASH team when making a referral.
• Cooperate fully with investigations and risk assessments conducted by MASH.
• Attend multi-agency meetings if required to discuss safeguarding plans.
• Maintain confidentiality and share information only with authorised agencies.
• Follow any safeguarding action plans put in place by the Local Authority or MASH team.

The Local Authority Child Safeguarding Team and MASH are essential partners in protecting children from abuse and neglect. Staff at {{org_field_name}} must ensure they follow the correct procedures when making referrals and cooperate fully with external safeguarding investigations.

8. Responding to a Safeguarding Incident

All staff at {{org_field_name}} must follow the correct procedures when responding to a safeguarding incident. The way an incident is handled can significantly impact the safety and well-being of the child and the effectiveness of any subsequent investigation.

Initial Response by Staff

When a safeguarding concern arises, staff must act immediately to ensure the safety of the child and prevent further harm.

Steps to Take:

1. Ensure Immediate Safety
   If the child is in immediate danger, call 999 for emergency assistance.
   Remove the individual from the situation if safe to do so.
   Do not leave the child alone if they are at serious risk.
2. Listen and Reassure the Child
   Listen carefully and allow them to speak without interruption.
   Do not ask leading questions or pressure them for details.
   Reassure them that they are safe and that appropriate action will be taken.
   Explain that you will need to report the concern to protect them.
3. Report the Concern Immediately
   Notify the Safeguarding Lead or Registered Manager without delay.
   Use the reporting channels:
   • Verbal report to the Safeguarding Lead or Registered Manager.
   • Email report to {{org_field_registered_manager_email}}.
   • Call the office at {{org_field_phone_no}}.
   • Out-of-hours emergencies should be reported to {{out_of_hours}}.
4. Document the Incident Accurately
   Record all details objectively, including:
   • The date, time, and location of the incident.
   • The name of the child and others involved.
   • What was seen, heard, or disclosed.
   • Any immediate actions taken to protect the child.
     Do not include opinions or assumptions—stick to facts.

Investigative Procedures

Once a safeguarding incident is reported, an investigation must be carried out to determine the facts and take appropriate action.

• Internal Investigation
  The Safeguarding Lead will review the report and decide on the next steps.
  A safeguarding case file will be created to document all findings.
  Witness statements may be taken from staff and children.
  Any relevant medical or incident reports will be collected.
  If the alleged perpetrator is a staff member, they may be suspended during the investigation.
• Reporting to External Authorities
  If required, the case will be referred to:
  • Local Authority Child Safeguarding Team via {{org_field_local_authority_information_link}}.
  • Relevant Regulatory Body for concerns about regulatory breaches, poor care standards, or organisational failures.
  • Police (if a crime has been committed) via 999 for emergencies or 101 for non-emergencies.
• Follow-Up and Review
  The investigation’s findings will be reviewed to ensure safeguarding measures are effective.
  Any weaknesses in safeguarding procedures will be addressed through updated policies and staff training.

Cooperation with External Authorities

When a safeguarding concern is investigated by external agencies such as the Local Authority, police, or regulatory bodies, all staff must cooperate fully.

Staff Responsibilities:

• Provide clear and honest accounts of the incident.
• Share requested records and documentation promptly.
• Attend safeguarding meetings or case reviews if required.
• Follow any safeguarding action plans set out by external agencies.
• Maintain confidentiality and do not discuss the investigation outside of the authorised parties.

Failure to cooperate with safeguarding investigations can result in regulatory action against the organisation.

Support for Affected Individuals

Safeguarding incidents can be distressing for children, families, and staff. It is essential to provide appropriate support.

• Support for the Child
  Ensure they feel safe and listened to.
  Offer counselling or emotional support if needed.
  Work with the Local Authority to implement a safeguarding protection plan.
• Support for Family Members and Advocates
  Keep them informed of actions being taken, where appropriate.
  Provide reassurance and guidance on external support options.
• Support for Staff
  Any staff affected by the incident can access internal support.
  If a staff member is wrongly accused, they must be supported throughout the investigation process.
  Additional safeguarding training may be provided to strengthen staff knowledge.

Following these steps ensures that safeguarding incidents are handled professionally, efficiently, and in the best interests of the child.

9. Recording and Documentation

Maintaining accurate and detailed records is a fundamental part of safeguarding. Proper documentation ensures transparency, accountability, and compliance with legal and regulatory requirements. Staff at {{org_field_name}} must follow strict record-keeping procedures to ensure safeguarding concerns are documented and managed effectively.

Maintaining Accurate Records of Safeguarding Concerns and Responses

All safeguarding concerns must be documented clearly, accurately, and promptly. Proper records help to:

• Provide an official account of safeguarding incidents.
• Support investigations by internal management and external agencies.
• Ensure that appropriate actions are taken to protect children.
• Maintain continuity in safeguarding measures and ensure follow-ups are completed.

Steps for Recording a Safeguarding Concern:

1. Complete a Safeguarding Report Form
   Use the official safeguarding form provided by {{org_field_name}}.
   Ensure all sections are completed with factual information.
2. Include Essential Details
   • Date, time, and location of the incident or concern.
   • Name and details of the child involved.
   • Description of what was observed, heard, or disclosed (use exact words where possible).
   • Details of any witnesses present.
   • Immediate actions taken to protect the individual.
   • Names of individuals informed, including the Safeguarding Lead, Local Authority, or police.
3. Use Objective Language
   Avoid personal opinions, assumptions, or exaggerated language.
   Report only facts, observations, and statements made by the child or witness.
4. Maintain Confidentiality
   Store safeguarding records securely, following data protection laws.
   Limit access to authorised personnel only.
   Do not share safeguarding information with unauthorised individuals.
5. Submit the Report Without Delay
   Provide the completed report to the Safeguarding Lead or Registered Manager as soon as possible.
   Reports can be submitted via:
   • Email: {{org_field_registered_manager_email}}
     If for whatever reason an email can’t be sent, please contact the Registered Manager:
     Phone: {{org_field_phone_no}}
     Out-of-hours contact: {{out_of_hours}}
6. Follow-Up and Review
   Ensure that safeguarding actions are documented and followed up.
   Record any additional steps taken, such as referrals to external agencies or risk assessments completed.

Compliance with Regulation 17 – Good Governance for Record-Keeping

Regulation 17 – Good Governance under the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 requires care providers to maintain accurate, complete, and secure records for children, staff, and safeguarding incidents.

Key Compliance Requirements:

• Records must be up-to-date and reflect all safeguarding actions taken.
• Safeguarding documentation must be stored securely and retained for the legally required period.
• Risk assessments and care plans must be updated based on safeguarding incidents.
• All safeguarding concerns must be recorded, even if no further action is taken, to ensure transparency.
• Relevant regulatory bodies may request safeguarding records during inspections or investigations.

Failure to maintain proper safeguarding records can result in regulatory action. All staff are responsible for ensuring that safeguarding concerns are accurately recorded and stored in compliance with legal and organisational requirements.

10. Accessibility of the Policy

Ensuring that the Safeguarding Children Policy is accessible to all stakeholders is essential for promoting awareness, understanding, and compliance. Staff at {{org_field_name}} must ensure that children, their representatives, and employees can easily access and understand the policy.

Availability to Children in Accessible Formats

Children must be provided with safeguarding information in a format that suits their individual needs. This may include:

• Easy Read versions with simple language and visual aids.
• Large print or Braille copies for individuals with visual impairments.
• Audio recordings for those who prefer to listen rather than read.
• Translated documents for children whose first language is not English.
• Face-to-face explanations where a staff member explains the safeguarding process verbally.

Staff Responsibilities:

• Ensure that each child receives safeguarding information in a format they can understand.
• Offer assistance in reading or explaining the policy if needed.
• Regularly check that children understand how to report concerns.

Availability to Advocates, Family Members, and Legal Representatives

Advocates, family members, and those lawfully acting on behalf of children must also have access to the Safeguarding Children Policy to understand how concerns are managed.

• Provide a copy of the policy upon request.
• Direct them to the company website or printed materials where the policy is available.
• Offer an opportunity to discuss safeguarding procedures with a Registered Manager or Safeguarding Lead.
• Provide contact details of the Local Authority Child Safeguarding Team and relevant regulatory bodies for external safeguarding referrals.

Staff Responsibilities:

• Ensure that families and representatives are aware of safeguarding procedures.
• Respond promptly to any requests for safeguarding information.
• Reassure family members that safeguarding concerns will be taken seriously and handled appropriately.

Availability to Staff Through Training and Documentation

All employees must be well-informed about the Safeguarding Children Policy and their responsibilities under it.

• New Staff Induction: All new employees must be trained on safeguarding procedures as part of their induction.
• Ongoing Training: Annual refresher training must be provided to ensure staff remain updated on best practices.
• Access to Written Copies: The policy must be available in digital and printed formats at all workplace locations.
• Regular Briefings: Safeguarding must be discussed in staff meetings, supervisions, and team briefings.

Staff Responsibilities:

• Read and understand the Safeguarding Children Policy.
• Attend all mandatory safeguarding training sessions.
• Follow the safeguarding reporting procedures correctly.
• Raise concerns if they identify gaps in safeguarding training or policy accessibility.

Review and Updates

The Safeguarding Children Policy must remain up to date with legal, regulatory, and best practice changes.

• Regular Reviews: The policy must be reviewed annually or sooner if legislation changes.
• Legal Compliance: Updates must align with The Children Act 2004, Health and Social Care Act 2008, Regulation 13 – Safeguarding from Abuse and Improper Treatment, and any new guidance.
• Feedback and Improvement: Reviews must consider feedback from staff, children, family members, and safeguarding authorities.
• Approval Process: All policy changes must be approved by senior management and the Safeguarding Lead before implementation.

Staff Responsibilities:

• Stay informed of policy updates and apply them in practice.
• Report any barriers preventing children or staff from accessing the policy.
• Contribute feedback to improve safeguarding procedures.

Failure to ensure accessibility of the Safeguarding Children Policy can result in misunderstandings, reporting failures, and regulatory breaches. All staff must actively promote the policy’s availability and understanding across all levels of care.

11. Compliance and Monitoring

Ensuring compliance with safeguarding regulations and maintaining high standards of care requires ongoing monitoring, auditing, and continuous improvement. Staff at {{org_field_name}} must adhere to safeguarding procedures, participate in audits, and implement improvements based on findings.

Internal Auditing to Ensure Safeguarding Effectiveness

Regular internal audits must be conducted to assess how effectively safeguarding policies and procedures are being implemented. These audits help identify strengths, areas for improvement, and any safeguarding risks that need addressing.

Key Areas of Safeguarding Audits:

• Review of safeguarding records to ensure concerns are documented accurately and in a timely manner.
• Evaluation of staff safeguarding training compliance.
• Spot checks to ensure staff understand and follow reporting procedures.
• Review of incident responses to assess whether actions taken were appropriate and in line with the policy.
• Feedback collection from children, families, and advocates regarding safeguarding awareness and experiences.

Staff Responsibilities:

• Cooperate fully with internal safeguarding audits.
• Provide honest and accurate information during audits.
• Implement any corrective actions identified in audit findings.
• Report any safeguarding concerns or process failures to management.

Compliance with CQC Requirements and Regulations

The Care Quality Commission (CQC) sets regulatory standards for safeguarding under the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014. The organisation must demonstrate compliance with these regulations to maintain its registration and deliver safe services.

Key CQC Safeguarding Requirements:

• Compliance with Regulation 13 – Safeguarding Children from Abuse and Improper Treatment.
• Adherence to Regulation 17 – Good Governance, ensuring safeguarding records are well-maintained and reviewed regularly.
• Evidence that staff receive appropriate safeguarding training and that this is updated regularly.
• Timely and accurate reporting of safeguarding incidents to relevant authorities.
• Demonstration of a robust whistleblowing policy that protects staff who raise concerns.
• Documentation of safeguarding investigations, actions taken, and outcomes to show effective responses to incidents.

Failure to comply with CQC safeguarding requirements can result in enforcement actions, including warnings, fines, or suspension of registration.

Staff Responsibilities:

• Follow safeguarding procedures at all times to ensure compliance with CQC regulations.
• Attend all required safeguarding training sessions.
• Report safeguarding concerns promptly and document all actions taken.
• Participate in inspections and provide accurate information if asked about safeguarding procedures.

Lessons Learned and Continuous Improvement

Safeguarding processes must evolve based on lessons learned from past incidents, audits, and feedback. Continuous improvement ensures that children receive safe, high-quality care and that risks are minimised.

Ways to Implement Continuous Improvement:

• Review Safeguarding Incidents: After each incident, conduct a post-incident review to assess what worked well and what could be improved.
• Implement Action Plans: Address weaknesses identified in safeguarding audits or inspections by implementing corrective actions.
• Regular Policy Updates: Update the Safeguarding Children Policy in line with changes to legislation, best practices, or lessons learned.
• Ongoing Staff Training: Offer refresher courses and additional safeguarding training where necessary.
• Encourage Open Discussion: Hold regular staff meetings to discuss safeguarding issues, raise concerns, and share best practices.

Staff Responsibilities:

• Reflect on safeguarding practices and contribute to policy improvements.
• Report any weaknesses in safeguarding processes to the Safeguarding Lead or Registered Manager.
• Engage in training and refresher courses to stay informed of best practices.
• Implement changes suggested by audits, inspections, or internal reviews.

By maintaining a culture of continuous learning and improvement, {{org_field_name}} ensures that safeguarding measures remain effective and children are protected from harm. All staff play a vital role in upholding these standards.

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Responsible Person: {{org_field_registered_manager_first_name}}{{org_field_registered_manager_last_name}}
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Next Review Date: {{next_review_date}}
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