Safeguarding Policy

BURY BACH CHOIR - SAFEGUARDING POLICY

This policy applies to all members, volunteers, contractors and all others invited to perform or work with the Bury Bach Choir (hereafter ‘the Choir’).

Legal context

The law requires any organisation involving young people and/or vulnerable adults to take all reasonable measures to ensure that the risk of harm to their welfare is minimised, and where there are concerns, to share them with other local agencies. The relevant legal requirements arise from:

•       The Children Act 1989;

•       The Human Rights Act 1998;

•       The Protection of Children Act 1999;

•       The Sexual Offences (Amendments) Act 2006;

•       The UN Convention on the Rights of the Child;

•   The relevant government guidance including: Working Together to Safeguard Children 2015; Statement of Government Policy on Adult Safeguarding 2011

The Choir recognises that it is not the role of our organisation to decide whether or not a child or vulnerable adult has been abused. This is the role of the local authority Children’s or Adult Services department who have legal responsibility, or of the NSPCC who have powers to investigate child protection concerns under the Children Act. We are, however, committed to act responsibly within our remit.

Good Practice

In formulating this Policy the Trustees of the Choir have followed the guidance of Making Music (the national organisation advising and championing amateur musicians and music groups across the UK), and Safe Network, the safeguarding advice resource of the NSPCC.

Definition of ‘Children’ or ‘Vulnerable Adults’

In this context

• Anyone up to the age of 18 is classified as a child.  In this policy, a child aged 16-18 is called a ‘young person’ to differentiate from younger children, but is legally a child.

• Anyone over 18 years of age is classified as a vulnerable adult, who is or who may be unable to take care of themselves, or be unable to protect themselves against significant harm or exploitation.

How the Choir operates

The Choir is a registered charity, composed of adult choir members.  Officers and other Committee members are elected to serve on the Committee, and others may be co-opted onto the Committee from time to time. We engage, on a self-employed contractor basis:

•      A Music Director (or a substitute on occasion) for regular weekly rehearsals

•      a professional accompanist for regular weekly rehearsals

•      Orchestral players and soloist singers for concerts.

From time to time the Choir organises other events such as choral workshops, social events and outings.

The Choir is an adult choir, though we may have a few young people members at any time between the ages of 16-18. Occasionally we perform in collaboration with other choirs, including children's choirs.

There are no employed staff or volunteers who are charged with the care of others.

Choir rehearsals and performances are group activities, and there is no requirement for any member of the Choir to be alone with another individual member. Nonetheless, the Trustees of the Choir recognise the need to safeguard the welfare of any children, young and vulnerable people with whom we may work or come into contact.

1  General principles and guidelines

• The Choir welcomes the participation of children and young people in designated concerts, and young people (16-18) as regular singers with the Choir.

• The Choir is committed to safeguarding children, young people and vulnerable adults and ensuring their wellbeing.

• The Choir holds that the safeguarding of all children, young people and vulnerable adults who participate in Choir activities is the responsibility of every Choir member.

The purpose of this policy is:

• to protect from abuse children, young people and vulnerable adults with whom the Choir has any involvement;

• to provide an outline of the principles that guide our approach to safeguarding.

2  Contact with children and young people typically falls into the following categories:

2.1  Children who take part in a concert, as part of a youth, school or church choir

In these circumstances, the Choir will expect that children/young people will be accompanied by an adult member or members of their choir, or their organisation’s staff, and that arrangements for safeguarding will be followed according to the policy of that choir or organisation.  The Choir will collaborate with the other choir to ensure that effective safeguarding arrangements are in place for the event(s). Except for emergency first aid, members of the Choir will not conduct any form of health intervention and will not administer medication.  In the case of a school or other choir, the responsible adults from that organisation will be required to take charge in accordance with their safeguarding policy.

Separate dressing areas and toilet facilities will be provided wherever possible for children who take part in a concert.

2.2  Young people 16-18 singing with the Choir at rehearsals and concerts

When the Choir organises an activity or event where they will be responsible for young or vulnerable people they 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 main contact has access to emergency contact details and other relevant details (eg information about picking up arrangements for young or vulnerable people).

•  That if vulnerable people of different gender will be taking part in activities adults of different gender will be in attendance too.

• A child, young person or 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 get home safely.

If a young or vulnerable person wishes to take part in Choir activities, written permission (including email) should be obtained from parents/guardians where appropriate, and before the activity takes place. Written permission should include emergency contact details of any relevant pick-up arrangements – including permission for another adult to pick up the vulnerable person after the activity is finished.

2.3  Children as soloists

When children or young people take part in concerts as soloists, they should be accompanied by a parent /carer or other responsible adult nominated by the parent/carer.

• The child’s parent/carer must provide written permission for their child to take part in Choir activities. A consent form for this purpose will be provided by the Choir Secretary.  An emergency contact number should be provided on the consent form in the event of health problems. When completed, the form shall be retained by the Choir Secretary.

• The Choir will expect that the adults accompanying the child(ren) will act in loco parentis, or if they are the parents, they will be responsible for the safety of the child(ren). The Choir will also exercise its duty of care towards the child(ren).

• Parents/carers will be asked to provide information about any health problems that may be necessary to inform the care of their children during choir activities. The Choir will secure parental consent in writing to administer emergency first aid and/or other emergency medical treatment, if the parent/carer cannot be contacted, and there is no parent designated adult present.

• Except for emergency first aid members of the Choir will not conduct any form of health intervention and will not administer medication.

• The parent/carer retains full responsibility for the child’s transport arrangements to and from rehearsals and the venues for performances or activities.

• Rehearsals and other activities will be conducted in an open environment to avoid private or unobserved situations.  Choir members should ensure that they are not alone with a young person.

The above guidance also applies to the safeguarding of vulnerable adults.

2.4  Children and vulnerable adults who form part of the audience at public performances given by the Choir

The Choir does not make special arrangements for children or vulnerable adults as part of the audience other than exercising a reasonable duty of care. It is the responsibility of the parent or carer to ensure that their child/vulnerable adult is supervised at all times. If a parent/carer is not personally attending an event with their child/vulnerable adult, this policy requires them to be satisfied that their child/vulnerable adult will be accompanied and adequately supervised by a responsible adult acting on their behalf at all times. Choir members will not make contact with, nor ask for the contact details of children and young people, or vulnerable adults not known to them.

3  Privacy arrangements

• In the rare event of it not being possible to arrive at a venue in concert dress, the Choir will ensure an individual’s privacy is respected if they are required to change at a venue. The Choir will work with the school/youth groups to ensure their safeguarding requirements are met, such as providing separate changing rooms and toilets where possible.

• In common with its policy for adult members, the Choir will not disclose contact details for any vulnerable adult without first obtaining permission from their carers. In the case of a minor, the parents/carers should be consulted. The purpose of any request for contact details, and the identity of any person making such a request will be provided.

• Parents/carers should be aware that photography, audio and video recording may be undertaken from time to time at concerts and rehearsals. The images and recordings may be stored digitally and used both on-and off- line including on the Internet. These provide valuable tools to promote the work of the Choir to a wider audience and form part of the historical record of our work. Prior approval to do so must be obtained in writing from the parent/carer as noted on the parent/carer consent form.

4  Joint concerts with children

The Choir will make appropriate joint working arrangements to ensure that school/youth groups will always be in the care of their teachers, assistants and/or parents/carers who will bear responsibility for their welfare at all times.  This does not detract from the Choir’s general responsibility to provide a safe environment and to follow the principles of this policy.

5  Measures for implementation of this policy

A copy of this policy is available on the Choir’s website and is sent by email to each choir member. Choir members are expected to sign to indicate that they have read, understood and accept the policy and to sign a declaration that they are not barred from working with children or young and vulnerable groups.

A copy of the policy will be sent to each parent/carer upon request. The policy and procedures will be brought to the attention of members at each choir AGM and be reviewed annually at the first Committee meeting following the AGM. Choir members will be informed of any changes as soon as the committee has approved them.

The Choir has nominated two Designated Persons, who will undertake appropriate training as required and will be identified to children/young people/vulnerable adults as the principal people they should turn to, if they have any concerns or queries. Contact details for the Designated Persons are also given in the parent/carer consent form.

Choir members or anyone with concerns should report to one of the Designated Persons, who will take action as described in the ‘Approach to be taken in the event of a complaint’ section below and:

• Obtain and record information from the person expressing the concern;

• Assess the information quickly and carefully and ask for further clarification as appropriate;

• Seek advice from Children’s or Adult Services at the relevant Local Authority;

• Seek medical attention if necessary and / or make a referral to a statutory child protection agency or the police without delay depending on the particular circumstances.

A permanent confidential record will be kept of the report by the Choir Secretary.

6  Approach to be taken in event of a complaint

The Choir notes the importance of being alert to signs of abuse and to the difficulty individuals may have in reporting it. To assist in responding appropriately to a complaint, we offer the following strategy for anyone who is made aware of an issue from or concerning a child, young person or vulnerable adult.

• Ensure the child or vulnerable adult understands that information given about abuse cannot be kept confidential.

• Listen carefully.

• Reassure the child or person involved that this matter will be disclosed only to those who need to know about it and that they are doing the right thing in telling you.

• Avoid leading questions or closed questions.

• Write down what has been said, with date and time and any names mentioned.

• Tell the child/person what you are going to do next (in the first instance, report the matter to the Designated Person).

7  General guidance to Choir members participating in events alongside children, young people and/or vulnerable adults

In implementing our safeguarding policy, we should ensure that if and when we participate in Choir activities that also involve children, young people or vulnerable adults, we should:

• Value and treat them with respect as individuals, regardless of age, sex or ethnicity;

• Ensure that there is more than one adult present during activities with them;

• Watch out for each other and ensure that we are not drawn into situations that could be misinterpreted;

• Avoid physical contact;

• Avoid inappropriate remarks to or about them, even in fun; this could be misinterpreted;

• Not take them to our homes, offer them transport, gifts or money.

List of contacts

1) Designated Persons: Choir members

•   Sarah Mansfield - tel 01284 489848 or 07881 931871

•   Julia Rance – tel 07903 110507

2)  The Chair is James Heathcote – chair@burybachchoir.co.uk

Reports of suspicions or allegations of abuse or a serious incident are to be sent to the appropriate contact as soon as possible. The local Safeguarding Children’s Board and Safeguarding Adults Board websites include contact details and information about how to make referrals. Any incidents should be reported to the Safeguarding Board covering the area in which the child or vulnerable adult lives.

Letter to accompany consent form

This is to be sent to parents / guardians of individual child / young person (under the age of 18) / vulnerable adult participants in rehearsals and concerts.

Dear (name of parent / carer / guardian)

We are writing to you in accordance with our Safeguarding Policy because (name of child /young person/adult) is due to participate in our forthcoming rehearsals and/or concert, detailed on the enclosed form.

We are committed to safeguarding the wellbeing and interests of children and young people whenever they participate in shared rehearsals and performance with Bury Bach Choir.

In order to be able to do this, we need to ask for your agreement to (name of child/young person/adult‘s) participation, and to request some information from you as noted on the attached Consent Form.  We look forward to receiving your completed Consent Form by (date).

Yours sincerely

Chair

Bury Bach Choir

CONSENT FORM FOR PARTICIPATION OF CHILD / YOUNG PERSON IN REHEARSALS AND CONCERT

NAME/DATE OF CONCERT……………………………………………………………………………………………………………

1  Are you willing for (name of child/young person/adult) to participate in this event and any preparatory rehearsals?

Yes / No (please circle as appropriate)

2  Does (name of child/young person/adult) have any special dietary requirements of which we should be aware?

Yes / No (please circle as appropriate). If Yes, please supply relevant information.

3  Does (name of child/young person/adult) have any special health or other needs of which we should be aware?

Yes / No (please circle as appropriate).  If Yes, please supply relevant information.

If you have answered Yes to Question 3, please supply relevant details including the names and contact details of people to contact in case of emergency.

Name----------------------------------------------------------------------------------------------------------------------------

4  We expect that parents of participating children will accompany their children to events, or nominate another trusted adult to act in loco parentis.

Do you plan to attend the above concert?

Yes/No     If you answered No, please nominate another adult to act in loco parentis.

Name---------------------------------------------------------------------------------------------------------------------------

5  Do you agree that nominated and suitably qualified choir members may administer first aid if this is required?

Yes / No (please circle as appropriate)

6  For your information, photography, audio and video recording may be undertaken from time to time at concerts and rehearsals. The images and recordings may be stored digitally and used both on-and offline including on the Internet. These provide valuable tools to promote the work of the Choir to a wider audience and form part of the historical record of our work.

Are you willing to permit (name of child/young person/adult) to participate in such recordings?

Yes / No (please circle as appropriate)

Signed …………………………………………………………………………………………………………………………………………………

Date ……………………………………………………………………………………………………………………………………………………..

Relationship to (name of child/young person/adult)…………………………………………………………………………..

Telephone contact details in case of emergency………………………………………………………………………………....