Skip to main content

Safeguarding Children & Vulnerable Adults

Created/reviewed by Vicki Kennedy on 16 December 2024

Review due on 20 September 2025

Report a concern

Child/Vulnerable Adult Safety Checklist

Child/Vulnerable Adult Safety Concern Form

 

Policy Statement

Our vision is of a creative city where the arts are central to the life and wellbeing of our communities. We know the value of involving young people in creative activity. We support a wide range of projects that bring children, young people and vulnerable adults into contact with the arts. In doing so, we take our responsibilities seriously.

Safeguards not only protect and promote the welfare of children, young people and vulnerable adults, they also enhance the confidence of partners, staff, volunteers, parents, carers and the general public.

This policy is aimed at two audiences:

  • Sunderland Culture staff and volunteers who are required to use and understand the policy
  • Arts organisations and other bodies who work alongside our organisation

Policy Objectives

We want to encourage a better general understanding of safeguarding and child protection in the arts community throughout Sunderland. We will:

  • Reduce the risk to children, young people and vulnerable adults by highlighting the relevant issues
  • Provide guidance on creating a safe working environment and appropriate reporting structures (in effect, creating a culture of safeguarding within all Sunderland Culture activity/venues)
  • Ensure that when abuse is suspected or disclosed, appropriate action will be taken in implementing these procedures. We will take every reasonable step to ensure that children and young people and vulnerable adults are protected where:
    • We work with any child/young person that receives Sunderland Culture’s services/offer
    • Our own staff, including those individuals contracted by us, are directly involved in the delivery of arts related activity
    • Our staff recruit or broker relationships between an artist or arts facilitator and a third party
    • We fund/ commission an arts organisation for a programme of work
    • We seek to promote a positive ethos of collaboration work between the professional arts sector and children or young people

Our Commitment

At Sunderland Culture, we believe that:

  • Children and young people should never experience abuse of any kind
  • We have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them
  • The welfare of the child is paramount

We will seek to keep children, young people and vulnerable adults safe by:

  • Valuing, listening to and respecting them
  • Appointing a nominated child protection/safeguarding lead, a deputy child protection/safeguarding lead and a lead trustee/board member for safeguarding
  • Developing child protection and safeguarding policies and procedures which reflect best practice
  • Using our safeguarding procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately
  • Creating and maintaining an anti-bullying environment and ensuring that we have policy and procedure to help us deal effectively with any bullying that does arise
  • Developing and implementing an effective online safety policy and related procedures
  • Recruiting staff and volunteers safely, ensuring all necessary checks are made
  • Providing effective management for staff and volunteers through supervision, support, training and quality assurance measures
  • Implementing a code of conduct for staff and volunteers
  • Using our procedures to manage any allegations against staff and volunteers appropriately
  • Ensuring that we have effective complaints and whistleblowing measures in place
  • Ensuring that we provide a safe physical environment for our children, young people, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance
  • Recording and storing information professionally and securely

Responsibility for Safeguarding

Everyone who works with children has a responsibility for keeping them safe.

No single practitioner can have a full picture of a child’s needs and circumstances and, if children and families are to receive the right help at the right time, everyone who comes into contact with them has a role to play in identifying concerns, sharing information and taking prompt action. In order that organisations, agencies and practitioners collaborate effectively, it is vital that everyone working with children and families, including those who work with parents/carers, understands the role they should play and the role of other practitioners. This policy sets out key roles and procedures to deliver effective arrangements for safeguarding.

Sunderland Culture has appointed Vicki Kennedy as Senior Designated Safeguarding Lead.

This person has the overall responsibility for safeguarding and child protection and has the appropriate authority and training to undertake such a role and is able to provide advice and support to other staff on child welfare and child protection matters. The Senior Designated Safeguarding Lead (and Deputy Safeguarding Lead, Ian High) are most likely to have a complete safeguarding picture and be the most appropriate person to advise on the response to safeguarding concerns. The Sunderland Culture Senior Designated Safeguarding Lead, Vicki Kennedy, shall, together with the Safeguarding Deputy Lead and Venue Leads, have the following responsibilities:-

(a) to provide information and advice on child protection with Sunderland Culture, ensuring that staff are aware that they should report any concerns for a child or suspicion of abuse to the Senior Designated Lead/Deputy Lead or a member of the Venue Leads team;

(b) to provide appropriate information when making referrals in all cases of suspected child abuse to the relevant Sunderland Culture Safeguarding team, Children’s Social Care or other appropriate agencies, police and/or Independent Safeguarding Authority;

(c) to take such action as he/she considers necessary to ensure the safety of the child in question and any other child at risk;

(d) to ensure that appropriate records are kept in relation to the reporting of suspected abuse;

(e) to ensure that they are fully up-to-date with policies and procedures relating to the safeguarding of vulnerable groups including attending training and information sessions organised by Sunderland Culture, the Local Safeguarding Children’s Board and other associated organisations;

(f) to ensure that all appropriate staff are made aware of, and trained, as may be required in Sunderland Culture’s Policy and Procedure for the Protection of Children and Vulnerable Adults and to develop, where appropriate, a code/s of practice for those involved in work with children and vulnerable adults;

(g) to coordinate consultation and action relating to child protection and the safeguarding of vulnerable adults within Sunderland Culture venues;

(h) to keep under review and recommend amendments to the Policy and Procedure for the Protection of Children and Vulnerable Adults, guidance and associated arrangements, where necessary, taking account of any changes which may be made to relevant legislation and/or guidance provided by the Local Safeguarding Children’s Board or other appropriate external agencies;

(i) to advise the Sunderland Culture leadership team about safeguarding issues that impact on recruitment practice for staff;

(j) to promote the importance of safeguarding within Sunderland Culture.

Sunderland Culture Safeguarding Leads

Vicki Kennedy

Sunderland Culture

Senior Designated Safeguarding Lead

vicki.kennedy@sunderlandculture.org.uk

07904781228

Ian High

Sunderland Culture

Deputy Safeguarding Lead

Ian.High@sunderlandculture.org.uk

07894078308

Designated Safeguarding Officers

Jennie Lambert

Venue Safeguarding Lead

Sunderland Museum & Winter Gardens

Jennie.Lambert@sunderland.gov.uk

Matt Blyth

Venue Safeguarding Lead

Arts Centre Washington

Matthew.Blyth@sunderland.gov.uk

Michael Barrass

Venue Safeguarding Lead

City-wide programme

Michael.Barrass@sunderlandculture.org.uk

Lucy Lax

Venue Safeguarding Lead

National Glass Centre & Northern Gallery for Contemporary Art

Lucy.Lax@sunderland.ac.uk

Wider Safeguarding Context

Legal context

We are all aware of a number of high-profile incidents of child abuse which for a long time went undetected. Lessons have been learnt from these cases and public bodies are continually reviewing and improving policy and practice to reduce the danger of these kinds of incidents being repeated. Arts are no different.

The majority of people who are employed or volunteer with children, young people and vulnerable adults do so for the right reasons. But a small minority do not. By adopting some basic safeguards, we can all do more to ensure that we build up and maintain a culture of protection in our organisation.

This policy has been drawn up based on legislation, policy and guidance that seeks to protect all children that engage in Sunderland Culture venues and activities. It takes into account relevant legislation and guidance and is particularly informed by the requirement of the Children Act 1989, which provides a framework for the care and protection of children and young people and the Children Act 2004 which underpins Every Child Matters: Change for Children programme and guidance such as: Working Together to Safeguard Children (HM Government 2010); What to Do If You’re Worried a Child Is Being Abused (DH, Home Office, DfES, Office of the Deputy Prime Minister, Lord Chancellor’s Department, 2003).

The policy has also been written in line with the Equality Act 2010 which puts a responsibility on public authorities and organisations to have due regard to the need to eliminate discrimination and promote equality of opportunity. This applies to the process of identification of need and risk faced by the individual child and the process of assessment. No child or group of children must be treated any less favourably than others in being able to access effective services which meet their particular needs.

Alongside national policy, we comply with local guidance and procedures set out by our local Safeguarding Children Board in Sunderland (SSCB). Globally, the policy is also informed by The United Nations Convention on the Rights of the Child (UNCRC) – an international treaty that defines the universal rights of children, young people and vulnerable adults and the role of governments in ensuring those rights.

Definition of a child/vulnerable adult

The legal definition of a child in England, is anyone who has not yet reached their 18th birthday. The term ‘young person’ has no legal definition but is used here to acknowledge that individuals aged 16 or 17, for example, may not think of themselves as children.

Child protection guidance highlights that under 18s who are:

  • aged 16 or over;
  • living independently;
  • in further education;
  • a member of the armed forces;
  • in hospital; or in custody in the secure estate are still legally children and should be given the same protections and entitlements as any other child.

For the purposes of this policy, a ‘vulnerable adult’ shall be defined as follows in accordance with the Care Act 2014:

  • any adult that has needs for care and support;
  • is experiencing or is at risk of abuse or neglect, and;
  • as a result of those needs is unable to protect themselves against the abuse or neglect or the risk of it.
Safeguarding for all

Children and young people who have disabilities are at an increased risk of being abused compared with their non-disabled peers (Jones et al, 2012).

In this policy, we’re using the term ‘disabled children’ to refer to children and young people with a range of very different conditions and identities, some of whom may not identify as being disabled. This includes children who:

  • are deaf
  • are on the autistic spectrum
  • have a condition such as attention deficit hyperactivity disorder (ADHD)
  • have a learning disability
  • have a physical disability such as cerebral palsy
  • have a visual impairment
  • have a long-term illness

Children and young people who have disabilities are also less likely to receive the protection and support they need when they have been abused (Taylor et al, 2014). Professionals sometimes have difficulty identifying safeguarding concerns when working with deaf and disabled children (NSPCC, 2016).

Risk and vulnerability factors

There are several factors that contribute to disabled children and young people being at a greater risk of abuse. Some examples are listed below:

  • Communication barriers; Children and young people with speech, language and communication needs (including those who are d/Deaf, or have a learning disability or physical disability) face extra barriers when it comes to sharing their worries and concerns
  • Adults may have difficulty understanding a child’s speech so they may not realise when a child is trying to tell them about abuse
  • Adults may not have the knowledge and skills to communicate non-verbally with a child, which can make it harder for children to share their thoughts and feelings
  • Communicating solely with parents or carers may pose a risk if the child is being abused by their parent or carer
  • It can be difficult to teach messages about what abuse is or how to keep safe to children with communication needs. Without this knowledge children may not recognise that they are being abused or won’t know how to describe what’s happening to them.
  • Increased isolation
  • Disabled children and their families may have limited access to support systems
  • Children with disabilities may have regular contact with a wide network of carers and other adults for practical assistance in daily living including personal intimate care
  • This can increase the opportunity for an abusive adult to be alone with a child
  • If a child is abused by a carer they rely on, they may be more reluctant to disclose abuse for fear that the support service will stop
  • Caring for a child with little or no support can put families under stress. This can make it difficult for parents to provide the care their child needs and can lead to a child being abused or neglected
  • Inadequate support; it can be difficult for any child who has experienced abuse to get the support they need, but disabled children may face extra problems
  • It’s not always easy to spot the signs of abuse. In some cases, adults may mistake the indicators of abuse for signs of a child’s disability

Safeguarding and promoting the welfare of children is defined for the purposes of this policy as:

  • Protecting all children from maltreatment and abuse; (including in a addition to the four categories of harm, issues such as sexual violence and sexual harassment, child criminal exploitation (CSE), honour-based violence (HBV) inclusive of female genital mutilation (FGM) and forced marriage, preventing radicalisation and extremism, harassment, bullying and victimisation); preventing impairment of children’s health or development; ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and taking action to enable all children to have the best outcomes.

Everyone who comes into contact with children and their families has a role to play in safeguarding children. Due to the regular contact with children, all staff and volunteers at Sunderland Culture hold a particularly important role in safeguarding as we are in a position to identify concerns, provide help for children and to prevent concerns from escalating.

The threshold of significant harm is defined in the Children Act 1989 Section 31 (9) as:

  • ill-treatment
  • impairment of health (as compared to a similar child)

Note: harm includes the impairment of a child’s health or development as a result of witnessing the ill-treatment of another person (Adoption and Children Act 2002).

Categories of abuse

Working Together 2018 defines the categories of harm as:

Physical Abuse

A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness in a child.

 

Neglect

The persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health or development. Neglect may occur during pregnancy as a result of maternal substance misuse. Once a child is born, neglect may involve a parent or carer failing to provide adequate food and clothing, shelter including exclusion from home or abandonment, failing to protect a child from physical and emotional harm or danger, failure to ensure adequate supervision including the use of inadequate care-takers, or the failure to ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs.

 

Sexual Abuse

Involves forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening.  The activities may involve physical contact, including assault by penetration (for example, rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse.  Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children.

 

Emotional Abuse

The persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve conveying to a child that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may include not giving the child opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on children. These may include interactions that are beyond a child’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing the child participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyber bullying), causing children frequently to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child though it may occur alone.  The Senior Designated Safeguarding Lead will keep a full record of concerns raised and make referrals to the Children’s Services Social Care Referral Team, Sunderland if necessary.

 

Bullying

Bullying is when individuals or groups seek to harm, intimidate or coerce someone who is perceived to be vulnerable (Oxford English Dictionary, 2018). It can involve people of any age, and can happen anywhere – at home, school or using digital technologies (cyberbullying). This means it can happen at any time. Bullying encompasses a range of behaviours which are often combined. Verbal abuse; name-calling, saying nasty things to or about a child. Physical abuse; hitting a child, pushing a child, physical assault. Emotional abuse; making threats, undermining a child, excluding a child from a friendship group or activities.

 

Cyberbullying/online bullying

Examples include: excluding a child from online games, activities or friendship groups, sending threatening, upsetting or abusive messages, creating and sharing embarrassing or malicious images or videos, ‘trolling’ – sending menacing or upsetting messages on social networks, chat rooms or online games, voting for or against someone in an abusive poll, setting up hate sites or groups about a particular child, encouraging young people to self-harm, creating fake accounts, hijacking or stealing online identities to embarrass a young person or cause trouble using their name.

Indicators that a child could be experiencing bullying include:

  • being reluctant to go to school
  • being distressed or anxious
  • losing confidence and becoming withdrawn
  • having problems eating and/or sleeping
  • having unexplained injuries
  • changes in appearance
  • changes in performance and/or behaviour at school
  • adults may notice that a child isn’t spending time with their usual group of friends, has become isolated or that other children’s behaviour towards a child has changed

 

Examples of abuse of vulnerable adults

  • Physical abuse – this includes hitting, slapping, pushing, kicking, misuse of medical/chemical restraint or appropriate sanctions
  • Sexual abuse – this includes rape and sexual assault or sexual acts to which the vulnerable adult has not, or could not, consent and/or was pressured into consenting
  • Psychological abuse – this includes emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, verbal or racial abuse, isolation or withdrawal of services or supportive networks
  • Financial or material abuse – this includes theft, fraud, exploitation, pressure in connection with wills, property, possessions or benefits
  • Neglect and acts of omission – this includes ignoring medical or physical care needs, failure to provide access to appropriate health, social care or educational services, the withholding of the necessities of life, such as medication, adequate nutrition and heating
  • Institutional abuse – this is repeated instances of poor care of individuals or groups of individuals. It can be through neglect or poor professional practice as a result of structures, policies, processes and practices within an organisation. While this in no way condones the abusive practice on the part of individuals, it recognises the powerful influence that organisational culture has on individual behaviour

Our Procedure

Reporting concerns

If a child is suffering or at risk of suffering significant harm, you can share information with appropriate agencies or professionals without the child’s or their parent’s consent.

If a child is in immediate danger, call relevant emergency services on 999 and then follow the flow chart steps below.

If a child is not in immediate danger, follow Sunderland Culture Safeguarding policies and procedures as soon as possible:

  1. Member of Sunderland Culture staff suspects a child is being (or at risk of being) neglected/abused or discloses that they are being neglected/abused
  2. Member of Sunderland Culture staff reports concerns by phone to Senior Designated Safeguarding Lead, Vicki Kennedy (07904781228) or Deputy Safeguarding Lead, Ian High (07894078308) and inform their Venue Safeguarding Lead
  3. Staff should refer to the safety concern checklist and record their findings as soon as possible, within 24 hours, using the Child or Vulnerable Adults Safety Concern form. A copy should be retained for their own records and the form should be sent to the Senior Designated Safeguarding Lead, Deputy Safeguarding Lead and Venue Safeguarding Lead

Remember, whilst you have a duty to record the information and take immediate action, the responsibility of safeguarding does not lie solely with you. It is better to share concerns than doubt your judgement and fail to respond.

Children’s Services are the experts and will help to make the decisions. Our role is simply to share concerns.

Situations which involve allegations or suspicions of abuse of children or vulnerable adults are very sensitive and must be handled with great care. This section intends to guide staff about how these situations should be approached.

The following actions should be taken in all circumstances where a member of staff has concerns about the welfare, or possible abuse, of a child or vulnerable adult. This may occur where a child or vulnerable adult informs a member of staff directly that he or she is concerned about someone’s behaviour towards them, where a member of staff becomes aware through their own observations or through a third party of possible abuse occurring within a Sunderland Culture venue/event/activity,  home or in another setting or if a child or vulnerable adult informs a member of staff that they are being abused Sunderland Culture venue, at home or another setting.

If any Sunderland Culture staff member comes into contact with a child or vulnerable adult, and believes that they have cause for concern, or if a child or vulnerable adult is at risk of abuse or makes a disclosure to them, then they should contact designated Senior Designated Safeguarding Lead, Vicki Kennedy (07904781228) or Deputy Safeguarding Lead (07894078308) or inform their Venue Safeguarding Lead.

How to respond

In a one-to-one discussion with a child or vulnerable adult, it is important to:

  • respond in a calm manner
  • avoid physical contact with the child or vulnerable adult unless it is absolutely necessary. Ensure that if any form of physical contact is required (e.g. to administer first aid or if the child or vulnerable adult has a disability or visual impairment and needs assistance) it is provided openly
  • take what the child or vulnerable adult has to say seriously and provide reassurance that they were right to tell you
  • take care not to ask the child or vulnerable adult leading questions (i.e. avoid putting words into their mouth) but ensure that you have a clear understanding of what has been said
  • provide reassurance but do not make promises of confidentiality or an outcome that may not be feasible in light of subsequent developments; explain to the child or vulnerable adult that you will need to share what you have been told but reassure them that it will only be disclosed to those that need to know

At the time it is important to put in place the following practical arrangements:

  • ensure the safety of the child or vulnerable adult, including the need for appropriate medical treatment, if required e.g. call an ambulance. Ensure that medical staff are made aware that this may be a child or vulnerable adult protection issue
  • it may be appropriate to inform parents or carers if the child or vulnerable adult requires medical treatment. However, it may not be appropriate to advise the parents or carers that this may be a child or vulnerable adult protection issue. Advice must be taken from either the Local Area Designated Officer, Sunderland Safeguarding Children’s Board or Sunderland Safeguarding Adult’s Board as appropriate
  • report all concerns to Sunderland Culture Senior Designated Safeguarding Lead immediately (at most 24 hours). If the Senior Designated Safeguarding Lead is not available, an alternative member of the Safeguarding Group must be informed
  • Make a full record of what you remember has been said, heard and seen as soon as possible

Do not attempt to interview them, avoid asking too many questions at this stage, although it may be necessary to clarify with them what they are saying. Staff should refer to the Safety Concern Checklist and record their findings as soon as possible, using the Child or Vulnerable Adult Safety Concern form, retain a copy for their own records, and email this to the Senior Designated Safeguarding Lead, Deputy Safeguarding Lead and Venue Safeguarding Lead.

Staff code of conduct

This section provides a guide for staff, volunteers and partners and professionals working with or for Sunderland Culture. In this section, we outline what is expected and what is meant by ‘acceptable and desirable conduct’ in relation to the protection of both children and vulnerable adults who come in to contact with Sunderland Culture venues and activity.

All members of Sunderland Culture staff are encouraged to demonstrate exemplary behaviour when working with children or vulnerable adults to protect them from abuse and themselves from false allegations. Staff should know the key contacts within the Sunderland Culture Safeguarding Steering Group and be familiar with Sunderland Culture Child Protection Policy and Procedure for the Protection of Children and Vulnerable Adults.

  • Staff are expected to actively contribute to an organisational culture where inappropriate behaviour is not tolerated
  • Staff should work in an open environment avoiding private or unobserved situations and encouraging open communication, wherever possible
  • Staff should avoid spending excessive amounts of time alone with children or vulnerable adults away from others and report to their safeguarding venue/event lead if this is happening
  • Treat all children and vulnerable adults, regardless of race, disability, religion or belief, gender, sexual orientation, equally and with respect and dignity
  • Always put the welfare of the child or vulnerable adult first
  • It is unlawful for staff to have a physically or emotionally intimate relationship with a young person under the age of 18 when they are in a ‘position of trust’. Particular attention is drawn to the provisions of the Sexual Offences Act 2003 which creates a criminal offence of abuse of a ‘position of trust’
  • Ensure that if any form of physical touching is required, it should be provided openly. In theatrical/sporting situations this should be in accordance with guidelines provided by the appropriate National Governing Body
  • Be an excellent role model – this includes not using offensive language, smoking or drinking alcohol in the company of children
  • Where required, give enthusiastic and constructive feedback rather than negative criticism
  • Keep a written record of any injury occurs, along with details of any treatment given
  • Attend any relevant training that Sunderland Culture provides
  • Always respond appropriately to allegations of abuse and bullying, and positively support a ‘whistleblowing’ culture where any concerns about inappropriate behaviour are reported and dealt with in a timely manner to a member of the Safeguarding Group
  • It is not advisable to give a child or vulnerable adult personal details such as home or mobile number, home address or internet (IP) address or to communicate via social networking sites, for example Facebook, Instagram, Snapchat or X. If it is essential to disclose such personal details, please ensure that a member of the Safeguarding Group is aware of this
Staff must never
  • Take photographs of videos of children unless written consent has been obtained from the parent or guardian
  • Engage in rough, physical or provocative games
  • Allow or engage in any form of inappropriate touching
  • Allow children to use inappropriate language unchallenged
  • Make sexually suggestive comments to a child, even in fun, or allow children to make sexually suggestive comments to us unchallenged
  • Reduce a child to tears as a form of control
  • Allow allegations made by a child to go unchallenged, unrecorded or not acted upon
  • Do things of a personal nature for children or disabled adults, that they can do for themselves
  • Invite or allow children to stay with us or visit us at our homes unsupervised

N.B. It may sometimes be necessary for staff or volunteers to do things of a personal nature for children or a vulnerable adult, particularly if they are young or disabled. These tasks should only be carried out with the full understanding and consent or parents/carers and the persons involved. There is a need to be responsive to a person’s reactions.  If a person is fully dependent on you, talk with them about what you are doing and give choices where possible. This is particularly so if you are involved in any dressing or undressing of outer clothing, or where there is physical contact, lifting or assisting a child or vulnerable adult to carry out particular activities. Avoid taking on the responsibility for tasks for which you are not appropriately trained.

Positions of trust

‘Position of trust’ is a legal term that refers to certain roles and settings where an adult has regular and direct contact with children. Examples of positions of trust include:

  • Teacher
  • Care worker
  • Youth justice worker
  • Social worker
  • Doctor

It’s against the law for someone in a position of trust to engage in sexual activity with a child in their care, even if that child is over the age of consent (16 or over).

There are many roles which are not legally defined as being positions of trust, such as swimming coaches or faith group leaders. This means it’s not currently against the law for people in these roles to have a sexual relationship with a 16 or 17-year-old in their care.

At Sunderland Culture, we are all responsible for spotting the signs that someone could be using their position to abuse children. Examples of situations that may cause concern include a member of staff or volunteer:

  • giving a child or young person extra special attention or preferential treatment, or acting as their confidante
  • frequently spending time on their own with a child or young person, particularly if this is in private or isolated areas
  • spending time outside their working or volunteering hours alone with a child or young person
  • transporting a child or young person to or from meetings or activities on their own
  • making friends with a child or young person’s parents or carers and/or visiting them at home
  • giving gifts, money, toys, cards or letters to a child or young person
  • using texts, telephone calls, emails or social networking sites to communicate with a child or young person
  • being overly affectionate with a child or young person
  • flirting with or making suggestive remarks or sexual comments around a child or young person
  • you may also hear other children and young person making jokes or references about a member of staff and a specific child

Safe recruitment

Sunderland Culture intends to create a culture of safe recruitment and, as part of that, adopt recruitment procedures that help deter, reject or identify people who might abuse children. This policy describes in detail those checks that are, or may be, required for any individual working in any capacity for Sunderland Culture. Senior Leadership Team will act reasonably in making decisions about the suitability of the prospective employee based on checks and evidence including: criminal record checks (DBS checks), barred list checks and prohibition checks together with references and interview information.

For more information, please read our Sunderland Culture Safer Recruitment Policy.

Safe activity

Gallery and museum visits - general

Sunderland Culture is committed to ensuring a safe environment for all of our visitors. Every year, thousands of visits are made to our venues and a high proportion of those visits are from children and young people taking part in our family learning and education visit activities. While the primary responsibility for any child, young person or vulnerable adult rests with the supervising adult, we provide an atmosphere of trust and respect, recognising that children, young people and vulnerable adults have a right to protection.

Our venues are openly accessible to all and any children or young people entering buildings and galleries without direct supervision should be welcomed if they are behaving appropriately. We reserve the right to deny access to children under the age of 12, if unaccompanied by an adult. In such cases we will seek to ensure that excluding these children does not put them at risk. On entry to Sunderland Culture galleries and museums, it is the responsibility of staff to be observant and be prepared to ask an unaccompanied child, if appropriate, whether they are accompanied by an adult.

The entry policy for National Glass Centre is that no children under the age of 16 should be in the building without an adult parent or carer. This policy is displayed at our entrances and on our website.  In the case of vulnerable adults, staff should ask, if appropriate, whether that person has or needs personal support. Staff should assess all situations sensitively and act accordingly, treating visitors with respect while recognising that the child or vulnerable adult’s welfare is paramount. If there is any cause for concern the staff member should report this to the venue safeguarding lead who will decide whether there needs to be any action taken under the Found Child/Vulnerable Adult Procedures.

 

 

Safe performance, rehearsals and events

Performing arts activities can take place in a variety of settings. But wherever you are, there are things you can do to make the environment as safe as possible. You should:

  • make sure rehearsal/event space or teaching rooms are open, accessible and well lit
  • provide separate changing areas for children of each gender and for adults
  • follow health and safety legislation and guidance
  • ensure that all staff and volunteers are briefed on Sunderland Culture safeguarding procedures prior to performances/rehearsals and events

There are also lots of things you can do to make sure children feel comfortable. For example, you should make sure:

  • the activity is suitable for children to be involved in (for example no nudity, bad language or sexual content)
  • everything you do is appropriate for the youngest or most vulnerable person (this could be due to age or stage of the child’s development)
  • any physical contact is appropriate, justifiable, agreed by the child and approached sensitively

 

Gallery and museum visits - education

In addition to the above guidelines outlined under ‘Group Visits: General’ the first contact for Education group visits is by telephone or email to Sunderland Culture Learning Team or via the website.

Sunderland Culture Learning staff will inform teachers and group leaders verbally and will send written information and Guidelines for Group Visits. These guidelines should refer to Sunderland Culture’s Health and Safety Policy and Safeguarding Policy in relation to the specific venue. Where appropriate this may be followed up by a conversation with the relevant Learning staff in order to meet any particular special needs. Information on the content of exhibitions, displays and activities will be conveyed verbally and in written form sent to the teacher or group leader.

Where it is felt that there is a specific protection issue, teachers and group leaders will be informed. In these instances teachers and group leaders will be encouraged to:

  • Visit the gallery to assess the risk in order to make informed choices about their proposed group visit
  • Undertake a planning visit session with staff to ensure content and themes are discussed and risk assessed

It is the responsibility of Sunderland Culture Learning staff to identify ‘group’ leaders on entry to the Gallery and confirm their responsibility for the supervision of the children and vulnerable adults in their care at all times. The duty of care remains at all times with the school/parent or carer.

 

Exhibition content

Where there is an identified protection issue in terms of the content of Exhibitions or Displays, a risk assessment will be undertaken during the planning process. Where there is an issue, Sunderland Culture will take responsibility for informing visitors of the specific content through the appropriate channel from the following list: Information staff/Learning team/Curators/Press and Communications/Programme leaflet/Exhibitions leaflet/Information for teachers and group leaders/Signage/Sunderland Culture website.

 

Hot glass and craft workshops

There is a minimum age of 12 years for children undertaking Hot Glass Studio experiences. A comprehensive risk assessment of these activities must take place by the Head of Studio in consultation with the ASHEC if it is felt that the age limit should change.

There is a minimum age limit of 16 years for participants in Sunderland Culture adult courses and classes. A comprehensive risk assessment of these activities must take place by the Senior Learning and Engagement Officer in consultation with the ASHEC if it is felt that the age limit should change. If the course leader/glassblower feels that the person is not of the correct minimum age or not competent to undertake the activities safely, then they have the right to stop or curtail the person’s participation.

Working with audiences

If you or a contracted artist perform to an audience, you also need to consider the audience well-being. Make sure your front of house/events team know what to do if at each performance if:

  • a child is taken ill
  • a child in the audience gets lost or goes missing
  • they have a concern about the child’s wellbeing

Make it clear which adults are ‘working’ (whether paid or volunteers) and which are spectators. For example, you could issue your staff and volunteers with badges, t-shirts, lanyards or hi-vis vests. This is important in case of emergency. It also helps children and young people recognise trusted adults they can talk to if they have any concerns.

 

Supervision during performances/events

It’s vital that children are appropriately supervised at all times. You must make sure that the adults who work or volunteer with children are the right people to do so, and that you’ve carried out the necessary checks.

 

Parent supervisors

Parents may volunteer to help out with supervision. Unless they are supervising their own children, or have a private arrangement with another child’s parents, Sunderland Culture are responsible for carrying out the same checks as for any other volunteer.

 

Performance licences and supervision for children

A child may need a licence if they’re under school leaving age and taking part in films, plays, concerts or other public performances that the audience pays to see, or that take place on licensed premises any sporting events or modelling assignments where the child is paid.

The person in charge of running the event must apply to the child’s local council for a child performance licence. The licence needs to be sought at least 21 days before the event. If the child will not be with their parent, school teacher or home tutor during the performance, they must be supervised by a chaperone approved by the council. Chaperones can apply for approval from Sunderland City Council.

Emergency information

Create a list of emergency contact numbers for each child and make sure this is easily available to the staff or volunteers who are responsible for the child.

Make sure group leaders know your procedures for contacting the emergency services if they need to. Give parents and carers a number they can call if they need to contact you or their child in an emergency.

Free time

As a general rule, you should not allow under 11’s unsupervised free time.

If older children and young people are allowed unsupervised time, for example if you have taken them on a day trip and they are looking around on their own, they should be in groups of at least three.  Make sure they know where and how to contact a member of staff.

It’s good practice for one or two adults to stay in one place, such as a central square, park or café, so that they are easily available and young people can check in with them regularly.

 

Guidance on appropriate levels of supervision for children and young people

When working with groups of children and young people there must be enough adults to provide the appropriate level of supervision.

Staffing and supervision ratios can sometimes be difficult to judge.  You need to make sure you have enough staff and volunteers to ensure children are safe – and that these adults are suitable to undertake various tasks as needed.

It may not always be possible to stick to recommended ratios. However, you should make every effort to achieve the best level of supervision of children at all times.

There is no specific guidance about supervision ratios for organisations that are not in the education or early years sectors.

It is recommend having at least two adults present when working with or supervising children and young people. In line with NSPCC’s recommendations, the following adult to child ratios as the minimum numbers to help keep children safe:

0-2 years: one adult to three children
2-3 years: one adult to four children
4-8 years: one adult to six children
9-12 years: one adult to eight children
13-18 years: one adult to ten children

 

Toilet ratios

If working with children in or outside of a Sunderland Culture venue, please consider staffing ratios. On toilet visits, if the group has both boys and girls there should be at least one male and one female responsible adult supervising visits to the toilet.

Adults who haven’t previously volunteered and haven’t had the necessary vetting checks shouldn’t be left alone with children or take them to the toilet unaccompanied.

In larger groups of children, encourage groups to take a comfort break together with one responsible adult while the other adult(s) supervises the remaining children and keep a head count.

 

First aid ratios

It is recommend each venue has at least one adult trained in first aid.

If you’re running one-off events you will need to carry out a first-aid and medical risk assessment. Many organisations provide medical services but ensure the organisation you select is competent, trained in first aid and able to cope with the demands of your event.

 

Travelling ratios

When travelling with children and young people the recommended adult to child ratio can vary depending on:

  • size of the group
  • age of the children and their behaviours
  • size of the vehicle that you are travelling in

If you are travelling in a vehicle it is recommended that there is one adult driving and one adult supervising the children. Larger groups and vehicles will require more adults to ensure adequate supervision. Think about having one adult driving and at least one adult supervising the children, depending on the size of the group.

 

Providing transport

You may need to provide transport to get children and young people to and from the event or activity. If you’re using a bus, coach or taxi company, make sure they are reputable, have the right insurance and that their drivers are fully vetted.

Ensure children and young people are adequately supervised on the journey and take the necessary safety precautions depending on what kind of transport you’re using (for example making sure everyone is wearing a seat belt). Avoid using private cars to transport children and young people, unless this involves parents or carers making private transport arrangements with each other.

Make sure parents or carers know what time and where to drop off and pick up their children. Make sure they tell you in advance who will be picking up their children if they aren’t doing so themselves.

 

Allowing third parties use Sunderland Culture venues

Sunderland Culture allows others to use premises for activities or events, and as such, we have a responsibility to make sure we are taking the right steps to keep children safe.

This applies regardless of the size of the room(s) people are using and whether they are paying you to use the venue.

 

Sharing policies and procedures

Make sure the groups using Sunderland Culture facilities are doing everything they can to safeguard and protect children.

Consider sharing the Sunderland Culture safeguarding and child protection policy with the third party and requesting they comply with it (agreement should be given in writing).

It should be made clear that third parties must put adequate health and safety measures in place and Sunderland Culture should check that they have the right insurance.

 

Guidance for recording and photographing events, performances and activities

It’s important that children and young people feel happy with their achievements and have photographs and films of their special moments. Family and friends also want to be able to share the successes of their children when they have been part of a special event or activity.

However, some children, parents or carers may not be comfortable with images of themselves or their children being shared. For example, if a child and their family have experienced abuse they may worry about the perpetrator tracing them online. Or children who choose not to have contact with some members of their family may decide to minimise their online presence.

It’s also important to be aware of child protection and safeguarding issues when people are taking photos or filming at events. The potential for misuse of images can be reduced if organisations are aware of the potential dangers and put appropriate measures in place.

 

Risks of sharing images online

Sharing photographs and images of children on social media or other online platforms carries potential risks. For example:

  • Children may become vulnerable to grooming if a photograph is shared alongside information that makes them identifiable. This includes personal details, a tag with location information, visual details such as school uniform
  • Inappropriate images of children may be shared online
  • Images may be copied, downloaded, screenshotted or shared by anyone
  • Images of children may be adapted and used inappropriately
  • Photos or videos may appear in internet search results
  • Depending on the terms and conditions of using an online platform, the image may be owned by the platform once it’s been posted. Platforms may then license images for use by third parties – such as for commercial purposes

Before sharing images of children on social media, adults should consider how widely images may be shared, how long they may remain available and how this may affect the children’s long-term well-being.

At Sunderland Culture, we will seek to keep children and young people safe by:

  • always asking for written consent from a child and their parents or carers before taking and using a child’s image
  • changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them)
  • never publishing personal information about individual children

 

Photography and/or filming for personal use

When children themselves, parents/carers or spectators are taking photographs or filming at our events and the images are for personal use, we will publish guidance about image sharing in the event programmes and/or announce details of our photography guidelines before the start of the event.

 

Photography and/or filming for Sunderland Culture’s use

We recognise that our staff may use photography and filming as an aid in activities such as music or drama, events or performances. However, children/young people and their schools/parents/carers must be made aware that this is part of the programme and give written consent.

If we hire a photographer for one of our events, we will seek to keep children and young people safe by:

  • providing the photographer with a clear brief about appropriate content and behaviour
  • ensuring the photographer wears identification at all times
  • informing children and parents/carers that a photographer will be at the event and ensuring they give written consent to images which feature their child being taken and shared
  • not allowing the photographer to have unsupervised access to children
  • not allowing the photographer to carry out sessions outside the event or at the child’s home
  • reporting concerns regarding inappropriate or intrusive photography following our child protection procedures

 

Photography and/or filming for wider use

If people such as local journalists, professional photographers (not hired by Sunderland Culture) or students wish to record one of our events and share the images professionally or in the wider world, they should seek permission in advance.

They should provide:

  • the name and address of the person using the camera
  • the names of children they wish to take images of (if possible)
  • the reason for taking the images and/or what the images will be used for
  • a signed declaration that the information provided is valid and that the images will only be used for the reasons given

Sunderland Culture staff will verify these details and decide whether to grant permission for photographs/films to be taken. We will seek consent from the children who are the intended subjects of the images and the parents and inform the photographer of anyone who does not give consent. At the event we will inform children, parents and carers that an external photographer is present and ensure they are easily identifiable, for example by using them with a coloured identification badge.

Storing images

We will store photographs and videos of children securely, in accordance with our safeguarding policy and data protection law. We will keep hard copies of images in a locked drawer and electronic images in a protected folder with restricted access.

Images will be stored for a period of two years according to current General Data Protection Regulation (GDPR) guidance.

We will never store images of children on unencrypted portable equipment such as laptops, memory sticks and mobile phones.

Sunderland Culture does not permit volunteers to use any personal equipment to take photos and recordings of children.  Only cameras or devices belonging to the organisation should be used.