SBADS Safeguarding Procedures

Responsibilities of SBADS

At the outset of any production involving children South Brent Amateur Dramatic Society (SBADS), through the nominated production Director, will:

  • Identify at the outset the person with designated responsibility for safeguarding.
  • Undertake a risk assessment and monitor risk throughout the production process (See SBADS H&S Policy).
  • If required by law (normally required when children perform for SBADS more than 4 days in any six-month period), apply for performance licences for members under 16. SBADS will apply for exemptions where necessary at all other times. Even if licensing is not required, SBADS will at least match the regulations.
  • Engage in effective recruitment of chaperones and other individuals with responsibility for children, including appropriate vetting as required. Chaperones may be drawn from the parents/guardians of the children participating.
  • Ensure that children are always supervised during audition, rehearsal and performances.
  • Know how to get in touch with the local safeguarding authority (multi agency safeguarding hub – MASH – 0345 155 1071), in case of a need to report a concern.
  • An inability to recruit sufficient suitable chaperones for a production will preclude children’s participation.

Parents/Guardians

SBADS believes it to be important that there is a partnership between parents/guardians and SBADS. Parents are encouraged to be involved in the activities of SBADS and to share responsibility for the care of children. All parents/guardians will be given a copy SBADS’s Safeguarding Policy and procedures. The details below highlight some key issues:

  • All parents/guardians have the responsibility to collect (or arrange collection of) their children after rehearsals or performances.
  • SBADS does not have the resources to become a substitute for childcare arrangements. It is not the responsibility of SBADS to take children home, nor to provide before or after-event care.
  • Parents/guardians must accompany children at any after-production event; these will not be covered by chaperones.

Chaperones

The job of being a chaperone is largely common sense. The details below should act as an aide memoire for chaperones and a reminder of the key points of their responsibilities:

  • Chaperones will be made aware of SBADS’s Safeguarding Policy and Procedures.
  • Chaperones will be appointed by SBADS for the care of children during the production process. By law the chaperone is acting in loco parentis (as if their parent) and should exercise the care which a good parent might be reasonably expected to give to a child. The maximum number of children in any chaperone’s care shall not exceed 12.
  • Chaperones will normally assist the production Director during rehearsals and performances.
  • SBADS shall always seek chaperones who are well known to SBADS and preferably members. If the remote possibility that this is not possible, potential chaperones will be required to supply photographic proof of identity (e.g. passport, driving licence). In addition, SBADS will ask for two references from individuals with knowledge of their previous work with children. They will also be asked to provide a current valid Disclosure Baring Service certificate (DBS).
  • Where chaperones are not satisfied with the conditions for the children, they should bring this to the attention of the Director, or the Chair of SBADS. If changes cannot be made satisfactorily, the chaperone should consider not allowing the children to continue.
  • If a chaperone considers that a child is unwell or too tired to continue, the chaperone must inform the Director and not allow the child to continue.
  • Under the Dangerous Performances Act, no child of compulsory school age is permitted to do anything which may endanger life or limb. This could include working on wires or heavy lifting.
  • During performances, chaperones will be responsible for meeting children at the door and signing them into the building.
  • Children will always be kept together except when using separate dressing rooms.
  • Chaperones must always be aware of where the children are.
  • Children are not to leave the theatre unsupervised by chaperones unless in the company of their parents/guardians.
  • Children will be adequately supervised while going to and from the toilets.
  • Children will not be allowed to enter the adult dressing rooms while changing is taking place.
  • Chaperones should be aware of the safety arrangements and first aid procedures in the venue and will ensure that children in their care do not place themselves and others in danger.
  • Chaperones should ensure that any accidents are reported to and recorded by SBADS.
  • Chaperones should examine accident books each day. If an accident has occurred, the Director is not allowed to use that child until a medically qualified opinion has been obtained (not just the word of the parent/guardian or child).
  • Chaperones should understand individual arrangements for children after performances. If someone different is to collect the child, a telephone call should be made to the parent/guardian to confirm the arrangements.
  • Children should be signed out when leaving and a record made of the person collecting.
  • If a parent/guardian has not collected the child, it is the duty of the chaperone to stay with that child or make appropriate arrangements to convey them home.

Accidents

  • To avoid accidents, parents/guardians, chaperones and children will be advised of “house rules” regarding health and safety and will be notified of areas that are out of bounds. Children will be advised of the clothing and footwear appropriate to the work that will be undertaken.
  • If a child is injured while in the care of SBADS, a designated first-aider will administer first aid and the injury will be recorded in SBADS’s accident book. This record will be countersigned by the person with responsibility for child protection.
  • If a child joins the production with an obvious physical injury, a record of this will be made in the accident book. This record will be countersigned by a Safeguarding Lead. This record can be useful if a formal allegation is made later and will also be a record that the child did not sustain the injury while participating in the production.

Managing sensitive information

Criminal Record Disclosures

  • If SBADS believes it is in its best interests to obtain a DBS for chaperones or other personnel, it will inform the individual of the necessary procedures and the level of disclosure required. A Standard disclosure will apply for anyone with supervised access to children. An Enhanced disclosure will be required for anyone with unsupervised access.
  • SBADS will have a written code of practice for the handling of disclosure information.
  • SBADS will ensure that information contained in the disclosure is not misused.

Unsupervised Contact

  • SBADS will attempt to ensure that no unrelated adult has unsupervised contact with children.
  • If possible there will always be two adults in the room when working with children.
  • If unsupervised contact is unavoidable, steps will be taken to minimize risk. For example, work will be carried out in a public area, or in a designated room with a door open.
  • If it is predicted that an individual is likely to require unsupervised contact with children, he or she may be required to obtain a DBS.

Physical Contact

  • All adults will maintain a safe and appropriate distance from children.
  • Adults will only touch children when it is necessary in relation to the activity.
  • Adults will seek the consent of the child prior to any physical contact and the purpose of the contact shall be made clear.

Dealing With Abuse or Suspected Abuse

Suspicion of abuse

  • If you see or suspect abuse of a child (physical, emotional and/or sexual) while in the care of SBADS, please make this known to the Safeguarding Lead person. If you suspect that the Safeguarding Lead person is the source of the problem, you should make your concerns known to the society Chair (senior lead for safeguarding).
  • Make a note for your own records of what you witnessed as well as your response, in case there is follow-up in which you are involved.
  • If a serious allegation is made against any member of SBADS, chaperone, venue staff etc., that individual will be suspended immediately until the investigation is concluded. The individual will be excluded from the theatre, rehearsal rooms etc. and will not have any unsupervised contact with any other children in the production.

Disclosure of abuse – best practice

If a child confides in you that abuse has taken place:

  • Remain calm and in control but do not delay taking action.
  • Listen carefully to what has been said. Allow the child to tell you at their own pace and ask questions only for clarification. Don’t ask questions that suggest a particular answer (leading questions).
  • Don’t promise to keep it a secret. Use the first opportunity you have to share the information with the person with responsibility for safeguarding. Make it clear to the child that you will need to share this information with others. Make it clear that you will only tell the people who need to know and who should be able to help.
  • Reassure the child that ‘they did the right thing’ in telling someone.
  • Tell the child what you are going to do next.
  • Speak immediately to the person with responsibility for safeguarding. It is that person’s responsibility to liaise with the relevant authorities, usually social services or the police if the allegations warrant it.
  • As soon as possible after the disclosing conversation, make a note of what was said, using the child’s own words. Note the date, time, any names that were involved or mentioned, and to whom you gave the information. Make sure you sign and date your record.

Rights & Confidentiality

  • If a complaint is made against a member of SBADS or someone volunteering or working with SBADS, he or she will be made aware of his rights under SBADS’s disciplinary procedures.
  • No matter how you may feel about the accusation, both the alleged abuser and the child who is thought to have been abused have the right to confidentiality under the Data Protection Act 1998. Remember also that any possible criminal investigation could be compromised through inappropriate information being released. In criminal law the Crown, or other prosecuting authority, must prove guilt and the defendant is presumed innocent until proven guilty.