Child Protection & Safeguarding Policy

1. Policy Statement

Settle Amateur Operatic Society (SAOS) is committed to providing a safe, supportive and inclusive environment for all children and young people who participate in our activities. This includes our youth section, The Courthouse Kids Theatre, and any children involved in our adult productions. We recognise our responsibility to safeguard and promote the welfare of every child attending our weekly drama classes, summer school, rehearsals, and annual productions.

We believe that:

• The welfare of children is paramount.
• All children, regardless of age, disability, gender, race, religion, belief, or sexual orientation, have equal rights to protection from harm.
• Safeguarding is everyone's responsibility.

2. Scope

This policy applies to:

• Weekly drama classes (The Courthouse Kids).
• Summer school programmes.
• Annual productions and rehearsals (both adult and youth).
• Trips organised by the society.
• Any other events or workshops organised by SAOS involving children.

It applies to all staff, volunteers, committee members, chaperones, and visitors.

3. Recruitment & Vetting

• All volunteers and staff working directly with children must hold an Enhanced DBS Check.
• Chaperones must hold a current licence from North Yorkshire County Council (or appropriate local authority).
• Volunteers in chaperone-type roles may begin volunteering once the DBS component of their licence application has been successfully completed, prior to full licence issuance.
• Records of DBS and chaperone licences will be securely maintained by the DSL.
• DBS disclosure review:
  • Automatic exclusion: Anyone on the Children's Barred List is automatically barred from working with children (legal requirement). Additionally, "autobar" offences (sexual offences against children, murder, possession/distribution of indecent images of children, cruelty to persons under 16) result in automatic exclusion.
  • Risk assessment: Other disclosed offences will be reviewed by the DSL, considering the nature, relevance, and age of any offences in line with North Yorkshire safeguarding guidance.
• Contact details verification: Safeguarding contact numbers verified October 2025.
• Policy acknowledgment: All staff and volunteers working with children must read and sign to acknowledge they have understood this policy before commencing their role. The DSL will maintain records of policy acknowledgments.

4. Roles & Responsibilities

• Chair: Steven Lawson
• Designated Safeguarding Lead (DSL): Will Palmer is the DSL for SAOS, responsible for:
  • Receiving and responding to all safeguarding concerns
  • Deciding appropriate action and contacting relevant authorities when necessary
  • Maintaining secure records of all DBS checks and chaperone licences
  • Reviewing DBS disclosures with offences and conducting risk assessments
  • Recording all safeguarding concerns in writing (dated and signed)
  • Designating which individuals are authorised to post children's images on social media and in publicity
  • Overseeing safeguarding practices across all SAOS activities
  • Maintaining up-to-date safeguarding knowledge and completing required training (see Section 10)
• In the DSL's absence: Concerns should be reported to the Chair (Steven Lawson), who will escalate to appropriate authorities as needed.
• All volunteers and staff: must be familiar with this policy, attend safeguarding training where required, and report any concerns immediately to the DSL.

5. Code of Conduct for Staff & Volunteers

• Always put the welfare of the child first.
• Maintain appropriate professional boundaries at all times.
• Supervision requirements:
  • One adult and one child alone must be avoided unless the parent has agreed with the chaperone due to the child's role (e.g., lead role requiring individual direction).
  • Licensed chaperones may supervise groups of children (following the ratios in Section 6).
  • During rehearsals and performances, adults and children may only mix when a licensed chaperone is present.
  • Two chaperones is preferred wherever possible, but one licensed chaperone with a group of children is acceptable.
• Toilet supervision: Chaperones remain visible outside toilet facilities. In the rare case a child requires toilet assistance, two chaperones must be present.
• Use positive behaviour management strategies.
• Report concerns immediately to the DSL, including low-level worries.
• Never use physical punishment, ridicule, or inappropriate language.

6. Supervision, Ratios & Chaperoning

• Adult-to-child ratios:
  • Performances and rehearsals: 1 adult to 8 children (1:8 ratio)
  • Summer school: Minimum and maximum ratios to be determined and documented before each summer school programme
• Licensed chaperones will be appointed for productions and performances, in line with North Yorkshire County Council guidance.
• Sign-in/out procedure:
  • Children may be signed in/out by a parent/carer, authorised adult, or may sign themselves in if parent/guardian has agreed to this in advance.
  • Sign-in sheets are organised by the safeguarding team and held by chaperones during activities for easy access.
  • Emergency contact details: Emergency contact information for all children is collected and held with the sign-in sheets by chaperones in physical storage during activities, ensuring immediate access if needed.
  • Late collection: If a parent/carer is more than 10 minutes late for collection, staff will call the parent/carer while maintaining two-adult supervision of the child at all times.

7. Responding to Concerns

If anyone has concerns about a child's welfare or safety:

1. Report immediately to the Designated Safeguarding Lead (DSL).
2. The DSL will decide on the appropriate action, which may include contacting:
   • Child protection concerns: North Yorkshire Social Care - 0300 131 2 131 / social.care@northyorks.gov.uk
   • Allegations against staff/volunteers: LADO (Local Authority Designated Officer) - 01609 798005 / lado@northyorks.gov.uk
   • Emergency/immediate danger: Police - 999
   • General NYSCP enquiries: nyscp@northyorks.gov.uk
3. All concerns will be recorded in writing, dated, and signed.

Confidentiality: Information will be shared on a "need-to-know" basis only.

8. Photography, Filming & Social Media

• Written parental consent will be obtained for photography, filming, or use of children's images in publicity.
• Personal mobile phones and cameras are permitted, subject to the following conditions:
  • Photography or filming requires activity leader approval.
  • Only children with parental consent on file may be photographed.
  • Personal/family use is permitted for images of own children only.
  • Social media posting or publicity use may only be done by individuals authorised by the DSL.
  • No photography or filming is permitted in changing rooms, toilets, or other private areas.
  • Images must be stored securely and not shared inappropriately.

9. Health, Safety & Welfare

• Risk assessments will be carried out for all venues, activities, and productions.
• Emergency contact details will be collected for all children and held by chaperones during activities (see Section 6).
• First Aid provision:
  • Qualified first aiders will be present during all activities and productions.
  • A list of current first aiders with valid qualifications will be maintained by the DSL.
  • SAOS will ensure sufficient first aid coverage through training and qualification renewal.
  • First aid requirements will be reviewed regularly to ensure adequate provision.
• Parents/carers will be informed of any accidents or incidents promptly.

10. Training & Induction

• All staff and volunteers: Will receive safeguarding induction training appropriate to their role before commencing work with children. This includes:
  • Reading and signing acknowledgment of this safeguarding policy
  • Attending a safeguarding briefing led by the DSL or designated trainer
  • Understanding their responsibilities and how to report concerns
• DSL: Must complete Level 3 Designated Safeguarding Lead training (role-specific course, not just basic safeguarding awareness). Training must be updated every two years.
• Ongoing updates: DSL will maintain current knowledge through NYSCP bulletins, webinars, and guidance updates between formal training cycles.

11. Policy Review

This policy will be reviewed annually or sooner if legislation or guidance changes.

• Last reviewed: 10th October 2025
• Next review due: October 2026