Safeguarding Policy

1. Purpose

The Oxford Scholars Programme (OSP) is committed to safeguarding and promoting the welfare of all students, particularly those under the age of 18. This policy outlines the responsibilities, reporting procedures, staff conduct expectations, and safeguarding arrangements in place across all Oxford colleges and venues used by OSP.

2. Scope

2.1 This policy applies to all:

• Programme Directors
• Academic, administrative, and residential staff
• Interns, volunteers, and ambassadors
• Contractors and third-party providers
• Visiting speakers and activity facilitators
  

2.2 Partner colleges and external agencies are expected to uphold their own safeguarding policies and coordinate with OSP in cases of shared responsibility. Partner colleges are not responsible for day-to-day safeguarding. However, OSP staff are required to liaise with the College Porters Lodge and welfare team for immediate site-specific issues (e.g., fire, security, serious medical emergency). 

2.3 OSP will inform the college safeguarding contact if an incident occurs on-site and cooperate fully with any required joint safeguarding response.

3. Definitions of Safeguarding and Child Protection

• Student: Any OSP participant aged 14–18 years.
• Staff Member: Any paid or volunteer individual working for or representing OSP.
• Designated Safeguarding Officer (DSO): A trained OSP staff member responsible for managing safeguarding concerns and disclosures.
  
• College Partner: Any Oxford college or venue hosting OSP teaching, residential, or social activities.

4. Safeguarding Responsibilities

4.1 Safer Recruitment

• All residential staff must complete an Enhanced DBS check or recognised international equivalent.
  
• All hires must complete a safeguarding declaration.
  
• No staff member may work unsupervised with minors until checks are completed.
  
• Non-residential staff, including visiting speakers and activity facilitators, working under direct and continuous OSP supervision must still provide OSP with a safeguarding declaration and photo ID.

4.2 Third-Party Providers

All external providers must:

• Confirm safeguarding checks for their staff
  
• Adhere to their own safeguarding policies
• Follow OSP escalation procedures including:

1. Immediate action
   Any safeguarding concern, disclosure, incident, or allegation involving an OSP student must be reported immediately to OSP staff present on site.
2. Notification to DSO
   The concern must be escalated without delay to the DSO (Designated Safeguarding Officer), who will determine next steps.
3. Student safety first
   If a student is at immediate risk, providers must prioritise the student’s safety, remove them from harm where appropriate, and seek emergency services if required.
4. Information sharing and cooperation
   Third-party providers are required to fully cooperate with OSP during safeguarding reviews, investigations, and any necessary referrals to statutory authorities.
5. No independent handling
   Third-party providers must not investigate safeguarding concerns independently or take disciplinary action without coordination with OSP.

    

4.3 Risk Assessments

Risk assessments are carried out to identify, minimise, and manage potential safeguarding and welfare risks. These are reviewed regularly and completed for:

• All excursions
  
• Off-site activities and travel
  
• Residential settings
  
• Large-group activities

These cover supervision ratios, site safety, student vulnerabilities, and emergency procedures.

4.4 Designated Safeguarding Officer

OSP appoints a Designated Safeguarding Officer (DSO) for each session.

Designated Safeguarding Officer’s contact details provided directly to enrolled families and staff.

The DSO:

• Holds accredited safeguarding training renewed annually
  
• Leads all incident responses
  
• Maintains secure safeguarding records
  
• Coordinates with external agencies when required

5. Supervision Ratios (Official OSP Standards)

• 1:12 – Residential / night-time supervision
  
• 1:15 – Daytime teaching and on-site supervision
  
• 1:15 – Off-site excursions and activities

These ratios meet UK best-practice guidance for students aged 14 – 18.

6. Staff Safeguarding Training

6.1 All residential staff must complete annual training that includes:

• Ask leading questions
• Recognising signs of abuse or neglect
• Responding to disclosures
• Maintaining professional boundaries
• Escalation and referral pathways
• Preventing peer-on-peer abuse
• Online safety awareness

6.2 Non-residential or short-term staff must attend a relevant safeguarding briefing before engagement.

7. Safeguarding During the Programme

7.1 Student Induction

Students receive a safeguarding briefing on:

• Behaviour expectations
• Trusted adult contacts
• How to report concerns
• Night-time procedures
• Online and phone safety

7.2 Residential Conduct

Students are allocated rooms by age and gender.

Staff do not enter student bedrooms except:

• In an emergency
• With student permission, with the room door propped open
• In pairs for checks
• Room checks are logged and conducted respectfully.

7.3 Reporting Concerns

All concerns must be reported via the online incident form.
Reporter MUST NOT:

• Investigate independently
• Delay the reporting process, especially in urgent cases.

The DSO decides whether to escalate to:

• Oxfordshire MASH
• Emergency services
• Non-emergency police
• Out-of-hours social care
• Parent/guardian

Urgent threats are escalated immediately.

8. Post-Programme Follow-Up

8.1 Where applicable, the DSO will follow up with parents or legal guardians, the safeguarding lead at the student’s school or institution, and relevant external agencies.

8.2 Staff involved in incidents will receive wellbeing support. If concerns are raised about a staff member, these will be addressed in accordance with disciplinary procedures.

8.3 The DSO must maintain all safeguarding records in digital format, upload scanned versions of handwritten records, and destroy physical copies securely in accordance with GDPR requirements.

9. Breach of Policy

Non-compliance may result in:

• Formal Warning
• Disciplinary Action
• Immediate Removal from the Programme
• Referral to External Authorities

10. Incident Reporting Standards

When documenting an incident, staff/reporter must:

• Use first-person, factual language.
• Include the exact time, date, and names involved.
• Describe events in chronological order without assumptions.
• Record any direct quotes precisely.
• Avoid interpretations or diagnoses.
• Attach supporting documentation where applicable.
• Submit the completed report securely to the DSO.