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Safeguarding Policy

1. Purpose 

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The purpose of this document is to outline the Oxford Scholars Programme’s policy for safeguarding children during the two-week residential summer school. It aims to provide clear guidelines on the roles and responsibilities related to child safeguarding and establish processes for addressing any safeguarding issues that may arise. This policy is aligned with the Oxford Scholars Programme’s commitment to ensuring the safety and well-being of all participating children. It also refers to other relevant policies and procedures within the programme to ensure a comprehensive approach to safeguarding.

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2. Scope

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This policy applies to all members of the Oxford Scholars Programme, including staff, associates, students, and volunteers who may come into contact with individuals under 18 years old during the course of their duties. Collectively referred to as members of the Programme, these individuals are expected to adhere to the guidelines outlined in this policy. Partner education institutions affiliated with the Programme will have their own safeguarding policies and reporting procedures in place, and members of those institutions should consult and follow their respective policies as a primary course of action. The Programme also expects external agencies involved in activities, accommodation, or contracted work to be familiar with and implement their own safeguarding policies concerning children.

3. Definitions

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Students: Person coming to summer school for the 2 week residential course, most of whom would be under the age of 19.

Summer School: Oxford Scholars Programme, which is a residential summer programme that takes place over 10-14 days at the University of Oxford campus.

Staff member: A staff member of the Oxford Scholars Programme.

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4. Pre-event Process and Requirements

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4.1. Requirements for Residential Staff and Counsellors in the Oxford Scholars Programme

  1. Staff Vetting: All staff members supporting the residential Oxford Scholars Programme are required to undergo a thorough vetting process, including an Enhanced Disclosure Barring Service (DBS) check. The Human Resources department is responsible for managing and overseeing employee vetting, following the Recruitment Code of Practice.

  2. Residential Staff: Residential staff members, including counsellors, play a crucial role in supporting the Oxford Scholars Programme. They are responsible for various aspects, including supervision, student welfare, and program delivery during the residential period.

  3. Additional Counsellors for Non-Residential Activities: For non-residential elements of the Oxford Scholars Programme, additional counsellors may be involved in providing guidance and support to students. These counsellors do not require an Enhanced DBS check as long as they are supervised at all times by residential staff members who have undergone the Enhanced DBS check.

  4. Third-Party Contract Workers: In cases where contract workers from third-party or partner organisations are involved and their roles require satisfactory vetting clearance, OSP will require the third party to conduct the necessary checks on these contract workers.

 

4.2. Risk Assessment

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The Oxford Scholars Programme (OSP) is responsible for all bookings, including accommodation at Linacre College. As part of our commitment to ensuring the safety and well-being of participants, OSP staff will conduct comprehensive risk assessments that cover potential safeguarding concerns.

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Necessary steps to mitigate any identified risks will be implemented and documented in the risk assessment for each OSP session. We prioritise open and transparent communication, and the risk assessments will be shared with parents/carers, participants, and relevant OSP staff.

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The OSP takes the safeguarding of participants seriously. By conducting thorough risk assessments and implementing appropriate measures, we strive to create a safe and secure environment for everyone involved.

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4.3. Safeguarding Staff

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During the planning of the Oxford Scholars Programme (OSP) staffing, a lead member of staff will be designated as the Safeguarding and Welfare Lead, who will also serve as the Designated Safeguarding Officer (DSO). This individual will have the following responsibilities:

  • Completion of DSO training (provided through OSP). • Availability on-campus for the entire duration of the OSP. • Taking responsibility for recording all safeguarding issues that may arise during the program.
     

The Safeguarding and Welfare Lead, as the DSO, ensures the safety and well-being of all OSP participants. Their expertise and training contribute to maintaining a secure environment and addressing any safeguarding concerns promptly and effectively.

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Counsellors participating in the OSP will be designated and trained as DSOs, ensuring that they possess the necessary skills and knowledge to address any safeguarding concerns. The designated DSO and trained counsellors contribute to maintaining a safe and secure environment for all OSP participants.

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4.4. Safeguarding Staff Training

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All residential staff participating in the Oxford Scholars Programme (OSP) will be required to attend annual safeguarding awareness training. This training, delivered by the designated safeguarding officer (DSO), aims to update their knowledge and maintain high professional standards when working with children. (ACTION)

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Additionally, safeguarding awareness training will be provided to staff in areas that support the OSP, such as counsellors. This training will cover the basic principles of safeguarding and familiarise participants with the processes and expectations outlined in the OSP Safeguarding Policy.

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4.5 Reporting Safeguarding Concerns

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If any safeguarding concerns or disclosures arise during the Oxford Scholars Programme (OSP) Summer School, the designated Safeguarding and Welfare Lead should follow the Safeguarding Recording procedures outlined in the OSP Safeguarding Policy.

The online safeguarding form, which would be used by the students to report any safeguarding concerns. All safeguarding concerns, incidents, and disclosures, should be reported to the Safeguarding and Welfare Lead. In their absence, another designated Safeguarding Officer should be notified (as per the Safeguarding Policy) and the concerns should be recorded using the online reporting form, Report and Support

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Any staff or residential staff who have safeguarding concerns, witnessed an incident, or received a disclosure should record them using the provided guidelines. It is essential to note that safeguarding concerns should not be investigated independently but should be promptly reported and recorded according to the established procedures. The DSO is responsible for carrying out a full investigation. If issues need to be escalated out of the organisation, to local police authorities, they should be done by the DSO.

4.6 Referral to External Agencies

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All safeguarding incidents and concerns at the Oxford Scholars Programme (OSP) Summer School should be discussed with the designated Safeguarding and Welfare Lead, the Designated Safeguarding Officer. The Safeguarding and Welfare Lead will assess the need for referral to external agencies.

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In cases of serious but non-urgent safeguarding concerns, the Safeguarding and Welfare Lead may consult the Deputy Designated Safeguarding Lead before making a referral decision.

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4.7 During the Summer School

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The Safeguarding and Welfare Lead at the Oxford Scholars Programme (OSP) should incorporate safeguarding information into the event induction for all attendees. This will involve informing students about any potential risks, establishing clear ground rules and expectations, and outlining the consequences for not adhering to these rules. Students will also be informed about the procedure for reporting any safety or safeguarding concerns to a member of staff. Ensuring that attendees are well-informed and aware of the safeguarding measures in place is a crucial part of the OSP induction process.

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4.8 Post Summer School

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The Safeguarding and Welfare Lead at the Oxford Scholars Programme (OSP) should ensure that any concerns or disclosures raised during the Summer School are appropriately followed up with the relevant parties. This includes engaging with the appropriate external agencies, if necessary. By conducting thorough follow-ups, OSP aims to address and resolve any safeguarding issues that may have arisen during the program, ensuring the well-being and safety of all participants.

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4.8.1. Attendees/Students

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In the event of a safeguarding concern, incident, or disclosure involving an attendee/student at the Oxford Scholars Programme (OSP), the Safeguarding and Welfare Lead will promptly contact the safeguarding lead at the attendee’s respective school or college. This communication will ensure that the school/college can continue to monitor the well-being of the young person after the Summer School concludes. If a referral to an external agency, such as social services, is made by the Safeguarding and Welfare Lead, they will follow up within one week to ensure that the referral has been appropriately addressed and actioned. This ensures a comprehensive and coordinated approach to safeguarding throughout the OSP experience.

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4.8.2. Staff

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In the event that a safeguarding concern, incident, or disclosure is reported by a residential staff member at the Oxford Scholars Programme (OSP), the Safeguarding and Welfare Lead will ensure that the staff member feels supported and able to continue their responsibilities at the event. The staff member will be provided with appropriate signposting to additional support services, including Counselling & Wellbeing, and the Summer School Lead will follow up with them to check on their well-being within one week after the Summer School concludes. This proactive approach ensures the well-being and support of all staff members involved in safeguarding at OSP.

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4.8.3. Records

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The Summer School Lead at the Oxford Scholars Programme (OSP) is responsible for maintaining hard copies of all safeguarding concerns, incidents, or disclosures. These records should also be included in the electronic report through the report and support system, as they serve as vital evidence of the events and actions taken. Once the information has been uploaded, hard copies should be securely destroyed in accordance with GDPR regulations. This diligent approach ensures the proper documentation and confidentiality of safeguarding-related information at OSP.

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5. What happens if the Policy is not being followed?

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At the Oxford Scholars Programme (OSP), any residential staff (councillors) who fail to comply with this policy may be asked to leave the Summer School, at the discretion of the Summer School Lead. Alternatively, a “one strike” action may be applied, accompanied by additional safeguarding training before the councillor can continue working with young people. Staff members who do not adhere to this policy will be invited to a review meeting with the Summer School Lead and their line manager to discuss the specific safeguarding issue and determine the appropriate actions. Further safeguarding training will be scheduled before their involvement with young people.

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6. Guidance on How to Write a Statement

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As part of a safeguarding referral to Social Services or the Police at the Oxford Scholars Programme (OSP), you (and/or the Designated Safeguarding Officer) may be required to provide a statement detailing the incident. The following checklist is intended to assist you in creating a comprehensive statement (written record) covering the key aspects:

  1. Write the statement in black ink or type and print it. Include your name and the date the statement was written.

  2. Use paper with the OSP logo and avoid including personal contact information such as your home address or telephone number.

  3. Whenever possible, write the statement by hand and do so as soon as possible after the event.

  4. Use the first-person perspective (e.g., “I saw…”).

  5. If the statement consists of multiple pages, number them accordingly (e.g., 1 of 3, 2 of 3, 3 of 3, etc.).

  6. Ensure that the statement remains factual and avoids expressing personal opinions on matters beyond your expertise.

  7. Begin the statement with reference to the nature of the incident or situation, including the date and the name and date of birth of the individual at risk.

  8. Clearly state your name, job title, place of work, and your duties and responsibilities.

  9. Provide accurate details regarding the time, date, and location of the incident.

  10. Describe the specific location where the incident occurred, including any relevant details such as room layout, using sketches if necessary.

  11. Present the sequence of events in chronological order, focusing on your own involvement.

  12. Clearly state what you personally witnessed. If information was reported to you, specify this and record what was shared with you.

  13. If there were any conversations related to the incident, document what was said, who said it, and any questions asked, to the best of your recollection.

  14. If you are uncertain about any aspect of the incident, indicate this in your statement.

  15. If you collaborated with another individual, state that “I agreed to take this action with…” and provide their name and job title.

  16. If there are other relevant documents (e.g., user records, accident report forms, day books), reference them in your statement.

  17. When referring to any person involved, identify them by their full name and job title to ensure easy identification if contact is required.

  18. Include a statement about the impact you believe the incident had on the victim, explaining the basis for your assessment.

  19. Provide any background information that you believe may help others understand the context of the incident, such as challenging behaviour exhibited by the victim or being the sole staff member on duty.

  20. Specify who you contacted at the time of the incident, including your line manager, CQC (Care Quality Commission), Social Worker, etc.

  21. If any alterations are made to the statement, date and sign the changes. Use a single line to strike through the part you wish to alter, and avoid covering the original text with white correction fluid.

  22. Always include the date and time when the statement was written and sign it.

Please note that this guidance should be followed when creating a statement in relation to safeguarding incidents at the Oxford Scholars Programme.

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