THE PROTECTION OF

CHILDREN, YOUNG PEOPLE AND VULNERABLE ADULTS

POLICY AND PROCEDURE

All policy statements and procedures discussed below refer to vulnerable adults

as well as to children. The terms child, children and young people are used

interchangeably throughout


1. Introduction & Context


1.1 Everyone who participates in brass banding is entitled to do so in an enjoyable and

safe environment. This principle applies to all individuals, but young people in particular

are entitled to a higher duty of care and to be protected from poor practice or abuse.

Regardless of role and level of engagement, everyone involved in a band organisation has

a role to play in safeguarding the welfare of children, young people and vulnerable adults

and in preventing abuse and enabling all to reach their potential. Anyone who has regular

contact with this group of people has a responsibility to behave in an exemplary manner,

be vigilant in identifying cases where a child, young person or vulnerable adult may need

protection and acting with integrity and professionalism in any instance of concern.

Hall Royd Band is determined to ensure that all necessary steps are taken to protect from

harm, children, young people and vulnerable adults who receive tuition, play in the Band

and participate in band activities


Organisation.


Hall Royd Band recognises that some individuals will actively seek opportunities to work

with children, young people and vulnerable adults in order to harm them, and is therefore

committed to the application and implementation of this Child Protection Policy and

Procedure, so that everyone accepts their responsibilities, within a trustful environment.

This document highlights the paramount importance placed by Hall Royd Band on the

protection of children, young people and vulnerable adults. It also designed to safeguard

and protect all individuals from the risk of false allegations of abuse or poor practice.

The policy establishes Hall Royd Band’s position, role and responsibilities towards

safeguarding the children, young people and vulnerable adults involved in the

Organisation. The procedures section clarifies what is expected of the organisation, and

individuals involved, in the support of all members.


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1.2 Policy Statement


Hall Royd Band is committed to the following:

• Making the welfare, well-being and safety of young people paramount thus enabling

them to reach their full potential.

• Accepting responsibility for the welfare of young people, in accordance with this Policy &

Procedure.

• Ensuring opportunities for all young people to participate in an enjoyable and safe

environment, irrespective of age, culture, disability, gender, language, racial origin,

religious belief and/or sexual identity.

• Taking all reasonable steps to protect young people from harm, discrimination and

degrading treatment.

• Respecting the rights, wishes and feelings of young people.

• Responding swiftly and appropriately to all suspicions and allegations of poor practice or

abuse.


1.3 Terms and Abbreviations


The following terms and abbreviations are used in this document:

• Anyone under the age of 18 is considered to be a child/young person.

• ‘Parent’ is used as a generic term to include parents, carers and guardians.

• ‘Hall Royd Band’, ‘the Band’, ‘the Organisation’ all refer to Hall Royd Senior Band,

Learners Group and tuition, in their entirety. This includes all Band members, supporters,

volunteers and any others regularly associated with the Band, e.g. the Committee.

The Band Safeguarding Officer = see section 3.3 for an explanation of responsibilities

DBS – Disclosure and Barring Service


2. Good Practice, Poor Practice and Abuse


2.1 Introduction


To provide young people with the best possible experience and opportunities at Hall Royd

Band, everyone must operate within an accepted ethical framework and demonstrate

exemplary behaviour. Not only will this allow the Band to make a positive contribution to

the development of young people and safeguard their welfare, but it also protects all

individuals from the risk of false allegations of abuse or poor practice.

It is not always easy to distinguish poor practice from abuse, whether intentional or

accidental. It is not therefore the responsibility of individuals at Hall Royd Band to make

judgements about whether or not abuse is taking place. It is, however, their responsibility

to identify poor practice and possible abuse and to act if they have concerns about the

welfare of a child.


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2.2 Good practice – principles and actions.

Hall Royd Band insists that all individuals should adhere to the following principles and

actions, exemplifying their commitment to safeguarding the welfare of all children

involved in the Organisation:


• A risk assessment will be conducted before any activities involving young people are

undertaken. The risk assessment will identify possible sources of danger, following which,

appropriate action will be taken to minimise these risks (see Section 3.4 – responsibilities

of the Safeguarding Officer. This person will be responsible for ensuring risk assessments

are conducted by the most appropriate person).


• The experience of being involved with Hall Royd Band will be fun and enjoyable. There

will be a consistent commitment to promote fairness, and to confront and deal with

bullying.


• All young people will be treated equally; this means giving everyone similar attention,

time, and respect ensuring that their dignity is preserved.


• There will be a focus upon respect for the developmental stage of each individual young

person. Welfare will not be compromised in a desire for personal achievements. This

means ensuring that the practice intensity is appropriate to the physical, social and

emotional stage of the young people. Concerts and competitions etc. will be suited

primarily to the needs and the interests of the young people, not those of the parents,


Band or other influences.


• Relationships will be based on mutual trust and respect, in which young people are

encouraged to take responsibility for their own development and decision-making.


• Situations will be avoided, where an adult uses their position and power to influence or

decide what a young person should or should not do, without due consideration of the

young person’s needs, desires and capabilities.


• Unobserved activity will be avoided. There will be no instance of an adult and young

person being alone in a closed room, for any reason or activity.


• Unnecessary physical contact with young people will not be condoned. Where any form

of physical guidance is required in teaching technique, this will be provided openly and

with the consent of the young person.


• The Committee will ensure that parents will be made aware of what is and is not

acceptable in the context of learning / playing a brass instrument. Physical contact

(touching) can be appropriate so long as it is neither intrusive nor disturbing and the

consent of the young person has been obtained.


• Safe, professional and appropriate relationships with young people will be maintained. It

is inappropriate and unacceptable for anyone in a position of authority to have an intimate

relationship with a young person in the band, even if they are over 16, the normal age of

legal consent.


• Adults will maintain appropriate standards of behaviour at social events that young

people attend and thus provide an excellent role model.


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• Smoking or drinking alcohol while working with young people will not be tolerated.


• Rule violations or the use of prohibited or illegal substances will NOT be condoned.


• There will be effective and regular communication with parents and they will be involved

in decision-making.


• Written consent from parents will be obtained for appropriate adults to act in loco

parentis, which provides the relevant permission for the administration of emergency first

aid or other medical treatment if the need arises.


• A record of any medical conditions, existing injuries and medication will be maintained,

along with a written record of any injury or accident that occurs, together with details of

any treatment given.


• Parental consent (informed) will be obtained, in writing, for any significant travel

arrangements, especially if an overnight stay is involved.


• There will be an active insistence on the adherence to Child Protection procedures.


2.3 Poor practice


The following constitute poor practice and are NOT acceptable:


• Unnecessarily spending excessive amounts of time alone with children away from

others.


• Taking children alone in a car on journeys, however short.


• Taking children to your home where they will be alone with you.


• Sharing a room with a child.


• Engaging in rough, physical or sexually provocative games.


• Allowing or engaging in inappropriate touching of any form.


• Allowing the use of inappropriate language unchallenged.


• Making sexually suggestive comments to a young person.


• Using excessive verbal admonition.


• Allowing allegations a child makes to go unchallenged, unrecorded, or not acted upon.


• Doing things of a personal nature that children can do for themselves.


If circumstances arise where it is impractical to avoid any of the situations above, they

will ONLY occur with the full knowledge and consent of the Band’s Safeguarding Officer,

AND the parents of the young person concerned.


If any of the following situations arise, these will be immediately reported to another

adult, and as soon as is feasible, the Band’s Safeguarding Officer. A written record of the

incident will be made and parents will be informed:


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o Accidental hurt of a young person by an adult


o A young person displaying signs of any distress


o A young person becoming sexually aroused by the actions of an adult


o Misunderstanding or misinterpretation of any action or behaviour


2.4 Abuse


Abuse in all its forms can affect a child at any age. The effects can be so damaging that if

not treated, they may follow an individual into adulthood. Appendix 1 outlines the primary

categories of abuse and illustrates some examples of their application in the context of

banding activities.


2.5 Indicators of abuse: Even for those experienced in working with child abuse, it is not

always easy to recognise a situation where abuse may occur or has already taken place.

Hall Royd Band acknowledges that individuals within the Organisation are not experts in

such recognition. Primary indications that a child is being abused are listed in Appendix 2.


3. Recruiting and selecting individuals to work with children


3.1 Introduction


Hall Royd Band recognises that anyone may have the potential to behave inappropriately

with young people, in some way, at some time. The Band is therefore committed to taking

all reasonable steps to prevent unsuitable people from working with young people.

The procedures set out below are applicable to all adults involved with young people

within the Organisation, regardless of capacity. There is some scope for flexibility

pertinent to particular individual circumstances, but the fundamental principle is that all

reasonable steps will be taken to ensure the suitability of those who have access to young

people.


3.2 Controlling access to Young People

Individuals who will be involved with the organisation and running of the Band, Learners

Group or individual tuition sessions, will have significant access to young people and so

must adhere to the procedures outlined below.


• People in positions of responsibility including the Committee members must sign up to

the policy and agree to receive Safeguarding Awareness Training ( Form C)


• In addition to the above, references and Disclosure and Barring Service checks must

be obtained for the Conductors and Trainers (Form A part 1). Form A part 2 must also

be completed and this sets out the role and expectations of the band and to whom

Conductor or trainer should report. It should be reviewed and updated on an annual

basis.


• People who help with mentoring players within a larger group will be offered

opportunities for training in Safeguarding Awareness.

See Appendix 3 for further information on the forms


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All information received in relation to individuals will be treated with the strictest of

confidentiality and kept securely by the Safeguarding Officer


3.3 The Safeguarding Officer


The role of the Safeguarding Officer is to advise the Committee on adherence to the Child

Protection Policy, and compliance with all the procedures described in this document.

Furthermore, the Safeguarding Officer will act as a focal point for the reporting and

documentation of any concerns.


The Safeguarding Officer :


• has the primary responsibility to verify that everyone who has significant access to

young people within the Band is suitable for that role and has been vetted accordingly.


• must be identifiable to the members of the band and parents, where relevant.


• must be a member of the Band committee.


• will undergo the Disclosure and Barring Service vetting process where eligibility criteria

is met.


• will ensure that risk assessments (as detailed in section 2.2) are robustly and reliably

conducted by the most appropriate individual.


• will maintain the records of the risk assessments (above).


• will keep and maintain all records referred to in this document, with the exception of

those held by appropriate adults, acting in the capacity of loco parentis, (e.g. consent,

record of medical conditions and treatment)


3.4 Training


The effectiveness of the policy and procedures contained within this document depends

upon everyone being aware of what is good practice. An awareness of welfare,

safeguarding and child protection issues is needed by all of those who may be involved,

however indirectly, for example committee members or occasional parent helpers.

Training courses on Child Protection are available. Hall Royd Band supports, endorses and

recommends these for any relevant individuals.


The Safeguarding Officer will ensure that information is disseminated appropriately, for

the attention of interested parties.

The Hall Royd Band asserts that formal training in child protection will help people to:

• Compare their own practice against what is regarded as good practice in brass banding

and check that their practice is likely to protect them from false allegations.


• Recognise their responsibilities and report any concerns about suspected poor practice

or abuse.


• Deal with the vetting procedures


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• Work safely and effectively with children.


4. Responding to suspicions and allegations


4.1 Introduction


Many cases of child abuse take place within the family setting. However, abuse can and

does occur in other situations as well, which may include brass banding or other social

activities.


Abuse is rarely a one-off event when it occurs within such a setting. Hall Royd Band

considers it critical that those involved with children and young people are aware of this

possibility and are obligated to ensure that all allegations are taken seriously and

appropriate action taken.


It is not the responsibility of anyone in the Band Organisation to decide whether or not

child abuse is taking place. However, there is a responsibility to inform appropriate

agencies of possible abuse so that the necessary inquiries are made and any necessary

action is taken to protect the child. This applies both to suspicions of abuse occurring

within the context of banding activities and to allegations that abuse is taking place

elsewhere.


4.2 Receiving evidence of possible abuse


A suspicion of abuse may become apparent in various ways:


o Direct observation


o Awareness of signs such as those outlined in Appendix 2


o Report of abuse by someone else


o Direct disclosure by the child


All of these circumstances will be acted upon. In the case of a direct disclosure it is

particularly important to respond appropriately. If a child says or indicates that he or she

is being abused, or information is obtained which gives cause for concern that a child is

being abused, the person receiving the disclosure will;


• React calmly so as not to frighten the child


• Tell the child they are not to blame and that it was right to share the information


• Take what the child says seriously, recognising the difficulties inherent in interpreting

what is said by a child, particularly one who has a speech disability and/or differences in

language


• Keep questions to the absolute minimum necessary so that there is a clear and accurate

understanding of what has been said


• Listen and take great care NOT to ask leading questions


• Provide reassurance


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It is vital that confidentiality is not promised to the child. Other people and potentially

agencies must be informed, as appropriate, and this must be made clear to the child,

regardless of their requests that no one else is told.


4.3 Recording information


ALL information relating to the safeguarding of children and young people is highly

sensitive and confidential. Accordingly, Hall Royd Band will ensure that information will be

treated with respect and stored by the Safeguarding Officer in secure conditions, to

preserve the safety and dignity of those involved. Information will only be made available

to those who have a specifically identified and justifiable need for it, in accordance with

the Data Protection Act (1998). The Safeguarding Officer will determine who requires

what information and all individuals will behave with personal and professional integrity to

preserve the confidentiality of any situation and the individuals implicated.


On becoming aware of a potential incident or occurrence of abuse, individuals associated

with Hall Royd Band will make a written record, contemporaneously. This will detail all

information obtained, but must exclusively state facts. There is no scope for the inclusion

of personal opinion, subjectivity or speculation in this record. There must be a clear

distinction between primary information (e.g. observation) and what has been reported.


This documentation is imperative for internal records and procedures, but may also be

required by external agencies, (e.g. Social Services, the police).


The written record ( Appendix 4) will include:


• The nature of the allegation, in as much detail as possible, including times, dates,

locations and other relevant information, as independently reported.


• Details of the child involved, including name, age, address and other contact details,

and identifying who has parental responsibility for the child


• Details of the person against whom the allegation is made, including name, relationship

with the child, age and contact details


• The identity and contact details of any informants or other witnesses


• The child’s account, if he or she can give one, of what has happened


• A description of any visible bruising or other injuries


• Details of who else has been informed of the alleged incident


• Any other relevant information


• An incident report for recording such information is set out in Appendix 6.


4.4 Reporting a Concern


Hall Royd Band insists that its members discuss any concern they may have about the

welfare of a child immediately with the Safeguarding Officer, who in turn will ensure that

appropriate action has been taken to date. The Safeguarding Officer will then assume the

responsibility to oversee the process and determine the subsequent course of action.


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4.5 Disciplinary procedures


The discovery that an individual associated with Hall Royd Band may be abusing a child

will undoubtedly cause significant concern and so it can be inherently difficult to report

such matters. However, it is important that any concerns for the welfare of a child arising

from abuse or harassment by any individual associated with the Organisation should be

reported immediately. An allegation of abuse may give rise to a child protection

investigation by the social services department and/or a criminal investigation involving

the police. Additionally, this will result in disciplinary action being taken by Hall Royd

Band.


If the police and/or social services are investigating the matter, the Band will await the

outcome of these investigations, but will suspend the individual concerned whilst the

investigation is taking place. This is not intended to prejudge the outcome of the

investigation, but simply to remove the individual from contact with young people until

the investigation is concluded.


Following the conclusion of the investigation, the disciplinary sanctions available include

suspension or exclusion from membership of the individual concerned, and such other

sanctions which the Committee may deem appropriate.

Every effort will be made to maintain confidentiality for all concerned, and consideration

will be given to what support may be appropriate to children, parents, members of staff

and volunteers.


4.6 Allegations of Previous Abuse


Allegations of abuse are sometimes made some time after the event, (e.g. by an adult

who was abused as a child, against an adult who is still working with children). Where

such an allegation is made, Hall Royd Band will follow the procedures contained within

this policy document and will report the matter to the police and/or social services

department accordingly, in recognition of the fact that other children, either within

banding or outside it, may be at risk from this person.


Anyone who has a previous criminal conviction for offences related to abuse is

automatically excluded from working with children.


5.Conclusion


Hall Royd Band, by accepting this policy document, has asserted its determination to

ensure that children, young people and vulnerable adults can participate with their safety,

well-being and welfare, being of paramount importance.


Hall Royd Band is committed to ensure that this document is representative of a process

of continual improvement in the area of child protection and safeguarding within the

Organisation.


This document will be reviewed annually in preparation for the Hall Royd Band Annual

General Meeting.


It is for all adults to promote good practice and procedures, whilst being ever vigilant and

aware of their responsibilities towards the children and young people in their care.


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Appendix 1


Abuse


Neglect


This is where adults fail to meet a child’s basic needs, such as food, shelter, warm

clothing or medical care, or to protect them from physical harm. Children might also be

constantly left alone or unsupervised.


It would constitute neglect in a band context if the young people were not kept safe, or

were exposed to unnecessary risk.


Physical Abuse


This is where someone causes physical hurt or injury to children. Giving children alcohol

or inappropriate drugs would also constitute physical abuse.

Sexual Abuse


Children, both male and female, can be abused by adults or other children, both male and

female, who use their victim to meet their own sexual needs. Showing children

pornographic material is also a form of sexual abuse.


Emotional Abuse


Emotional abuse is the persistent lack of love and affection, where children may be led to

believe that they are worthless or unloved, inadequate or valued only insofar as they

meet the needs of another person. It may involve the child being constantly shouted at,

threatened or taunted which may make the child very nervous and withdrawn. It may also

feature age or developmentally inappropriate expectations being imposed on children.

Emotional abuse also occurs when there is constant overprotection, which prevents

children from socialising.


Emotional abuse in banding might include situations where children are subjected to

constant criticism, name-calling, sarcasm, bullying, racism or unrealistic pressure in order

to perform to high expectations.


Bullying


This may be bullying of a child by an adult or another child. Bullying is defined as

deliberate hurtful behaviour, usually repeated over a period if time, where it is difficult for

those bullied to defend themselves. It may be physical (e.g. hitting, kicking, theft), verbal

(e.g. racist or homophobic remarks, threats, name-calling, graffiti, abusive text messages

transmitted by phone or on the internet), emotional (e.g. tormenting, ridiculing,

humiliating, ignoring, isolating from the group), or sexual (e.g. unwanted physical contact

or abusive comments).


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Appendix 2


Primary Indicators of Abuse:


• Unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated

on a part of the body not normally prone to such injuries


• An injury for which an explanation seems inconsistent


• The child describes what appears to be an abusive act involving him/her


• Someone else – a child or adult, expresses concern about the welfare of a child


• Unexplained changes in a child’s behaviour – e.g. becoming very quiet, withdrawn, or

displaying sudden outbursts of temper - or behaviour changing over time


• Inappropriate sexual awareness


• Engaging in sexually explicit behaviour in games


• Distrust of adults, particularly those with whom a close relationship would normally be

expected


• Difficulty in making friends


• Being prevented from socialising with other children


• Displaying variations in eating patterns including overeating or loss of appetite


• Losing weight for no apparent reason


• Becoming increasingly dirty or unkempt


Signs of bullying may include:


• Behavioural changes such as reduced concentration or becoming withdrawn, clingy,

depressed, tearful, emotionally up and down, reluctant to go to band rehearsals or to

competitions.


• An unexplained drop-off in standard of performance.


• Physical signs such as stomach-aches, headaches, difficulty in sleeping, bed-wetting,

scratching and bruising, damaged clothes and bingeing on food, cigarettes or alcohol.


• A shortage of money or frequent loss of possessions.


It must be recognised that the above lists are not exhaustive, but also that the presence

of one or more of the indicators is not proof that abuse is actually taking place.

It is not the responsibility of those working in the band to decide that child abuse is

occurring, but it is their responsibility to act on any concerns.


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Appendix 3 Safeguarding Forms


Safeguarding Form X (Self Declaration Form)

Prior to becoming involved, and having access to young people, every individual should

complete Form X which should reveal if the individual has any criminal record, or other

matter that has a bearing on their suitability to work with children e.g. previous

investigations with police or social services or disciplinary investigations in relation to

work with children.


Failure or refusal to disclose relevant information at this stage will result in the individual

being precluded from direct involvement with young people.

Written consent will be obtained from individuals for an enhanced CRB check to be

conducted


Safeguarding Form A part 1


This is a registration form for voluntary workers with children, young people or vulnerable

adults. It does not need renewal but should be completed if someone changes role.


Safeguarding Form A Part 2


The volunteer agreement sets out important information concerning what is expected of

them and to whom they report. It should be reviewed and updated on an annual basis.


Safeguarding Form C


This form is required by all those people who are in office but do are not eligible for formal

external vetting checks eg Hall Royd Band Committee Members.

All information received in relation to individuals will be treated with the strictest of

confidentiality and kept securely by the Hall Royd Band Safeguarding Officer


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Appendix 4 Incident Report Form

 Name of Person at risk ____________________________ Age/ Date of birth______________

Parent/Carer’s name _______________________________________________

Address

_______________________________________________________________________________

_______________________________________________________________________________

Telephone number ________________________________

Are you reporting your own concerns or passing on those of someone else? Give details of

witnesses

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

Brief description of what has prompted concerns: include date, time, location etc of any specific

incidents

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

Any physical signs? Behavioural signs? Indirect signs?

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

Have you spoken to the child? If so, what was said?

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

Have you spoken to the parent(s)? If so, what was said?

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

Has anybody spoken to the alleged abuser? If so, give details, including relationship with the child?

_______________________________________________________________________________

_______________________________________________________________________________

Have you consulted anyone else? Give details?

_______________________________________________________________________________

_______________________________________________________________________________

Your name _____________________________ Position______________________

To whom reported and date reported? Give contact information for further reference

_____________________________________________________________________________

Signature __________________________________ Date __________________

Hall Royd Band Child Protection Policy and Procedure