Children and Vulnerable Adults Safeguarding Policy - North Devon ...

CONTENTS 

Introduction Page 1 

Policy Statement Page 2 

Aims Page 2 

Scope of the Policy Page 3 

Definitions Page 3 

CRB/ISA Page 4 

Recognising Potential Incidences of Abuse Page 5 

Safeguarding Procedure Page 6 

Safe Working Practice Page 11 

Appendix 1: Safeguarding Reporting Officers Page 13 

Appendix 2: Safeguarding Incident Report Form Page 15 

Appendix 3: First Aid Page 16 

Appendix 4: Photography and Pornography Page 18 

Appendix 5: Relevant Legislation Page 20 

Appendix 6: Declaration Page 21 

Appendix 7: Useful Contacts Page 22 

Appendix 8: Template for Safeguarding Policy and Procedure Page 23 

Appendix 9: Equality Impact and Needs Assessment Form Page 24 

Effective Date of Policy 2010 

Review Date 2013 

Policy Owner (Job Title) Head of Community and Leisure Services

NORTH DEVON COUNCIL SAFEGUARDING POLICY 2010 

NORTH DEVON COUNCIL SAFEGUARDING POLICY 

INTRODUCTION 

Children, young people and vulnerable adults have the right to participate, have fun and be safe 

in the services provided for them and the activities they choose, or their parents/carers choose 

for them. 

Under the Children Act 2004 and the Apprenticeships Skills, Children and Learning Act 2009, 

North Devon Council has a duty to co-operate with the County Council in discharging its duties 

as a Children’s Services Authority and to promote the well-being of children and young people. 

Devon County Council is also the lead agency for the protection of vulnerable adults. North 

Devon Council can carry out its responsibilities by ensuring that the needs and interests of 

children, young people and vulnerable adults are considered by all Members, employees, 

volunteers and contracted services, when taking decisions in relation to service provision. 

The purpose of this policy and any associated procedures is to protect and promote the welfare 

of the children, young people and vulnerable adults using or receiving services provided or 

commissioned by North Devon Council and protect the Council, its officers, elected members 

and volunteers. North Devon Council is not a Children’s Services Authority and it is not the role 

of the Council to investigate allegations of abuse. However, all Elected Members (from hereon 

referred to as ‘Members’), employees, volunteers and contracted services providers 1 have a 

responsibility to take action when they suspect or recognise that a child, young person or 

vulnerable adult may be a victim of significant harm or abuse. 

This policy demonstrates how the Council will meet its legal obligations and reassure members 

of the public, service users, Members, employees and people working on behalf of the Council: 

a) What they can expect North Devon Council to do to protect and safeguard children, young 

people and vulnerable adults; 

b) That they are able to voice any concerns through an established procedure; 

c) That all reports of abuse or potential abuse are dealt with in a serious and effective manner; 

and 

d) That there is an efficient recording and monitoring system in place. 

e) Members, employees, volunteers and contractors receive the appropriate training. 

1 Contracted service providers will cover a wide range of services from small voluntary groups with little or no 

contact with children, young people or vulnerable adults to providers who have substantial contact. See Definitions 

and the appropriate sections under Safeguarding Procedures 

1


POLICY STATEMENT 

North Devon Council is committed to safeguarding children, young people and vulnerable adults 

and protecting them from abuse when they are engaged in services organised and provided by, 

or on behalf of, the Council. 

We will endeavour to keep children, young people and vulnerable adults safe from abuse and 

suspicion of abuse will be responded to promptly and appropriately. We will act in the best 

interest of the child, young person or vulnerable adult at all times. 

We will proactively seek to promote the welfare and protection of all children, young people and 

vulnerable adults living in the community at all times. 

North Devon Council will ensure that unsuitable people are prevented from working with 

children, young people and vulnerable adults through its Recruitment and Selection policy. 

North Devon Council will take any concern made by a Member, employee, volunteer or 

contracted service provider or child/vulnerable adult seriously and sensitively. 

Referrals made by a Member, employee, volunteer or contracted service provider cannot be 

anonymous and should be made in the knowledge that, during the course of enquiries, the 

agency who made that referral will be made clear as individuals may be required as prosecution 

witnesses. 

North Devon Council will not tolerate harassment of any Member, employee, volunteer, 

contracted service provider or child/vulnerable adult who raises concerns of abuse. 

The Council will work in cooperation with Devon County Council as required under the Children 

Act 2004 and will respond positively to any recommendations regarding the improvement of the 

Council’s safeguarding policies and procedures. 

AIMS 

North Devon Council will promote the welfare and protection of children, young people and 

vulnerable adults by: 

♦ Respecting the rights, wishes, feelings and privacy of children, young people and vulnerable 

adults by listening to them and minimising risks that may affect them 

♦ Preventing abuse by good practice, creating a safe and healthy environment to avoid 

situations where abuse or allegations of abuse occur 

♦ Ensuring that Members, employees and volunteers understand North Devon Council’s 

relevant Codes of Conduct and Safeguarding Policy 

♦ Raising awareness among Members and officers of the safeguarding duty the Council has in 

relation to the Children Act 2004, where the County Council has lead responsibility 

♦ Ensuring that contracted/commissioned and grant funded services have safeguarding 

policies and procedures commensurate with the level of involvement they have with children, 

young people and vulnerable adults. 

♦ Responding to any allegations appropriately and implementing the appropriate disciplinary 

and appeals procedures. 

2

To achieve these aims, North Devon Council will endeavour to: 


♦ Ensure that training appropriate to the level of involvement with children, young people and 

vulnerable adults is available for Members, employees, volunteers and contracted service 

providers 

♦ Respond appropriately to concerns reported 

♦ Develop and implement effective procedures for recording and responding to incidents and 

accidents 

♦ Develop and implement effective procedures for recording and reporting to the County 

Council, any allegations or suspicions of abuse 

♦ Promote the welfare and wellbeing of children, young people and vulnerable adults during 

and within Council services, including in the planning of services 

♦ Maintain a good level of safe working practice at all times to minimise risk to children, young 

people and vulnerable adults that come into contact with Members, employees, volunteers 

and contracted service providers. (See Safe Working Practice Page 12) 

SCOPE OF THE POLICY 

This Safeguarding Policy covers all Members, employees, volunteers and contracted services 

providers (who have appropriately adopted this policy). However, few Members, employees or 

volunteers will be working directly with children, young people or vulnerable adults as part of 

their duties or activities for or on behalf of the Council. Safe Working Practices (see page 12) 

should be used on all occasions where Members, employees, volunteers or contracted services 

come into contact with children, young people or vulnerable adults. There is also a protocol for 

working safely with children, young people and vulnerable adults that employees should refer 

to. 

There are some occasions when using Safe Working Practice is of particular importance: 

♦ School talks and events 

♦ Work experience 

♦ Community engagement 

♦ Housing visits 

♦ Visits to homes/private premises for inspection/enforcement purposes 

♦ Parks and Grounds Maintenance 

There are a small group of employees for whom a CRB/ISA registration will be required 

where there is substantial or regular contact which may be unsupervised such as 

museum employees running holiday activity sessions. 

DEFINITIONS 

The phrase ‘children, young people and vulnerable adults’ refers to: 

a) anyone under the age of 18 years, 

b) someone who is over the age of 18 who is, or may be in need of community care services 

by reasons of mental health or other disability, age or illness and is, or may be, unable to 

take care of him or herself, or unable to protect him or herself against significant harm or 

exploitation. (Lord Chancellor’s Department, 1997) 

3


When the term ‘parents’ is used, we mean it in the broadest sense to include parents, carers 

and guardians. 

The phrase ‘Members, employees, volunteers and contracted service providers’ is used to refer 

to all district councillors, employees and people working on behalf of or representing the Council 

- either paid or voluntarily. 

Commissioned, contracted or grant funded organisations will be expected to have policies and 

procedures in place commensurate with the level of contact and involvement they have with 

children, young people and vulnerable adults. As a minimum, any organisation receiving 

funding from the Council will be expected to have a statement of policy and procedure regarding 

safeguarding, in place and understood by employees and volunteers, and available to service 

users. (see Appendix 8) Commissioned/contracted or grant funded organisations with minimal 

contact with children, young people or vulnerable adults may wish to adopt the Council’s policy 

and procedures if deemed suitable. 

The phrase ‘contracted service provider’ used subsequently in this document will refer to those 

organisations that have appropriately adopted this policy. 

Abuse covers physical, emotional, sexual and mental abuse including bullying, in this policy. 

Abuse can also be financial for vulnerable adults. 

This policy is inclusive of all children, young people and vulnerable adults irrespective of their 

age, gender, race or ethnicity, religion, disability or sexual preference. Children, young people 

and vulnerable adults, no matter what their circumstances, have the right to be protected from 

abuse. 

CRB/ISA 

North Devon Council is not a Children’s Services Authority and therefore scope for working 

directly with children and young people or with vulnerable adults is limited. Criminal Records 

Bureau checks should only be sought where Member, employees and volunteers have 

substantial or regular or unsupervised contact with children, young people or vulnerable adults 

as part of their duties or responsibilities for or on behalf of the Council. CRB checks only 

guarantee that the person concerned doesn’t have a relevant criminal conviction up to the date 

that the certificate is issued. 

The Independent Safeguarding Authority will provide essentially a ‘real time’ monitoring and 

checking process that will include allegations/suspicions (List 99, etc) regarding individuals as 

well convictions subsequent to a CRB check. Again, such a process should only be used in 

those few instances where Members, employees and volunteers have substantial or regular and 

unsupervised contact with children, young people and vulnerable adults 

Contracted, commissioned and grant funded organisations will need to undertake any checks 

commensurate with the level of their involvement with children, young people or vulnerable 

adults. The Council will ensure that this is in place as part of their contracting/monitoring 

processes 

4

RECOGNISING POTENTIAL INCIDENCES OF ABUSE 


While Members, employees, volunteers and contracted services providers are likely to have 

limited contact with children, young people and vulnerable adults as part of their duties and 

responsibilities for the Council, everyone should be aware of the potential indicators of abuse 

and bullying and be clear about what to do if they have concerns. Responsibilities are limited 

and it is important to remember the following: 

IT IS NOT THE RESPONSIBILITY OF ANY NORTH DEVON 

COUNCIL MEMBER, EMPLOYEE, VOLUNTEER OR CONTRACTED 

SERVICE PROVIDER TO DETERMINE WHETHER ABUSE IS 

TAKING PLACE. 

Equally, however: 

THE ROLE OF THE MEMBER, EMPLOYEE, VOLUNTEER OR 

CONTRACTED SERVICE PROVIDER IS TO REFER, NOT TO 

INVESTIGATE OR JUDGE. 

Some of the more obvious signs of abuse or bullying could be: 

♦ Unexplained bruising, marks or injuries on any part of the body 

♦ Bruises which reflect hand marks or fingertips (from slapping or pinching) 

♦ Cigarette burns 

♦ Bite marks 

♦ Constant hunger, sometimes stealing food from others 

♦ Constantly dirty or ‘smelly’ 

♦ Inappropriate dress for the conditions 

♦ Fear of parents or carers being approached for an explanation 

♦ Aggressive behaviour or severe temper outbursts 

♦ Flinching when approached or touched 

♦ Reluctance to get changed, for example wearing long sleeves in hot weather 

♦ Neurotic behaviour e.g. hair twisting, rocking 

♦ Being unable to play 

♦ Fear of making mistakes 

♦ Self harm 

♦ Sudden or unexplained changes in behaviour e.g. becoming aggressive or withdrawn 

♦ Fear of being left with a specific person or group of people 

♦ Sexual knowledge which is beyond their age or development age 

♦ Sexual drawings or language 

♦ Saying they have secrets they cannot tell anyone about 

♦ Not allowed to have friends 

In addition, vulnerable adults may be subject to financial abuse. While this may not be obvious, 

never having money for activities, snacks or treats may be an indication of financial abuse. 

5


SAFEGUARDING PROCEDURE 

Reporting a concern or allegation 

The procedure for reporting a concern or allegation informs all North Devon Council Members, 

employees, volunteers and those contracted service providers that have adopted this policy of 

what actions they should take if they have concerns or encounter a case of alleged or 

suspected child, young person or vulnerable adult abuse or bullying. 

There are three main situations when Members, employees, volunteers and contracted service 

providers may need to respond to/report a concern or case of alleged or suspected abuse: 

1. When a child, young person or vulnerable adult makes an allegation of abuse or 

bullying 

If a Member, employee, volunteer or contracted service provider is in this situation, they should: 

♦ Stay calm and endeavour to obtain another witness if it does not compromise the situation. 

♦ Listen carefully to what is said and allow the child, young person or vulnerable adult to talk at 

their own pace 

♦ Find an appropriate opportunity to explain that it is likely that the information will need to be 

shared with other responsible people – do not promise to keep secrets 

♦ Only ask questions for clarification and do not ask leading questions (that suggest certain 

answers) 

♦ Reassure the child, young person or vulnerable adult that they have done the right thing in 

telling you 

♦ Tell them what you will do next and who you will inform 

♦ Immediately report to and inform a designated Safeguarding Reporting Officer (See 

Appendix 1) 

♦ Record all the details you are aware of on a Safeguarding Incident Reporting Form as soon 

as possible (See Appendix 2) 

♦ Safeguarding Reporting Officer informs Devon County Council if appropriate 

2. When allegations or concerns are expressed about a Member, employee, volunteer 

or contracted service provider 


♦ Take the allegation or concern seriously 


Appendix 1) 

♦ Record details on a Safeguarding Incident Reporting Form (See Appendix 2) 

♦ Safeguarding Reporting Officer informs Devon County Council if and as appropriate 

3. When allegations or concerns are expressed about any other person e.g. parent, 

carer, other service user 


♦ Take the allegation or concern seriously 

6



Appendix 1) 

♦ Record details on a Safeguarding Incident Reporting Form (See Appendix 2) 

♦ Designated Safeguarding Reporting Officer informs Devon County Council if and as 

appropriate 

Out of hours working 

It is recognised that Members, employees, volunteers and contracted service providers working 

out of office hours may encounter difficulty contacting a designated Safeguarding Reporting 

Officer. 

If a Member, employee, volunteer or contracted service provider is concerned 

about an incident or allegation of abuse outside of office hours, that cannot wait 

until a Safeguarding Reporting Officer is available, they should report directly to 

the County Council children’s emergency duty team on 0845 6000388. 

(need one for adults, ) 

The Member, employee, volunteer or contracted service provider should complete Safeguarding 

Incident Reporting Form and contact a designated Safeguarding Reporting Officer at the first 

opportunity. 

Confidentiality 

Employees must not: 

♦ Discuss any allegations of abuse or bullying, substantiated or not, with anyone from North 

Devon Council, other than the designated Safeguarding Reporting Officer or the Chief 

Executive (or other Safeguarding Reporting Officer in the absence of the Chief Executive) 

♦ Discuss any allegations of abuse or bullying, substantiated or not, with any member of an 

external agency, other than as part of a formal investigation 

♦ Discuss any allegations of abuse or bullying, substantiated or not, with any other interested 

party, including parents, carers and relatives of the child, young person or vulnerable adult 

without the express permission of the person with overall responsibility for the investigation 

This does not exclude the employee from the need or right to consult with a solicitor, trade 

union representative or other bona fide legal adviser. 

Data Protection 

All copies of the Safeguarding Incident Reporting Form must be retained by the designated 

Safeguarding Reporting Officer in a locked, secure cabinet to ensure confidentiality. This 

information will be retained in accordance with data protection periods. No other copies can be 

kept. 

Risk Assessments 

Risks assessments will be undertaken on all job descriptions within the Council to identify which 

jobs are likely to involve regular and/or substantial unsupervised contact with children, young 

people and vulnerable adults. Where there is this level of contact Criminal Records Bureau 

checks/Independent Safeguarding Authority Registration will be undertaken. For new 

7


employees, confirmation of employment will be dependent on satisfactory checks. The 

appropriate Council policies below apply: 

♦ Recruitment and selection policy 

♦ Applications for Criminal Records Bureau (CRB) Disclosures and Independent Safeguarding 

Authority(ISA) Checks Policy 

♦ Employment References Policy 

Similarly for all commissioned, contracted or grant funded services a risk assessment will be 

undertaken regarding the availability and implementation of appropriate safeguarding policies 

and procedures and contracts and grants will be awarded when the Council is assured that 

satisfactory checks have been undertaken where appropriate. This will be part of the 

contract/grant application process. 

Employees training 

Whenever North Devon Council recruits employees it will ensure that they are well informed, 

trained, supervised and supported so that they are less likely to become involved in actions that 

may cause harm to children, young people and vulnerable adults or be misunderstood. Training 

will happen by the following process: 

Induction 

All new employees will be made familiar with the Safeguarding Policy and Procedures and will 

be made aware of the designated Safeguarding Reporting Officers. 

Ongoing Training Needs 

This policy will be placed on the Intranet and all employees will be expected to read it 

thoroughly and sign the declaration at the back of this document (see Appendix 3). 

Line managers may identify additional training needs for their employees through the Council’s 

Appraisal System. The level to which training is needed will be decided between the employee, 

line manager and Human Resources. 

Member Training 

All Members, both new and currently serving terms, will be offered appropriate training on 

safeguarding children, young people and vulnerable adults. 

Designated Safeguarding Reporting Officer 

Designated Safeguarding Reporting Officers will receive training from Devon County Council to 

equip them to deal with the recording and reporting processes. 

Procedure in Relation to Specific Services/Circumstances 

Work Experience 

North Devon Council offers work experience placements across the Council to many young people 

each year. Although primarily designed to help young people become familiar with the workplace, it 

is also beneficial to North Devon Council as it provides a direct link to an important part of the District 

we serve. Employees should ensure that they are aware of the Safe Working Practice Guidelines 

such as not travel alone with a work experience student unless the school has specifically approved 

this. 

8


North Devon Council works through Human Resources to provide planned and structured work 

experience placements. When the Council offers a work experience placement to students, 

managers have a responsibility for their health, safety and welfare. Under health and safety law, 

these students will be regarded as employees. Further guidance for managers will be 

developed to complement this policy. 

Leisure and cultural services 

Leisure and cultural services such as independent sports clubs, theatre groups and other 

organisations where children, young people and vulnerable adults regularly use facilities 

operated by or on behalf of North Devon Council must have appropriate child protection and 

vulnerable adult policies in place, commensurate with the level of contact they have. 

Furthermore, they must ensure that their employees or volunteers who have significant, regular 

or unsupervised contact with children, young people and vulnerable adults have had a 

satisfactory CRB/ISA check as a condition of hire. 

Bed and Breakfast/Emergency/Severe Weather (for Rough Sleepers) Accommodation 

Children, young people and vulnerable adults are only placed in temporary bed and breakfast 

/emergency accommodation in an emergency and as a last resort. Housing officers conduct a 

risk assessment of the people they place in temporary bed and breakfast accommodation to 

ensure that vulnerable individuals are protected from harm. The Council will only use bed and 

breakfast/emergency accommodation where owners/employees/volunteers have the 

appropriate CRB/ISA checks. 

Use of Contractors 

North Devon Council will take reasonable care that contractors doing work on behalf of the 

Council are monitored appropriately. 

Any contractor or sub-contractor engaged by the Council in areas where workers are likely to 

come into regular contact with children, young people or vulnerable adults, should have its own 

equivalent child protection and vulnerable adult policies, or failing this, must comply with the 

terms of this policy. This requirement will be written into the contract. If this is not met, the 

contractor will be deemed to be in breach of their contract. 

Where contact with children, young people and vulnerable adults is a necessary part of the 

contracted service, it is the responsibility of the manager who is using the services of the 

contractor to ensure that satisfactory CRB/ISA checks have been completed. 

All organisations receiving funding from the Council, whether contracted or grant aided should 

have child protection and adult abuse statements and policies appropriate to the level of contact 

they have with children, young people and vulnerable adults. (See Appendix) 

Grant Applicants 

Safeguarding policies and procedures are required from all grant funded organisations (See 

Appendix 7) and satisfactory CRB/ISA checks for appropriate employees and volunteers are 

also required of any organisations working with children, young people and vulnerable adults 

who seek funding from North Devon Council. This information will be requested at the 

application stage and applications will not be processed without the relevant documentation. 

9

Licensing 


North Devon Council is responsible for a wide range of licensing functions 

Protection of children from harm is a licensing objective that the Council is legally obliged to 

consider as part of its licensing function, in particular when licensing premises under the 

Licensing Act 2003 or the Gambling Act 2005. 

For more information, please refer to the North Devon Council’s Statement of Licensing Policy, 

Hackney Carriage and Private Hire Policy and Gambling Policy. 

Health and Safety 

North Devon Council inspects local authority health and safety-enforced premises. Employers in 

these premises are obliged to carry out risk assessments, including for the employment of 

young people. As part of the inspection process, officers of the Council may examine such risk 

assessments with a view to determining their suitability. If evidence is gained that young people 

are working without relevant permits in place, or in ‘unsuitable workplaces’, North Devon 

Council will report this activity to Devon County Council’s Child Protection Officer. 

Internet and e-mail Policy 

Please refer to North Devon Council’s Internet and e-mail policy. 

First Aid 

The administration of first aid to children, young people and vulnerable adults can present risks 

(See Appendix 3) 

Photography and pornography 

It is an unfortunate fact that some people have used children and young people’s events as 

opportunities to take inappropriate photographs or footage of children and young people. Every 

attempt should be made to ensure that this does not happen. (See Appendix 4) 

Misuse of the procedure 

Malicious complaints about an employee(s) and/or serious and/or persistent abuse of these 

safeguarding policies and procedures will not be tolerated and will be dealt with through North 

Devon Council’s disciplinary process. 

10


SAFE WORKING PRACTICE 

Guidelines for Conduct when working/having contact with Children, Young People and 

Vulnerable Adults 

In addition to the Employee and Member Codes of Conduct/protocols, it is best practice for 

Members, employees, volunteers and contracted service providers who have contact with 

children, young people or vulnerable adults to follow these guidelines: 

♦ Always be publicly open to scrutiny when working with children, young people and 

vulnerable adults and avoid situations where a Member, employee, volunteer or service 

provider and a child or children or a vulnerable adult(s) are alone, unobserved 

♦ Children, young people and vulnerable adults should never be left unattended 

♦ Children, young people and vulnerable adults have a right to privacy, respect and dignity. 

Respect the child, young person or vulnerable adult and provide a safe and positive 

environment 

♦ All children, young people and vulnerable adults should be treated equally in the context of 

any activity 

♦ Members, employees, volunteers and contracted service providers must put the well being 

and safety of the child, young person or vulnerable adult before the development of 

performance 

♦ If a child, young person or vulnerable adult is accidentally injured as the result of a Member, 

employee, volunteer or contracted service provider’s actions; seems distressed in any way; 

appears to be sexually aroused by your actions; misunderstands or misinterprets something 

you have done; always report such incidents as soon as possible to your line manager, a 

Senior Officer of the Council or the Safeguarding Reporting Officer and make a written 

report 

♦ If a child, young person or vulnerable adult arrives at an activity or service showing signs or 

symptoms that give you cause for concern, you must act appropriately following the 

procedures outlined above in the policy. 

♦ When undertaking visits to schools, youth clubs, etc, agree in advance with the agency that 

an employee will remain in the room with you at all times 

♦ When conducting consultations/communications with children, young people and vulnerable 

adults, ensure that recognised agencies are used as a source of access such as a school, 

youth club, sports club, etc. 

DO NOT: 

♦ Spend unreasonable amounts of time alone with children, young people and vulnerable 

adults away from others 

♦ Take children, young people and vulnerable adults in a car journey alone, no matter how 

short 

♦ Take children, young people and vulnerable adults to your home where they will be alone 

with you 

♦ Arrange to meet or approach children, young people or vulnerable adults outside an 

organised activity or service 

NEVER: 

♦ Engage in rough physical games including horseplay 

♦ Engage in sexually provocative games 

11


♦ Allow, encourage or engage in inappropriate touching of any form 

♦ Allow children, young people and vulnerable adults to use language inappropriate to the 

circumstances, unchallenged, or use it yourself 

♦ Make sexually suggestive comments about or to a child, young person or vulnerable adult, 

even in fun 

♦ Let an allegation a child, young person or vulnerable adult makes be ignored or unrecorded 

♦ Do things of a personal nature for children, young people and vulnerable adults that they can 

do for themselves e.g. assist with changing 2 

♦ Share a room with a child, young person or vulnerable adult 

♦ Enter areas designated only for the opposite sex 

♦ Use the internet or any other electronic or telephone device to access child pornography 

sites. 

North Devon Council takes its responsibility very seriously. Employees who breach any of the 

code above will face investigation and may face disciplinary action, which could lead to a 

dismissal and the possibility of a criminal investigation where there is evidence of illegal activity. 

Volunteers in breach of the above Code of Conduct will have their services terminated with 

immediate effect. Where there is evidence of illegal activity, the volunteer will be reported to the 

relevant authorities and may face criminal investigation. 

If a Member does not adhere to the policy, there may be grounds for reporting their behaviour to 

the Standards Committee, who may require an investigation under the Member Code of 

Conduct. Where there is evidence of illegal activity, the Member will be reported to the relevant 

authorities and may face criminal investigation. 

2 It may sometimes be necessary to do things of a personal nature for children or vulnerable adults, particularly if 

they are very young or are disabled. These tasks should only be carried out with the full understanding and consent 

of parents/carers. In an emergency situation that requires this type of help, you should endeavour to have someone 

else present and inform the parents/carers as soon as is reasonably possible. In such situations it is important that 

all employees treat the child with the utmost discretion. 

12

APPENDIX 1: SAFEGUARDING REPORTING OFFICERS 


North Devon Council designated Safe Guarding Reporting Officers currently are: 

1. Internal/employees 

Ms Angela Gizzi 

Head of Human Resources 

Email: angela.gizzi@northdevon.gov.uk 

Tel: 01271 318549 

2. Elected members and democratic services 

tbc 

3. Sports and Leisure 

Mr Brian Holme 

Head of Community and Leisure Services 

Email: brian.holme@northdevon.gov.uk 

Tel: 01271 388315 

4. Environmental Health and Housing 

Mr Jeremy Mann 

Head of Environmental Health and Housing 

Email: jeremy.mann@northdevon.gov.uk 

Tel: 01271 388341 

Senior Management Team 

The senior management team is responsible for ensuring that the Safeguarding Policy is 

implemented in their areas of responsibility and that issues of particular importance are 

addressed. 

Roles and responsibilities of designated Safeguarding Reporting Officers 

Designated Safeguarding Reporting Officers are responsible for dealing with reports or 

concerns about the protection of children, young people and vulnerable adults appropriately. 

Each new Safeguarding Reporting Officer will be CRB checked and have appropriate training 

prior to becoming a designated officer. 

The designated Safeguarding Reporting Officers will operate autonomously on individual cases 

and will have collective responsibility for monitoring and developing the safeguarding policy and 

procedures. 

THE DESIGNATED SAFEGUARDING REPORTING 

OFFICERS ARE NOT RESPONSIBLE FOR INVESTIGATING 

ANY INCIDENTS OR ALLEGATIONS. 

13


The designated Safeguarding Reporting Officers are responsible for: 

♦ Acting as a source of advice on the application of this policy 

♦ Acting as a point of contact between appropriate responsible authorities regarding 

suspected or actual cases of abuse or bullying 

♦ Informing the Insurance Officer of any incidents that may result in a claim against the 

Council 

♦ Ensuring that appropriate information is available at the time of referral and that the referral 

is confirmed in writing, under confidential cover 

Ensuring that an individual case record is maintained in a secure location and destroyed after 

an appropriate time period (Need to clarify what a ‘reasonable time period’ is) 

Roles and responsibilities of the Safeguarding Team 

The Safeguarding Team will: 

♦ Consist of the Heads of Service for Human Resources, Community & Leisure, 

Environmental Health & Housing, and Legal & Democratic Services 

♦ Support Members of the Overview and Scrutiny Committee with a major review every three 

years unless there are significant legislative or policy changes requiring an earlier major 

review 

♦ Consult with relevant third party agencies with responsibility for Child Protection/Protection 

of Vulnerable Adults 

♦ Ensure safeguarding procedures are embedded in all Council policies and procedures 

♦ Ensure that appropriate mechanisms within the organisation for recognising incidences 

requiring action, reporting, monitoring, identifying and meeting training needs are 

established and maintained 

♦ Develop training and framework for all employees 

♦ Represent the authority on the Local Safeguarding Children Board 

♦ Report to the Senior Management Team 

14


APPENDIX 2: SAFEGUARDING INCIDENT REPORT FORM – INTERNAL 

CONFIDENTIAL 

This form should be completed by the member of staff responding to the incident. 

Name: 

Position: 

Personal details of those involved 

Name 

Address 

Telephone 

Incident details: 

Action taken, if any, by the person reporting the incident: 

Signed: Date: Time: 

Safeguarding Reporting officer: Signed: Date: 

This information will be processed in accordance with the Data Protection Act 1998 and may be 

shared with Devon County Council. 

15


APPENDIX 3: FIRST AID 

Under ordinary circumstances, a child or young person can be administered with first aid only if 

their parent or guardian expressly permits this course of action through completion of the 

Parental Consent Form (see below). Incomplete consent forms may prevent the child or young 

person from being able to participate in an activity. Consent to the administration of first aid to 

vulnerable adults is slightly more complex. This should be discussed and 

arrangements/consents agreed before activities are undertaken with vulnerable adults and/or 

their carers, as part of a risk assessment. 

When administering first aid, wherever possible, employees should ensure that another adult is 

present, or is aware of the action being taken. Parents/carers should always be informed when 

first aid is administered. 

Child welfare is of paramount importance. In certain circumstances, consent forms will not have 

been obtained (such as open access Play Days). In such cases, Members, employees, 

volunteers and contracted service providers may undertake first aid as a last resort, following 

the guidelines above and notifying parents/carers as soon as possible to minimise a child’s, 

young person’s or vulnerable adult’s distress. 

16


CONFIDENTIAL 

Parental/Carer Consent Form 

It is essential that this form is completed and returned to the address below as soon as possible. 

PERSONAL DETAILS 

Name ___________________________________ Date of birth _____________ 

Address___________________________________________________________ 

__________________________________________________________ 

Postcode _______________________ Tel No ____________________________ 

School Attending ___________________________________________________ 

HEALTH 

Emergency Contact _________________________________________________ 

Tel No __________________________ 

Relationship to child/young Person/vulnerable adult _________________ 

Please list any allergies the child/young person/vulnerable adult suffers from 

____________________________ 

I confirm that the child/young person/vulnerable adult is in good health and I consider him/her fit to 

participate. 

I consent to any first aid treatment required by the child/vulnerable adult during the course of the event. 

Please indicate any medication that the child/vulnerable adult needs to take or have administered during 

the day: __________________________________________________ 

N.B. Please ensure that the child/young person/vulnerable adult has all the relevant medication 

with him/her on the day including inhaler (if required) and sunscreen. 

The information you provide will be used to ensure the safety of all 

participants and may be shared with other people/organisations involved 

with the delivery of these activities, if appropriate. By signing this form 

you are consenting to the Council using the information which you have 

supplied in the manner stated above. 

Signed ___________________________ (Parent/Guardian/Carer) 

Date 

___________________________ 

Name (in capitals)_______________________ 

Please return this completed form by ____________________ to: 

Officer: ___________________Address: North Devon Council, Civic Centre, 

Barnstaple EX31 1EA 

17

APPENDIX 4: PHOTOGRAPHY AND PORNOGRAPHY 


It is an unfortunate fact that some people have used children and young people’s events as 

opportunities to take inappropriate photographs or footage of children and young people. 

Members, employees, volunteers and contracted service providers should be vigilant at all 

times. Anyone using cameras or film recorders for or on behalf of the Council must have 

received completed media consent forms from the parents of children being photographed or 

filmed before the activity commences. 

When commissioning professional photographers or inviting the press to cover Council services, 

events and activities you must ensure that you make your expectations clear in relation to child 

protection. 

There are some easy steps to take: 

1. Check credentials of any photographers and organisations used 

2. Ensure identification is worn at all times 

3. Do not allow unsupervised access to children, young people or vulnerable adults one to one 

photographic sessions 

4. Do not allow photographic sessions outside of the activities or services, or a child or young 

person’s home 

5. It is recommended that the names of children, young people, or vulnerable adults should not 

be used in photographs or footage, unless with the express permission of the parent/carer of 

the child, young person or vulnerable adult. 

18


Individual’s Details 

Title Mr Mrs Miss Ms Other: 

Surname Forenames 

Address 

DoB (if under 16 

years of age) 

Details of Photographic Image(s) 

Date of Image(s) Location 

Type of Images Photograph Video Other: 

Description of Images 

(include date taken, if 

known) 

Use of Images 

Yes 

No 

Release to the Media. 

Publicity / Promotional material in printed form. 

Publicity / Promotional material on the internet. 

Publicity / Promotional material in the form of Film / Video /DVD footage. 

Consent to the use of the images is limited to the following specific purpose / event: 

Data Protection 

North Devon District Council is a Data Controller for the purposes of the Data Protection Act 1998. This Act regulates 

how we obtain, retain and use personal information about individuals. Photographic images of individuals may, in certain 

circumstances, be classified as personal information. To comply with the Act, we may require your consent to make use 

of these images. 

In law, if the image is of someone under 16 years of age, that person has the capacity to give consent for that image to 

be used, if they are of sufficient age and maturity to understand fully, what is involved. However, best practice suggests 

that where possible, the consent of a person who has parental responsibility is obtained. This is particularly relevant if 

the image is a close up shot of an individual or if personal details will accompany the image. 

The images to which this consent form relates, will only be used for the purposes you have agreed and will only be 

retained for as long as required for those purposes. Consent will be valid for a period of five years but this does not 

remove your right to withdraw your consent at any time, should you wish to do so. Further information on data protection 

can be obtained by contacting the Council’s Deputy Data Protection Officer. 

Person Giving Parental Consent (if required) 

Title Mr Mrs Miss Ms Other: 

Name Relationship 

Declaration 

I confirm that I consent to the use of the images of me* / the above mentioned young person* as detailed 

above, being used for the purposes stated. I understand that any images placed on the internet are may be 

accessible by anyone, anywhere with internet access. 

Signature Date 

19

APPENDIX 5: RELEVANT LEGISLATION 


The Children Act 2004 requires each local authority to co-operate with all relevant partners to 

improve the wellbeing of children in the authority’s area, which includes protection from harm or 

neglect (section 10). It also requires each local authority to make arrangements to ensure that 

their functions, and services provided on their behalf, are discharged with regard to the need to 

safeguard and promote the welfare of children (section 11). Finally, section 13 requires each 

local authority to be a statutory partner of the Local Safeguarding Children Board. 

http://www.opsi.gov.uk/acts/acts2004/ukpga_20040031_en_1 

The Protection of Children Act (1999) sets out the framework to enable employers to check on 

the suitability of employees to work with children. The act builds on the Police Act (1997), which 

set up the Criminal Records Bureau. 

http://www.opsi.gov.uk/acts/acts1999/pdf/ukpga_19990014_en.pdf 

The Human Rights Act (1998) sets out the rights of children and families to challenge what they 

perceived as an infringement of their human rights. 


The Sexual Offences (Amendment) Act (2000) introduces the concept of ‘abuse of trust’, 

whereby adults could commit an offence in engaging in sexual activity with someone younger 

than them if they are seen to be in a position of trust, even if the younger person is above the 

age of consent (16 – 18 in the case of child protection). 


The Sexual Offences Act (2003) replaced the Sex Offenders Act (1997). This incorporated 50 

new offences, including a new ‘Grooming’ offence. Offences also include the use of the Internet 

in child abuse and abuse of positions of trust. There is also a new definition of rape. 


The Sex Offenders Register is for those who are found guilty or cautioned after 1 st September 

1997 of relevant offences, which includes serious sexual assaults on adults and children of both 

genders and other sexual offences, including taking, possessing or distributing indecent 

photographs of children. The requirement to register varies according to the offence and the 

age of the offender. Under the age of 10 years, you cannot be convicted as you are below the 

age of criminal responsibility. 

20


APPENDIX 6: DECLARATION 

North Devon Council is fully committed to safeguarding the well being of children, young people 

and vulnerable adults and promoting their welfare. 

Working as an employee, volunteer or contracted service provider of North Devon Council, or 

representing North Devon Council as an Elected Member, it is important that you have taken 

the time to thoroughly read the Safeguarding Policy and Procedures document. 

By being made aware of the policy it is our intention to ensure that all are proactive in providing 

a safe and secure environment for the children, young people and vulnerable adults in our 

community. 

(Dashed lines – tear-off slip) 

Declaration: 

Having read and understood North Devon Council’s Safeguarding Policy and Procedures 

document, I accept the principles therein. 

Signed: ______________________________ 

Name (please print): ____________________ 

Position in organisation: _________________ 

Date: ________________________________ 

Signature of designated Safeguarding Reporting Officer: ________________________ 

THIS WILL BE KEPT IN YOUR PERSONNEL FILE 

21


APPENDIX 7: USEFUL CONTACTS 

North Devon Children Services 

Civic Centre 

North Walk 

Barnstaple 

Devon 

EX31 1EA 

Tel: 01271 388660 

Children’s Services emergency duty team: 0845 6000388 

(need adults details as well) 

Devon and Cornwall Constabulary (Police) 

Central switchboard – 0845 2777444 

Emergency – 999 

NSPCC 

Child Protection Helpline – 0808 800 5000 

www.nspcc.org.uk 

Criminal Records Bureau 

PO Box 110, Liverpool, L3 6ZZ 

Tel: 0870 9090 811 

www.crb.gov.uk 

22


APPENDIX 8: TEMPLATE FOR SAFEGUARDING POLICY AND PROCEDURE 

Template for Safeguarding Policy and Procedure (voluntary organisations are free to use all 

or any sections of North Devon Council’s Safeguarding Policy. Below is the minimum 

acceptable for any organisation receiving funding from North Devon Council) 

Policy Statement 

Children, young people and vulnerable adults have the right to participate, have fun and be safe 

in the services provided for them and the activities they choose, or their parents/carers choose 

for them 

(Name of organisation) is committed to safeguarding children, young people and vulnerable 

adults and protecting them from abuse when they are engaged in services organised and 

provided by,(name of organisation). We will endeavour to keep children, young people and 

vulnerable adults safe from abuse and suspicion of abuse will be responded to promptly and 

appropriately. We will act in the best interest of the child, young person or vulnerable adult at all 

times. 

We will proactively seek to promote the welfare and protection of all children, young people and 

vulnerable adults permanent residents or temporarily living in the community at all times. 

(Name of organization) will ensure that unsuitable people are prevented from working with 

children, young people and vulnerable adults through using safe recruitment and selection 

processes. 

(Name of organisation) will take any concern made by a service user, employee, volunteer or 

child/vulnerable adult seriously and sensitively. Concerns cannot be anonymous and should be 

made in the knowledge that, during the course of any enquiries, the agency that made that 

referral will be made clear. 

(Name of organisation) will not tolerate harassment of any service user, employee, volunteer or 

child/vulnerable adult who raises concerns of abuse. 

Procedure 

Any concerns will be brought to the attention of (named senior person) who will report the 

concern to a North Devon County Safeguarding Reporting Officer or to Devon County Council 

Children’s Services or Adult Services Departments 

Those raising the concern must be made aware that the concern will be shared with appropriate 

people but will be treated in confidence as far as possible 

Officers, employees and volunteers must not discuss the concern except with the designated 

officer and any agent of the organisation responsible for investigating the concern. 

Appendices 

List of North Devon Safeguarding Reporting Officers 

List of useful contacts 

23

APPENDIX 2: EQUALITY IMPACT AND NEEDS ASSESSMENT FORM 


Stage One: Screening 

Name of policy, strategy or project 

Service Unit responsible for policy etc: 

Name of person carrying out the assessment: 

Contact details: 

(Equality Review) Safeguarding Policy 

Community and Leisure Services 

Angela Gizzi 

gizzi@northdevon.gov.uk 

Date of assessment: 19 March 2010 

1. What is the main purpose or aims 

of the policy strategy or project 

2. Who is intended to benefit from 

the policy, strategy or project and 

how 

3. Is responsibility for the policy, 

strategy or project shared with 

another department, authority or 

organisation If so: 

• Who are the partners 

• Who is responsible for the policy, 

strategy or project 

To document the Council’s Policy in respect of safeguarding. The purpose of this policy and any 

associated procedures is to protect and promote the welfare of the children, young people and 

vulnerable adults using or receiving services provided or commissioned by North Devon Council 

and protect the Council, its officers, elected members and volunteers. 

The local community in terms of reassurance as to how the council will deal with safeguarding issues. 

Devon County Council, Local Children’s Board, Local Children’s Trust. 

North Devon Council has a duty to co-operate with the County Council in discharging its duties as a 

Children’s Services Authority and to promote the well-being of children and young people. Devon County 

Council is also the lead agency for the protection of vulnerable adults. North Devon Council can carry out its 

responsibilities by ensuring that the needs and interests of children, young people and vulnerable adults are 

considered by all Members, employees, volunteers and contracted services, when taking decisions in 

relation to service provision. 

24

4. Who have you consulted on 

this policy, strategy or project 

How was it done 

What did the results show about the 

impact 

5. Please provide the details of any 

relevant benchmarking information 

that has been made in developing 

the policy/strategy/project: 

6. Please mark answers with a X 


Yes. Overview & Scrutiny Policy Panel and the Lead Elected Member for Community and Leisure 

The I&DeA provided expertise to conduct the review and update the existing policy. 

Age Disability Gender Race Religion Sexuality 

Yes No Yes No Yes No Yes No Yes No Yes No 

a. Is there any evidence that people 

from an equality group may have 

different expectations of this work 

Reason 

b. Is there any reason to believe that 

people could be affected adversely 

according to their group due to 

implementing the policy, strategy or 

project 

Reason 

c. Is there any evidence that any 

part of the policy, strategy or project 

could discriminate unlawfully, 

directly or indirectly, against people 

from a particular group 

X X X X X X 

This policy is specifically aimed at safeguarding children, young people and vulnerable adults. 

X X X X X X 

This policy is inclusive of all children, young people and vulnerable adults irrespective of their age, gender, 

race or ethnicity, religion, disability or sexual preference 

X X X X X X 

25

6. Please mark answers with a X 


Age Disability Gender Race Religion Sexuality 

Yes No Yes No Yes No Yes No Yes No Yes No 

Reason 

d. Is the policy, strategy or project 

likely to affect relations between 

certain groups, for example because 

it is seen as favouring a particular 

group or denying opportunities to 

another 

Reason 

e. Are relations between any 

particular group (or groups) and 

NDDC likely to be damaged if it is 

implemented 

Reason 

f. If you have any further evidence 

about the impact the policy, strategy 

or project may have on a particular 

group, please provide details 

including the group and if it is 

positive or negative. 

7. Has an impact been identified 

X X X X X X 

X X X X X X 

The policy applies to all employees, elected members and contractors. 

Yes x Positive x 12 

Is the impact… 

No (go to q12) 

Negative 8 

26


8. If there is a negative impact on 

any group, is that impact 

Legal 

Yes Intended 

Yes 

No 

No 

9. If you have indicated there is a 

negative impact on any group/s, 

what is the level of the impact: 

High 

(Large adverse 

impact on individuals) 

Medium 

(Some adverse impact on 

individuals) 

Low 

(Low potential for 

adverse impact on 

individuals) 

None 

(No adverse impact on 

anyone) 

10. What actions could be taken to 

amend the policy/strategy/project to 

minimise any low negative impact 

11. If there is no evidence that the 

policy, strategy or project promotes 

equality, equal opportunities or 

improves relations within equality 

groups, what amendments could be 

made If answer is no or N/A please 

state why 

The policy outlines how it will promote safeguarding. 

27


12. Having completed Stage 1 of the EINA it should produce one of the following results. Please mark which one is applicable. 

A. The strategy, policy or project does not discriminate or have a negative impact on any of the equality target 

x 

groups. It may, in fact, promote equality. 

B. The strategy, policy or project does impact negatively but that the impact is intended and legal and of 

low/medium impact. The strategy, policy or project may be adapted to minimise the impact, or actions may be 

outlined that could promote equality. Stage two could be completed for a though assessment. 

C. There is possible negative impact on one or more groups and that impact may be illegal, not intentional, or 

likely to have a high impact on individuals or groups (or a combination of these). Under these circumstances, 

stage 2 of the EINA form must be completed. 

Signed: A.Gizzi Date completed: 19/03/10 

The original signed hardcopy should be kept with the policy in your unit for audit purposes. Electronic copies of EINAs should be retained in the 

EINA Folder on the Corporate Drive. Once the policy, strategy or project has been adopted please inform Emily Poyner, Diversity Officer who will 

then send it to the Equalities Group. The public will be able to examine completed EINA forms on the Council’s website. 

If you have answered B or C in question 12 please continue onto Stage 2: Full Assessment 

28

Children and Vulnerable Adults Safeguarding Policy - North Devon ...

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?