Caxton Youth Organisation Safeguarding Policy and Procedures Policy

1. Policy Statement
Caxton Youth Organisation believes that no child or young person should ever experience abuse
of any kind. We have a responsibility to promote the welfare of all children and young people and
to keep them safe. We are committed to practice in a way that protects them.
Caxton Youth Organisation believes everyone has the right to live free from abuse or neglect
regardless of age, ability or disability, sex, race, religion, ethnic origin, sexual orientation,
marital or gender status.
Caxton Youth Organisation is committed to creating and maintaining a safe and positive
environment and an open, listening culture where people feel able to share concerns without
fear of retribution.
Caxton Youth Organisation acknowledges that safeguarding is everybody’s responsibility and is
committed to prevent abuse and neglect through safeguarding the welfare of children and
young people.
Caxton Youth Organisation recognises that health, well-being, ability, disability and need for
care and support can affect a person’s resilience. We recognise that some people experience
barriers, for example, to communication in raising concerns or seeking help. We recognise
that these factors can vary at different points in people’s lives.
Caxton Youth Organisation recognises that there is a legal framework within which youth
services need to work to safeguard adults who have needs for care and support and for
protecting those who are unable to take action to protect themselves and will act in
accordance with the relevant safeguarding children and young people legislation and with local
statutory safeguarding procedures.

2. Purpose
The purpose of this policy is to demonstrate the commitment of Caxton Youth Organisation to
safeguarding children and young people and to ensure that everyone involved in Caxton Youth
Organisation is aware of:
– The legislation, policy and procedures around protecting children and young people
– Their role and responsibility for children and young people
– What to do or who to speak to if they have a concern relating to the welfare or wellbeing
of a child or young person who uses our services

3. Scope
This safeguarding policy and associated procedures apply to all individuals involved in Caxton
Youth Organisation including Board members, Staff, Students, Volunteers and Partners and to
all concerns about the safety of children and young people whilst taking part in our
organisation, its activities and in the wider community.

We expect our partner organisations, including for example, suppliers and sponsors to adopt
and demonstrate their commitment to the principles and practice as set out in this
Safeguarding Policy and associated procedures.
4. Commitments
In order to implement this policy Caxton Youth Organisation will ensure that:
– Everyone involved with Caxton Youth Organisation is aware of the safeguarding children
and young people procedures and knows what to do and who to contact if they have a
concern relating to the welfare or wellbeing of an adult.
– Any concern that an children and young people are not safe is taken seriously, responded to
promptly, and followed up in line with Caxton Youth Organisation Safeguarding Children
and Young People Policy and Procedures.
– The well-being of those at risk of harm will be put first and the children and young people
actively supported to communicate their views and the outcomes they want to achieve.
Those views and wishes will be respected and supported unless there are overriding
reasons not to (see the Safeguarding Adults Procedures).
– Any actions taken will respect the rights and dignity of all those involved and be
proportionate to the risk of harm.
– Confidential, detailed and accurate records of all safeguarding concerns are maintained
and securely stored in line with our Data Protection Policy and Procedures.
– Caxton Youth Organisation acts in accordance with best practice advice, for example,
NSPCC and National Governing Bodies.
– Caxton Youth Organisation will cooperate with the Police and the relevant Local Authorities
in taking action to safeguard children and young people.
– All Board members, staff, and volunteers understand their role and responsibility for
safeguarding children and young people, and have completed and are up to date with
safeguarding training and learning opportunities appropriate for their role.
– Caxton Youth Organisation uses safe recruitment practices and continually assesses the
suitability of volunteers and staff to prevent the employment/deployment of unsuitable
individuals in this organisation.
– Caxton Youth Organisation shares information about anyone found to be a risk to adults
with the appropriate bodies. For example: Disclosure and Barring Service, Services, Police,
Local Authority/Social Services.
– When planning activities and events Caxton Youth Organisation includes an assessment of,
and risk to, the safety of all children and young people from abuse and neglect and
designates a person who will be in attendance as a safeguarding lead for that event.
– Actions taken under this policy are reviewed by the Board and senior management team on
an annual basis.

-This policy, related policies (see below) and the Safeguarding Children and Young People
Procedures are reviewed no less than on an annual basis and whenever there are changes
in relevant legislation and/or government guidance as required by the Local Safeguarding
Board, or as a result of any other significant changes or event.
Caxton Youth Organisation is committed to developing and maintaining its capability to
implement this policy and procedures.
In order to do so the following will be in place:
– A clear line of accountability within the organisation for the safety and welfare of all
children and young people.
– Access to relevant legal and professional advice.
– Regular management reports to the Board detailing how risks to children and young
people safeguarding are being addressed and how any reports have been addressed.
– Safeguarding children and young people procedures that deal effectively with any
concerns of abuse or neglect, including those caused through poor practice.
– A Designated Safeguarding Lead and Deputy Designated Safeguarding Leads

– A termly Safeguarding Committee Meeting with Trustees and DSLs
– A fortnightly case management meeting with DSLs
– Arrangements to work effectively with other relevant organisations to safeguard and
promote the welfare of children and young people including arrangements for sharing
information.
– Codes of conduct for Staff, Volunteers and Members and other relevant individuals that
specify zero tolerance of abuse in any form.
– Risk assessments that specifically include safeguarding of children and young people
5. Legal framework

This policy has been drawn up on the basis of legislation, policy and guidance that seeks to
protect children in England. A summary of the key legislation and guidance is available from
nspcc.org.uk/child protection.
We recognise that:
The welfare of the child is paramount, as enshrined in the Children Act 1989
● All children, regardless of age, disability, gender, racial heritage, religious belief, sexual
orientation or identity, have a right to equal protection from all types of harm or abuse.
● Some children are additionally vulnerable because of the impact of previous
experiences, their level of dependency, communication needs or other issues.
● Working in partnership with children, young people, their parents, carers and other
agencies is essential in promoting young people’s welfare.
6. Roles and Responsibilities
Responsibilities for Board, the CEO, and all of those who work with Caxton Youth
Organisation are set out below.
The Board of Trustees
Trustees are responsible for ensuring that everyone is safe from harm, staff, volunteers,
young people and the public. In particular they must ensure that:
– They have completed relevant Safeguarding for Trustees training;
– Policies are in place for protecting people in the organisation from harm,
investigating serious allegations or cases of abuse, and that these are reviewed
regularly;
– Creating a culture where safeguarding is promoted and all colleagues are aware
that concerns will be taken seriously.
– Having oversight of Caxton Youth Organisation’s safeguarding risks and how these
will be managed.
– Assuring itself that responsibility is taken for putting things right and dealing with
incidents responsibly when things go wrong.

The CEO
The CEO is responsible for the following:
– Ensuring the team has relevant training that is regularly refreshed.
– Upholding and implementing the Safeguarding policy;
– Nominating and Appointing Designated Safeguarding Leads;
– The adoption of safe working practices including appropriate recruitment, vetting
and barring procedures.
– Robust referral, reporting and escalation processes, working with relevant
organisations across Westminster;
– Effective inter-agency working, including effective information sharing.
– Ensuring that there is a culture of openness and transparency where colleagues are
empowered to raise concerns.
– Ensuring that there are sufficient resources for safeguarding, this includes financial,
people and training resources.
Everyone who works for, or with us, is expected to:
– Adopt approaches that do no avoidable harm to those affected by our work. We
recognise that some aspects of our work can affect people’s wellbeing, such as our
fitness to practice processes. We take steps to reduce any harm by adopting
person-centred approach to all those who engage with us.
– Understand and be familiar with this policy and know how to recognise, respond to,
report and record a safeguarding concern or any concern regarding harm to others.
– Listen to and act upon the advice of the advice of the Safeguarding Trustee in
responding to safeguarding concerns.
– Ensure that they complete all mandatory safeguarding training.
We will seek to keep children and young people safe by:
● Valuing them, listening to and respecting them.
● Adopting child protection practices through procedures and a code of conduct for
staff and volunteers.
● Developing and implementing an effective online safety policy and related
procedures.
● Providing effective management for staff and volunteers through supervision,
support, training.
● Recruiting staff and volunteers safely, ensuring all necessary checks are made.
● Sharing information about child protection and good practice with children, parents,
staff and volunteers.
● Sharing concerns with agencies who need to know, and involving parents and
children appropriately.
● Treating everyone with respect and ensuring our own behaviour is appropriate at all
times.
● Ensuring staff and volunteers are visible to other members of staff when working
with young people. If working alone with young people, then staff must follow the
‘lone working’ checklist and processes.
● Ensuring staff are working in maximum ratios of 1 staff: 4 young people.

7. Definitions of Abuse
Child abuse and neglect is a generic term encompassing all ill treatment of children including
serious physical and sexual assaults as well as cases where the standard of care does not
adequately support the child’s health or development. Children may be abused or neglected
through the infliction of harm, or through the failure to act to prevent harm. Abuse can occur in
a family or institutional or community setting. The perpetrator may or may not be known to the
child. There are many types of abuse including emotional, neglect, peer, physical, financial,
sexual, domestic, radicalisation, female genital mutilation, child sex exploitation and online

8. Involving young people in Safeguarding
● Young People should be made aware of their right to be safe from abuse and where they
can go for help, this also extends to parents.
● Young people must be given the written code of conduct when they attend and it must
be displayed within the clubrooms.
● If possible, young people should be involved in writing up risk assessments for activities
they are undertaking.
● Youth work sessions should focus on exploring the issues of safeguarding.
● Staff work to create an anti-bullying environment and ensure that we have a policy and
procedure to help us deal effectively with any bullying that does arise.
9. Safer Recruitment
Staff members and volunteers selected to work at Caxton Youth Organisation will be subject to
the following process:
● Interview by two or more people, one of whom has had safer recruitment training
● Two references obtained prior to starting work
● Disclosure and Barring Service (DBS) check carried out by the Criminal Records Bureau
● Ongoing supervision and review of progress
● Staff trained in unconscious bias training, and we work towards a more inclusive model
of recruitment.

10. Responding to Safeguarding Concerns
Staff and volunteers may become concerned about a person in a number of ways:
● They may disclose they are being abused.
● There may be concerns due to a person’s behaviour or presentation.
● Concerns may be raised about the behaviour of an adult, who may be a member of
staff, volunteer, another professional or a member of public.
● A parent, carer, relative or member of the public might share their concerns about a
child, young person or vulnerable adults
● all cases and concerns logged and record with a safeguarding lead

All those who work for or with Caxton Youth Organisation share the responsibility for
safeguarding & protecting children and vulnerable adults but there are individuals within
Caxton with specific safeguarding responsibilities. In all cases report to your designated
safeguarding officer as soon as you can.

11. The Designated Safeguarding Leads
The Designated Safeguarding Officers are:
DSL Rose Swainston CEO

Deputy DSL Stefan Filby
Head of Programmes

Deputy DSL Paul Furcovici
Deputy Head of Programmes

Lead Safeguarding Trustee
Nicola Carlisle
Trustee

12. Westminster Local Authority Safeguarding details
If you have concerns about the safety of a child you should get in contact straight away
on the number below:
Access to Children’s Services Team (9am to 5pm weekdays) on 020 7641 4000 or
outside of these times the Emergency Duty Team on 02076412388.
Please see a link to further details of their procedures:
https://www.westminster.gov.uk/children-and-family-support
If a child is in immediate danger call: 999
The reporting process:
The reporting process if you have a safeguarding concern about a child, or a child
makes a disclosure of possible abuse to you follow Flowchart One below.

If you have a safeguarding concerns (or allegations) against professionals or volunteers
or equivalent, abusing a child – follow Flowchart Two below. Please note referrals to the
LADO must happen where a professional or volunteer has:
– behaved in a way that has harmed a child, or may have harmed a child;
possibly committed a criminal offence against or related to a child; or
– behaved towards a child or children in a way that indicates he or she could pose
a risk of harm to children
– behaved or may have behaved in a way that indicates they may not be suitable to
work with children

Flowchart One

Volunteer, Staff member or Trustee has a safeguarding concern about a child/ young
person, or a child/ young person makes a disclosure of possible abuse.
Inform the Designated Safeguarding Person. In the case of a disclosure make it clear
you cannot keep the information confidential.
If necessary the Designated Safeguarding Person makes contact with local children’s
social care for advice.

Flowchart Two
1. Concern/allegation about a volunteer, trustee or member of staff or someone
working on Caxton’s behalf abusing a child.
2. Inform Designated Safeguarding Lead unless the allegation is about this person,
in which case inform most senior member of staff/trustee not implicated.

3. The person to whom this information has been given makes contact with the
Local Authority Designated Officer (LADO) for advice and guidance. Please call
0207 641 7668 and ask to speak to the Duty Child Protection Advisor or email
[email protected]

Keeping Staff and Volunteers Safe
The Head of Programmes and CEO must ensure we keep staff and volunteers safe by:
– providing a safe and up-to-date risk assessment that staff and volunteers need
to read and understand.
– all staff and volunteers have clear expectations of how to behave and must sign
a code of conduct.
– ensuring staff know how to respond to safeguarding concerns.
– protecting staff from bullying and harassment in the workplace.
– ensuring decision-making is discussed
Safer Partnerships:
– When setting up activity partnerships, youth workers should discuss
safeguarding.
– Youth workers should share necessary information about risk assessments.
– Youth workers should ensure young people aren’t left alone with adults that
don’t work at Caxton Youth Organisation.
– Before starting the partnership, risks should be assessed and sharing
safeguarding policies.
– In contracts, protocols for considering safeguarding procedures should be
considered.
– Necessary information should be exchanged when dealing with a safeguarding
incident.
– Ensure provision in place if something does go wrong.

Legal issues
Information Sharing & Confidentiality
You can never guarantee confidentiality to a child or young person. Information should
always be shared if you think a child is suffering, or likely to suffer, abuse. The
protection of children must take precedence over other legal rights. Please be assured
that as long as information is shared in an appropriate manner and in good faith, the law
will protect you. You should ensure that the information you share is necessary for the
purpose for which you are sharing it, is shared only with those individuals who need to
have it, is accurate and shared promptly.

For further guidance see: https://www.gov.uk/government/publications/safeguardingpractitioners-
information-sharing-advice
Serious Incidents (Charity Commission)
It is a requirement of the Charity Commission that all charities inform them of serious
incidents that may occur. The Charity Commission defines a serious incident as an
adverse event, whether actual or alleged, which results in or risks significant:
– loss of your charity’s money or assets
– damage to your charity’s property
– harm to your charity’s work, beneficiaries or reputation. It is the responsibility
of the trustees to report a serious incident.
More details can be found on the Charity Commission website
https://www.gov.uk/guidance/how-to-report-a-serious-incident-in-your-charity#whatto-
report
Trustees of a charity have a responsibility to:
– Report safeguarding concerns or allegations to statutory agencies, such as your
local authority and/ or police.
– Alert funders or commissioners;
– Alert criminal records agencies if a member of staff has been released from their
job or role because of behaviour towards beneficiaries.

We are committed to reviewing our policy and good practice annually.

Policy Reviewed and approved by Board of Trustees:
Signed by: Rose Swainston Date: 5th August 2025
Name: Rose Swainston
Role: CEO
To be reviewed by: 5th August 2026