TSS Safeguarding Policy

Key details

  • Adopted from: August 2025

  • Next Review Date: August 2026

Policy Scope

This policy applies to all staff, contractors and volunteers at The Song School (TSS).

Contents

  • Introduction

  • Legislation

  • Definitions

  • Creative Industries Safeguarding

  • Responsibilities

    • Designated Safeguarding Officer

    • Deputy Designated Safeguarding Officer

    • Key External Contacts

  • Implementation

    • Safe Recruitment Procedures

      • DBS Management

  • Communications, Training and Support for Staff

    • Training Matrix

    • Communication Methods

    • Staff Support

  • Online Safety & Digital Safeguarding

  • Peer-on-Peer Abuse

  • Mental Health & Wellbeing

  • Reporting

    • Reporting Timescales and Procedures

    • Child Disclosures

    • Allegations Management

  • Monitoring

  • Managing Information

  • Record Keeping and Information Management

  • Communicating and Reviewing the Policy

Introduction

TSS makes a positive contribution to a strong and safe community and recognises the right of every individual to stay safe. TSS comes into contact with children, young adults and vulnerable adults through the course of the classes and workshops it provides. The type of contact with children and/or vulnerable adults will be intensive regulated activity (i.e. 3 days or more within a 30 day period) and controlled activity (i.e. ancillary roles where there may be contact with vulnerable groups. This includes administrators who can access data on vulnerable people).

This policy seeks to ensure that TSS undertakes its responsibilities with regard to protection of children and vulnerable adults and will respond to concerns appropriately. The policy establishes a framework to support paid and unpaid staff in their practices and clarifies the organisation’s expectations.

Legislation

The principal pieces of legislation governing this policy are:

  • Working together to safeguard Children 2018

  • Keeping Children Safe in Education 2023

  • The Children Act 1989

  • The Adoption and Children Act 2002

  • The Children act 2004

  • Safeguarding Vulnerable Groups Act 2006

  • Care Standards Act 2000

  • Public Interest Disclosure Act 1998

  • The Police Act – DBS 1997

  • Mental Health Act 1983

  • NHS and Community Care Act 1990

  • Rehabilitation of Offenders Act 1974

  • UK GDPR Protection Act 2018

  • SET Child Protection Procedures

  • The Prevent Duty (Counter-Terrorism and Security Act 2015)

  • Children and Social Work Act 2017

  • Online Safety Act 2023

Definitions

Safeguarding is about embedding practices throughout the organisation to ensure the protection of children and / or vulnerable adults wherever possible. In contrast, child and adult protection is about responding to circumstances that arise. Abuse is a selfish act of oppression and injustice, exploitation and manipulation of power by those in a position of authority. This can be caused by those inflicting harm or those who fail to act to prevent harm. Abuse is not restricted to any socio-economic group, gender or culture.

It can take a number of forms, including the following:

  • Physical abuse

  • Sexual abuse

  • Emotional abuse

  • Bullying

  • Neglect

  • Financial (or material) abuse

Definition of a child: A child is under the age of 18 (as defined in the United Nations convention on the Rights of a Child).

Definition of Vulnerable Adults: A vulnerable adult is a person aged 18 years or over who may be unable to take care of themselves or protect themselves from harm or from being exploited. This may include a person who:

  • Is elderly and frail

  • Has a mental illness including dementia

  • Has a physical or sensory disability

  • Has a learning disability

  • Has a severe physical illness

  • Is a substance misuser

  • Is homeless

Definition of Young Adults: Young adults are individuals aged 18-25 who, while legally independent, may face unique vulnerabilities as they establish careers and navigate professional environments, particularly in creative industries.

TSS recognises that young adults in our programmes may experience:

  • Power imbalances in professional relationships

  • Exploitation in work opportunities

  • Industry-specific pressures and mental health challenges

  • Financial vulnerability while building careers

Our Approach: TSS will provide guidance, support, and resources to help young adults recognise and respond to potential harm while respecting their autonomy as adults.

Creative Industries Safeguarding

TSS acknowledges the specific risks faced by young people pursuing careers in creative industries and commits to promoting awareness and safety as part of our career support.

Industry-Specific Risks Include:

  • Exploitation through unpaid work disguised as "exposure" or "experience"

  • Sexual harassment and inappropriate conduct in professional settings

  • Unfair contracts and financial exploitation

  • Mental health pressures related to industry competitiveness

  • Isolation and lack of traditional workplace protections

Prevention and Response:

  • Integrate safety awareness into all career guidance sessions

  • Provide resources on recognising legitimate vs exploitative opportunities

  • Educate on professional boundaries and appropriate workplace conduct

  • Maintain partnerships with industry organisations promoting safe practices

  • Offer pathways for reporting concerns about industry professionals or opportunities

  • Work in partnership with Youth Music to access specialist training and resources on creative industry safeguarding

  • Utilise established networks and expertise to support young people facing industry-specific challenges

For Young Adults (18+):

  • Provide information and support while respecting individual choice

  • Escalate serious concerns to appropriate adult services when necessary

  • Connect with relevant professional bodies and support organisations

  • Document concerns appropriately while maintaining confidentiality

Responsibilities

All staff (paid or unpaid) have responsibility to follow the guidance laid out in this policy and related policies, and to pass on any welfare concerns using the required procedures. We expect all staff (paid or unpaid) to promote good practice by being an excellent role model, contribute to discussions about safeguarding and to positively involve people in developing safe practices.

The Designated Safeguarding Officer is Louisa Strachan, founder and Director of The Song School louisa@thesongschool.co.uk

The Designated Safeguarding Officer’s responsibilities are:

  • Promoting the welfare of children and vulnerable adults

  • Ensure staff (paid and unpaid) have access to appropriate training/information

  • Receive staff concerns about safeguarding and respond to all seriously, swiftly and appropriately

  • Keep up to date with local arrangements for safeguarding and CRB

  • Develop and maintain effective links with relevant agencies

  • Take forward concerns about responses

  • Monitor and respond to safeguarding concerns for young adults (18+)

  • Maintain awareness of creative industry-specific risks and safeguarding issues

  • Develop partnerships with relevant adult services and industry safeguarding initiatives

The Deputy Designated Safeguarding Officer is Olly Gourley, Studio Manager of The Song School olly@thesongschool.co.uk

The Deputy Designated Safeguarding Officer's responsibilities are:

  • Act in the absence of the DSO

  • Support the DSO in managing safeguarding concerns

  • Maintain up-to-date knowledge of safeguarding procedures

  • Receive Level 3 safeguarding training

  • Assist with staff training and policy implementation

Key External Contacts:

  • Southend City Council Children's Services: 01702 215007

  • Emergency Duty Team (out of hours): 01702 215007

  • LADO (allegations against staff): 01702 534539

  • Early Help Assessment: 01702 215008

  • Emergency services: 999

  • NSPCC helpline: 0808 800 5000

  • Adult Social Care (Southend): 01702 215008

  • Youth Music (Creative Industries Safeguarding): 020 7902 1060

  • Citizens Advice (employment/financial concerns): 0808 223 1133

Implementation

The scope of this Safeguarding Policy is broad ranging and in practice, it will be implemented via a range of policies and procedures within the organisation. These include:

  • Child Protection Policy

  • Social Media Policy

  • Health & Safety Policy – including lone working procedures, mitigating risk to staff and clients.

  • Equal Opportunities Policy – safeguarding procedures are in line with this policy, particularly in respect of discriminatory abuse

  • Data Protection Policy

  • Confidentiality Policy

  • Whistleblowing Policy

  • Safe Recruitment – TSS ensures safe recruitment through the following processes:

    • All recruitment adverts or application details contain the following statement: “Recruitment is carried out in line with safe recruitment practices”

    • All job or role descriptions for all roles involving contact with children and/or vulnerable adults will contain reference to safeguarding responsibilities.

    • Interviews are conducted according to equal opportunity principles and interview questions are based on the relevant job description and person specification

    • Enhanced DBS checks will be conducted for all staff (paid or unpaid) working with children and vulnerable adults. It is a criminal offence for individuals barred by the Disclosure and Barring Service to work to apply to work with children or vulnerable adults in a wide range of posts.

    • No formal job offers are made until after checks for suitability are completed (including Enhanced DBS and 2 references). In exceptional and justifiable circumstances employment could commence prior to Enhanced DBS clearance, provided 2 references are found to be in order.

    • Disclosure and Barring Service Records Gap Management – The Song School commits resources to providing DBS checks on staff (paid or unpaid) whose roles involve contact with children and/or vulnerable adults. In order to avoid DBS gaps, TSS will ensure that their established staff and roles are regularly reviewed through;

    • The DBS update service will be checked annually for all established staff

    • Any new staff, once checked will be registered with the service

    • A 3 year rolling programme of rechecking Enhanced DBS is in place for holders of all identified posts.

    • Existing staff (paid or unpaid) who transfer from a role which does not require a DBS check to one which involves contact with children/vulnerable adults will be subject to an Enhanced DBS check.

Communications training and support for staff

TSS commits resources for training of staff (paid or unpaid), effective communications and support mechanisms in relation to Safeguarding. All staff, who, through their role, are in contact with children and/or vulnerable adults will have access to safeguarding training at an appropriate level, as follows;

  • DSO (Louisa): Level 3 training

  • Deputy DSO (Olly): Level 3 training

  • Delivery and all other staff: Level 2 training

  • Youth Mentors: Age-appropriate in-house training

  • All training will be renewed every 2 years.

Commitment to the following communication methods will ensure effective communication of safeguarding issues and practice:

  • Staff meetings

  • One to one meetings (formal or informal)

  • Discussion of the Safeguarding Policy (and confirmation of understanding)

  • Encouraging open discussion during staff meetings to identify any barriers to reporting so that they can be addressed

  • Refresher sessions to remind staff about policies and procedures

We recognise that involvement in situations where there is risk or actual harm can be stressful for the staff concerned. The mechanisms in place to support staff include:

  • Debriefing support for paid and voluntary staff so that they can reflect on this issues they have dealt with

  • Seeking further support as appropriate e.g. access to counselling

Online Safety and Digital Safeguarding

TSS recognises that technology plays a significant role in learning and social interaction for children and young people (CYP). Staff must:

  • Ensure all online interactions with CYP are professional and transparent

  • Use only TSS-approved platforms for communication with CYP

  • Never engage in private messaging with CYP outside official channels

  • Report any inappropriate online contact or content immediately

  • Maintain appropriate privacy settings on personal social media accounts

  • Never add CYP to personal social media accounts

Children using TSS facilities/equipment must:

  • Follow acceptable use guidelines for internet and social media

  • Report cyberbullying or inappropriate content

Peer-on-Peer Abuse

TSS recognises that children can abuse other children. This can happen both inside and outside of TSS premises and online. All staff must be aware that peer-on-peer abuse can include:

  • Bullying (including cyberbullying)

  • Physical abuse

  • Sexual violence and harassment

  • Consensual and non-consensual sharing of inappropriate images

  • Initiation/hazing type violence

All peer-on-peer abuse is unacceptable and will be taken seriously. Staff must:

  • Never dismiss concerns as "just banter" or "part of growing up"

  • Challenge inappropriate language or behaviour immediately

  • Report all incidents to the DSO

  • Support both the victim and alleged perpetrator appropriately

Mental Health and Wellbeing

TSS recognises the importance of mental health in safeguarding. All staff should be aware of:

  • Signs that may indicate mental health concerns (withdrawal, mood changes, self-harm indicators)

  • How to respond supportively to disclosures about mental health

  • When and how to seek additional support

  • The link between mental health and safeguarding risks

Staff must:

  • Take mental health concerns seriously

  • Provide immediate support while seeking professional guidance

  • Maintain confidentiality while ensuring appropriate information sharing

  • Work collaboratively with parents/carers and external agencies

Reporting

The process detailed in the Child Protection Policy details the stages involved in raising and reporting safeguarding concerns at TSS. TSS and its staff recognises its duty to report any child disclosures as soon as possible.

Reporting Timescales and Procedures

Designated Safeguarding Officer: Louisa Strachan (louisa@thesongschool.co.uk)

Deputy Designated Safeguarding Officer: Olly Gourley (olly@thesongschool.co.uk)

Immediate Response (within 24 hours):

  • Report concern to DSO (Louisa Strachan)

  • If DSO unavailable, contact Deputy DSO (Olly Gourley) or local authority directly

  • Document incident using Appendix 1 form

  • Ensure child's immediate safety

Follow-up (within 48 hours):

  • DSO/Deputy DSO contacts local authority for guidance

  • Written record completed and stored securely

  • Parents/carers informed (unless advised otherwise by authorities)

  • Support arranged for child and staff member if needed

Emergency Situations:

  • If child is in immediate danger, call 999

  • Contact Southend City Council Children's Services immediately: 01702 215007

  • Inform DSO/Deputy DSO as soon as possible

  • Document all actions taken

Out of Hours Contacts:

  • Emergency services: 999

  • Southend City Council Emergency Duty Team: 01702 215007

  • NSPCC helpline: 0808 800 5000

Child Disclosures

The process for raising and dealing with child disclosures is as follows:

  1. Any member of staff (paid or unpaid) from TSS is required to report any concerns in the first instance to the DSO. A written record of the disclosure will be completed by the Safeguarding lead using the form in Appendix 1.

  2. The local authority will be contacted for advice either for Early Help Assessment (EHA) or to the Southend Safeguarding Children Partnership (SSCP) for a referral to social care

  3. The advice given by the local authority will be followed.

If there are any serious and immediate concerns and the DSL is not available, the staff member should not wait to seek advice on next steps and go straight to point 2 above.

Allegations Management

TSS recognises its duty to report concerns or allegations against its staff (paid or unpaid) within the organisation or by a professional from another organisation. The process for raising and dealing with allegations is as follows:

  1. Any member of staff (paid or unpaid) from TSS is required to report any concerns in the first instance to the Safeguarding lead. A written record of the concern will be completed by the Safeguarding lead using the form in Appendix 1.

  2. The local authority will be contacted for advice.

  3. The advice given by the local authority will be followed.

Monitoring

TSS will monitor the following Safeguarding aspects:

  • Safe recruitment practices

  • DBS checks undertaken

  • References applied for in respect of new staff

  • Register/record of staff training on child/vulnerable adult protection

  • Monitoring whether concerns are being reported and actioned

  • Checking that policies are up to date and relevant

  • Reviewing the current reporting procedure

Managing Information

Information will be gathered and records stored in accordance with the Data Protection Policy. All staff must be aware that they have a professional duty to share information with other agencies in order to safeguard children and vulnerable adults. The public interest in safeguarding children and vulnerable adults may override confidentiality interests. However, information will be shared on a need to know basis only, as judged by the Founder.

All staff must be aware that they cannot promise young people or their families/carers that they will keep secrets.

Record Keeping and Information Management

All safeguarding records must be:

  • Factual, accurate, and objective

  • Signed and dated by the author

  • Stored securely with restricted access

  • Kept separate from general student files

  • Retained in accordance with data protection requirements

Retention Periods:

  • Safeguarding records: Until the individual reaches age 25

  • DBS certificates: Destroyed once checked (record of check retained)

  • Training records: 3 years from completion date

  • Incident reports: 7 years from date of incident

Access to Records:

  • Only DSO, Deputy DSO, and relevant local authority personnel

  • Information shared on "need to know" basis only

  • Written log maintained of who accesses records and when communicating and reviewing the policy

TSS will make clients aware of the Safeguarding Policy. An electronic or hard copy will be available upon request. This policy will be reviewed every year by the DSO or Deputy DSO.

End.