Safeguarding Policy for
Little Hill Church:
Safeguarding for children,
young people, and adults
with care and support needs

 

Revised: 11.02.2024 (version 13)

Review: February 2025

 

               

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Little Hill Church Safeguarding Policy
Appendix 6
Code of Conduct: Children’s and youth activities
 
Kids’ Club, Youth Club, Lion’s Cubs and Holiday Bible Club
Policy Document
Legal framework
This policy has been drawn up on the basis of legislation, policy and guidance that seek to protect children in England. Summaries of key legislation and guidance are available on:

• online abuse: learning.nspcc.org.uk/child-abuse-and-neglect/online-abuse
• child protection: learning.nspcc.org.uk/child-protection-system

The purpose of this policy is to:

• protect children and young people who take part in Little Hill Church’s services, events and activities, specifically at youth activity meetings;
• protect volunteers who take part in Little Hill Church’s services, events and activities, specifically at youth activity meetings; and
• outline the behaviour expected from both children and young people attending and volunteers running youth and children’s activities.

This policy statement applies to all attendees, staff, volunteers and other adults associated with Little Hill Church.
 
Code of behaviour for volunteers
You should:

• treat all children, young people, and your colleagues fairly and with respect and dignity, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation;
• provide a Christian example of good conduct that you wish others to follow;
• ensure that at least two adults are present during activities;
• respect personal privacy (e.g. ensure another worker is aware if you take a child to the toilet);
• operate within the Policies and Practice for your meeting;
• challenge unacceptable behaviour according to the code of behaviour and disciplinary procedure for your group;
• be aware that physical contact with a child or young person may be misinterpreted;
• use social media carefully (see Appendix 8 for further details);
• keep proper attendance records of leaders and of children;
• keep the building secure so that children / young people cannot leave or other people enter without your knowledge.

 
You should not:

• strike a young person or child;
• play games that are physically or sexually provocative;
• touch inappropriately;
• show favouritism to an individual / group of individuals;
• permit peer-to-peer bullying, ridiculing or initiation ceremonies;
• give lifts to children or young people on your own unless in an emergency situation;
• invite a child / young person to your home when you are alone unless in an emergency situation;
• allow unknown adults access to children or young people - visitors should be accompanied by a known person;
• allow a volunteer to help with an activity for children, young people or vulnerable adults unless they have had a DBS check and approval of the Elders.

 
Code of behaviour for children / young people attending
It is expected that children / young people attending should:

• show respect to both volunteers and peers, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation;
• follow reasonable instruction given by volunteers in line with the purpose of the meeting;
• provide a consent form signed by a parent of legal guardian;
• dress in an appropriate manner for the activity.

 
It is expected that children / young people attending should not:

• strike a peer or volunteer for any reason;
• use foul or abusive language for any reason;
• bully, ridicule or intimidate any peers or volunteers for any reason;
• attempt to leave the building before the scheduled meeting end.

 
Practice
Disciplinary procedure
Volunteers

1. Group leader to report any incidents involving a volunteer to the Designated Safeguarding Officer (DSO) / Deputy.
2. The DSO will establish whether the incident must be reported to the local authority and / or the Elders.
3. During the process, the volunteer must temporarily step down from their position.
4. Any incident to be recorded / further course of action to be taken in line with the Little Hill Church’s Safeguarding Policy.

Children / young people

1. A clear warning must be given that any behaviour breaking the code of behaviour for children / young people will not be tolerated.
2. If said behaviour persists, the group leader may use their judgement to issue a warning of a 1-week ban.
3. If the behaviour continues, then the group leader may issue a 1-week ban to the child / young person from attending the activity.
4. If the behaviour continues to persist after a 1-week ban, the group leader may issue a ban to the child / young person from attending the activity for the rest of term.
5. If, after this period of ban, the child / young person returns and the behaviour persists, then the group leader may, in agreement with the DSO and 2 or more Elders, issue a permanent ban from the activity. 

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Little Hill Church Safeguarding Policy
Appendix 7
Code of Conduct: Working with adults with care and support needs
Legal framework
This policy has been drawn up on the basis of legislation, policy and guidance that seek to protect adults with care and support needs in England. Summaries of key legislation and guidance are available on:

• https://www.gov.uk/government/publications/safeguarding-policy-protecting-vulnerable-adults

The purpose of this policy is to:

• protect adults with care and support needs who take part in Little Hill Church’s services, events and activities, specifically at youth activity meetings;
• protect volunteers who take part in Little Hill Church’s services, events and activities, specifically at the senior citizens’ meetings;
• outline the behaviour expected from attending adults with care and support needs and volunteers running events.

This policy statement applies to all attendees, staff, volunteers and other adults associated with Little Hill Church.
 
Code of behaviour for volunteers
You should:

• treat fairly and with respect and dignity all adults with care and support needs and your colleagues, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation;
• provide a Christian example of good conduct that you wish others to follow;
• respect personal privacy (e.g. ensure another worker is aware if you take an adult with care and support needs to the toilet)
• operate within the guidelines for your meeting;
• challenge unacceptable behaviour according to guidelines for discipline as set out under disciplinary procedure;
• use social media carefully.

 
You should not:

• touch inappropriately;
• show favouritism to an individual / group of individuals;
• permit peer to peer bullying, ridiculing or initiation ceremonies;
• give lifts to adults with care and support needs on your own unless in an emergency situation;
• invite a person with care and support needs to your home when you are alone unless in an emergency situation;
• allow a volunteer to help with an activity involving adults with care and support needs unless they have had a DBS check and approval of the Elders.

 
Code of behaviour for adults with care and support needs
It is expected that any adults with care and support needs who are attending should:

• show respect to both volunteers and peers, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation;
• follow reasonable instruction given by workers / volunteers in line with the purpose of the meeting;
• dress in an appropriate manner for the activity.

It is expected that an adult with care and support needs attending should not:

• strike a peer or volunteer for any reason;
• use foul or abusive language for any reason;
• bully, ridicule or intimidate any peers or volunteers for any reason.

 
Practice
Disciplinary procedure
Volunteers

1. Group leader to report any incidents involving a volunteer to the Designated Safeguarding Officer (DSO) / Deputy.
2. The DSO will establish whether the incident must be reported to the local authority and / or the Elders.
3. During the process, the volunteer must temporarily step down from their position.
4. Any incident to be recorded / further course of action to be taken in line with Little Hill Church’s Safeguarding Policy.

Adults with care and support needs

1. A clear warning must be given that any incidents breaking the code of behaviour for adults with care and support needs will not be tolerated.
2. If said behaviour persists, the group leader may use their judgement to ask the person to leave the event.
3. If, at the next event, the adult with care and support needs returns and the behaviour persists, then the group leader may, in agreement with the DSO and 2 or more Elders, issue a permanent ban from the event.

 

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Little Hill Church Safeguarding Policy
Appendix 8
Social Media Policy


Communication guidelines for workers / volunteers with those under 18 years old
Little Hill Church recognizes that using the Internet (and other forms of technology) is an important part of the lives of the children and young people we work with.
We understand that for many children and young people, using the Internet is a regular part of their lives and has a significant impact on their social development.
In accordance with Little Hill Church’s Safeguarding Policy, we recognize that we must take all possible steps to protect young people from significant harm or risk whilst using the Internet or any other form of technology.
 
We also recognize the importance of establishing and updating procedures to ensure workers are protected whilst they work with children and young people.
All workers are responsible for reading any church polices produced regarding safeguarding and communication matters and are expected to adhere to the guidelines in Little Hill Church’s current policies.
 
Specific definitions

• ‘Internet’ communication specifically refers to the use of social networking sites such as Bebo, Facebook, Twitter and other websites of a similar nature.
• ‘Email’ communication specifically refers to the use of email, including written text and / or pictures sent from personal or work accounts.

 
 
Reasons for contacting a young person via the Internet or email
It is not appropriate to have private, non-workgroup related contact in the form of electronic communication with the children and young people with whom we work.
We recognize that there will be times when it is necessary and important to use electronic communication. However, we recognize the need for an appropriate response and always encourage face-to-face contact as opposed to a contact or reply via online methods of communication.
 
Only use electronic communication with children and young people for reasons relating to work, not for general socializing. Your group leader should be aware when you are using electronic communication. This must be set up as part of a group communication and not by an individual.
 
 
Parental awareness and consent
Parental consent for using electronic forms of communication is essential, and should be included on annual consent forms or by letter with a return slip agreeing to the use of this form of communication. It should be outlined what means you will be using for communication and what information you will be communicating.
 
It is important to explain this policy and practice to parents and carers and seek to ensure they are aware and are happy in the use of electronic communication and what type of electronic communication is being used (e.g. email).
 
Email communication

• Workers should encourage appropriate face-to-face contact where possible.
• Email should be used only to communicate specific information (e.g. times and dates of events) and not as a relationship-building tool.
• Use only a ‘shared’ email account where all church / group leaders can access any emails, regardless of whether it is private or public. This would allow communication amongst leaders and young people to remain safe.
• Only group emails should be used.
• Conversation (repeated sending of emails between two individuals) via email is discouraged.
• Workers should make the team leader aware when they are using email to contact young people.
• Email histories should be kept and dated.

 
 
Email and accountability
As specified above, email should be used only to convey information and not used as a relationship tool. However, if a young person discloses information or if anything of a concerning matter arises via email, do not respond to the email. Make attempts to contact the young person via other methods of communication and, where possible, arrange to meet face to face if necessary. Ensure that this is in line with other safeguarding procedures, e.g. not alone etc.
Language
All language should be appropriate and, where possible, ‘standard responses’ should be used (e.g. if you have sent out an email containing event details and you receive a reply asking for further details, create a standard response with additional details so that all young people receive the same information).
 
To reduce the risk of misinterpretation, take great care over the language used.
When sending email, do not use informal language such as shorthand or ‘text language’ as this can be misunderstood and lead to further complications.
 
Hours of communication
When using email or the Internet for communication with young people (within the guidelines above), it is advised that it should take place between the hours of 9 a.m. – 5 p.m. If a project takes place in the evening (after 5 p.m.) and it is necessary to send an email or use the Internet, seek advice from the team leader – but there should be no email communication after 9 p.m.
 
‘Adding friends’ on Facebook and similar sites
Children and young people who are part of the children’s and youth ministry at Little Hill Church and who are under the age of 18 should not be added to your personal social networking page.

• You may set up a Facebook group for your project or group and invite them to be members (that is, if they are over the required minimum age limit – which is 13 years old for Facebook).
• Parental consent is required before any invites are sent.
• Use only an agreed social networking account for contact with children and young people with whom you are working. This should normally be an account set up specifically for this purpose on behalf of a group rather than an individual (use project accounts, never personal accounts).
• Do not use their personal social networking or instant messaging accounts for contact with children and young people.
• Seek to ensure that your personal profiles on any social networking sites are set to the highest form of security to avoid young people accessing personal information or seeing any pictures of a personal nature.

 
Mobile phones
The rationale for texting and calling is the same as social networking and email contact. Workers are discouraged from giving out their personal mobile number to young people. However, it is recognized that this may be needed at times.
 
Take care when using mobile phones to communicate with young people.
 

• Mobile phone use should primarily be for the purposes of information sharing, ideally only information that is essential to the activity.
• Workers should keep a log / record of significant conversations / texts. Any texts or conversations that raise concerns should be passed on to the team leader and recorded on an Incident Form (Appendix 13).
• Be very careful what language you use.
• Workers should use clear language and should not use abbreviations like ‘lol’ which could mean ‘laugh out loud’ or ‘lots of love’.
• Workers should not take photos of children, young people, or adults with care and support needs unless permission is sought in advance, neither should they store such photos on personal phones. See Photography Policy (Appendix 10).
• Texting late in the evening has the potential to be viewed as inappropriate. Therefore, no texts should be sent after 9 p.m.
• Discourage text conversations or phone conversations that are not about communicating information. If you have received a phone call / text or made a phone call / text to a young person that is not giving out information, you must make a record of the conversation and report it to the team leader.
• As much as possible do not give children or young people your personal number.

 
Group code of conduct
Put this code of conduct on the wall as a visual reminder.

• Be respectful of other people’s privacy.
• Never give away personal information.
• If you wouldn’t say it, don’t send it.          
• Be polite.
• Maintain a history, so that anything you send / say can be traced (in other words, do not delete it).

Encourage the children and young people to discuss what is acceptable and unacceptable behaviour.
 
Most children and young people use mobile phones and the Internet appropriately; however, when technology is abused there may be legal consequences.
 

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Little Hill Church Safeguarding Policy
Appendix 9
Guidelines for conducting Zoom meetings with children
 
These are guidelines to help keep children and adults safe online.

• All meetings need to use the password.
• All meetings must use the waiting room, to ensure that only invited children / adults participate.
• No meeting should start without 2 adults being present on Zoom first.
• Take a register of those on the Zoom meeting (both adults and children) and note the date and time.
• If a child leaves before the end of the meeting, this needs to be noted in the register.
• The register needs to be retained and, when complete, stored as per Little Hill Church’s Data Protection Policy. Please pass to Andrew Irvine to do this.
• All children need to leave the meeting before the adults leave.
• Two adults should be the last out of the meeting.
• If the group splits into rooms, two adults must be present in each room.
• We should not assume that the parents are always listening, or in the room at home with their children.
• The host should have phone numbers of the children’s parents available so that they can contact them if needed.

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Little Hill Church Safeguarding Policy
Appendix 10
Photography Policy
 
Taking photographs at Little Hill Church events
Little Hill Church works with children and families as part of its activities. These include: Little Ones (toddler group), Kids’ Club, Youth Club, Lion’s Cubs, crèche, Holiday Bible Club, etc.
 
Summary
Avoid taking photographs of children.
 
If it is deemed absolutely necessary to take photographs, you must make sure that:

• consent has been obtained and the children and parents are aware that photos will be taken;
• the photographer is identified as such;
• photographs will not be shared on social media platforms;
• photographs will not be stored either electronically or in hard copy longer than is necessary to achieve the purpose for which they were taken, and after that they should be destroyed or deleted.

If it comes to your attention that photographs of children taken at Little Hill Church are being shared inappropriately on social media platforms, you must contact the Elders or one of the people responsible for safeguarding.
 
Legal framework
This policy has been drawn up on the basis of legislation, policy and guidance that seek to protect children in England. Summaries of key legislation and guidance are available on:

• online abuse: learning.nspcc.org.uk/child-abuse-and-neglect/online-abuse
• child protection: learning.nspcc.org.uk/child-protection-system

 
The purpose of this policy

• To protect children and young people who take part in Little Hill Church’s services, events and activities, specifically those where photographs and videos may be taken.
• To set out the overarching principles that guide our approach to photographs / videos being taken of children and young people during our events and activities.
• To ensure that we operate in line with our values and within the law when creating, using and sharing images of children and young people.

 
This policy statement applies to all staff, volunteers and other adults associated with Little Hill Church.
We recognise that:

• children and their parents / carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation;
• consent to take images of children is meaningful only when the children and their parents / carers understand the potential risks associated with the use and distribution of these images;
• there are potential risks associated with sharing images of children online. 

 
 
Risks of photo sharing
It is important that children and young people feel happy with their achievements and have photographs and films of their special moments. However, it is also important to be aware of child protection and safeguarding issues when people are taking photos or filming at events. The potential for misuse of images can be reduced if we at Little Hill Church are aware of the potential dangers and put appropriate measures in place.
 
When taking photos, we need to be aware that some children, parents or carers may not be comfortable with images of themselves or their children being shared in any form, but especially online. For example, if a child and their family have experienced abuse, they may worry about the perpetrator tracing them online. Similarly, children who choose not to have contact with some members of their family may decide to minimise their online presence.
 
Before sharing images of children on social media, adults should consider how widely images may be shared, how long they may remain available and how this may affect the children’s long-term wellbeing.
 
Sharing photographs and images of children on social media or other online platforms carries potential risks. For example:
 

• children may become vulnerable to grooming if a photograph is shared alongside information that makes them identifiable (this includes: personal details; a tag with location information; visual details such as a school uniform);
• inappropriate images of children may be shared online;
• images may be copied, downloaded or shared by anyone;
• images of children may be adapted and used inappropriately;
• photos or videos may appear in Internet search results;
• depending on the terms and conditions of using an online platform, the image may be owned by the platform once it has been posted; platforms may then license images for use by third parties, such as for commercial purposes;
• each photo or video, and any comments on them, become a part of a child’s public image. This may affect them later in life, e.g., it may affect how they see themselves, or how they are viewed when applying for a job.

As part of our safeguarding policy we have a procedure for reporting the abuse or misuse of images of children. We will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.
 
 
 
Guidance for taking and sharing photos

• IF AT ALL POSSIBLE, AVOID TAKING PHOTOGRAPHS OR VIDEOS OF CHILDREN AT CHURCH EVENTS.
• In exceptional circumstances if photos are to be taken, it is important to be aware of the issues raised in this document and to adhere to the measures outlined in it.

Photography and / or filming for use within the church
We will seek to keep children and young people safe by:

• always asking for written consent from a child and their parents or carers before taking and using a child’s image;
• changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them);
• never publishing personal information about individual children;
• making sure children, their parents and carers understand how images of children will be securely stored and for how long (including how we will control access to the images and their associated information);
• reducing the risk of images being copied and used inappropriately by only using images of children in appropriate clothing and avoiding full face and body shots of children taking part in activities such as swimming where there is a greater risk of images being misused;
• using images that positively reflect young people’s involvement in the activity; 
• having in place a procedure for reporting the abuse or misuse of images of children as part of our child protection procedures, using the Incident Form (see Appendix 13);
• ensuring everyone involved in Little Hill Church’s children’s work knows the procedures to follow to keep children safe.

 
Photography and / or filming for personal use 
When children, parents / carers or spectators are taking photographs or filming at our events and the images are for personal use, we will publish guidance about image sharing in the event programmes and / or announce details of our photography policy before the start of the event. This includes:

• reminding parents / carers and children that they need to give consent for a leader or volunteer at the church to take and use images of children;
• requesting that photos taken during the event are not shared on social media, or asking people to gain permission from children and their parents / carers before sharing photographs and videos that include them;
• recommending that people check the privacy settings of their social media accounts to understand who else will be able to view any images they share;
• reminding children, parents and carers who they can talk to if they have any concerns about images being shared.

Photography and / or filming for Little Hill Church’s use 
If we hire a photographer or ask a church member to be responsible for taking photographs for one of our events, we will seek to keep children and young people safe by:

• providing the photographer with a clear brief about appropriate content and behaviour;
• ensuring the photographer wears identification or has been identified to the children;
• informing children and parents / carers that a photographer will be at the event and ensuring they give written consent to images which feature their child being taken and shared;
• not allowing the photographer to have unsupervised access to children;
• not allowing the photographer to carry out sessions outside the event or at a child’s home;
• reporting concerns regarding inappropriate or intrusive photography following our child protection procedures.

Photography and / or filming for wider use 
If people such as local journalists, professional photographers (not hired by Little Hill Church) or students wish to record one of our events and share the images professionally or in the wider world, they should seek permission in advance.
They should provide:

• the name and address of the person using the camera;
• the names of children they wish to take images of (if possible);
• the reason for taking the images and / or what the images will be used for;
• a signed declaration that the information provided is valid and that the images will only be used for the reasons given.

Little Hill Church will verify these details and decide whether to grant permission for photographs / films to be taken. We will seek consent from the children who are the intended subjects of the images and their parents and inform the photographer of anyone who does not give consent. 
 
If Little Hill Church is concerned that someone unknown to us is using our sessions for photography or filming purposes, we will ask them to leave and (depending on the nature of the concerns) follow our child protection procedures.
 
Storing images
If photos are being taken for a specific purpose (e.g., projecting them on the wall for parents to see at a prize-giving), they should be kept only until that purpose has been achieved, and then they should be deleted. If we need to store photographs and videos of children, we will do so securely, in accordance with our safeguarding policy and data protection law.
 
We will keep hard copies of images in a locked drawer and electronic images in a protected folder with restricted access. Images should be stored only until the purpose for which they were taken has been achieved. After that they should be deleted or destroyed.
 
Should we need to store general photographs of events for historic purposes, these will be stored encrypted and reviewed to ensure that they are general pictures of groups and the event.
 
We will store images safely.

 
Photography and filming consent form
In accordance with our Safeguarding Policy we will not permit photographs, videos or other images of young people under the age of 18 to be taken without the consent of a parent.

Little Hill Church will take all steps to ensure these images are used solely for the purposes for which they are intended. If you become aware that these images are being used inappropriately you should inform the church immediately.
We will keep hard copies of images in a locked drawer and electronic images in a protected folder with restricted access.

 

Little Hill Church Photography and Filming Consent Form Name of child / children:
	I give permission for my child’s photograph to be used within Little Hill Church for display purposes.
	I give permission for my child’s photograph to be used within other printed publications.
	I give permission for my child’s photograph to be used on the church’s website.
	I give permission for my child to be videoed for use on the church’s website.
	I give permission for my child’s photograph to be used on the church’s social media pages.
	I give permission for my child to be videoed for use on the church’s social media pages.
	I can confirm that I have read, or been made aware of how these images or videos will be stored within the church (see above).
To be completed by parent:   Please tick the appropriate boxes
Signature of parent:		Print name of parent:
Date:

 
 















 

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Little Hill Church Safeguarding Policy
Appendix 11
Recommended ratios of adult workers to children
 
In calculating the ratios of workers to children, young leaders who are under the age of 18 should be counted as one of the children, not one of the workers.
 
When working with children the following recommended minimum ratios of workers to children apply:
 

Age range	Recommended minimum ratio for INDOOR activities	Recommended minimum ratio for OUTDOOR activities
0 – 2 years	1:3 (minimum 2)	1:3 (minimum 2)
3 years	1:4 (minimum 2)	1:4 (minimum 2)
4 – 7 years	1:8 (minimum 2)	1:6 (minimum 2)
8 – 12 years	2 adults for up to 18 children (preferably one of each gender), with an additional adult for each 1 – 10 additional children	2 adults for up to 15 children (preferably one of each gender), with an additional adult for each 1 – 10 additional children
13+ years	2 adults for up to 20 children (preferably one of each gender), with an additional adult for each 1 – 10 additional children	2 adults for up to 20 children (preferably one of each gender), with an additional adult for each 1 – 10 additional children

 
This does not take account of special circumstances which may mean an increase to the recommended ratios, such as:

• behavioural issues
• developmental issues
• disability etc.

 

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Little Hill Church Safeguarding Policy
Appendix 12
 
Policy on parents / carers entering the building
before, during or after meetings
 
Parents, guardians, carers or child-minders must have completed the appropriate forms giving authority to look after their child / children, or the child / children cannot stay for the activity.
 
At the end of events, a team member must ensure that the child / teenager is leaving with the correct responsible adult. Team members must not allow a child to leave with someone that has not been agreed as a designated person for that child / teenager.
 
If a person that we don’t recognise arrives to collect a child / children, then a phone call to the parents is required before the child / children can leave with that person.
 
If it cannot be established that this person has permission from the parents to collect the child / children, then the team member must not allow the child / children to leave with that person.
 
Parents that wish to stay during an event must:

• not take an active part;
• not interact with other children, other than their own;
• stay in the main area of activity,  i.e. in sight of team members.

 
Practice
The practice at each event or activity will vary, as laid out below.
 
 
Little Ones
This weekly event for children under school age runs during school terms.
Parents/Carers are responsible for looking after their own children during the event.
The following steps will be taken for the safety of all:
 

• The main door will be closed once registration has been completed and the Parents/Carers and children are in the main hall.
• A notice will be placed on the main door to request that Parents/Carers make sure that the door is closed on leaving/entering the building during the event.
• Parents/Carers must take their own children to the toilet.
• Parents/Carers and children should stay within sight of the team members.
• At the end of the event a team member will stay in the foyer to see Parents/Carers and children off the premises.

 
Kids’ Club
This weekly event runs during school terms for children between the ages of 4 and 11 years  (school years: Reception – Year 6).

• The door is opened at 5:55 p.m. to allow registration. Parents drop their children off in the foyer and leave after registration.
• The door is latched once the children have gone into the main hall and the parents have left.
• During the event, if a parent wishes to stay, they must sit at the back of the hall to observe and not sit with the children. They are not permitted to join in the event.
• At the end of the event, the doors are unlatched (normally at 6:55 p.m.), and parents can come into the foyer or sit at the back of the main hall.
• A team member will stand by the exit door and ensure that children leave with the appropriate person.

 
Youth Club
This is a weekly event during school terms for children above the ages of 11 years (school years 7+). 

• The door is opened at 7:00 p.m. to allow registration. Parents drop off the children in the foyer and leave after registration.
• The door is latched once the children have gone into the main hall and the parents have left.
• During the event if a parent wishes to stay (this not usual practice), they must sit at the back of the hall to observe and not sit with the children. They are not permitted to join in the event.
• At the end of the event the doors are unlatched (normally at 8:30 p.m.), and parents can come into the foyer.
• A team member will stand by the exit door and ensure that children leave with the appropriate person.

 
Lion’s Cubs
This event is run in the upstairs room during the main service on a Sunday morning when parents / carers are present in the service in the main hall.

• Children leave the service after the children’s talk and are escorted to the upstairs room by the leaders.
• Parents are encouraged to stay in the service but may accompany their child if necessary. If a parent accompanies their child(ren), they may not participate in the meeting but may sit with and assist their own child(ren) with craft activities.
• At the end of the meeting, children are accompanied downstairs to re-join their parent / carer in the main hall.
• During Lion’s Cubs, a steward is present in the lobby area to ensure that no-one enters the church unsupervised, and no child can leave the building without a parent / carer.
• After Lion’s Cubs and the service has ended, an Elder is present at the door to prevent children leaving without their parent / carer.

Creche

This event is run in the back room during the main service on a Sunday morning when parents / carers are present in the service in the main hall.

• Children normally leave the service after the children’s talk and are escorted to the room by their parent / carer and left with the creche team.

• Parents / carers are encouraged to return to the service if possible but may remain with their child if necessary.

• Parents / carers may take their children to this room earlier in the service but are responsible for looking after them until the creche team arrive after the children’s talk. 

Holiday Bible Club
This is a yearly event during a school holiday period for children between the ages of 4+ years.

• The door is opened to allow registration by leaders in the foyer. Parents drop their children off in the foyer and leave after registration.
• The door is latched once the children have gone into the main hall and the parents have left.
• During the event if a parent wishes to stay, they must sit at the back of the hall to observe and not sit with the children. They are not permitted to join in the event.
• At the end of the event, the doors are unlatched, and parents can come into the foyer or sit at the back of the main hall while collecting their child(ren).
• A team member will stand by the exit door and ensure that children leave with the appropriate person.

 

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Little Hill Church Safeguarding Policy
Appendix 13
Incident / accident reporting form
 Circle which applies and complete as soon as possible!
 

		Date  DD/MM/YYYY			Time 00:00
Date and time of Incident / Accident:
Date and time of writing of report:
Name of activity:
Please describe your concern or what happened in your own words, giving as much detail as possible (continue overleaf if necessary):
Name of person making this report:
Signature of person making this report:
Who else had concerns or witnessed what happened? (They should also write a report independently on another form.)

If a child is at immediate risk, ring the Police on 999.
Incident reports should be passed by hand to Victor Rowe, Designated Safeguarding Officer.
If you have identified a child still exposed to abuse, please phone the DSO on 01455 617723 or 07930 047063 or, if unavailable, contact Ruth Eardley (Deputy Safeguarding Officer) on 01162 592659 or 07931 828130.
Accident reports should be passed to your group leader to put in the folder in the Data Protection File.

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Little Hill Church Safeguarding Policy
Appendix 14
Reference request
 
 
Little Hill Church
Launceston Road,
Wigston,
Leics. LE18 2GZ
admin@littlehill.org.uk
www.littlehill.org.uk
 
Date:  DD/MM/YYYY
Dear
 
Name:
 
The above-named person is being considered as a volunteer to work with children / adults with care and support needs at Little Hill Church. As they have only recently started to come to Little Hill Church, we have asked for a reference and they have given your name as a referee. We would be very grateful if you would complete this form and return it in the prepaid envelope.
 

I have known the above-named person for		Years
I have reservations about them being appointed.	yes	no	Please circle

Any other comments…

 











Yours sincerely,
Name of the sending elder and their phone number.

Little Hill Church Safeguarding Policy
Appendix 15
 
Safeguarding Practice Document: Little Ones / Crèche
This document is a guide to good practice and is not the code of conduct. For information regarding the code of conduct and wider safeguarding principles, please refer to the Safeguarding Policy, Sections 1 – 5; Children: Statutory definitions and signs of abuse, and how to respond to disclosure (Appendix 3); the Code of Conduct: General principles (Appendix 5); and the Code of Conduct: Children’s / youth activities (Appendix 6).
 
You should also be familiar with Little Hill Church’s Social Media Policy (see Appendix 8), Photography Policy (Appendix 10), the recommended ratios of adult workers to children (Appendix 11), Policy on parents / carers being in the building and their responsibilities (Appendix 12).
 
This guide aims to set out dos and don’ts when working with children at the Little Ones and crèche groups.
 
Do:

• Make sure you have read the Safeguarding Policy and the General and Children’s Activities Code of Conduct and have understood them.
• Encourage good behaviour in the children
• Try to create a fun and enjoyable atmosphere.
• Try to make sure all children are included in the activities.
• Make sure all activities are safe. Do a risk assessment for safeguarding and safety.
• Make sure all toys and equipment are clean and in good working order.
• Ensure you are familiar with the reporting process if a safeguarding issue arises.
• Make sure there are always at least 2 adults present in all situations.
• If necessary, follow the disciplinary procedures set out in the code of conduct.
• If you need to take a photo, only take a photo of the whole group in an activity, omitting any children whose parents haven’t given consent.
• Ensure any new attendees parents / carers fill in a consent form with relevant contact details (not necessary for crèche).Make sure access to the platform is blocked off (Little Ones).

 
Do not:

• Use derogatory language to rebuke a child.
• Use physical force to rebuke a child.
• Do not initiate contact with the child unless necessary.
• Be alone with a child.
• Ignore an issue which could be a safeguarding concern.
• Take photos of individual children people or in settings that are inappropriate.
• Take a child to the toilet unless given permission by their parent / guardian present (Little Ones).
• Leave doors open allowing children to wander out.

  

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Little Hill Church Safeguarding Policy
Appendix 16
 
Safeguarding Practice Document: Youth Club / Kids’ Club
 
This document is a guide to good practice and is not the code of conduct. For information regarding the code of conduct and wider safeguarding principles, please refer to the Safeguarding Policy, Sections 1 – 5;  Children: Statutory definitions and signs of abuse and how to respond to disclosure (Appendix 3); Code of Conduct: General principles (Appendix 5); and Code of Conduct: Children’s / youth activities (Appendix 6).
 
You should also be familiar with Little Hill Church’s Social Media Policy (Appendix 8), Photography Policy (Appendix 10), the recommended ratios of adult workers to children (Appendix 11), Policy on parents / carers entering the building before, during or after meetings (Appendix 12).
 
This guide aims to set out dos and don’ts when working with children / young people at the  and Kids’ Club groups.
 
Do:

• Make sure you have read the Safeguarding Policy and the General and Youth Activities Code of Conduct and have understood them.
• Encourage good behaviour in the children / young people.
• Try to create a fun and enjoyable atmosphere.
• Try to make sure all children / young people are included in the activities.
• Make sure all activities are safe. Do a risk assessment for safeguarding and safety.
• Ensure you are familiar with the reporting process if a safeguarding issue arises.
• Make sure there are always at least 2 adults present in all situations.
• If necessary, follow the disciplinary procedures set out in the code of conduct.
• If you need to take a photo, only take a photo of the whole group in an activity, omitting any children / young person whose parents haven’t given consent.
• Ensure any new attendee’s parents fill in a consent form with relevant contact details.

 
Do not:

• Use derogatory language to rebuke a child / young person.
• Use physical force to rebuke a child / young person.
• Do not initiate contact with the child / young person unless necessary.
• Be alone with a child / young person.
• Ignore an issue which could be a safeguarding concern.
• Take photos of individual children / young people or in settings that are inappropriate.
• Initiate contact on social media with any child / young person.
• Take a child / young person to the toilet.

 
 

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Little Hill Church Safeguarding Policy
Appendix 17
 
Safeguarding Practice Document: Lion’s Cubs
 
 
This document is a guide to good practice and is not the code of conduct. For information regarding the code of conduct and wider safeguarding principles, please refer to the Safeguarding Policy, Sections 1 – 5;  Appendix 3, Children: Statutory definitions and signs of abuse and how to respond to disclosure; Code of Conduct: General principles (Appendix 5); and Code of Conduct: Children’s / youth activities (Appendix 6).
 
You should also be familiar with Little Hill Church’s Social Media Policy (Appendix 8), Photography Policy (Appendix 10), the recommended ratios of adult workers to children (Appendix 11), and Policy on parents / carers entering the building before, during or after meetings (Appendix 12).
 
This guide aims to set out dos and don’ts when working with children at Lion’s Cubs.
 
Do:

• Make sure you have read the Safeguarding Policy and the General and Children’s Activities Code of Conduct and have understood them.
• Encourage good behaviour in the children.
• Try to create a fun and enjoyable atmosphere.
• Try to make sure all children are included in the activities.
• Make sure all activities are safe. Do a risk assessment for safeguarding and safety.
• Ensure you are familiar with the reporting process if a safeguarding issue arises.
• Make sure there are always at least 2 adults present in all situations.
• If necessary, follow the disciplinary procedures set out in the code of conduct.
• If you need to take a photo, only take a photo of the whole group in an activity, omitting any children / young person whose parents haven’t given consent.
• Ensure any new attendee’s parents fill in a registration form with relevant contact details.
• Escort a child downstairs, if they need to use the toilet. Stand outside where the steward on duty can see you.
• Escort the children to the main hall to re-join their parent / carer after the Lion’s Cubs meeting.

 
Do not:

• Use derogatory language to rebuke a child.
• Use physical force to rebuke a child.
• Do not initiate contact with the child unless necessary.
• Be alone with a child.
• Ignore an issue that could be a safeguarding concern.
• Take photos of individual children or in settings that are inappropriate.
• Initiate contact on social media with any child.
• Take a child into the toilet.

 

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Little Hill Church Safeguarding Policy
Appendix 18
 
Safeguarding Practice Document: Senior Citizens’ Teas / Friday Fellowship
 
 
This document is a guide to good practice and is not the code of conduct. For information regarding the code of conduct and wider safeguarding principles, please refer to the Safeguarding Policy, Sections 1 – 5; Adults with care and support needs: Definitions and signs of abuse and how to respond to disclosure (Appendix 4); the Code of Conduct: General principles (Appendix 5); and the Code of Conduct: Adults with care and support needs (Appendix 7). You should also be familiar with Little Hill Church’s Social Media Policy (Appendix 8) and Photography Policy (Appendix 10).
 
This guide aims to set out dos and don’ts when working with adults with care and support needs at the Senior Citizens’ Teas and Friday Fellowship groups.
 
Do:

• Make sure you have read and understood the Safeguarding Policy and the codes of conduct as listed above.
• Encourage all people to treat each other with respect and dignity.
• Try to create an enjoyable atmosphere.
• Try to make sure all adults are included in the activities.
• Make sure all activities are safe.
• Ensure you are familiar with the reporting process if a safeguarding issue arises.
• Make sure there are always at least 2 adults present in all situations.
• If necessary, follow the disciplinary procedures set out in the code of conduct.
• If you need to take a photo, only take a photo of the whole group in an activity.

 
Do not:

• Use derogatory language to rebuke an adult.
• Use physical force to rebuke an adult.
• Do not initiate contact with the adult unless necessary.
• Ignore an issue that could be a safeguarding concern.
• Take photos of individual people or in settings that are inappropriate.

  
 

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Little Hill Church Safeguarding Policy
Appendix 19
 
 
Policy for recruiting and working with ex-offenders
 

• As an organisation assessing applicants’ suitability for positions which are included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order using criminal record checks processed through the Disclosure and Barring Service (DBS), Little Hill Church complies fully with the UK Government’s Code of Practice and undertakes to treat all applicants for positions fairly.
• Little Hill Church undertakes not to discriminate unfairly against any subject of a criminal record check on the basis of a conviction or other information revealed. 
• Little Hill Church can ask an individual to provide only details of convictions and cautions that Little Hill Church is legally entitled to know about. Where a DBS certificate at either standard or enhanced level can legally be requested (where the position is one that is included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 as amended, and where appropriate Police Act Regulations as amended).
• Little Hill Church can ask an individual only about convictions and cautions that are not protected.
• Little Hill Church is committed to the fair treatment of its staff, potential staff or users of its services.
• Little Hill Church actively promotes equality of opportunity for those with a clear Christian testimony in line with the church’s Basis of Faith (where the role requires it), with the right mix of talent, skills and potential, and welcomes applications from a wide range of candidates, including those with criminal records.
• Little Hill Church selects all candidates for interview based on their clear Christian testimony in line with the church’s Basis of Faith (where the role requires it), suitability for the role, skills, qualifications and experience.
• An application for a criminal record check is submitted to DBS only after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a criminal record check is identified as necessary, all application forms, job adverts and recruitment briefs will contain a statement that an application for a DBS certificate will be submitted in the event of the individual being offered the position.
• Little Hill Church ensures that all those in Little Hill Church who are involved in the recruitment process have been suitably trained or have an awareness of how to identify and assess the relevance and circumstances of offences.
• Where necessary, Little Hill Church will ensure that they have received appropriate guidance in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974.
• At interview, or in a separate discussion, Little Hill Church ensures that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.
• Little Hill Church makes every subject of a criminal record check submitted to DBS aware of the existence of the UK Government’s Code of Practice and makes a copy available on request.
• Little Hill Church undertakes to discuss any matter revealed on a DBS certificate with the individual seeking the position before withdrawing a conditional offer of employment.

 

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Little Hill Church Safeguarding Policy
Appendix 20
 
Safeguarding guidance for lone working and undertaking activities in your own home
 
 
Lone working is an everyday practice for leaders in the church and some church workers (i.e., pastoral visitors). Working from home, being alone in an office and attending remote locations (e.g., carrying out a home visit) could all constitute lone working. The aim of this guidance is to help everyone think about how to undertake lone working safely.
 
Pastoral care / visits
One-to-one contact with individuals in the context of pastoral care should be properly planned, its risks considered and recorded effectively. It is essential in pastoral care to acknowledge appropriate physical, sexual, emotional and psychological boundaries; inappropriate touching or gestures of affection must be avoided.
 
Some simple tips:

• If meeting with the opposite sex, then it may be appropriate to have an additional person at the meeting.
• If you are meeting with a minor, ensure that you have parental consent to meet.
• Whenever possible make prior arrangements to meet, rather than meet ‘on demand’.
• Try to have someone else in the next room or nearby whenever possible.
• Make the purpose of the meeting clear at the outset and the time available for the discussion.
• Don’t take any unnecessary risks; if you feel uncomfortable at all, end the meeting and report your concerns to your Designated Safeguarding Officer or Deputy.
• Respect personal space and never do or say anything that could be misinterpreted.
• If meeting off-site, ensure someone knows where you are and what time you expect to return. You should carry a mobile phone.
• If there is any known risk, complete a risk assessment to ensure you remain safe (see sub-section on personal risk assessment at the end of this guidance).
• Lone workers need to assess to ensure that they understand and are practising safe lone working.
• Automatic warning devices can be obtained for use in risky places or activities.
• It may be appropriate for lone workers to be asked to check in once they have completed their task or have safely reached their home following it.

 
After the pastoral encounter (face-to-face, email, texts, telephone calls), consider making a record. This can be in a diary or electronically. The following details could be included:

• When and where the meeting / discussion took place.
• Purpose of the meeting / discussion.
• The time you / the other person arrived and left.
• Who else was present (if applicable).
• A brief, factual account of what was discussed / agreed.
• Any potential or actual safeguarding concerns identified.
• Any actions taken / to be taken and any decisions made, including advice taken and who shared with.
• Sign and date the record and store securely.

 
Responding to safeguarding issues raised during a pastoral encounter
A safeguarding issue is one where an individual, child or adult, may appear to be at risk of abuse, or may present a risk to others. Such issues cannot be kept confidential. They should be raised with the Designated Safeguarding Officer or Deputy and may have to be reported to statutory authorities. If the person discloses or discusses matters on which the visitor needs to take action, a fuller note must be made of what it was and what action was taken. Taking action refers to raising or referring the matter to anyone else for discussion and possible action. If the matter is urgent, contact should be made with the police or another statutory agency in accordance with our Safeguarding Policy. Action can always be taken, and information shared if the person reasonably believes that this will help safeguard another person or prevent a crime.
 
Remember we have to:
           recognise – respond – record – report – refer.
 
Planning lone working: considerations for risk assessment

• Is lone working necessary? Confidentiality can be assured with other people within reach.
• If there are casual callers, take precautions before opening the door (e.g. use a door chain).
• Who will be involved? And who else should know about it?
• When and where will it take place? Avoid making arrangements that could be misinterpreted.
• Is there a risk of violence? A good working definition of violence is: Any behaviour which produces damaging or hurtful effects, physically or mentally, on people.
• Are there any increased risks to the particular worker?
• Are there any known medical or other factors that could make either party more vulnerable? Some medical conditions can lead to disinhibition.

 
Personal safety risk assessment
Use the flowchart below to assess your environment, and your working practices, as well as for an instant assessment of a situation.
 
 
 
Using your own home for activities
Where activities are formally organised by the church, the following guidance should be noted. If, however, informal groups are organised by parents / other members of the congregation (e.g. baby-sitting circles or social visits and groups), the responsibility remains with parents / other members of the congregation to ensure that the activity and those leading it are safe.
 
Formally organised meetings or activities, including those with or for vulnerable groups, will normally take place on church premises. If meetings are to be held in a leader’s or member’s own home, the following points need to be considered:

• Ensure that you have the consent of the Elders for the activity to take place and that there is adequate insurance cover in place.

• Ensure that a risk assessment of the room(s) to be used has been carried out.
• Ensure that two unrelated adults are present at all times (arriving before the first group member and not leaving until after the last group member has left).
• Never use inappropriate rooms (i.e. bedrooms).
• Ensure that the church policies for vulnerable groups (children and adults with care and support needs) are followed.

 
 

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Little Hill Church Safeguarding Policy
Appendix 21
Poster for display in church