Brasenose College Safeguarding Policy

1. Brasenose College is committed to safeguarding and promoting the health, safety and welfare of its Members and visitors. The College recognises it is likely that children and/or adults at risk will enter College premises or interact with College Members in a number of circumstances.
2. This Policy recognises the welfare of children and/or adults at risk as a matter of paramount importance, and aims to safeguard their well-being, in particular by protecting them from abuse of any kind. This Policy has been produced in response to, and should be read in conjunction with, the University of Oxford’s Safeguarding Code of Practice (2015).
3. A copy of this Policy is available on the College website.

1. For the purposes of this policy, ‘child’ or ‘children’ refers to a person or persons under the age of 18 (as defined in the Children Act 2004).
2. For the purposes of this policy, an ‘adult at risk’ refers to the Department of Health definition as “those who are or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation.”
3. This policy applies to all activities involving children and/or adults at risk and to all College Members.
4. For the purposes of this policy, a College Member is anyone at Brasenose College, working with children and/or adults at risk whether as a fellow, employee, student or volunteer.
5. The College recognises that it has a legal duty to safeguard the welfare of children who come onto its premises or come into contact with its Members under the Children Acts 1989 and 2004, and the Health and Safety at Work etc Act 1974.
6. Where a College Member occupies a position of trust with regard to children and/or adults at risk, an improper relationship with a child or adult at risk constitutes an abuse of trust under the Sexual Offences Act 2003.
7. The College also has certain powers, under the Rehabilitation of Offenders Act 1974, to enquire as to the criminal records history of Members to assess any risk to children and/or adults at risk.

1. The College’s Lead Safeguarding Officer (LSO) is the Dean. The College’s Designated Safeguarding Officers (DSO) will depend on the specific event but in most cases will be the Domestic Bursar or the Senior Tutor. The Senior Tutor is the DSO for admissions or academic matters pertaining to school visits, interview candidates under-18, and students admitted under-18; the Domestic Bursar is the DSO for all other matters. Contact details can be found in section [15] of this Policy. The LSO and DSOs should a Disclosure & Barring Services (DBS) check at the appropriate level.The Safeguarding Officers are responsible for:
   • Implementing and promoting this Policy;
   • Ensuring that the Policy is monitored and reviewed in accordance with changes in legislation and guidance on the protection of children;
   • Acting as the main contacts within the College for the protection of children and adults at risk;
   • Ensuring that appropriate College Members are provided with information, advice and training on the protection of children and adults at risk;
   • Establishing maintaining contacts with the local Children’s Social Care Services departments and Police;
   • Maintaining confidential records of reported child abuse cases and action taken.
2. Where a role may require College Members to have unsupervised contact with, regularly care for, train, supervise or be in sole charge of children and/or adults at risk, the College will require satisfactory completion of a Disclosure & Barring Services (DBS) check at the appropriate level.
3. All College Members are expected to comply fully with the guidance and procedures set out in this Policy. The College will ensure that Members are fully briefed and/or trained (as appropriate) on the implications of this policy.

1. The UK Government guidance, Working Together to Safeguard Children (2010) (1.33-1.36), defines four types of child abuse (all of which apply equally to adults at risk):
2. Physical – the physical hurting or injuring of a child or adult at risk.
3. Emotional – the persistent emotional maltreatment of a child or adult at risk, which results in severe or persistent adverse effects. Emotional abuse is often present in other categories of abuse, although it may occur independently.
4. Sexual – the forcing or enticing of a child or adult at risk to take part in sexual activities. The activities may involve physical contact, including assault by penetration or non-penetrative acts. They may also include non-contact activities such as involving children or adults at risk in looking at, or in the production of, pornographic material.
5. Neglect – the persistent failure to meet a child or adult at risk’s basic needs, likely to result in the serious impairment of their health or development. Neglect can include failure to provide the following: adequate food, clothing and shelter; protection from physical and emotional harm or danger; adequate supervision; access to appropriate medical care or treatment.

1. The abuse of children and or adults at risk can and does occur both within family and in institutional or community settings. The following may indicate that a child or adult at risk is being or has been abused:
   • Unexplained or suspicious injuries, particularly if such an injury is unlikely to have occurred accidentally;
   • An injury for which the child’s or adult’s explanation appears inconsistent;
   • The child or adult at risk describes an abusive act or situation;
   • Unexplained changes in behaviour;
   • Inappropriate sexual awareness or sexually explicit behaviour;
   • The child or adult at risk appears distrustful of adults;
   • The child or adult at risk is not allowed to be involved in normal social activities;
   • The child or adult at risk becomes increasingly dirty or shabby.
2. It is the responsibility of all College Members to act on concerns in order to safeguard the welfare of the child or adult at risk.

1. Those working with children and adults at risk may:
   • have alleged abuse disclosed to them;
   • suspect abuse is being carried out; or
   • be accused of abusing those in their charge.

   Whilst these issues may require very different courses of action, it is essential that the safety and welfare of the child or adult at risk is prioritised.

2. College Members should address any concerns to the DSO. If those concerns relate to the DSO, College Members are expected to discuss the matter with the LSO or to contact Oxfordshire Social Services Department directly. If an individual feels that the DSO or LSO has not responded appropriately, then they are encouraged to contact Social Services without delay. Every effort should be made to maintain confidentiality. Suspicions or allegations of abuse must not be discussed with anyone else other than those named in 3.1.
3. It is the Officer’s responsibility to act on behalf of the College in dealing with allegations or suspicion of abuse. In the case of children it is the task of Social Services, not the College, to investigate the matter, under Section 47 of the Children Act 1989. Under no circumstances should a College Member conduct their own investigation into suspicions or allegations of abuse, neither should they question children closely, as to do so may distort any investigation that may be carried out subsequently by the Police or Social Services.
4. If a child or adult at risk says something or acts in such a way that abuse is suspected, the person receiving the information should:
   • React in a calm but concerned way;
   • Tell them that they are right to share what has happened, and that they are not responsible for what has happened;
   • Find an early opportunity to explain that it is likely that the information will need to be shared;
   • Take what the child or adult at risk says seriously and allow them to continue at their own pace;
   • Not promise confidentiality: explain that the information must be passed on to the LSO/DSO;
   • Reassure and repeat that they have done the right thing;
   • Make brief notes at the time and record the details using the College’s Reporting Form as soon as possible. An example Reporting Form is provided in Appendix 1. These notes should record what the child or adult at risk said, using the same words, as soon as possible. Records should state whether the matter was observed, reported, suspected or alleged. The College Member should sign and date the notes and the LSO/DSO should sign and date on receipt;
   • Not show shock or disbelief;
   • Not probe for more information than is offered;
   • Not speculate or make assumptions;
   • Not make negative comments about the alleged abuser;
   • Not approach the alleged abuser;
   • Not promise to keep secrets.

1. There are several potential outcomes once a concern is raised. Social Services must be contacted immediately in cases where:
   • there is reasonable cause to suspect a child or adult at risk is suffering or likely to suffer significant harm;
   • a child or adult at risk is in need of emergency medical attention;
   • a crime has or may have been committed against a child or adult at risk (in which case the Police should also be contacted);
   • a member of staff has behaved in a way that may have harmed a child or adult at risk or potentially poses a risk of harm.
2. There will be circumstances where concerns do not meet this threshold and it is not appropriate to refer to Social Services. Examples might be family difficulties, minor behavioural issues or incidents of poor parenting. In such cases, a discussion with parents will be considered. However, if concerns persist then the LSO/DSO should consider whether to make a referral to Social Services.

1. Accurate, up-to-date and clear record keeping is essential to good child protection practice. Records should include a clear and comprehensive summary of the concern; details of how the concern was followed up and resolved; and a note of any action taken, decisions reached and the outcome.
2. Records relating to child protection should be kept confidentially and securely. If records are made electronically, it is the responsibility of the LSO and DSO to ensure that access to them is limited to appropriate College Officers. Records and associated documentation should be retained by the LSO and DSO in accordance with relevant data protection legislation and guidance.

1. College Members involved in events or activities which are run by or involve external organisations and children or adults at risk should ensure that those organizations have robust Child Protection policies in place. External organisations should be prepared to make available copies of their Safeguarding policies when requested. This should include organisations hiring College property as well as organisations jointly running events with the College.
2. Whilst it is the College’s policy that College Members observe this Safeguarding policy at all times, it is recognized that situations might arise where College Members have to adhere to the child protection policies of external organizations. On such occasions, College Members must adhere to the standards set by the College’s policy unless the external organization’s policy adopts a higher standard.
3. College Members are expected to follow the policy of the external organization with due regard to the College’s policy.

1. All job applicants who will be expected to work regularly with children or adults at risk will be required, as part of the College’s pre-employment checks, to undertake a Disclosure & Barring Services (DBS) check at the appropriate level.
2. The DBS check will be processed in accordance with the DBS Code of Practice. Care is taken that information about convictions and other relevant information is kept confidentially and is only shared within the HR function and to only those who need to see it as part of their duties.
3. Where a satisfactory DBS check is required, all appointments are made on a conditional basis pending the production of a satisfactory DBS clearance certificate.
4. Existing employees of the College must inform the College HR Manager immediately if there is any change to their criminal conviction status.

1. All visitors to College should be made aware of the College’s Safeguarding Policy and their responsibilities under it.
2. The Safeguarding Officers will maintain a register of all visiting academic staff and other visitors who might have contact with children or adults at risk, and will ensure that they have an appropriate and valid DBS check.

1. There should be a clear policy framework in place to enable safe working practices and a safe environment. In addition to this Safeguarding policy, those working with children or at risk adults should be acquainted with other College policies relating to equal opportunity and diversity, IT usage, and data protection.
2. These guidelines are for the safety and protection both of the child or adult at risk and of the College Member working with them. Any activity undertaken where children or adults at risk are involved should be risk-assessed. The risk assessment should be communicated and a copy placed on file with the College.
3. Conduct never to be sanctioned:
   • Engaging in rough, physical or sexually provocative games;
   • Giving children inappropriate drugs or other inappropriate substances, including alcohol (please note that that one of the four key objectives of the Licensing Act 2003 is the ‘protection of children from harm’, and that it is also an offence for a child to be supplied with or knowingly to consume alcohol on a licensed premises). Members should be aware that the College holds a Premises & Club Licence;
   • Allowing or engaging in any form of inappropriate touching;
   • Making sexually suggestive comments to children, even in jest;
   • Allowing allegations made by a child to go unreported;
   • Doing things of an intimate nature for children that they can do for themselves.
4. College Members should:
   • Treat everyone with fairness, equality and respect;
   • Be sensitive to children’s appearance, race, culture, religious belief, sexuality, gender or disability;
   • Act as a good role model and challenge any unacceptable behaviour from children or from other College Members;
   • Report all allegations or suspicions of child abuse using the Procedures outlined in this Policy;
   • Consider whether contact with an individual child should involve a colleague’s being present;
   • Be aware that physical contact with a child may be misinterpreted;
   • Retain a professional approach to children, including avoiding physical contact with a child;
   • Respect a child’s right to privacy and, in residential accommodation, not enter a child’s bedroom without prior authorisation except in the case of an emergency.
5. The Sexual Offences Act 2003 provides that intimate contact between an adult and a child, where that adult was in a ‘position of trust’ to the child is a criminal offence. Those in a ‘position of trust’ include those who have regular unsupervised contact with a child, or where an adult looks after a child at an educational institution at which the adult is not also receiving education.
6. It may be necessary for College Members to take photographs or make videos of children for educational research, teaching purposes, or publication. An image of a child is personal data for the purposes of the Data Protection Act 2008. Where images are stored in a way that makes the data subject identifiable, or where the images are used for publication (online and print), written consent should be obtained before the images are created. If the data subject is capable of comprehending the implications of consenting to the data use, then their consent should be sought; otherwise, the consent of the parent or legal guardian should be obtained. Whenever an image of a child or vulnerable adult is published, the data subject should, as far as is practicable, be unidentifiable.

1. The designated staff are responsible for:
   • Procedure.
   • Holding and being conversant with current local and national Child Protection procedures.
   • Keeping up to date through training. It is a requirement that this takes place at least every three years (this being the usual term of office for the Dean) and that individuals assuming the role of Dean be trained as part of the induction process.
   • Reviewing and updating the College’s Safeguarding and Child Protection Policies and inter agency working. Any deficiencies or weaknesses in the policies and procedures must be remedied without undue delay.
   • Liaison over safeguarding matters with the local Social Services Department.
   • Briefing and guiding those in regular contact with children in College on Safeguarding matters. This includes the briefing of new staff as part of their induction.
   • Keeping close contact with all staff and maintaining awareness of Safeguarding and the need to raise any concerns immediately with the LSO/DSO.
   • Ensuring that the Safeguarding procedures are followed within the College, that each Member has access to the procedures and has an understanding of them.
   • The Safeguarding procedures may be made available to parents and teachers of children working with the College on request.

   Referrals:

   Receiving reports of alleged or suspected child abuse within the College, or reported by a child relating to incidents at home or outside the College, contacting the Social Services Department, and/or taking any other action in response, as set out below:

   • Keeping records;
   • Liaising with the staff;
   • Liaising with the LSO.
2. The Governing Body is responsible for undertaking periodic review of:
   • The College’s Safeguarding policy and procedures.
   • The efficiency with which the related duties have been discharged.

1. Any member of the College who will be planning activities with children should have completed the on-line training provided by Oxford Safeguarding Children Board (http://www.oscb.org.uk/training/) An Introduction to Safeguarding, together with any additional training that may have been identified by the risk assessment process.
2. Anyone holding the role of Safeguarding Officer and their deputies will undergo detailed training in safeguarding issues on a regular basis.
3. Activity organisers (for example, involving residential courses for young people) may wish to arrange additional training.
4. In addition to annual update Child Protection briefings to all Members, student helpers are to be trained annually.

1. Lead Safeguarding Officer:
   Professor Ian Kiaer, College Dean
2. Designated Safeguarding Officer:
   Mr Matt Hill, Domestic Bursar
   Dr Simon Smith, Senior Tutor
3. Oxfordshire Children’s Social Care
   Tel. 01865 323048 (Office Hours)
   Tel. 0800 833408 (Out of Hours)
4. Oxfordshire Safeguarding Children Board:
   Mr Barry Armstrong barry.armstrong@oxfordshire.gov.uk Tel. 01865 810603
5. Police Child Protection Unit
   Tel. 01865 335199
6. NSPCC Helpline
   Tel. 0800 800 5000 (24 hours)

Oxfordshire Multi-Agency Safeguarding Hub: www.oxfordshire.gov.uk/cms/content/safeguarding-hub

For children: Oxfordshire Safeguarding Children Board: www.oscb.org.uk/

For at risk adults: Oxfordshire Safe from Harm: www.safefromharm.org.uk

A list of the University’s key policies can be found at: https://legal.admin.ox.ac.uk/statutes

The following are of particular relevance:

University Harassment Policy and Procedure: https://edu.admin.ox.ac.uk/harassment-advice

University Equality Policy: https://edu.admin.ox.ac.uk/equality-policy

University Data Protection Policy: https://compliance.admin.ox.ac.uk/

University Public Interest Disclosure (‘whistleblowing’) code of practice: https://hr.admin.ox.ac.uk/public-interest-disclosure-whistle-blowing-code-of-practice#collapse1330836

Safety Office: Health and Safety of young people and children: https://safety.web.ox.ac.uk/young-people-and-children

Policy on the ethical conduct of research involving human participants and personal data: https://researchsupport.admin.ox.ac.uk/governance/ethics/committees/policy

Staff-student relationships: https://hr.admin.ox.ac.uk/staff-student-relationships

IT guidelines on handling illegal material: https://sharepoint.nexus.ox.ac.uk/sites/itservices/investment/SitePages/Guidelines%20for%20handling%20illegal%20material.aspx

Personnel guidance relating to recruitment and pre-employment screening can be found on the Personnel Services website (https://hr.admin.ox.ac.uk/)

The Senior Tutor and Domestic Bursar are jointly responsible for maintaining this policy and ensuring it remains relevant.

14.02.2017

Version: 14 February 2017