Misbourne Area Youth

The Management Committee and Trustees of the Misbourne Area Youth (MAY) is firmly committed to the welfare of all young people who use their facilities and protecting them from physical, sexual and emotional harm.

MAY will aim to ensure that all young people meet in a safe environment with people they can trust. It will ensure that all risks which young people encounter are carefully assessed, and the necessary steps taken to minimize and manage them.

All adult leaders will be provided with a copy of this policy and will be requested to indicate their commitment to it by completing a signed copy which will be kept in MAY’s records.

Who to contact: Chairperson of Management Committee OR Safeguarding and Welfare Officer          

Recruitment

All volunteers should complete an application form (see appendix 1b) supplying the following information:

• Personal details
• Previous experience
• Competencies and areas of interest
• Names of 2 independent referees
• Any criminal convictions
• Signature and date

All staff and volunteers who are involved in regulated activity MUST complete a Disclosure Form (DBS), either an enhanced or enhanced with a barred check, which will be processed through Action4Youth and the HR Department at Buckinghamshire County Council. Those staff and volunteers who already hold a relevant DBS and have subscribed to the Update Service will have their certificate checked visually and online by the designated Safeguarding Officer for MAY.

All new volunteers will be closely supervised until references have been received and DBS checks completed. After this time lone working is still not advisable for the protection of staff/volunteers and young people.

In accordance with guidance from the Disclosure and Baring Service a record will be kept of the disclosing number, completion date and whether the check is satisfactory.

Code of Conduct

The Management Committee adheres to the following guidelines as to how young people and adults interact with each other.

• Abusive behaviour and language, violence, aggression, bullying or discrimination will not be tolerated. Leaders will respond quickly and effectively to any such reports which if necessary, will result in the offender(s) being suspended from the club
• No alcohol will be consumed during sessions. Leaders will refrain from consuming alcohol prior to assuming responsibility for the young people.
• The appropriate ratios of leaders to young people will be applied:

            1:15 where the element of risk is similar, to that encountered in everyday life

            1:10 for all trips abroad

            1:6 for groups with special needs

• At the end of club meetings, held at the Prestwood Community Centre, the leader in charge must ensure all young people have left the building and with whom. If there is change to this procedure e.g. leaving with another person/s, the parent will be contacted to confirm the arrangement.
• MAY workers undertaking the after-school club at The Misbourne School, must adhere to the school’s safeguarding policy.
• Parents involved in regulated activity to receive an enhanced DBS check
• Consider consequences if anyone behaves inappropriately in accordance with the Code of Conduct

Training Provision

The contents of this policy (and other policies) will be included in the induction process for all members of the Management Committee and volunteer leaders who will be required to attend Safeguarding training when offered at regular intervals by Action4Youth or other appropriate training facility.

The Management Committee will require attendance at these sessions which will help volunteer leaders understand their responsibilities and provide information on identification and appropriate response to child protection issues.

Dealing with Allegations

The following procedures will apply in the identification or suspicion of abuse towards a young person.

Abuse

There are four main types of abuse to which young people can be subjected:

• Physical
• Sexual
• Emotional
• Neglect

If any of these occur, young people often display problems in the following areas:

• Behaviour
• Education
• Mental Health
• Drugs and Alcohol
• Physical Evidence e.g. bruising
• Relationships

A young person may disclose that he/she is being abused; he/she may show signs of abuse; or he/she may speak about third party abuse.

If abuse is suspected:

• Observations, conversations or concerns will be recorded, signed and dated.
• The matter must not be investigated or discussed with anyone other than the Safeguarding Officer or Club Leader.
• The Chairperson of the Management Committee/Club Leader/Safeguarding Officer will assess the information and, within 48 hours, contact Action4Youth and/or the appropriate local statutory services if necessary.
• Action4Youth is always available for advice and guidance.

If abuse is reported/alleged:

• The young person will be listened to and encouraged to speak without interruption, comment or judgment.  
• It will be explained that in terms of the club’s Confidentiality Policy information may need to be shared in certain circumstances.
• A written account of the report or allegation will be made, signed and dated by two people and the information passed to the Safeguarding Officer or Club Leader
• If the matter is regarded as critical it should be referred immediately and directly to the Buckinghamshire First Response Team and details of the referral passed to the Safeguarding Officer/Club Leader as soon as possible

Protecting Leaders

The Management Committee recognises the importance of protecting its leaders from possible allegations of abuse and recommends the following guidelines:

Leaders should not:

• Be alone with young people
• Lock and unlock premises without another adult present
• Transport young people in a car or minibus without another adult being present
• Take young people to their homes
• Make inappropriate contact with young people i.e. develop relationships outside the club setting
• Leave young people unattended
• Leave young people in the presence of adults who have not had relevant DBS checks
• Leave young people in the presence of adults who are not suitably trained
• Leave young people in the presence of adults not known to leaders
• Show favouritism to young people within the club
• Leaders will not give out personal numbers and will not have young people on their personal social networking sites.

Allegations about Leaders

If any allegation is made or suspicions emerge regarding any volunteer leader of the club, these should be reported to the Safeguarding Officer and Club Leader. If an allegation concerns either of these officers, the report should be made to the Club Chairperson

If further action is required, the following procedure will apply during which all information relating to the allegation will remain confidential:

• A detailed factual record of the allegation and action taken will be made
• Information will be passed to the Club Chairperson who will contact Action4Youth
• Consideration will be given to the suspension of the person involved taking account of the risks to other young people and the leader concerned
• If the allegation involves a club member, contact will be made with the young person’s parents to advise them of the process
• Relevant external bodies will be advised such as the Local Authority Designated Officer (LADO).

Photography

Since young people may be photographed while participating in club events and activities, written permission from parents/guardians will be obtained which will also allow photographic material to be used in the public domain.   Photos should not be stored on personal computers and not on hard drives. They are to be stored on disks or memory sticks.

On-Line Youth Cafe Meetings

COVID-19 has opened the potential for Youth Café Meetings to be held on-line. At present the young people are not keen to engage with on-line MAY meetings therefore currently this is not applicable. If the situation changes, MAY will re-visit the policy.

Prevention and Management of Violence

All abuse along with violent acts disrupt a young person’s well-being and may lead to stress, depression, aggression and bullying. This will result in having a negative effect within their youth facility as well as in the broader community.

Examples of violent behaviour include:

• Bullying
• Fighting (e.g., punching, slapping, kicking)
• Weapon use
• Cyberbullying
• Gang violence

The Management Committee and Trustees of Misbourne Area Youth (MAY) are firmly committed to the welfare of all young people who use their facilities. Their aims will be to ‘Prevent, Protect, and Manage’.

This will be encouraged through:

• Maintaining relationships and building up trust by being honest, fair and consistent
• Developing positive body language, for example by aiming to look relaxed, confident, assured, calmly assertive and maintaining eye contact.
• Learning to look for positive behaviour and comment on it.
• Be aware of what can make a conflict situation worse e.g. talking over, or interrupting, the other person., showing disrespect, mood matching.

MAY will aim to ensure that all young people meet in a safe environment with people they can trust. It will ensure that all risks which young people encounter are carefully assessed, and the necessary steps taken to minimize and manage them.

(See Appendix 1a – Procedure to be adopted by leaders in case of abuse.)

Complaints Policy and Procedure

Definition 

A complaint is any expression of dissatisfaction with a service or the organisation or its employees/volunteers that needs a response. 

Policy Statement 

Misbourne Area Youth (MAY) recognises that dealing with complaints is the responsibility of everyone. MAY will pursue actively any complaints received in connection with its youth work e.g. organised activities, youth leaders. They will also make sure that complaints are recorded, monitored and satisfactorily resolved and reported. 

This procedure sets out what will be done to make sure this happens. 

Aims of the Policy/Procedure 

• To enable all Youth Leaders to understand the importance of a speedy and effective response to a complaint. 
• To ensure a consistent approach to all complaints. 
• To help identify recurring problem areas so that improvements can be made. 

Procedure

Stage 1 Resolve at the first point of contact 

All attempts should be made to resolve the complaint immediately by the person who receives the complaint, at this first point of contact. It is envisaged that the majority of complaints will be resolved at this stage. 

If the complainant decides they are not satisfied, or the member of staff is unable to resolve the issue, then the complaint moves to Stage Two. 

Stage 2 Senior Youth Leader

It is envisaged that all complaints should be resolved and dealt with satisfactorily from the viewpoint of the complainant at this stage. The complaint will be reviewed by the senior leader/ Line Manager who will investigate and respond to the complainant within 10 working days. 

Stage 3 Escalated Complaint to the Chairperson

Complaints at this stage are considered to be very serious. The complaint is passed to the Chairman. He/she will investigate the complaint and after gathering all evidence will give an appropriate written response to the complainant within 5 working days. If this is not possible the complainant will be kept updated regularly on progress whilst the complaint is being investigated. 

It is the intention that all complaints will be resolved at this point. 

All complaints are logged and recorded by the person who receives the complaint. This will show the following:

• Date and time of complaint
• Name of person completing the record
• Short description of complaint
• Action taken
• Outcomes

Outcomes are recorded when the complaint has been resolved to the satisfaction of the complainant

Complaints can be received by:

• Letter
• Email
• Telephone
• Face to face

This recording is vital in order to make sure that the person is not repeatedly asked for information again, should the complaint be escalated.

Responsibility 

The Trustees and Management committee are responsible for the development and monitoring of this policy and making sure all those involved in MAY youth sessions know and understand their responsibilities.

APPENDIX 1 (a)

PROCEDURE TO BE ADOPTED BY LEADERS IN CASES OF ABUSE

ALLEGED ABUSE                                                                                          

                  Contact details

                  Chairperson of Management Committee                                                  

                  MAY Safeguarding  and Welfare Officer                                                  

                  BBCEO Action4Youth                                                0845 600 9731

                  BCC Safeguarding Dept.                                           01296 382070

                  MKC Safeguarding Dept.           01908 253169 or 01908 253170

 ACTUAL ABUSE

 (adopted at Management Committee Meeting on 14th December 2019)

(Top of Page)

Return to Policies