Society Policies

The Leeds Gilbert and Sullivan Society is an amateur operatic society and recognises is  duty of care under law.

The society recognizes that abuse can take many forms, whether it be physical abuse,  emotional abuse, sexual abuse or neglect. The society is committed to practice which  protects children and vulnerable adults from harm.  All members of the society accept  and recognize their responsibilities to develop awareness of the issues which cause  children and vulnerable adults harm.

• The welfare of the child and vulnerable adult is paramount.
• All children and vulnerable adults whatever their age, culture, disability, gender,  language, racial origin, religious beliefs and/or sexual identity have the right to  protection from abuse. 
• All suspicions and allegations of abuse should be taken seriously and responded to  swiftly and appropriately.
• All members and employees of the society should be clear on how to respond  appropriately. 

• All children and vulnerable adults will be treated equally and with respect and dignity.
• The duty of care to children and vulnerable adults will always be put first.
• A balanced relationship based on mutual trust will be built which empowers  children and vulnerable adults to share in the decision-making process.
• Enthusiastic and constructive feedback will be given rather than negative criticism. • Bullying will not be accepted or condoned.
• All adult members of the society provide a positive role model for dealing with other  people.
• Action will be taken to stop any inappropriate verbal or physical behaviour.
• It will keep up-to-date with health & safety legislation.
• It will keep informed of changes in legislation and policies for the protection of  children. 
• It will undertake relevant development and training.
• It will hold a register of every child involved with the society and will retain a contact  name and number close at hand in case of emergencies. 

The society has child and vulnerable adult safeguarding procedures which accompany this  policy. This policy should also be read in conjunction with the society’s Health & Safety  Policy. 

Definition of Child:

A child is defined as anyone up to the age of 18 years. The specific regulations relating to  children in theatrical performances apply up to the age of 16. 

Definition of Vulnerable Adult:

Any adult aged 18 or over who, by reason of mental or other disability, age, illness or other  situation is permanently or for the time being unable to take care of her or himself, or to  protect her or himself from significant harm or exploitation. 

The society has a dedicated Safeguarding Officer, who is in charge of ensuring that  the safeguarding policy and procedures are adhered to. That person’s name is: Heather Pennwood 

At the outset of any production involving children and/or vulnerable adults the society  will:

• Undertake a risk assessment and monitor risk throughout the production process.
• Identify at the outset the person with designated responsibility for safeguarding.
• Engage in effective recruitment of chaperones for and other individuals with  responsibility for children and/or vulnerable adults. 
• Ensure that children and/or vulnerable adults are supervised at all times. 
• Know how to get in touch with the local authority social services, in case it  needs to report a concern. 

• The society believes it to be important that there is a partnership between  parents/carers and the society. Parents/carers are encouraged to be involved in  the activities of the society and to share responsibility for the care of children and/or vulnerable adults. A copy the society’s Safeguarding Policy and  procedures will be made available to all parents/carers.
• All parents/carers have the responsibility to collect (or arrange collection of) their  children after rehearsals or performances. It is NOT the responsibility of the  society to take children/vulnerable adults home. 

• The society will attempt to ensure that no adult has unsupervised contact with  children/vulnerable adults. • If possible there will always be two adults in the room when working with  children/vulnerable adults.
• If unsupervised contact is unavoidable, steps will be taken to minimize risk. For  example, work will be carried out in a public area, or in a designated room with  a door open. 

• All adults will maintain a safe and appropriate distance from children/vulnerable  adults.
• Adults will only touch children/vulnerable adults when it is absolutely necessary  in relation to the particular activity.
• Adults will seek the consent of the child/vulnerable adult prior to any physical  contact and the purpose of the contact shall be made clear. 

• The society has a policy and procedures for the taking, using and storage of  photographs or images. (see GDPR policy).
• Permission will be sought from the parents/carers for use of photographic  material featuring children/vulnerable adults for promotional or other purposes.
• The society’s web-based materials and activities will be carefully monitored for  inappropriate use.
• The society will ensure confidentiality in order to protect the rights of its  members, including the safe handling, storage and disposal of any sensitive  information such as criminal record disclosures. (see GDPR policy) 

SUSPICION

• If you see or suspect abuse of a child/vulnerable adult while in the care of the  society, please make this known to the person with responsibility for  safeguarding. If you suspect that the person with responsibility for safeguarding is the source of the problem, you should make your concerns known to the  Chair or other Committee member if necessary.
• Please make a note for your own records of what you witnessed as well as your  response, in case there is follow-up in which you are involved. 
• If a serious allegation is made against any member of the society, chaperone,  paid professionals or venue staff etc, that individual will be suspended  immediately until the investigation is concluded. The individual will be excluded  from the theatre, rehearsal rooms etc. and will not have any unsupervised  contact with any other children in the production. 

DISCLOSURE

If a child/vulnerable adult confides in you that abuse has taken place: 

• Remain calm and in control but do not delay taking action.
• Listen carefully to what has been said. Allow the child/vulnerable adult to tell  you at their own pace and ask questions only for clarification. Don’t ask  questions that suggest a particular answer.
• Don’t promise to keep it a secret. 
• Use the first opportunity you have to share the information with the person  with responsibility for safeguarding. Make it clear to the child that you will  need to share this information with others. Make it clear that you will only tell  the people who need to know and who should be able to help.
• Reassure the child/vulnerable adult that ‘they did the right thing’ in telling  someone. • Tell the child/vulnerable adult what you are going to do next.
• Speak immediately to the person with responsibility for safeguarding. It is  that person’s responsibility to liaise with the relevant authorities, usually  social services or the police.  
• As soon as possible after the disclosing conversation, make a note of  what was said, using the child’s/vulnerable adult’s own words. Note the  date, time, any names that were involved or mentioned, and who you gave  the information to. Make sure you sign and date your record and inform  the Safeguarding Officer as soon as possible. 

• In all situations, including those in which the cause of concern arises from a  disclosure made in confidence, the details of an allegation or reported  incident will be recorded. 
• An accurate note shall be made of the date and time of the incident or  disclosure, the parties involved, what was said or done and by whom, any  action taken to investigate the matter, any further action taken e.g.  suspension of an individual, where relevant the reasons why the matter was  not referred to a statutory agency, and the name of the persons reporting  and to whom it was reported. 
• The record will be stored securely and shared only with those who need to  know about the incident or allegation. 

• If a complaint is made against a member of the society, he or she will be  made aware of his or her rights under the society’s disciplinary  procedures.
• No matter how you may feel about the accusation, both the alleged abuser  and the child/vulnerable adult who is thought to have been abused have the  right to confidentiality under the Data Protection Act 1998. Remember also  that any possible criminal investigation could be compromised through  inappropriate information being released.
• In criminal law the Crown, or other prosecuting authority, has to prove guilt  and the defendant is presumed innocent until proven guilty. 

• To avoid accidents, chaperones and children/vulnerable adults will be  advised of “house rules” regarding health and safety and will be notified  of areas that are out of bounds. Children/vulnerable adults will be advised  of the clothing and footwear appropriate to the work that will be  undertaken.
• If a child/vulnerable adult is injured while in the care of the society, a  designated first-aider will administer first aid and the injury will be  recorded in the society’s accident book. This record will be countersigned  by the person with responsibility for safeguarding.
• If a child/vulnerable adult joins the production with an obvious physical  injury a record of this will be made in the accident book. This record will  be countersigned by the person with responsibility for safeguarding. This record can be useful if a formal allegation is made later and will also be a  record that the child did not sustain the injury while participating in the  production. 

• If the society believes it is in its best interests to obtain criminal record  disclosures for chaperones or other personnel, it will inform the individual  of the necessary procedures and the level of disclosure required. A  Standard disclosure will apply for anyone with supervised access to  children/vulnerable adults. An Enhanced disclosure will be required for  anyone with unsupervised access.
• The society will have a written code of practice for the handling of  disclosure information. (see GDPR policy).
• The society will ensure that information contained in the disclosure is not  misused. 

• If necessary, chaperones will be appointed by the society for the care of  children during the production process. By law the chaperone is acting in  loco parentis and should exercise the care which a good parent /carer  might be reasonably expected to give to a child. The maximum number of  children in the chaperone’s care shall not exceed 12.
• Potential chaperones should be members of the society or  parents/guardians/carers of child members.
• Chaperones will be made aware of the society’s Safeguarding Policy and  Procedures.
• Chaperones will not usually have unsupervised access to children in their  care. 
• Where chaperones are not satisfied with the conditions for the children,  they should bring this to the attention of the safeguarding officer. If  changes cannot be made satisfactorily, the chaperone should consider  not allowing the child to continue.
• If a chaperone considers that a child is unwell or too tired to continue, the  chaperone must inform the producer and if necessary the safeguarding  officer.
• Under the Dangerous Performances Act, no child of compulsory school  age is permitted to do anything which may endanger life or limb. This  could include working on wires or heavy lifting. Chaperones should tell  the producer to cease using children in this way and should contact the  local authority.
• During performances, chaperones will be responsible for meeting children  at the stage door and signing them into the building.
• Children will be kept together at all times except when using separate  dressing rooms.
• Chaperones will be aware of where the children are at all times.
• Children are not to leave the theatre unsupervised by chaperones unless  in the company of their parents.
• Children will be adequately supervised while going to and from the toilets. • Children will not be allowed to enter the adult dressing rooms.
• Chaperones should be aware of the safety arrangements and first aid  procedures in the venue, and will ensure that children in their care do not  place themselves and others in danger.
• Chaperones should ensure that any accidents are reported to and  recorded by the society.
• Chaperones should examine accident books each day. If an accident has  occurred, the producer is not allowed to use that child until a medically  qualified opinion has been obtained (not just the word of the parent or  child).
• Chaperones should have written arrangements for children after  performances. If someone different is to collect the child, a telephone call  should be made to the parent to confirm the arrangements.
• Children should be signed out when leaving and a record made of the  person collecting.
• If a parent has not collected the child, it is the duty of the chaperone to  stay with that child or make arrangements to take them home.