SAFEGUARDING CHILDREN POLICY
FOR ENGINEERING MINDS
Introduction
ENGINEERING MINDS (the Company) is a company run for the following purpose:
Provides extra-curricular tutoring for primary school children aged between 4 - 15 years.
The Company is based at:
Kemp House
160 City Road
London
EC1V 2NX
Company Number: 11302357
This policy is informed by and complies with Keeping Children Safe in Education (KCSIE 2024) and Working Together to Safeguard Children (2018).
The Company has adopted this safeguarding children policy and expects every adult working or helping at Company to support it and comply with it. Consequently this policy shall apply to all staff, managers, trustees, directors, volunteers, students or anyone working on behalf of the Company.
Purpose of the Policy
This policy is intended to protect children who receive any service from us, including those who are the children of adults who may receive services from us. Under this policy, the term children shall mean any person who is under eighteen years of age.
The Company believes that no child or young person should experience abuse or harm and is committed to the protection of children and young people. This policy is intended to provide guidance and overarching principles to those who represent us as volunteers or staff, to guide our approach to child protection and safeguarding.
The Risks to Children
Children can be vulnerable to different forms of abuse and harm. It is important to recognise that abuse and harm of children can cover a wide range of circumstances and behaviours. For example, children can be at risk of:
- physical or emotional abuse
- neglect
- sexual abuse
- female genital mutilation (FGM)
- grooming and exploitation
- trafficking and modern slavery
- exposure to or infliction of domestic abuse
- bullying or cyber bullying
- exposure to other inappropriate content or behaviour, such as violence or criminal behaviour
- self-harm
- physical harm when engaging with activities without adequate supervision
The causal factors of any such harm and/or abuse can also be wide-ranging. For example, children can be placed at risk by family members or by members of the community.
We are committed to preventing children from being drawn into radicalisation or extremist ideologies. Staff are trained to recognise concerning behaviour and understand how to report it through the Safeguarding Officer if necessary.
The Company recognises that children with special educational needs and disabilities (SEND) may be at increased risk of abuse and may face additional barriers when seeking help. Our staff receive training and are expected to take extra care to support these children, in partnership with families and schools.
Safeguarding Principles
Safeguarding children from harm and abuse is an essential responsibility for our Company. We are committed to ensuring that any child who comes into contact with our services is properly safeguarded. Every person under this policy must ensure that they play an active role in ensuring that children are properly safeguarded.
Every person under this policy holds responsibility for:
- remaining alert and aware of possible safeguarding risks to children
- guarding children against harmful environments with appropriate actions (for example, adequate supervision or ensuring safe environments)
- taking positive steps to maintain the safety and wellbeing of children engaging with us as a Company
- reporting concerns expeditiously and appropriately, in line with child protection procedures
- understanding the duty to report specific concerns (and understanding how this interplays with confidentiality)
- challenging any inappropriate or harmful behaviour of any other adult and reporting this accordingly
- acting appropriately in the presence of children
- not taking any inappropriate risks
- not smoking, drinking or taking any form of illicit substances in the presence of children
Safeguarding Officer
Any question, report or concern in relation to the safeguarding of children should be shared with our Safeguarding Officer:
Name: IRINA JARRETT-THORPE
Email: irina@engineeringminds.org.uk
Telephone: 07786344050
Confidentiality and Data Protection
All personal information we may process relating to children, shall be processed and stored in accordance with our data protection privacy policy which can be located on our website.
Responding to a Safeguarding Concern
Where a child is at immediate risk of serious harm, any adult present should call 999. Thereafter, the Safeguarding Officer should be contacted as soon as is reasonably practicable.
Where there is a safeguarding concern but no immediate risk of serious harm, the adult who has heard or witnessed this concern should consult with the Safeguarding Officer as soon as practicable and by no later than the end of that same day.
Where any child makes a disclosure relating to harm or abuse to an adult, it is important to:
- listen calmly and carefully, showing that their their views are taken seriously - provide an appropriate and honest level of reassurance
- avoid interrogating children and asking probing, intrusive and/or leading questions
- avoid making false promises regarding secrets and confidentiality with the child (because any concern of abuse/harm must be shared with the Safeguarding Officer and any subsequent safeguarding referral)
- make a confidential written record of the discussion either during the discussion or immediately afterwards. The record should include the key details of the disclosure together with any relevant times, dates, places and people concerned. Audio and video recordings of children making disclosures should be avoided
- refer all relevant information to the Safeguarding Officer as soon as practicable afterwards, and by no later than the end of the day
Upon receipt of any safeguarding concern, the Safeguarding Officer shall consult with any other relevant persons and will make any appropriate referrals to the relevant authorities, such as the applicable Local Authority Children's Services department.
Reporting concerns about other adults within the Company
Where any person has a concern regarding the conduct of an adult connected to the Company, which poses or may pose a safeguarding risk to children such as:
- harming a child either physically or emotionally
- exposing a child to behaviour which may cause physical or emotional harm
- engaging in criminal activity concerning a child
This must be raised in the first instance with the Safeguarding Officer (or where this is not appropriate, a different senior member of the organisation) so that the next appropriate steps may be agreed and actioned. We recognise that there could be circumstances where a person may need to report a matter that has taken place in a setting outside of the person's engagement with the Company.
Usually, any appropriate steps following a safeguarding referral in respect of an individual connected to the Company will include either:
- further initial enquiries
- escalation to the applicable Safeguarding Officers within the partnering schools, or the Local Authority Children's Services department for assessment and/or the police for investigation.
- instigation of any appropriate disciplinary, formal investigation processes and suspension of any person concerned within the Company
- a referral to the Disclosure and Barring Service, or any other relevant regulatory bodies
Any person within the Company who has allegations made against them shall be informed properly in a formal meeting of the particulars of the allegations and the relevant next steps which shall be taken. Such a meeting should ordinarily be held by the Safeguarding Officer. On certain occasions, such a meeting may not be convened until this has been approved by any authorities involved (such as the police or the relevant Local Authority).
Any person from within the Company who has allegations made against them shall be treated fairly. All enquiries, investigations and decisions taken shall be just and fair, with the safety of any child concerned at the heart of the process.
Any person from within the Company who makes an allegation against another person from within the Company shall be listened to, taken seriously and shall be treated fairly and justly throughout the process of enquiries, investigations and decision making.
Disclosure and Barring Service (DBS) Checks and Reporting
DBS checks under the appropriate legislation should be undertaken wherever required. The groups of people we will usually undertake DBS checks in relation to are:
all employees who undertake activities with children, all service volunteers, all administrative staff
Wherever we deem it is necessary and appropriate to remove any individual from a position of work in an activity which is regulated under the relevant legislation, we shall also be obliged to make a referral to the Disclosure and Barring Service.
Safeguarding Children at Events and Activities
Responsibilities and planning
Typically, we may arrange the following types of events and/or activities which could involve children:
after-school clubs, school holiday clubs, workshops held in schools, birthday parties
The Safeguarding Officer shall hold ultimate responsibility for the safety and appropriateness of the event. They may however appoint a delegate for some responsibilities for the purpose of a specific event.
Although the Safeguarding Officer and any appointed delegates will hold ultimate responsibility for overseeing the safety for events and activities, all individuals under this policy must also play an active role in ensuring the safety of children at all times.
Appropriate background checking shall be undertaken for any adult engaged by us in connection with an event or activity involving children, wherever this is required by law (see the relevant section above).
For certain types of events or activities, we may issue an additional code of conduct, policy, or some specific other requirements which are specific to that occasion. Any such additional documentation will be made available to all those concerned (staff members, parents, guardians etc.) in advance. They should be read carefully and adhered to.
Venues
Any events or activities held by us will typically take place at:
different primary and secondary schools across England, public libraries and community spaces
We have carried out a health and safety risk assessment of this location in reference to its safety and suitability for children. Where any events or activities are held at any other location we shall also carry out a risk assessment.
The fire safety procedure at this location can be found on our website and on request from the designated Safeguarding Officer.
Accidents and Incident Reporting
The accident reporting procedure and all the associated paperwork can be found on Engineering Minds’ website. Any accident or injury concerning a child should be brought to the attention of the nearest first aider and should thereafter be formally reported to the Safeguarding Officer.
Consent forms
We shall always obtain written consent from a parent or guardian for any event which takes place with children in attendance without their responsible parent or guardian present. Consent will be obtained in written format via electronic documents signed by parents prior to the events.
Consent forms will include emergency contact details and will set out any specific safety needs/requirements for children.
All consent forms will be kept secure and shall be stored in accordance with our data protection privacy policy.
Supervision
For most activities and events, our procedure for supervision of children is as follows:
For afterschool classes held in infant schools, for children aged 4-6, there will be two members of staff for every 15 children.
For afterschool classes held in primary schools, for children aged 6-11, there will be one member of staff for every 15 children.
For afterschool classes held in libraries or other public places, for children aged 6-11, there will be 2 members of staff for every 15 children.
For school holiday clubs for children aged 6-11 there will be two members of staff for every 15 children.
Where we hold any events or activities whereby a child attends alongside their parent or guardian, parents and guardians should ensure that children are properly supervised.
Administration of Medicines
Medication is only administered to pupils when the parental consent form has been completed. The medicine will be administered by one nominated member of staff for each pupil and appropriate records kept. Medicines are only administered during school holiday club time when they have been prescribed by a child’s GP or other relevant medical professional.
The Company will not administer non-prescription medicine.
Medicines are kept either in the medical fridge in the school’s staff kitchen or a locked drawer in the school office.
The only exceptions to this are asthma medication and ‘EpiPen’ (following discussion with parents) which may be kept in appropriate locations, out of the reach of other pupils, as appropriate.
The doses administered during the school holidays days are to be kept to the minimum, e. g. a course of antibiotics requiring four doses a day - only one dose (lunchtime) will normally need to be administered by the Company.
Asbestos
We operate only in areas that are free of asbestos.
Control of Hazardous Substances
The company will not use hazardous substances
Display Screen Equipment
For members of staff with ‘desk-based jobs’ the Local Authority’s procedure for carrying out workstation self assessments on an annual basis will be followed.
For members of staff provided with portable devices (e.g. laptops, tablets) staff will be issued with the current Royal Borough of Greenwich Council guidance on their use.
Educational Visits
All off site trips will be subject to risk assessment.
Electrical Testing
All items of portable electrical equipment used by the Company are inspected and checked annually.
Employee Health and Wellbeing
The staff are made aware during their induction process of the school’s wellbeing provision. All staff will be made aware of the policies covering staff wellbeing.
Fire Safety & Evacuation of the Building
All the spaces where the Company held classes for children will have fire exits displaying appropriate signage.
Plans showing exit routes are displayed by the door of each space. The Company’s tutors will be inducted in the Fire Safety procedures where the classes take place.
First Aid Provision
The Company has carried out a first aid risk assessment to ascertain the required number of first aiders and the location / number of first aid kits.
All our tutors have a Paediatric First Aid certificate
At least one appropriately trained first aider is present at all times during your sessions.
Each class will be provided with Portable first aid kits, as well as all our educational visits.
If the risk assessment dictates that it is necessary, a qualified first aider will be present on the trips.
Lifts & Hoists
All hoists for disabled pupils are inspected by a competent engineer on a six monthly basis. Lifting equipment is inspected on an annual basis.
Manual Handling
Pupils and staff must only lift equipment and furniture within their own individual capability. Manual handling training will be provided for appropriate members of staff including, if necessary, how to lift pupils safely.
Playground Equipment
Playground equipment and its use is supervised during all breaks during the school holiday clubs.
If the equipment is used during lesson time supervision is again maintained. A decision is made, recorded and enforced if inclement weather (damp / icy) means that equipment becomes unsafe to use on a particular day.
Playground Supervision during School Holiday Clubs
Appropriate levels of supervision will be maintained in playgrounds as described in the playground risk assessment.
Pregnant Members of Staff
The Company HR procedures for pregnant members of staff will be followed, including carrying out a ‘Pregnancy Risk Assessment’.
Risk Assessment
The Company maintains a comprehensive set of risk assessments that cover curriculum based activities, school holidays visits and the use of the venues in school building, libraries and community spaces.
They are all available on the Company’s central server for staff to inspect and refer to as necessary.
The management team will take steps to ensure that appropriate staff are aware of the risk assessments appropriate to their role and will monitor compliance with control measures specified in the risk assessments.
All risk assessments are reviewed on an annual basis (except risk assessments for school trips which should be reviewed each time the trip takes place).
Slips Trips and Falls on the Level
The potential for slips trips and falls during our classes has been risk assessed and appropriate controls have been put in place.
This includes working procedures for avoiding bags and jackets left by children on the floor, drying any spillage on the floors, absorbent floor mats near entrances and regular hazard spotting inspections.
Stress at Work
Proactive - the Company’s template for Stress Risk Assessment is used in order to identify how levels of stress (caused by work) amongst staff can be reduced. Reactive – individuals who are identified to be suffering from excessive levels of stress (caused by work or personal issues) are supported in accordance with the school’s welfare policies and, if necessary, by accessing the Employee Health and Wellbeing Service.
Managing Behaviour of Children Generally
Whenever any adult engaged by us is faced with challenging or inappropriate behaviour from a child or with conflict between children, they must:
- treat each child fairly and equally
- approach the situation in a calm and neutral manner
- only ever use physical restraint/intervention in order to protect the immediate safety of a person, for example to prevent an injury or harm either to the child or others
- wherever it is justified to physically restrain a child or to physically intervene, the amount of force used should be kept to the absolute minimum taking into account the risk posed
- make a written record of the incident and ensure this is reported appropriately to the Safeguarding Officer
Further details regarding our procedures for managing behaviour can be located in our behaviour policy: upon request from any staff member
Managing Risks Posed by Other Children
It is important for all adults engaged by us to recognise that children can face harm from their peers. This can commonly take the form of bullying. Bullying can be defined as any behaviour which is:
- repeated; and
- has the intention of hurting somebody either physically or emotionally.
Bullying can sometimes be motivated by prejudices based on certain groups, for example gender, race, religion or sexual orientation. Bullying can often include:
- physical harm perpetrated against another child
- name calling and threats
- cyberbullying (threats and abusive comments made via technology)
Any instance of bullying or concern relating to possible bullying between children at any event or activities arranged by us will usually be dealt with by us in the first instance as follows:
All children and any relevant staff shall be spoken to individually to ascertain the facts. Where appropriate, children will receive a first warning and relevant support.
Where any behaviour amounting to bullying continues following this, the following steps will be taken:
The child who is found to be responsible for persistent behaviour which amounts to bullying of another child shall be banned from attending Engineering Minds' classes.
Where a child is found to be persistently engaging in bullying despite support and warnings, Company reserves the right to exclude the child from sessions. This will be done in consultation with parents and the Safeguarding Officer.
All steps in relation to the prevention or management of bullying should be taken in consultation with the Safeguarding Officer.
Photography
On some occasions, we may take photographs featuring children. We recognise that photography of children carries risks, such as:
- the potential for images to be re-used, shared or adapted in a damaging or inappropriate manner
- the general risk of sharing images and the impact this could have on child's public image as they grow older
In view of these risks, we will:
- always ask for written permission from a child and their parent/guardian written permission before taking and sharing any image of them
- always ensure that a child and their parent/guardian are properly informed how an image will be used and shared
- always ensure that a child's identity is protected as far as is possible within any published material
- ask that parents, guardians, children and any other person connected to them who may wish to share any of our published images which features other children to refrain from doing so unless they have the permission of the other children and their parent/guardian
- always store photos in accordance with our data protection policy.
We ask that any members of the public attending our premises, events or activities do not take photographs.
Other Policies
We have referred within this document to the following other important policies which should be read in conjunction with this policy:
- Our data protection policy
- Our first aid policy
- Our behaviour policy
This policy should also be read in conjunction with:
Health and Safety Policy (available on our website) and the Employee Background Check (available in the staff handbook)
Legal Framework
This policy has been drawn up in accordance with all relevant and applicable legislation and guidance available to the Company in the jurisdictions it operates within.
This Policy is approved and robustly endorsed by ENGINEERING MINDS and is due for review every EVERY YEAR.
Signed: IRINA JARRETT-THORPE (Safeguarding Officer) Date issued: 1st September 2021
Date reviewed: 7th July 2025
Next review due: 1st July 2026