Safeguarding policy
Please note that, though this document is made available to schools and clients, it is primarily a working, internal document and may contain occasional typing errors and spelling mistakes.
Our Designated Safeguarding and Welfare LEAD (DSL) is Craig Geddes, Company Director.
To contact us in an emergency, please dial 0330 377 1892 and press 2 to talk to the duty manager
As always, safeguarding policies serve a dual role of protecting vulnerable people as well as protecting leaders and other adults from misunderstandings. As The Outdoors People primarily operate on school grounds, school staff have ultimate responsibility for child welfare but we retain a professional and personal duty of care. Safeguarding is everyone’s responsibility.
Camp Staff: please click here to jump to our Safeguarding Steps
Policy
The Outdoors People follow industry best practice when recruiting, training, and background checking our team.
Letters of assurance
Our organisation wide letter of assurance – certifying that we have followed this policy for staff who work with children and vulnerable groups – can be viewed here or downloaded here.
Recruitment
All new instructors undergo a formal recruitment process that assesses their suitability for working in educational settings.
Safeguarding checks – sometimes referred to as “Safer Recruiting” – should not be considered a reliable method of ensuring any company does not employ an abuser. However, their presence reduces the likelihood of recruiting a known offender, deters those with bad intentions, and helps make potential abusers aware that their role will be monitored and supervised.
Training
All new instructors undergo a selection and training process that covers the safeguarding steps outlined below.
Annual Renewal
All instructors currently working for us are asked to complete a Winter Update form each year. When completing their form, they are required to re-read the safeguarding steps outlined below.
Safer Management
Members of the Management Team routinely monitor team members during their delivery, seeking opportunities to feedback, coach and improve.
All our policies are subject to ongoing review. Our safeguarding policies are high priority documents for this process.
We seek opportunities for further formal and informal training and update of senior staff members from industry safeguarding experts.
DBS
Original DBS’s and photo ID are inspected during selection and training. Overseas checks will be carried out if applicable.
Educational staff must have an Enhanced DBS for Child Workforce. Administration Staff must have a Basic Criminal Record check.
DBS information held by The Outdoors People is checked annually:
Where an employee is on the DBS Update Service, the service is checked to ensure that the data held has not changed.
Where an employee is not on the DBS Update Service, the date of issue for their certificate is checked and a replacement will be sought if the certificate will be more than three years old during the upcoming “season”.
Where an employee is a Company Director, DBS information will be checked by an approved third party. This check is kept on record and can be provided to schools upon request.
Where an employee is related to either the administrator or Safeguarding Officer, DBS information will be checked by an approved third party. This check is kept on record and can be provided to schools upon request.
The Outdoors People share a digital copy of DBS certificates and/or DBS Update information with schools in advance of our camps. We cannot share copies of photo ID, though camp staff are asked to have an original copy with them when working.
References
All staff are asked to provide two safeguarding referees. These referees will be asked if they know of any reason a team member should not be allowed to work with vulnerable groups or individuals.
References can be from academic institutions and recognised voluntary organisations, as well as employers.
While two safeguarding references are requested, one safeguarding and one professional reference can be accepted. This alteration is made for instructors who are new to the education sector.
On occasion a “case-by-case” approach to the suitability of references may be required, particularly where team members have recently joined the workforce, have historically worked for themselves, or where previous employers are not able to disclose detail on references. In these cases, references must be individually checked and approved by the Designated Safeguarding Lead. Additional “character references” may also be sought.
References are by their nature confidential and cannot be shared with outside organisations. See below for our process when a reference includes a disclosure and how our response and safeguarding steps can be shared with external organisations.
Disclosures (DBS or Reference)
Where a DBS or reference returns information of note, The Outdoors People will undertake a risk assessment and decide appropriate steps on a case-by-case basis. A documented individual risk assessment will be created which can be shared with schools upon request. The Rehabilitation of Offenders Act should be considered when completing a risk assessment.
The Outdoors People is committed to supporting individuals in reentering or remaining in the workforce following an offence and to avoiding discrimination. Under most circumstances, it is expected that no further action will be required following a risk assessment, unless the disclosed information relates directly to suitability for work with children or vulnerable adults.
Teacher Services Checks
Access to Teacher Services for checking the qualifications, induction status, and prohibitions on teaching of teaching staff is restricted to schools, sixth-form and further education (FE) colleges, local authorities and teacher supply agencies. Additionally, the majority of outdoor educators are not qualified or registered as teachers. As such, it is not possible – or useful – for adventure education providers like The Outdoors People to use the Teacher Services for their staff.
Note: some schools understandably have policies that all educational staff should be checked against Teacher Services and are welcome to undertake these checks for our team – though please see below for our Photo ID policies. The majority of outdoor educators are not qualified or registered as teachers and will not be listed on Teacher Services and schools will have to consider how this interacts with their policies. In these cases, it may be appropriate to refer to procedures for none-educational staff who still work with or alongside young people such as groundskeepers, medical staff, behavioural support staff, or catering staff.
Photo ID
Original photo ID is inspected during our Selection and Training process and when processing a DBS application. To comply with GDPR best practice, we delete stored digital copies once they are no longer required.
The individual instructors booked to work on your camp are subject to change as a large part of our team is freelance and we may arrange cover if a member of our team is absent from work. As a result, we cannot make special arrangements for digital copies of ID to be to provided to schools in advance. However, we are happy to confirm in writing that, as-per this policy, we have inspected original ID for all staff who work for us. Our staff are also asked to bring photo ID (such as a passport, driving licence, etc) to every event they work for us.
Staff must wear company issued photo ID badges while working for us.
Right To Work
For staff who are not self-employed and are not UK or Irish citizens, Right To Work checks will be carried out in accordance with the law.
Modern Slavery
The Outdoors People is a small, educational none-profit, with a turnover that is below the standard set by the law for a legally binding Modern Slavery policy. Additionally, we employ predominantly highly trained, self-employed staff and do not usually work through agencies or sub contractors. While all of this means that we are at low risk of inadvertently supporting instances of Modern Slavery, all staff – particularly those involved in recruitment and procurement – should remain aware of our commitments as a none-profit.
Our highest risk purchases are coffee, tea, chocolate and cotton.
Our coffee is produced by a UK based company (Grindsmith) with strong policies and stances on Modern Slavery, though is distributed by a company with a poor record (Nestlé).
Our tea is produced by a UK based company (Yorkshire Tea) who are signed up to international transparency campaigns and have a current modern slavery policy that details annual improvements.
We purchase Fair Trade hot chocolate powder.
Our cottonwool supplier (Vernacare) are independently audited in compliance with the international Ethical Trading Initiative (ETI) Base Code.
Concerns about modern slavery within our supply chain should be brought immediately to the attention of our Safeguarding Officer and/or Company Directors for investigation. We will maintain a zero tolerance approach and switch suppliers as soon as an appropriate substitute is identified. The existing supplier will also be contacted in most instances to incentivise them in reviewing their own policies.
“Off-The-Clock” Behaviour
The Outdoors People expressly support the rights of team members, suppliers, and other parties to engage in legal behaviour that doesn’t otherwise violate our safeguarding, inclusion, or employment policies. Amongst other things, this includes expressly supporting:
Individuals who publicly expresses their political, personal or religious opinions – where those opinions are not put forward as the views of The Outdoors People and do not reflect on their suitability to work with children and vulnerable adults. Examples of opinions that would not be included under this policy might include endorsement of violence, discriminatory statements or behaviour, advocacy for discrimination, or support for groups or individuals who advocate for any of the above.
The Outdoors People work with diverse young people and deliver recognised diversity and inclusion training. It is a reasonable operational requirement that our team members should not be publicly undermining that work, taking actions that indicate they do not support the work they are being paid to undertake, or taking actions that indicate that they might not treat all our pupils equally and with dignity.
Individuals who create consensual and legal sexual imagery, videos, or other material that was intended for the consumption of other adults – regardless of whether that material was shared with or without consent.
This policy, plus the high risk of mistaken identity and potential invasion of privacy, means that The Outdoors People does not generally conduct online searches as part of our Safer Recruitment procedure.
Organisation Specific Documentation
We fully understand that a small number of schools and organisations request written assurances that safeguarding checks have been completed for each individual member of our team. As we work with more than 80 schools per year and – where it is required – such paperwork isn’t standardised between organisations, we’re afraid The Outdoors People will not be able to complete this paperwork for you.
In addition to this publicly available safeguarding policy, we’re of course happy to offer a written assurance that all safeguarding checks and training has taken place for the staff who will be visiting you. Schools always have the permission of us and our team to use the DBS information we provide to complete any further safeguarding checks they deem necessary.
Duties of the Safeguarding and Welfare Officer
Maintaining and updating safeguarding policies.
Maintaining a current knowledge of safeguarding best practice as it applies to The Outdoors People.
Ensuring all staff are trained in all applicable safeguarding policies.
Ensuring up-to-date DBS records are available for team members working with children or vulnerable adults.
Acting as the designated contact for staff and third parties who wish to report a concern.
Recording, and acting upon any reported concerns.
Following up on reported concerns with relevant bodies.
Acting as the designated contact for relevant bodies to seek further information or to report back.
Ensuring that they have delegated their duties to a suitably trained and experience member of staff during periods where they will not be available to complete them.
Securely storing records of any concerns the outcomes of any investigations whether internal or external.
Redacting stored records and investigation outcomes which are more than 5 years old.
Safeguarding Steps
Our Designated Safeguarding and Welfare LEAD (DSL) is Craig Geddes, Company Director.
To contact us in an emergency, please dial 0330 377 1892 and press 2 to talk to the duty manager
As always, safeguarding policies serve a dual role of protecting vulnerable people as well as protecting leaders and other adults from misunderstandings. As The Outdoors People primarily operate on school grounds, school staff have ultimate responsibility for child welfare but we retain a professional and personal duty of care. Safeguarding is everyone’s responsibility.
It is not the responsibility of The Outdoors People or our staff to decide whether child abuse is occurring but it is our responsibility to act upon any concerns. If you become aware of anything which causes you to feel uncomfortable, you should speak to our Safeguarding Officer or another member of the Management Team. If you feel there is an immediate threat of harm, dial 999 if required.
DBS
Please bring your original DBS to every event you work for us.
When completing your New Staff Information form or your annual Winter Update form, you will be asked for permission for The Outdoors People to share a digital copy of your DBS certificate and/or DBS Update information with schools in advance of our camps.
We encourage all staff to use the DBS Update Service as this is more secure, more accurate, and lower cost for you and us.
We will complete a risk assessment regarding any disclosures on your DBS. Under most circumstances, it is expected that no further action will be required unless the disclosed information relates directly to suitability for work with children or vulnerable adults.
Anyone on our freelance list, regardless of how much they work for us, is welcome to request a new check through us by dropping Craig an email. The fee is £50-£55 and we pay part of that on a sliding scale based on how many contracts you are working with us over the next 12 months. The Outdoors People will pay the upfront cost and you will be asked to make a deduction from your next invoice. Please visit the Staff Portal for more information.
If you suspect a new DBS may include a disclosure, we advise you to talk to us about this prior to completing your application.
ID
Please bring “official” photo ID (passport, driving licence, etc) to every event you work for us.
You must wear your individual photo ID lanyard at all times. To reduce the chances of your lanyard getting too close to campfires and stoves, it must be worn around your waist and not your neck! Many schools issue visitor passes or sticky labels, these can be attached to your staff lanyard.
We do not store copies of your official ID for longer than necessary and do not share copies with schools.
Signs of Abuse and Neglect
Below are some of the characteristics which may be evidence of abuse or neglect. These are by no means exhaustive and are only indicators of potential abuse. In addition, many of them are things that would not generally be apparent over the duration of one of our camps.
Unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated on a part of the body not normally prone to injury.
An injury of which the explanation seems inconsistent.
Someone describes what appears to be an abusive act involving them.
“Acting out” abusive situations with peers or others.
Unexplained behaviour changes e.g. becoming very quiet, withdrawn, or displaying
sudden outbursts of temper.Unusually poor self esteem.
High anxiety.
Inappropriate sexual awareness.
Distrustful of adults, particularly those with whom a close relationship would
normally be expected.Difficulty making friends.
A child being prevented from socialising with other children.
Displaying variation in eating patterns including overeating or loss of appetite.
Becoming increasingly unkempt or dirty.
Self harm or risky behaviour.
Parents or guardians appear uninterested in concerns raised about the child’s wellbeing or injuries.
The presence of any of these indicators is not proof of abuse but are a cause for concern and must be reported.
“Bullying” Between Participants
A lot of behaviour that may be “hand waved” away by adults, actually constitutes abuse or assault. This is known to be highly damaging to young people and their families and can leave longterm effects or result in self harm. Bullying includes physical violence, verbal abuse (including discrimination), and emotional abuse such as persistent negative feedback or mocking. Other behaviours may also constitute bullying such as spreading rumours or excluding individuals or groups.
Emotional and verbal abuse are more common than physical violence and harder to define or prove. While younger children can be prone to violent outbursts, this would not usually be part of a pattern of bullying behaviour.
While such behaviour should be approached in an age appropriate manner and treated with appropriate sensitivity, we ask that staff never ignore it. The Management Team is always available to provide support if you are not sure how to handle particular behaviours and will fully endorse and support you in interrupting or stopping a session should you feel it is necessary.
A course of action you may feel appropriate would be talking with the bullies and trying to get them to understand the consequences of their behaviour and empathise with their victims. Emphasise that you don’t have to “like” everyone but treating people badly rarely has positive effects for you or them. Seeking an apology to the victims may also be appropriate. These actions may not permanently resolve a situation or pattern of behaviour but are an important step in a longer journey.
Sexual Contact Between Participants
With primary school age children, sexual contact beyond consensual hand holding or hugs may be a cause for concern. Such concerns should be brought to the attention of the Management Team who will initiate follow up discussions with school staff.
With older minors, consensual expressions of normal and age appropriate affection or sexual attraction (hand holding, hugs, cuddling, kissing, etc.) should not be treated as problematic unless it is interfering with our ability to deliver our camps. Any concerns that contact may not be consensual, or may not be age appropriate should be sensitively addressed at the time or brought to the attention of the Management Team.
Sexual Contact Between Adults
Consensual and healthy expressions of affection and sexual attraction (hand holding, hugs, cuddling, kissing, etc.) should not be treated as problematic unless it is interfering with our ability to deliver our camps. While working on our camps, please keep sexual contact to things suitable for a “public” environment even if you are in a “private” space such as your tent.
Striking up a friendship or relationship with your colleagues, other contractors, school staff, or other adults is absolutely ok but please conduct yourself in a manner that is appropriate for someone who is “representing” The Outdoors People. You may wish to inform a Company Director if you intend to pursue a friendship or relationship with a client. For your own protection, it is advisable to have a conversation with the person and make a distinction between both of your professional and personal lives.
Sexual Contact Between Adults and Minors
This is absolutely unacceptable on our camps and is, by definition, not consensual under any circumstances. Difficulties can arise between young people of 16 and 15 (or similar ages) respectively, but such relationships need to be asked to confine themselves to expressions of affection and sexual attraction suitable for public settings.
It is important to note that, where an adult is in a position of responsibility over a minor (such as their teacher, instructor, or volunteer leader), the legal age of consent rises to 18 rather than 16.
Physical Contact with Participants.
Very few of our activities require our staff to touch participants and training in those activities must always include appropriate safeguarding measures. In particular staff must warn participants or ask their permission if contact is likely to take place.
Never be afraid to physically intervene by any means necessary if someone is in danger of injury (i.e. straying too near the fire, etc.). The Outdoors People will back any member of our team who acted in what they felt was the best interests of client safety at the the time, even if that action resulted in injury or distress. If we disagree with your assessment of a situation, then that is grounds for further training rather than disciplinary action.
In extreme circumstances there may be situations where reasonable force must be used, such as in self-defence or in defence of another. Extreme care should be taken to avoid causing unnecessary harm. If you are not trained and certified in restraint, you should not be using any “holds” from martial arts or similar. You must immediately make a record any such incident and report it immediately to our Safeguarding Officer.
One-to-one Situations
You will never be asked to work alone with children or vulnerable adults.
Never enter a one-on-one situation with vulnerable people, if a private conversation must be held with a vulnerable person it must be done in an “open” environment. If you need to enter a tent with young people (most commonly while putting it up or taking it down), ensure that the door is propped or held open and ensure that there are multiple young people or adults present.
If it is essential that a one-to-one situation is entered with a vulnerable person for safety reasons (i.e. transporting a young person to hospital in a vehicle with only one passenger seat), then you should set your phone to record the entire interaction and immediately share the file with a member of the Management Team afterwards. Situations like this must be avoided except under extreme circumstances.
Though unlikely, it is plausible that a team member may need enter a one-to-one situation with a vulnerable person in a time critical emergency (i.e. administering urgent first aid in a tent). All steps possible should be taken to gain assistance in a situation like this – such as shouting for help or using your mobile to contact other staff – but the physical wellbeing of the vulnerable person is obviously the priority.
Post Camp Communication with Minors
No communication post camp is to take place with a minor. If a young person attempts to reach out to you on social media then please politely decline the contact, take a screen shot and send it to craig@theoutdoorspeople.com so that you have a full record to protect you. If their attempt at communication raises a safeguarding concern, please follow the steps for disclosures and reporting below.
Disclosures
On occasion, young people and other vulnerable individuals may voluntarily disclose something which is a cause for concern. As “safe” adults who are not involved in a situation, they may feel we are a good choice for such a disclosure or we may simply overhear a conversation that is taking place amongst peers.
Endeavour to maintain a calm appearance so as not to agitate a situation. A powerful emotional reaction may cause a vulnerable person to stop making a disclosure or make them less likely to talk to trusted adults in future.
If appropriate, provide reassurance that they did the right thing. Calm and comfort them.
Do not make any promises to the vulnerable person.
Remember that you need to be clear that you are not able to keep secrets if someone’s safety is at risk. “No one will find out about this who doesn’t need to know.”
Make written notes as soon as you are able.
Follow the reporting procedure described below.
Reporting Low-Level Concerns
Some concerns may seem minor or easily dismissed. However, it is important that these are still brought to the attention of the Management Team using the reporting mechanism described below. Low-level concerns can be raised verbally, but a written record will be created by The Outdoors People as soon as possible and you may want to keep your own notes. Our record can then be passed to the appropriate school if needed, but will be clearly marked as a low-level concern. Such records can then be kept on file, perhaps only triggering a more serious response if future concerns are raised.
This mechanism can also be used to let us know something you think should be recorded about your own actions, such as accidentally saying something you shouldn’t have in front of children, a wardrobe malfunction, or similar. We are all only human and all make mistakes, so such a record won’t be held against you in anyway and will help protect you should concern be raised by a third party.
If you have raised a concern but wish to remain anonymous as much as possible, please let us know.
Reporting Concerns
It is not the responsibility of The Outdoors People or our staff to decide whether child abuse is occurring but it is our responsibility to act upon any concerns.
If you become aware of anything which causes you to feel uncomfortable, you should:
Speak to our Safeguarding Lead (Craig: 07967383050) or another member of the Management Team, or use the anonymous feedback form that is linked on the Staff Portal.
If you feel a matter needs escalated, or are not happy with our response, you can call the NSPCC to report concerns on 0808 800 5000
If you feel a concern about someone who works with young people needs escalated, have a concern about a our Safeguarding Lead, or are not happy with our response, you can find contact details for regional Local Authority Designated Officers here
If you feel there is an immediate threat of harm, dial 999 if required
All people working with vulnerable groups in a professional capacity are legally required to report any concerns they may have, or disclosures that may have been made to them. This might include concerns about a member of our team, school staff, peer to peer abuse, a vulnerable persons home life, or any other concerns.
Do not make any promises to the vulnerable person
Remember that you need to be clear about not being a position to keep secrets if someones safety is at risk
Endeavour to maintain a calm appearance so as not to agitate a situation
Start creating a written record as soon as possible
Please talk to the first available member of the Management Team and also contact Craig Geddes as soon as possible. Please use whichever means of communication is fastest and most appropriate at the time, though you will also be asked to email your concerns to us so that there is a digital record.
Camp Directors or members of the Management Team should:
If you feel there is an immediate threat of harm, dial 999 if required.
Required: Ensure Craig Geddes (DSL) has been notified at the first available opportunity.
Seek an appropriate opportunity to talk to school safeguarding leads if applicable. If possible, another member of our team should be present during this conversation.
This conversation must happen before we leave the site but can take place after the camp is complete if that is the most appropriate choice.
School safeguarding leads will often have been involved in running the camp and may be planning on going home as soon as they can.
If necessary, raising a safeguarding concern with a school should take priority over the running of camp activities though this can cause it’s own problems in terms of group supervision, health and safety etc.
Required: Complete a written record of concerns raised, who the concerns were raised with, actions taken to date, and actions under discussion. Begin creating this record as soon as you can. This record can be hand written but should be shared with Craig Geddes as a scan/photo at the first available opportunity.
Remember that you are legally obliged to check that appropriate steps are being taken. If you do not feel that we are providing you with enough information, you must follow up on the matter by law.
We WILL follow up on all such reports and contact the relevant safeguarding bodies and also keep you as informed as possible. As always, following every step of these procedures protects both young people and adults.
Company Response
Following a concern being raised and brought to the attention of the Management Team (see above) we will take some or all of the following steps. It may be appropriate to take multiple steps simultaneously:
Required: Collate all written records.
Required: Request that all staff involved complete written records as soon as possible. This is to be allowed to interfere with their other work if required. All team members are to be given the option of dictating their response to a member of the Management Team who will write it up for their approval and signature.
Required: Request that all staff involved remove identifying details from any written records kept on their personal devices once we have both saved and backed-up the records.
Internal investigation if appropriate (i.e. if a concern has been raised about a member of our own team)
As part of an investigation, we may suspend a member of our own team. Suspension is never taken as a disciplinary action and does not indicate that The Outdoors People has already decided on the “guilt” of a team member, but may occur when an investigation needs to take place.
Required: Talk with Designated Safeguarding Leads at the applicable school or other body
Contact the NSPCC 0808 800 5000
If we have concerns about someone who works with children in a professional capacity, we must contact the regional Local Authority Designated Officer. Contact details can be found here.
Contact the police
Inform concerned parties of our actions and/or conclusions if appropriate
Required: make a final written record of all actions taken
When deciding whether something is a low-level concern that may not require further action beyond being recorded and passed to the relevant safeguarding leads, we will refer to the “harm-threshold”. i.e. has an individual:
Behaved in a way that has harmed a child, or may have harmed a child; and/or
Possibly committed a criminal offence against or related to a child; and/or
Behaved towards a child or children in a way that indicates they may pose a risk of harm to children; and/or
Behaved or may have behaved in a way that indicates they may not be suitable to work with children
Disagreeing with our decision
Upon completion of any investigation, you have a right and duty to challenge the conclusions found if you disagree with them and we actively encourage you to do so. You are asked to use our internal channels to do so in the first instance and will face no penalty for following up on your concerns.
Our whistle blowing policy applies if you feel that our response has been insufficient. You can call the NSPCC to report concerns on 0808 800 5000. You can find contact details for regional Local Authority Designated Officers here.
What Happens if you are Accused of an Abusive Action
The Outdoors People will refer to the process outlined in our Complaints and Disciplinary Procedures in investigating an accusation. We recommend that you:
Make notes of all your actions/contacts with the person in question as soon as possible.
Seek access to professional and legal advice, the Citizens Advice service or your union are good starting points.
Ensure that you are no longer working with the person making the allegation.
Accept that your colleagues may not be in a position to discuss the matter with you while an investigation is underway.
Accept that you may be suspended from working with any vulnerable people.
Such events are difficult for all concerned. The Outdoors People will do our best to remain impartial in all matters relating to an accusation but our main concern has to be the vulnerable persons welfare. For an individual, against whom an allegation has been made this will be a difficult time. There are no easy ways to deal with such a situation, it is important that you seek help and support and you may wish to contact a therapist or councillor and reach out to friends and family for support.
For circumstances with particularly far reaching effects, or for accusations brought against a member of the management team, The Outdoors People may bring in expert third parties to conduct any investigations.
