Safeguarding Protocol
This protocol outlines the procedures and responsibilities for safeguarding children under the care of Constellation Wellbeing Ltd (Synapse). The goal is to create a safe environment where children can thrive without fear of harm or exploitation.
Policy statement
- We are committed to safeguarding the welfare of children and young people and actively uphold our responsibility as a provider of behavioural coaching services for children, and for adults who have contact with children.
- We support and safeguard children in a respectful and dignified way, supporting them in maintaining their human rights under the United Nations Convention on the Rights of the Child.
- We recognise that every child is an individual, and when following child safeguarding procedures, we are committed to prioritising child and family voice and experience and keeping them at the centre of decision-making.
Definitions
- Safeguarding: All reasonable measures taken to protect children from harm and ensure their wellbeing. Safeguarding is broader than ‘child protection’ as it also includes prevention.
Required Working Practices for Synapse employees and freelance workers
High standards are expected of all adults who work with young people. All those working for or on behalf of Synapse must be mindful of this. Behaviour within or outside the place of work and online must not compromise the confidence and respect of the public. All workers are expected to exercise professional judgement in what they do and, when uncertain, proposed actions should be checked against the judgement of a member of the Synapse Team. Communication between workers and clients must always remain within normative professional boundaries.
Online working practices for Clients under 18 years
- Explicit permission and dates of coaching sessions from the Client’s parent/guardian must be provided prior to online coaching.
- Parents/guardians will ensure Clients are dressed in an appropriate manner.
- Online sessions should take place in a family room, if possible, i.e. kitchen, sitting room etc.
- Where a family room is not possible, the bedroom door should be left slightly propped open to allow a parent/guardian to occasionally look into the room.
- If the Coach is mindful that the needs of the Client suggest worsening vulnerability or wellbeing, this will be raised immediately post session with the Care Manager, who can escalate to a parent/guardian or mental health clinician.
- Coaching sessions will take place online using the Synapse Behavioural Health Platform and will last no longer than 60 minutes.
In-person working practices for Clients under 18 years
- Explicit permission from the Client’s parent/guardian and/or school must be provided prior to a home or/school in-person visit. Permission must be noted as a record.
- A second responsible adult must be present in the home unless explicitly agreed with parent/guardian. Permission must be noted as a record
- Coaches must not work one-to-one with a Client in the Coaches own home unless explicit permission has been provided by parent/guardian. Permission must be noted as a record.
- Out of home face to face coaching sessions are permissible only if explicitly agreed with parent/guardian. Permission must be noted as a record.
Recruitment and Training
- Recruitment: All staff and coaches must undergo background checks (e.g., DBS checks in the UK) and provide references before commencing their roles.
- Training: Mandatory safeguarding training is provided to all coaches and the management team. Refresher courses held annually.
Reporting Concerns
- Procedures: Any concerns about a child’s welfare or suspected abuse must be reported immediately to the Head of Care Management. Concerns should be documented with as much detail as possible on the Internal Safeguarding Referral form.
- Confidentiality: All reports will be handled confidentially and shared only with those who need to know in order to protect the child and investigate the concern.
Responding to safeguarding concerns
In the event of a child safeguarding concern, where it is safe to do so, take immediate action to ensure the safety of the child/children who may be at risk.
Where there are significant concerns about the immediate safety or welfare of a child, you must contact emergency services on 999 without delay. Then follow the steps below:
- Take any steps to protect the child from harm, as advised by emergency services.
- After reporting to emergency services, immediately inform the Head of Care Management. Personal mobiles can be used in this instance, but all documentation must be recorded on the Synapse platform.
- Report the concerns and actions taken to the relevant local authority on the Synapse platform.
Seek consent to share information
Immediately following the disclosure/concern, seek consent from the child and parent/carer to share information with the relevant external agencies, if safe to do so.
While it is not necessary to seek consent to share information for the purposes of safeguarding and promoting the welfare of a child, it is good practice to be transparent and inform children, parents/carers that you are sharing information for safeguarding reasons and seek to work cooperatively with them.
If a child or parent/carer declines to give consent, explain our legal duty to share the information and let them know what will happen next. There are some circumstances in which you do not need to seek consent:
- If informing the parent/carer would place a child at significant risk of harm, or
- If the child is not of an age or level of understanding to provide consent
Record Keeping
Record keeping is essential in relation to child safeguarding. Incident Reports should be completed and sent to a Care Manager. Records will be retained in accordance with data protection regulations and organisational policies.
Recordings must include:
- Full name of child/children at risk of harm and their parent/carer, and if consent has not been given, provide the rationale for this.
- The nature of the concerns; add as much detail as practically possible, including potential future harm.
- The time(s) and date(s) of disclosures/observations.
- The date(s) and location(s) where suspected abuse took place.
- Where known, the full name of alleged abuser and relationship to child.
- Who the concerns have been discussed within Synapse, what advice was given, and what decisions were made.
- Actions taken, including contact with statutory partners (local authority, police, NHS) and any other third parties, and reasons for these actions.
- Child and family voice, wishes and feelings.
Concerns involving employees or Freelance Workers
Allegations and concerns about employees or Freelance Workers may arise in the context of their work or in their life outside work or at home.
If allegations or concerns are raised about abuse or neglect of a child by a Synapse employee or Freelance Worker, you must immediately report it to the Head of Care Management or CEO.
Monitoring and Review
- Policy Review: This protocol is reviewed annually or sooner if there are significant changes in legislation or organisational practices.
- Audits: Regular audits will be conducted to ensure compliance with safeguarding policies and to identify areas for improvement.
Contact Information
Version dated: November 2024
