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Education Policy

SAFEGUARDING OVERVIEW

Creation Theatre Company is committed to safeguarding the health, safety and welfare of children and young people that are involved with us as part of our workshops, on work experience placements or involved in our productions. 

Safeguarding is the action that is taken to promote the welfare of children and protect them from harm.

Safeguarding means:

  • protecting children from abuse and maltreatment
  • preventing harm to children’s health or development
  • ensuring children grow up with the provision of safe and effective care
  • taking action to enable all children and young people to have the best outcomes.

Child protection is part of the safeguarding process. It focuses on protecting individual children identified as suffering or likely to suffer significant harm. This includes child protection procedures which detail how to respond to concerns about a child. Safeguarding children and child protection guidance and legislation applies to all children up to the age of 18.

The Education Manager is the Designated Safeguarding Officer and should be the first point of contact with regards to any suspicion of a child or young person being at risk or of an adult behaving inappropriately. 

We at Creation have established the following code of practice:

  • Workshops will always be conducted with a Creation Workshop Leader and an Assistant present.
  • Both members of staff at all workshops will be DBS checked and children will never be left alone with an adult who is not DBS checked (except in the situation as detailed in next point.)
  • When conducting a Workshop which has been arranged by a school on their premises, the Workshop Assistant does not need to be DBS checked if a Teacher is in attendance. 
  • Creation workshops will operate on a 1:8 staff to student ratio, as recommended by OFSTED.
  • Children under 15 will not be left unattended including lunch breaks and arrival and departure times.
  • A signing in and out procedure must be used at all times. 
  • The Education Department policies and procedures will be followed for all workshops and a hard copy of these policies will be available for all parents/staff to access at each of our workshops. 

GUIDELINES FOR MANAGING CHILDREN

These Guidelines are to be followed by ALL members of staff to ensure that children behave in an appropriate manner. The Workshop Leader has specific Behaviour Management responsibility; by title this is part of their job description.  

This policy works in conjunction with our Incident and Accident Policies and is supported by our Workshop Rules.   

  • Always remain positive when dealing with a child – praise and encourage them, make them feel good about what they’re doing.
  • Take time to listen to children.
  • Children’s mobile phones must not be used during class time at all, except when needing to get in touch with a parent or guardian. 
  • Maintain appropriate standards of conversation and interaction with a child. Do not use inappropriate or derogatory language, even as a joke.
  • Make sure a child understands what they are doing and encourage them to ask if they do not understand something or do not know how to do something.  
  • Where you encounter difficulties with a child do not raise your voice. Speak quietly and calmly to the child, lower yourself so that you are speaking with the child on a level.  
  • Whilst every effort should be made to prevent such situations arising, if a child is behaving physically in an inappropriate manner restrain the child using appropriate force. Lead them to a seat, sit them down and discuss the situation calmly.
  • Where a child is being difficult and you have to reprimand them, make sure that they understand you are disagreeing with their behaviour rather than them as a person.  
  • Make it clear that by being disruptive they are spoiling other children’s experiences and that this is unfair. Use the ‘is it safe or is it fair?’ question. Allowing them to problem solve their own behaviour, rather than having to be told by a member of staff that they have done wrong.
  • Adopt the ‘safe touch’ practice at all times. 
  • If a child uses inappropriate language make it clear that you do not like such language and that Creation is an inappropriate place to use such language.  
  • Where a child is bullying, or being mean to another child, deal with the situation immediately making it clear that such behaviour is inappropriate at Creation.  Manage the situation so that the bully and the child being bullied are dealt with appropriately as two separate individuals; give support to both. Explain that Creation workshops are a place where children have the opportunity to come and have fun, make new friends and create performances, not a place to be unpleasant to others.
  • Where a child is destructive towards the equipment or facilities at the workshop make it clear that such behaviour is inappropriate and that they are ruining things for the others.
  • Do not allow a child access to your personal number, email or social media sites and vice versa. If you need to contact a child or their parent for a workshop related reason this should always be done through the Education Manager.

SAFEGUARDING AND REPORTING SIGNS OF NEGLECT/ABUSE.

According to government policy and agreed prevention criteria set out by Oxfordshire Safeguarding Children’s board, Creation Theatre have the obligation and right to report any evidence of harm or neglect where a child in their care is concerned. Any signs of abuse of any kind need to be reported to the local authority’s safeguarding board as soon as possible.

Workshop leaders and assistants must contact the Designated Safeguarding Officer if they have evidence of harm or neglect where a child in their care is concerned who will then contact the relevant Children’s Social Care Assessment team:

  • Oxford City – 01865 323048
  • North Oxfordshire (including Banbury, Witney, Bicester, Carterton and Woodstock) – 01865 816670
  • South Oxfordshire (including Farringdon, Wantage, Thame, Didcot and Henley) – 01865 897983
  • Emergency Duty Team – 0800 833 408
  • John Radcliffe Hospital Assessment Team – 01865 221236 (for antenatal safeguarding concerns and issues concerning children in the hospital)

There are four steps to assist in identifying potential abuse and neglect:

  1. Be alert
  2. Question behaviours
  3. Ask for help
  4. Refer

all four steps may not always need to be followed. 

Before making a referral, it is essential to record what you have seen and heard, and the reasoning for your suspicions. If a workshop leader or Creation staff member suspects that a child is being abused, it is important to be alert to indicators of abuse and neglect and to act quickly, following the steps outlined in this policy.

As a responsible adult, it is important to:

  • Listen: you might be told something, you might hear another adult abusing a child, or you might overhear something that makes you uneasy.
  • Look: you might see some physical signs of abuse like bruises, burns or other unexplained marks on the child and be worried about them. You may also see changes in their behaviour. Watch how the child reacts to their carer, watch how the carer reacts to the child and how the child and carer interact together. 

If you suspect that a child is being abused or neglected, you should provide first aid treatment or seek medical treatment if the child needs it. You should record what you have seen and heard on an Incident Report form and report your concerns immediately to the Designated Safeguarding Lead.

In the event of a child disclosing information about an incident where he/she has been put at risk or their welfare has been compromised by another adult please use the following actions:

  • Listen to them carefully and respectfully, being reassuring and sympathetic at all times. Avoid leading questions but try to get as much information as possible and clarify what the child has said (use open questions eg. Tell, Explain, Describe). Tell the child that they can trust you and that they are doing the right thing by telling you. Never promise to keep the conversation a secret, but tell the child that you will only tell the people who need to know to help them.
  • Try and have this conversation somewhere quiet, but if you are in a classroom or closed off environment find a way to open the door during the conversation.
  • As soon as the conversation has ended, write down what happened using an incident form. Be accurate and stick to the facts, using the child’s own language as much as possible.
  • Report this by phone to the Designated Safeguarding Lead immediately. If you are unable to reach the DSL and you have immediate concerns about the safety and welfare of the child (eg. they are not safe to go home) then you should phone the police on 999 or the local child services. 

If you suspect that a child is being abused or neglected:

  • Do not examine the child.
  • Do not remove any of the child’s clothing to look at any injuries or marks.
  • Do not take photographs of any injuries or marks.
  • Do not just briefly summarise what happened to the child.
  • Do not conduct a full interview with the child.
  • Do not start a detailed investigation into what the child is telling you.

If you see further signs of potential abuse, even if you have made a referral, you can report and refer again. If a child discloses historical abuse (ie. abuse that has happened in the past but is not currently happening) you should follow the above procedures. 

Child Sexual Exploitation

If a child or young person has made a disclosure regarding sexual exploitation or if you think a child may be at risk of being sexually exploited, please contact the Designated Safeguarding Officer immediately who will then notify the Kingfisher Team on 01865 335276. Out of hours calls to this number will be diverted to the Thames Valley Police Referral Centre.

WHISTLEBLOWING POLICY

Whistleblowing is the raising of a concern inside or outside the workplace. The concern is about incidences of wrongdoing that are a danger to others, including members of the public. A whistleblower is the person observing the wrongdoing and raising the concern by reporting it. 

All Creation staff have a duty to make sure that high quality, safe and effective care is provided and maintained. Staff need to raise concerns about any wrongdoing or malpractice that could place people at risk of harm, such as: inappropriate behaviour (including safeguarding concerns), poor practise and unlawful conduct. 

What to do if you come across a situation of concern:

  • Step 1: Raise the concern with your Designated Safeguarding Lead immediately. All concerns raised will be treated with confidentiality.
  • Step 2: If you feel unable to raise your concerns with the DSL, the concern relates directly to them or you have previously raised concerns with them and no action was taken, report directly to the CEO, Lucy Askew: lucyaskew@creationtheatre.co.uk 
  • Step 3: If the concerns relate to the DSL and CEO, you can contact the Chair of the Board of Trustees, Julia Iball: julia.iball@yahoo.co.uk

You can also report concerns to:

If you have a conflict with another Creation member of staff or have any personal grievances with another staff member (Eg. bullying, harassment or discrimintation) please refer to Creation’s Dignity at Work policy. Only follow the Whistleblowing policy above if the behaviour is in public interest.

 CHILD BEHAVIOUR POLICY

This policy works in conjunction with our Incident and Accident Policies and is supported by our Workshop Rules.

Our aim is that all of the children should behave in socially acceptable ways.

To be socially acceptable, we believe that children should be able to:

  • treat other children and adults with respect 
  • speak politely to other people 
  • Have self-confidence and high self-esteem. 

To encourage this, the staff will:

  • treat all children and adults with respect 
  • praise children’s efforts and achievements as often as they can 
  • explain to children what they should have done or said when they get it wrong 
  • tell parents about their child’s efforts and achievements 
  • avoid using critical or sarcastic language. 

We will not accept the following behaviour from children or adults:

  • use of rude or unkind language 
  • hitting, kicking, biting or other such physical responses 
  • racist, sexist, homophobic or any other offensive remarks
  • any form of bullying

If such behaviour occurs:

  • We will tell the child that it is wrong and explain what they should have done or said [or not said]. 
  • If the behaviour is repeated, the child will be reminded once more as above. 
  • If the behaviour continues we will remove the child from the activity and speak to the parent when the child is collected. 
  • We will try to find out why the child is behaving this way and then treat the situation accordingly. 

If a child’s behaviour has been problematic during their time at the workshop the Workshop Leader or Workshop Assistant will speak with the parent or guardian when they come to collect the child notifying them of what happened, how the situation was handled and the outcome. If the child is leaving the centre on their own, the Workshop Leader or Workshop Assistant will notify the parent or guardian by telephone. Any observations/reports given by the Workshop Leader will then be passed on to the relevant authorities be it the Education Manager.    

If a child’s behaviour is such that they are deemed to be ‘out of control’ (i.e. causing excessive harm to other children, staff or property), the Workshop Leader or Workshop Assistant reserves the right to telephone the parent or guardian immediately and ask them to be removed from the workshop.   

REGISTRATION PROCEDURE

The parent or guardian should bring their children into the workshop reception area. Here they will be met by the workshop leader or workshop assistant and be asked to sign their child in. This document is kept to hand and serves as a Fire Register.

DEPARTURE PROCEDURE

Upon booking onto a workshop, the parent is obliged to indicate who their child will be collected by at the end of the workshop or if they prefer for their child to leave independently. In the latter case, written permission must be given.

In the former situation, Creation will keep children within the workshop room until the parent or nominated person arrives in the reception area, where they will be greeted and identified by a member of staff, before collecting their child. They may be invited into the workshop for a brief period, to watch a demonstration or performance of what the children have been doing that day. 

On leaving the workshop the child must be signed out by their parent or whoever is authorised to collect them.

At the end of a term/week or day long workshop all registers and contact sheets must be returned to Creation, where they will be shredded in line with the Data Protection Act. 

CHILD NON-COLLECTION PROCEDURE

In the instance of a child within our care who is not permitted to leave the workshop independently not being collected within 30 minutes of the workshops end, the following action should be taken:

  • Telephone the parent or guardian.
  • If the parent or guardian cannot be contacted, telephone the Social Services, who are trained to support the child and help them cope with their vulnerable position.

LOST CHILD PROCEDURE

In the instance of a finding that a child within our care is missing and unaccounted for, actions should be taken in the following sequence, until the child is located:

  • Immediately inform the Workshop Leader and other staff members. 
  • Conduct a thorough search of the venue.
  • Telephone the parent.
  • Telephone the Police.
  • Send any spare* staff to search the vicinity of the venue. (*this must not affect the ratio of staff to children at the workshop)

ACCIDENT POLICY

Creation Theatre Company has a commitment to the safety and well being of the children, staff, and parents. Our Accident Policy is designed to ensure that any accident that takes place at one of our workshops is dealt with appropriately. This policy works in conjunction with our Behaviour Management and Incident policies and is supported by our Workshop Rules.  

Each workshop has a First Aid Box and an Accident Record Book.

The Accident Book and Accident Procedure 

Where an accident takes place at a Creation workshop the situation will be recorded in our Accident Book.

The following will be recorded:

  1. The name of the person(s) injured.
  2. The name(s) of the staff reporting the accident.
  3. The circumstances of the accident, what the accident was, when it happened and whether any furniture or equipment was involved.
  4. A description of any injury sustained (type and location). A note should also be made if no visible injury or wound is visible.
  5. What actions were taken and by whom e.g. First Aid                    
  6. The signature of 2 members of staff as witnesses to the event.
  7. The signature of the parent / guardian collecting the child or the signature of the adult to whom the accident happened.

A copy of the accident report should be given to the parent / guardian of the child involved or to the adult to whom the accident happened. The completed Accident Record will then be sent to the Education Manager, who will file it accordingly.

N.B.  If a child has been injured, has permission to leave the centre by themselves and is not being collected by a parent or guardian, the Workshop Leader or Workshop Assistant in charge will telephone the parent or guardian and notify them of the accident, explaining that it has been recorded in the Accident Book.

An accident record may also be made if a child comes to a centre with an existing injury.

INCIDENT POLICY

Creation Theatre Company defines ‘incident’ as meaning any situation where it is necessary to restrain a child physically, bullying, or in the case of a child disclosing information to you (with regards abuse). 

Where physical intervention is necessary the member of staff restraining the child will do so with minimum force and for a minimum amount of time.

Creation Theatre Company has a commitment to the safety and well being of children under the care of Creation staff. Our Incident Policy is designed to protect the children, staff, and parents at our workshops and ensure that any incident is dealt with appropriately. This policy works in conjunction with our Behaviour Management and Accident Policies, and is supported by our Workshop Rules.

Where an incident takes place at a Creation Theatre workshop the situation will be recorded in our Incident Book.  

The following details will be recorded:

  1. the child’s name
  2. the member(s) of staff involved
  3. the date and time the incident happened
  4. what the member(s) of staff witnessed
  5. what the child says happened
  6. how the incident was dealt with and the outcome 
  7. the signature of 2 members of Creation staff (1 for the member of staff involved and the other as a witness to the event) the signature of the parent/guardian on collecting the child

A copy of this Incident Report will then be sent immediately to the Education Manager, or, if regarding abuse, to the Designated Safeguarding Officer, where it will be filed and processed accordingly. 

SITE-SPECIFIC POLICY

In the event of workshops happening outside of the normal venue a risk assessment must be taken of the new space. The following must also be adhered to:

  • Children under the age of 16 must be accompanied to the toilets at all times and only by a DBS checked adult. 
  • If all leaders are female, boys are required to use the ladies toilets. 
  • A count of all children should happen regularly throughout the day.
  • A clear set of workshop rules should be established and read to the children at the start of each week – which should include toilets, restricted areas, behaviour, etc.
  • A clear sign in and sign out base must be established.
  • Any items/props not supplied for the workshop should not be touched. 
  • A designated class area must be clear at all times, particularly in the case where audience/members of public also operate. For example, in the case of the Parks, the small tent makes for a good base while interval/pre show is happening. 
  • At any point if the venue is deemed not safe for work or if the welfare or safety of you or the children come into question you must inform the Designated Safeguarding Officer immediately who will source an alternative location for the workshops.

SICK CHILD POLICY AND PROCEDURE

In the instance of a child becoming ill whilst in our care, actions should be taken in the following sequence:

  • Immediately inform the Workshop Leader or Workshop Assistant who are qualified in First Aid.
  • Any medication that the child is prescribed must be able to be self-administered unless the parent or guardian gives written authorisation to administer the medication. 
  • Children with allergies such as nuts or dairy need to carry their own medication (Epi-pen or anaphylactic medicines). 
    • If a child has an anaphylactic reaction and requires an Epi-pen, this can only be administered by a Workshop Leader or Workshop Assistant who has received Epi-pen training.
  • Assess the child’s needs and treat accordingly.
  • If required immediately call emergency services on 999.
  • Telephone the parent to inform them of the incident if the emergency services have been called, or if we need them to collect the child.
  • Record the incident on a Creation Accident Form.
  • Explain on collection the child’s symptoms, how we responded and any treatment given. 

COVID-19 POLICY AND PROCEDURE

Participants, staff and other adults must not join the workshop or enter the workshop building if they have coronavirus (COVID-19) symptoms, or have tested positive in at least the last 10 days.

 Any staff member developing symptoms during the workshop day will be asked to complete a lateral flow test or be sent home. If anyone becomes unwell with a new and persistent cough or a high temperature, or has a loss of, or change in, their normal sense of taste or smell (anosmia), they must be tested or sent home and advised to follow current government guidance. https://www.gov.uk/guidance/people-with-symptoms-of-a-respiratory-infection-including-covid-19#what-to-do-if-you-have-symptoms-of-a-respiratory-infection-including-covid-19-and-have-not-taken-a-covid-19-test

 Any members of staff who have worked closely with someone with symptoms and any participants who have been in close contact with them do not need to go home to self-isolate unless they develop symptoms themselves (in which case, they should arrange a test) or if the symptomatic person subsequently tests positive (if they have not received both doses of the vaccine).

FIRE ACTION SAFETY POLICY

A poster detailing the ‘Fire Action’ is displayed at the workshop venue. It is important that all workshop staff take time to familiarise themselves with this poster, including the location of the Fire Assembly point and fire exits.

Management Responsibilities

It is the Workshop Leader’s overall responsibility to:

Ensure all staff are familiar with Creation’s Fire Safety Policies and Procedures. Ensure all fire fighting equipment on the premises is correct, sufficient and in good working order.

All staff maintains day to day responsibility for fire safety. In the event of a fire, procedures should be followed as outlined.

IF YOU DISCOVER A FIRE

Children: Alert a member of staff immediately.

Leaders: Operate the fire alarm, at the nearest and safest point, by the appropriate method. Alert other staff to start evacuating themselves and their children.

Evacuate the building and, unless trained to do so, no attempts to extinguish a fire should be made. Do not take any unnecessary personal risks. Close any doors/windows if it is safe for you to do so.

CALLING THE FIRE BRIGADE

Call the Fire Brigade on 999.

ON HEARING THE FIRE ALARM 

Evacuate the premises.

EVACUATION PROCEDURE

Children: Evacuate via the Fire Exit 

Guides will escort you to the Fire Assembly Point.

 Tutors: Evacuate through the Fire Exit in an orderly fashion. Escort children to the Fire Assembly Point. Do not let children leave the Fire Assembly Point

Workshop Leader: Check Toilet, Workshop Room, Kitchen

(Or WA if absent) Conduct final check of premises

 Proceed to Fire Assembly Point and take a register of all children.

EQUAL OPPORTUNITIES POLICY

Creation aim to bring an educational experience of the theatre and its benefits to as many children as possible. It is important to us that we serve a diverse mix of children and in particular:

  • a balance of both sexes
  • a diversity of racial and cultural backgrounds
  • children of all abilities
  • disabled children, and those with special educational needs

We treat every child as an individual and we operate with a very high staff ratio.

It is the job of our staff to ensure that the workshops are welcoming to all children and that they all benefit from what we have to offer, including recognition and celebration of their successes and positive social interactions with staff and other children.  

Creation is committed to offering equal opportunities to both full-time and part-time employees irrespective of gender, race, social group, religion and disability providing they meet our selection criteria.  This is detailed in more depth in our Recruitment Procedures.

DISABILITIES AND SPECIAL NEEDS POLICY

Creation aims to treat all children equally, as individuals, with diverse needs, likes and dislikes. Our workshops have a lot to offer all children, irrespective of ability. 

We ensure that:

  • We take time to discuss a child’s needs with the parent and child at the time of booking onto a workshop.
  • All children enjoy the same support and encouragement from staff irrespective of ability.
  • We adapt the activities in our workshops to be appropriate for each individual child based on their needs.
  • Staff are encouraged to be aware of disability issues and to attend development training on developing inclusive practice.
  • We are always open to guidance from parents and professionals on the type of training that may be beneficial or necessary for working with a specific child.
  • We work within the guidelines of the Disability Discrimination Act 1995.

PHOTOGRAPHY POLICY

We may take photographs during the sessions to use for future publicity. We assure you that no names will ever be tagged or printed next to the photographs and we do not give permission for any other companies to use these images. 

Please notify us in writing, in advance of the workshop start date, if you do not give permission for your child to be included in these pictures. 

COMPLAINTS PROCEDURE

Parents are informed that should they feel at any time that they have reason for complaint, in the first instance they should speak to the Workshop Leader. If they would prefer not to discuss their concerns with the workshop staff, we recommend that they contact the Education Manager on 01865 766266 or education@creationtheatre.co.uk.

If their complaint relates to the Education Manager, they should contact Charlie Morley, the General Manager on 01865 766266 or charliemorley@creationtheatre.co.uk

Creation Theatre aims to review and update our policies annually to reflect best practice. 

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