Child Safeguarding

Child Safeguarding Policy  

art-K writes this safeguarding policy: 

– For parents and guardians to see how art-K keeps children safe.  

– To make clear where art-K expects parents and guardians’ support to provide a safe space in which to enjoy the art service.  

This policy is for children at school or up to 18 years old and does not apply to adults.  

In addition to Art Leaders and Assistants on–site running the clubs, this policy also applies to Directors and Owners of art-K Ltd.  

If administrative staff are on-site during session times, they are not part of the session and won’t interact with Children and are not responsible for implementing this policy. 

This policy should be read alongside art-K’s terms and conditions.  

General  

All children and young people have the same protection regardless of age, disability, gender, race, religious belief, or sexual orientation. The policy was developed with reference to NSPCC guidelines, who see child welfare as paramount, as enshrined in The Children Act 1989.  

art-K delivers personalised tutoring for children that requires a reasonable degree of calm and an atmosphere within which the majority can concentrate within a group session. The club aims to maintain the service for all attendees equally and will raise any concerns initially with the child, and if problems persist, with parents/guardians or carers. This policy should be read in conjunction with our behaviour policy. 

Children are required to be left without parents/guardians in the art club for the duration of lessons. Delaying leaving by more than a couple of minutes or returning before the appointed finish time is not allowed for the safety of all children- unless by prior arrangement which can be verbally arranged on the day.  

All staff are trained to identify and query early signs of concern, including any absences from sessions and/or behavioural changes. Any concerns are recorded and reported to the Designated Safeguarding Lead (DSL) normally on the same day to capture the most accurate recall, and latest within 48 hours and in line with our procedures. The DSL will then deliver any reportable safeguarding incidents or discuss any concerns to Ofsted or the appropriate authority within 14 days of the incident. If you have a concern about safeguarding at art-K, you can raise it with us directly or contact Ofsted on 0300 123 1231 (Mon–Fri, 8am–6pm). More information about Ofsted’s role in regulating childcare is available at gov.uk 

art-K has a Designated Safeguarding Lead (DSL) and a Deputy DSL, both of whom have attended appropriate training before starting their roles. One or the other is available every day of the week to support staff with safeguarding concerns. In the case both are absent, a responsible Director will be available. 

Children are tutored on an individual basis, and this one-to-one discussion will be held in the club at a table shared by other children. Children will be working in an open–plan shared space, and parents/guardians can expect no child to be isolated in the normal course of events.  

Parents/guardians can expect Art Leaders and Art Assistants (‘staff’) to be hands-off with children, for example when welcoming children to the club or saying goodbye. Occasionally, (for instance on the first occasion), parents may encourage children to shake hands, and this will not be rejected by our staff.  

We expect a working mobile phone number to be listed under ‘Emergency Contact’ to be able to call the parent/guardian at any time during the art session. If for any reason this mobile is not available, a second number should be registered on our booking system so that another trusted adult can be contacted by staff.  

art-K staff are responsible for the safety of children, and any concerns should be reported to them. For many of these occasions, it is hoped that concerns can be resolved between the parent/guardian and the Art Leader. Staff are aware that anything that requires a level of child protection outside the boundaries of normal day–to–day support, may be reported to social services. Staff are aware of banned dog breeds. 

All staff and volunteers at art-K undergo enhanced DBS checks prior to starting. From September 2025, we will require two references for all new staff and ensure safeguarding training is renewed at least every two years, covering exploitation, domestic abuse, online safety, and child-on-child abuse. All staff involved in hiring at Art-K have completed accredited Safer Recruitment training.  

Photo consent 

We frequently celebrate children’s art by taking photographs and videos and posting them to art-K’s website and social media pages. These will only be taken after prior recorded permission is given.  

Photos and videos will only be taken/recorded on company phones and laptops, and not on personal devices.  

Mobile Phone Use  

At art-K, we recognise that mobile phones are a part of modern life and can offer older students a sense of independence. However, to ensure the safety and wellbeing of all children, we have clear guidelines for phone use within our clubs:  

• Phone use is notpermittedduring sessions, unless explicitly authorised by a staff member for a specific purpose e.g.  

• using a reference image for artwork  

• playing music in earphones  

• Sharing passcodes or allowing others to use a personal phone isstrictly prohibited. 
• Any incidents involving misuse of phones, including inappropriate messaging, writinga message in someone else’s name, taking photos without consent, or stealingpersonal information, will be treated as safeguarding concerns and handled in line with our safeguarding procedures.  
• We encourage parents/guardians to support this approach andkeep their child’sphone secure at all times.  

These guidelines contribute to the protection of children from digital peer pressure, identity theft, catfishing and cyberbullying, while maintaining a safe and focused environment during art sessions.  

Drop off/ pick up  

Parents/guardians with children at or below Year 6 will be expected to accompany students across the threshold of the club at drop-off. They will also be expected to collect their children from the club promptly at pick-up.  

Attendance is recorded for each session. On registration, two emergency contacts per child is requested where possible (minimum is one contact number) and parents/guardians must update this information to ensure it’s up to date and allows for prompt communication in emergencies. 

Children will never be allowed to leave in advance of the finishing time unless explicitly advised and recordedin writing beforehand by a named emergency contact.  Early pick up before schedule is liable to be viewed with an extra level of scrutiny.  

We will not knowingly allow a child at or below Year 6 to walk out of the club without the parent/guardian acknowledging with the staff that the pupil is safely in their care. If the pupil has left, and we have grounds for concern, we will call the parent/guardian to confirm.  

Elder siblings or grandparents of the pupil can collect a child only if the parent/guardian confirms with the Art Leader in writing in advance. If these arrangements are sprung on staff without prior arrangement, and the child gives any cause for concern, we will expect the parent/guardian to answer the nominated phone number that we have on record. If after about 30 minutes, that phone is not answered and there is still concern, we may keep the child safe in our care until such time as we can work out what is happening. This may include taking the child to a safe place not in the art club or driving them home.  

If a parent/guardian with a child in Year 6 or below would like them to leave on their own, written permission must be sent to the relevant club’s Art Leader. Any child at or above Year 7 will be allowed to leave on their own without their parent’s permission. If a parent/guardian would like their child to only leave with a parent, this must be sent in writing to the relevant club’s Art Leader.  

Physical contact  

There may be occasions when physical contact is necessary, such as assisting children with cleaning art materials from hands, face or clothes, (for instance papier mâché or clay), which can be done at the basin available in each art club. These are exceptions and pupils will normally clean themselves or just have to remove those materials after leaving the club.  

There may be occasions when children are upset. On these occasions, the staff will supervise each other to give a level of comfort that is within normal bounds. The pupil will not be removed from the shared space to give such comfort and will be in clear sight of all members of staff and students. Depending on the severity of the upset, we may call the parent/guardian during the session, discuss with the parent/guardian at pick–up time, or in extreme cases call 999.  

Where a child attends a trial session for the first time, and restraint has been used at school or at other clubs, parents/guardians will be required to remain on site or very nearby and available for contact for the duration of the session. art-K teachers are not trained in restraint and will require immediate support if restraint is required.  

Restrictions on our Art Leaders and Assistants. 

We do not allow Art Leaders or Art Assistants to baby-sit for art-K customers or their relatives.  

We do not allow Art Leaders or assistants to become ‘friends’ (in the sense of social media) of pupils of the art club.  

One-to-one interaction  

Very occasionally, it may be necessary for the Art Leader to remove a child from the general area or to a quiet corner to discuss plans for projects or for mild disciplinary reasons. For example, when a child is disrupting the lesson for others, to whom the club owes a high-quality art service. These discussions will be brief and any continuing discipline concerns will be advised to parents/guardians on pick-up. Typically, these are easily resolved within the club.  

Toilet facilities  

Most art-K studios will have toilet facilities on site. These are not covered by our CCTV.  

During weekly term-time classes, children will spend up to 1.5 hours in the studio. It is expected that most children will not need the toilet within this time, even if drinks are had during the lesson. Parents/guardians are encouraged to take their children to the toilet before attending art class to minimise disruption to lesson time.  

During workshop sessions, children may spend up to 6 hours in the studio in a day. Within this time, it is expected children will need the toilet.  

When a visit to the bathroom is required, staff can direct pupils to the location, but on no occasion can they assist in any way. Where a child is seen as using the toilet more than is normal, this will be brought to the parents’/guardians’ attention by the Art Leader.  

If a child has a toilet-related accident, a member of staff will call the parent/guardian immediately.  

Safe eating practices  

At art-K, we recognise the importance of safe eating practices as part of our safeguarding responsibilities. We require that parents/guardians inform us of any allergies, dietary needs, or food intolerances upon signing up. These are recorded on our booking system and shared with relevant staff. It is the responsibility of the Art Leader to read this and take suitable precautions. If there are any concerns, the Art Leader will contact the parent/guardian and conduct a risk assessment, to ensure that the parent/guardian understands the risks of their child attending. 

During weekly term-time classes, children can have a snack and squash at break time during lessons. Unless the child has a relevant food allergy, the snack will normally be a rich tea biscuit. Children may have water at any time. During full-day workshop sessions, children will have their lunch in the studio. Packed lunches must be nut-free, and parents/guardians are encouraged not to pack sugary snacks and drinks.  

All food handling, lunch and snack times are supervised by staff, and we ensure that children with known allergies only eat food provided by their parents/carers. Where there are no allergies made known, staff will not prevent children from sharing food.  

Medical conditions  

Each club will carry a basic first aid kit.  

art-K arranges all staff to have in-person first aid training, so that they are equipped to respond to medical emergencies. Minor first aid (eg, administering plasters) will be discussed with parents/guardians at the end of the lesson. Any medical issue considered to be an emergency will be communicated immediately to parents/guardians via the emergency contacts given on sign-up.  

Medications (both prescriptive and over-the-counter) can only be administered by staff with prior written consent from a parent/guardian. Where a student may need to be given a time-sensitive medication during their art class, a consent form is available upon request and must be completed and signed before any medication can be administered. Students may take medications themselves during a lesson, with a written note of it to the Art Leader in advance. In the event of what is considered to be a medical emergency by a non-medical professional (Art Leader), we reserve the right to administer medication on the basis of ‘Good Samaritan’ where it is believed to be acting in the best interest of the child even where consent has not informally or formally been given.  

Where medical conditions are disclosed on a student’s profile, the Art Leader will call parents/guardians ahead of the child’s first lesson to clarify any risks and determine whether special accommodations are needed. 

If a child is obviously sick or distressed on entering the art club, the Art Leader may request the child not attend that day. A catch-up lesson may be available at the club’s discretion.  

Disclosures by children while at art-K  

All businesses working with children have a duty of care. In the event of a disclosure, staff will tell the child that because they have a duty of care, they have to tell someone else about what was disclosed.  

After the session, the Art Leader will phone the local County Council Child Protection Service (either the normal daily service or out of hours service) to give details of the child, their parents, and other details the child protection service may require. Important aspects of the report may include but not limited to: –  

• What exactly was disclosed  

• Is the child an only child  

• Were there any marks or injuries  

• What was the emotional behaviour  

• Who collected the child  

• How was the child when they left  

• Is the child due to return to art-K  

• Did they say anything else  

• Is the person who the child named living at the child’s home  

In reporting disclosures, it is recognised that child protection is a higher priority than data protection.  

Where the behaviour and disclosure give rise to immediate concern over the child returning home after the session, the Art Leader will call 999 and request immediate assistance.  

Unless it is a time sensitive issue, lessons will not be cancelled or disrupted while an Art Leader responds to a safeguarding concern.  

The Art Leader may write a short summary of the situation using a template from the company’s shared drive and then upload the document back to the shared drive so that a record of the concern is maintained.  

Safeguarding Allegation Policy   

This policy sets out a framework of the steps required where an allegation of child or adult abuse is made against a member of staff or a volunteer. This policy applies to: 

• Employees 

• Contractors  

• Anyone working on behalf of, or undertaking work for, art-K  

• Volunteers 

The purpose of this Policy is: 

• To provide a framework for managing cases where allegations are made about staff that indicate that children, young people or adults at risk are believed to have suffered, or are likely to suffer, significant harm.  

• To provide a framework for managing any concern raised about behaviour which demonstrates unsuitability for working with children, young people or adults.  

If it is alleged that a person who works or volunteers at our setting has behaved in a way that has harmed a child, or likely to have harmed a child /adult in one of the following examples 

• Possibly committed a criminal offence against/related to a child/adult.
  • Failed to work collaboratively with social care agencies when issues about care of children, young people or adults at risk of harm are being investigated.  
  • Behaved towards a child or children in a way that indicates they are unsuitable to work with children.  

Reporting and Managing Allegations  

On becoming aware of an allegation, all staff have a duty to inform their Line Manager. They should:  

• Inform the local authority designated officer (LADO) within 24 hours so thattheycan consult police and social care colleagues as appropriate. Some allegations could be so serious as to require immediate referral to children’s social care and the police for investigation.  
• Inform parents or carers of a child involved about the allegation as soon as possible.
• Discuss immediate issues of investigation and management of the person concernedand including what information should be passed to the person who is accused of an allegation.  
• Contact HR for adviceregardingthe action to be taken in relation to the employee. In conjunction with HR and the staff member’s line manager, decide whether suspensions are appropriate during the period of investigation. HR will advise on the authority levels and process requirements for this action.  
• Following notification to the LADO, children/adult Social Care and/or the Police ifdeemednecessary, a strategy planning meeting will take place with appropriate members present to determine how to handle the allegation.  

Strategy Planning Meeting  

The following will be considered:  

• Whether the child/young person/adult at risk of harm or abuse is safe from anyfurther risk of harm or abuse 
• The safety of the young child/person/adult at risk.
• Review action undertaken so far to ensure the safety of the victim.
• Decide the internal investigation strategy to be undertaken. The Police and / or SocialCare should be consulted when they are involved in any on-going investigation and/ or criminal proceedings are pending. 
• Decide how to present the allegations to the relevant staff member concerned andhow to manage the investigatory process. Agreement should be reached withchildren/adult Social Care and the Police about what information should be passed to the staff member concerned. The Line Manager should be asked to provide appropriate support to the individual while the case is on-going and keep them regularly informed.  
• Where police investigations are ongoing, any internal action could be delayedpending police findings. Engagement with the police will berequired throughout this period.  
• Decide how the child at risk of harm or abuse, or their nominated parent/guardian/ nominated carer making the allegation is to be kept informed of what is happeningto their allegation, whilst adhering to the requirements of maintaining confidentialityand observing the requirements of the Human Rights Act and the Data Protection Act. The sharing of information must not ‘contaminate’ any investigations that are on-going  
• Decide the frequency and format of review meetings which need to be set up tomanage the on-going investigation and the various actionsrequired.  

Record Keeping  

We will keep a record of any allegations made and details of how the allegation was followed up and resolved and any action taken and decisions reached in a confidential file for 10 years.  

In addition, OFSTED will be informed of any allegations of serious harm or abuse by any member of staff or volunteer, whether the allegations relate to harm or abuse committed at this setting or elsewhere. We will also notify Ofsted of the action taken in respect of the allegations. These notifications must be made as soon as possible, but no longer than 14 days after the allegation was made.  

A report will also be made to the DBS in accordance with the Safeguarding Vulnerable Groups Act 2006.