Vox Urbane Safeguarding Policy

Purpose
1. Vox Urbane’s purpose and structure

Vox Urbane (“VU’) is a charity whose purpose is to diversify the choral classical music industry and its function is to represent marginalised voices through working with artists of diversity (including ethnic, socio-economic, gender, sexuality and neuro-diversity).
Vox Urbane is comprised of three parts:

The VU ensemble (“the ensemble”): which is comprised of professional singers from diverse backgrounds;
Vox Next Gen (“Next Gen”): which is an ensemble for singers entering their professional careers aged 18 – 24; and
Vox Roots (“Vox Roots”): which is a scheme aimed to nurture the next wave of diverse choral talent through fostering relationships with schools. Members of the ensemble will run workshops (among other activities) in those schools and workshop participants may take part in concerts with the workshop leaders.

Vox Urbane’s overarching commitment to keeping children and vulnerable adults safe

VU has an overarching commitment to keeping children and vulnerable adults safe. The following principles underpin VU’s approach to safeguarding and child protection. These principles also apply to adults at risk:

the promotion of children’s welfare is paramount and everyone’s responsibility,
all children, regardless of age, disability, sex, racial heritage, religious belief, sexual orientation or identity have the right to equal protection from all types of harm or abuse,
working in partnership with children, their parents, carers, schools, and other agencies is essential in promoting young people’s welfare.

Purpose of this safeguarding policy

The purpose of this document is:

To ensure that all staff working for VU have a clear understanding of how to identify and respond to safeguarding concerns about children especially those that are of a child protection nature and vulnerable adults.
To ensure that all staff have a clear understanding of the importance of prevention in responding proactively and efficiently to all concerns.
To provide information for children and adults participating in VU activities involving young people or vulnerable adults on the responsibilities of VU staff when participating in such an activity.
To ensure participating groups and staff understand that if abuse is disclosed, this information cannot remain confidential and that VU will report it to the appropriate authority.

Scope of the policy
1. Who the policy applies to

This policy applies to VU staff in any capacity when working together and / or when engaging in activities involving children or vulnerable adults.

Definitions
- A child is defined in law as a person up to the age of 18 years.
- An adult is defined in law as a person aged 18 years and over.
- A vulnerable adult is anyone over the age of 18 years who may be unable to protect themselves from abuse, harm or exploitation, which may be by reason of illness, age, mental illness, disability or other types of physical or mental impairment.
- VU staff includes administrative, musical, pastoral, social, volunteer, other assistant staff members, management, and trustees.
- The appropriate authority includes partnership organisations (such as schools) and the police.
- Partnership organisation is any organisation VU is working with. Partnership organisations will typically include schools or music hubs.
- Activities involving children include:

running singing workshops at schools,
rehearsing for concerts and performances with a child or children,
performing with a child or children.

Legislative definitions & definitions specific to safeguarding

Under the Government’s statutory guidance paper ‘Working Together to Safeguard Children’, safeguarding is defined as:

Protecting children from maltreatment,
Preventing impairment of children’s mental and physical health or development,
Ensuring that children grow up in circumstances consistent with the provision of safe and effective care,
Taking action to enable all children to have the best outcomes.

Child protection is part of safeguarding and promoting welfare and refers to the activity that is undertaken to protect specific children who are suffering, or likely to suffer, significant harm.
Safeguarding concerns include:

Physical abuse - Violence which may involve hitting, shaking, throwing, poisoning, burning or otherwise causing physical harm to a child or vulnerable adult (including by fabricating or inducing illness in a child).
1. Signs in children include: injuries which occur to the body in places which are not normally exposed to in falls or games, fear of parents being approached for an explanation, flinching when approached, withdrawn behaviour, running away.
Emotional abuse – Persistent and emotional maltreatment of a child or vulnerable adult.
1. Signs in children include: obsessions or phobias, being unable to play, fear of making mistakes, self-harm, sudden speech disorders, development delay.
Sexual abuse – Forcing or enticing a child or vulnerable adult to take part in sexual activities, whether or not that child or vulnerable adult is aware of what is happening. The activities may include physical contact including assault by penetration or non-penetrative acts such as kissing or watching sexual activities.
1. Signs in children include: pain, itching, bruising or bleeding in the genital area, sexually transmitted disease, stomach pains, pregnancy, sexual drawings or language, bedwetting.
Neglect – A continued failure to meet a child or vulnerable adult’s basic physical and / or psychological needs.
1. Signs in children include: stealing food from other children, constantly dirty or smelly, being constantly underweight.
Grooming - When someone builds up a relationship, trust and emotional connection with a child so then can manipulate, exploit or abuse them.
1. Signs in children include: being secretive about how a child is spending their time, including when online, having an older partner, having money or new things like clothes and mobile phones which they cannot explain, underage drinking or drug taking.

The threshold for referral onto child protection agencies is where there is reasonable cause to suspect that the child is suffering, or likely to suffer significant harm (section 47, Children Act 1989).
VU is committed to working in ways that protect children and vulnerable adults and acting upon any concerns in an appropriate and timely manner.

Bullying is behaviour that hurts someone else. It includes name calling, hitting, pushing, spreading rumours, threatening or undermining someone. It can take place both in person and online.

VU is committed to working in ways that protect children and vulnerable adults and acting upon any concerns in an appropriate and timely manner.

Context
- This safeguarding policy is based on the safeguarding laws of England and Wales. If this policy is at any time inconsistent with this body of law, Vox Urbane will act to correct this within a reasonable time.
- The main legislation that supports policy statement below is the Children Act 1989 and the Equality Act 2010.
- The main guidance that supports the policy statement below is the government’s Equality Act 2010 guidance, Children Act 1989 guidance and its Working Together to Safeguard Children 2023 statutory guidance.
- This policy has also been informed by the NSPCC safeguarding policy guidance.

Policy statement
- VU is committed to keeping children and vulnerable adults safe and believes that all activities involving children and vulnerable adults which the charity undertakes will be conducted with the importance of safeguarding in mind.
- VU believes that child protection is essential to creating a safe environment for children and vulnerable adults to express themselves as they wish during the charity’s workshops and other activities.
- VU staff should:

value and respect children / adults as individuals,
if possible, ensure that there is more than one adult present during activities with children and avoid spending time with children unobserved,
where no other adult can be present, invite the child to bring a friend, move into the view of others, use a room with a glass paneled door or windows, or leave the door open,
give guidance and support to less experienced staff,
identify themselves to children and their role within VU,
inform the designated safeguarding lead immediately if it becomes apparent that there is a safeguarding risk posed to a child/ vulnerable adult, or any safeguarding concerned is raised.

VU staff should not:

have, or be perceived to have favourites,
take / invite a child or vulnerable adult to their home,
use physical punishments,
develop social relationships with a child or vulnerable adult participating in a VU event,
have contact with a child through phone, email, social media or letter,
partake in any form of sexual activity with a child or vulnerable adult including grooming,
give money or gifts to VU event participants,
borrow money from VU event participants.

Supporting policies/procedures
1. Recruitment and selection of staff
2. Recruitment for VU staff at all levels are recruited in three ways:

via an application process;
via an application process followed by an audition (for musical staff such as ensemble members); or
on the selection of the Artistic Director and / or Principal Conductor without an application or audition but on approval of a majority of the trustees.
- DBS:

If an individual has been recruited to work or act on behalf of VU for an activity involving children, Vox Urbane will conduct a DBS search disclosure / check within one working week of confirmation of the appointment and, in any case, at least 24 hours before the activity concerning children is scheduled to commence.
If an individual has been recruited to work or act on behalf of the charity for an activity concerning children, but they do not have an up-to-date DBS form, then they will be required to provide an updated one prior to commencement of the activity involving children in order to partake in that activity.
If an individual has been recruited to work or act on behalf of the charity for an activity concerning children and they fail the DBS search disclosure / check, then they will not be permitted to partake in that activity and a replacement with a valid DBS will be sought by VU.

Equality, diversity, and inclusion (EDI): No staff member involved in a recruitment process may discriminate against an applicant due to their age, disability, race, religion or belief, sex, gender, pregnancy or maternity leave status, marriage or civil partnership status, or sexual orientation.

Induction training, supervision and support

Induction training will only commence on proof of a valid DBS.
The induction training that all staff must complete is:

safeguarding & child protection,
health & safety.

The designated safeguarding lead attends training every two years and their knowledge and skills should be refreshed before every activity involving children.
If a staff member has undergone safeguarding & child protection training and / or health & safety organisation as part of a different job (for example, they are a teacher), they can ask the designated safeguarding lead for an exemption from VU’s induction training. The staff member must provide proof of their completion of the requisite training and it is at the discretion of the designated safeguarding lead to grant a waiver to VU’s training.
Supervision & support: If a staff member requires supervision or support while undertaking an activity involving children, the designated safeguarding lead will find an appropriate person (such as a teacher or other staff member) to assist. If the designated safeguarding lead cannot find anyone to supervise or support, they will do so themselves.

Reporting

The following policies explain what to do if a safeguarding concern is raised about a child, there are allegations of abuse against a child by a member of VU staff, or there are allegations of abuse by a staff member against another staff member. This procedure also covers escalation.
What to do if another child /staff member has a safeguarding concern about a child:

The child / staff member should report the safeguarding concern to the designated safeguarding lead. If the child has reported the concern to a staff member, that staff member must report the concern to the designated safeguarding lead.
The designated safeguarding lead will then fully investigate the concern:
1. If they find that the concern does not constitution a safeguarding concern, no action needs to be taken other than recording the decision made and the reasons for it.
2. Escalation - If they are unsure whether there has been a safeguarding concern, they must consult with Children’s Social Care or the NSPCC Helpline. They must then record the action and decision taken.
3. Escalation - If they think that there has been a safeguarding concern, they must refer the issue to Children’s Social Care and / or the Police within 24 hours. They may also report the concern to VU’s partner organsation (eg a the child’s school if the activity involving the child is taking place at the school). They must record the action taken and the decision taken. The designated safeguarding lead must follow up after two working days if they have received no indication of the action taken by Children’s Social Care and record the outcome of any follow up contact.
The trustees will be informed of every step in the above processes in a timely manner.

What to do if a child makes allegations against a staff member or a member of staff has concerns about the behaviour of another member of staff against a child:

If the child has made an allegation to a member of staff about another member of staff, the member of staff who the child has reported to should report the allegation to the designated safeguarding lead.
The designated safeguarding lead will fully investigate the concern and decide whether it is an issue of poor practice, or the concern meets the threshold for referral onto child protection agencies:

If they decide that the concern is not valid: For example, it has been fabricated. Then, they should record the decision making and also inform the child / their parent / carer why the concern has been dismissed.
Escalation - If they decide that the concern amounts to an issue of poor practice: They should address the issue through disciplinary procedures (including dismissal) and / or supervision and / or training. They should also record the decision making and actions taken.
Escalation - If they decide that the concern needs to be referred to child protection agencies: The safeguarding officer will refer to a Local Authority Designated Officer and / or the police. They will await advice and guidance as to the next steps to take. They will also record the actions, decisions and outcomes.
Escalation - If they are uncertain as to how to proceed: Then they must seek advice from the Local Authority Designated Officer and / or police. They must also record the advice, actions and outcomes taken.

The trustees will be informed as to every step of the above processes in a timely manner.

What to do if a member of staff makes allegations about another member of staff against them / another staff member:

The member of staff should report the allegation to the designated safeguarding lead.
The designated safeguarding lead will fully investigate the concern and decide whether it is an issue of poor practice.
1. If they decide that the concern is not valid: For example, it has been fabricated. Then, they should record the decision making and also inform the child / their parent / carer why the concern has been dismissed.
2. Escalation - If they decide that the concern amounts to an issue of poor practice: They should address the issue through disciplinary procedures (including dismissal) and / or supervision and / or training. They should also record the decision making and actions taken.
The trustees will be informed as to every step of the above processes in a timely manner.

What to do if a vulnerable adult has a safeguarding concern about themselves
1. They should report the safeguarding concern to the designated safeguarding lead. If a vulnerable adult has reported the concern to a staff member, that staff member must report the concern to the designated safeguarding lead.
2. The designated safeguarding lead will then fully investigate the concern:
3. If they find that the concern does not constitution a safeguarding concern, no action needs to be taken other than recording the decision made and the reasons for it.
4. Escalation - If they are unsure whether there has been a safeguarding concern – The designated safeguarding lead should call the person's local council and ask for the adult safeguarding co-ordinator ask for advice.
5. Escalation - If they think that there has been a safeguarding concern – The designated safeguarding lead should refer the matter to the vulnerable adult’s social worker, report the matter to the local council’s safeguarding co-ordinator, and/or the police.
6. The trustees will be informed as to every step of the above processes in a timely manner.
What to do if someone else has a safeguarding concern about a vulnerable adult
1. They should report the safeguarding concern to the designated safeguarding lead.
2. The designated safeguarding lead will then fully investigate the concern:
3. If they find that the concern does not constitute a safeguarding concern, no action needs to be taken other than recording the decision made and the reasons for it.
4. Escalation - If they are unsure whether there has been a safeguarding concern – The designated safeguarding lead should call the person's local council and to ask for the adult safeguarding co-ordinator ask for advice.
5. Escalation - If they think that there has been a safeguarding concern – The designated safeguarding lead should refer the matter to the vulnerable adult’s social worker, report the matter to the local council’s safeguarding co-ordinator, and/or the police.
6. The trustees will be informed as to every step of the above processes in a timely manner.
What to do if a staff member or a member of staff has concerns about the behaviour of another member of staff against a vulnerable adult

The member of staff should report the allegation to the designated safeguarding lead.
The designated safeguarding lead will fully investigate the concern and decide whether it is an issue of poor practice.

If they decide that the concern is not valid: For example, it has been fabricated. Then, they should record the decision making and also inform the reporter as to why the concern has been dismissed.
Escalation - If they decide that the concern amounts to an issue of poor practice: They should address the issue through disciplinary procedures (including dismissal) and / or supervision and / or training. They should also record the decision making and actions taken. They may also have to report the matter to the vulnerable adult’s social worker, report the matter to the local council’s safeguarding co-ordinator, and/or the police.
The trustees will be informed as to every step of the above processes in a timely manner.
1. Disclosure

The Principles of the Data Protection Act 2018 must be adhered to when handling personal information.
The Act allows for the disclosure of personal information without consent of the subject in certain conditions, including for the prevention and detection of a crime, for example where there is a child protection issue.
Any report / records regarding abuse shall be kept confidential and disclosure should be restricted to only those that have authority for dealing with the incident.
It is best practice to gain verbal or written consent, from a child, adult or parent / guardian or staff members before any personal information relating to them is shared with another authority.

Health & Safety

VU is committed to taking all reasonable steps to safeguard the health and safety of anyone affecting by its activities, in particular any children and vulnerable adults it works with.
VU will to a large extent rely on other organisations playing their part in the health and safety process, for example concert venues, rehearsal venues and schools carrying out risk assessments and having proper emergency drills in place. In these circumstances, VU will not replicate these efforts, but will satisfy itself that the appropriate measures are already in place.
Risk assessments: Risk assessments shall be carried out for all activities where there is a reasonably foreseeable risk to health or safety. As a minimum, there shall be risk assessments for rehearsals and each concert venue. The risk assessment will be carried out by the designated safeguarding lead. The assessment should detail:

any hazards that might be encountered,
how likely they are to be encountered,
the steps taken to minimise the likelihood and / or impact of the hazards, and
the name and signature of the person carrying out the assessment and the date of the assessment.

Health details: If an activity involves taking children to / from a venue (such as to perform a concert at a concert hall away from their school), the designated safeguarding lead shall ensure that parents can supply any health-related information and / or instructions that they wish VU to be aware of.
Emergency contacts: If an activity involves taking children to / from a venue (such as to perform a concert at a concert hall away from their school), the designated safeguarding lead shall ensure that an up to date list of emergency contacts is created and available.

Whistleblowing

This policy is designed to enable VU staff to raise concerns or disclose information at a higher level which the individual believes demonstrates malpractice.
Malpractice includes:

financial malpractice or impropriety or fraud,
failure to comply with a legal obligation,
dangers to health and safety,
criminal activity,
miscarriage of justice,
improper conduct or unethical behaviour, or
attempts to conceal any of the above.

Procedure: If a staff member suspects malpractice, they should report that malpractice to the designated safeguarding lead. The designated safeguarding lead will acknowledge receipt of the allegation in writing. The designated safeguarding lead will then investigate the complaint and will normally appoint someone who has not been previously involved in the case. The whistleblower will be informed at all stages of the investigation and the outcome will also be reported to the whistleblower.
Outcomes:

If, on preliminary examination, the concern is judged to be wholly without substance or merit, it will be dismissed.
If it is judged that a case may exist, the matter will be dealt with as deemed appropriate as according to the nature of the case.
In the case of fraud, financial irregularity, other criminal activity or failure to comply with a legal obligation, the matter may have to be reported to the police.

Confidentiality: VU will treat all such disclosures in a confidential and sensitive manner. The identity of the individual making the allegation may be kept confidential so long as it does not frustrate the investigation. However, the investigation process may reveal the source of the information and the individual making the disclosure may need to provide a statement as part of the evidence required.
Untrue allegations: If an individual makes an allegation in good faith but which is confirmed in investigation as untrue, no action will be taken against that individual. If, however, the investigation shows that an individual has made malicious or vexations allegations, disciplinary action may be taken against the maker of those allegations.

Anti-bullying

If a VU staff member suspects that a child is being bullied by another child, they should report the bullying to the partnership organisation.

Online safety

VU has no policy on online safety as none of VU’s activities involving children involve the internet. Please see VU’s photography and image sharing guidance below for specific policy on sharing photos on social media.

Photography and image sharing guidance

VU staff are able to take photos of children involved in VU activities concerning children but only with the prior written consent of the children’s parent(s) or carers.
VU staff are able to share those photos on VU’s social media platforms for publicity purposes with the prior written consent of the children’s parent(s) or carers.
If a child’s parent(s) or carer(s) does not consent to the use of their child’s photo, that child must be blurred out in any photo used on VU’s social media so that the child is not recognisable.
VU staff are not allowed to use photos from VU activities involving children for personal use without the permission of the child’s parents and the VU trustees.

Sharing information and good practice with children

To facilitate information sharing children, this policy is publicly available and clearly accessible on VU’s website.

Adult to children supervision ratios

There should be at least one adult to 30 children in any activity involving VU staff.
Adults include teachers and staff at partner organisations.

Behaviour codes for children

Children participating in a VU activity involving children should treat all VU staff with respect and without discrimination.

Key organisations for support

Who the concern relates to

Agency to contact

Phone number

A child

Children’s social care in the local authority of the child’s home address.

Police

NSPCC Helpline

A telephone number is available on each local authority’s website.

999

0800 800 5000

A staff member / volunteer

The Local Authority Designated Officer for the child’s home address.

Police – Local child protection investigation unit.

Based within local authority’s children social care service. A telephone number is available on each local authority’s website.

Contact details
1. The designated safeguarding lead is Poppy Kemp.
2. The designated safeguarding lead’s email is: dsl@voxurbane.com
3. The designated safeguarding lead is responsible for:

being the first point of contact for staff concerned about the safety and welfare of a child or adult,
providing advice and guidance to staff and parents / carers concerned about the welfare of a child or adult,
making and keeping an accurate record of concerns and actions taken,
consulting with the trustees if an issue has been escalated.

Review
1. This policy was adopted in February 2024. It will be annually reviewed and updated as necessary following a change of legislation or guidance or an incident that warrants it being reviewed sooner.
2. It was reviewed in January 2025 and changes were made.
3. The next review is due in January 2026.