Our Safeguarding Policy 2025-28
This policy applies to all of our trustees, workshop facilitators, chorus directors, assistants, volunteers, chaperones, sessional workers, staff or any authorised persons working on behalf of Persona Arts.
The purpose of this policy:
- to protect children and young people who participate in a rehearsal, presentation, performance, production or workshop at Persona Arts.
- to provide our staff and any authorised persons with the overarching principles that guide our approach to safeguarding and child protection
- Persona Arts believes that a child or young person should never experience abuse of any kind. We have a responsibility to promote the welfare of all children and young people and to keep them safe. We are committed to practise in a way that protects them.
Legal Framework
This policy has been drawn up on the basis of law and guidance that seeks to protect children, namely:
- Children Act 1989
- United Convention of the Rights of the Child 1991
- Data Protection Act 1998
- Human Rights Act 1998
- Sexual Offences Act 2003
- Children Act 2004
- Safeguarding Vulnerable Groups Act 2006
- Protection of Freedoms Act 2012
- Children and Families Act 2014
- Special educational needs and disability (SEND) code of practice: 0 to 25 years - Statutory guidance for organisations which work with and support children and young people who have special educational needs or disabilities; HM Government 2014
- Information sharing: Advice for practitioners providing safeguarding services to children, young people, parents and carers; HM Government 2015
- Working together to safeguarding children: a guide to inter-agency working to safeguard and promote the welfare of children; HM Government 2015
We recognise that:
- The welfare of the child is paramount, as enshrined in the Children Act 1989
- all children regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation
- some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues
- working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people's welfare
We will seek to keep children and young people safe by:
- Appoint a Designated Safeguarding Officer (DSO).
- Implement safeguarding practices through staff procedures and a code of conduct.
- Recruit staff and volunteers safely with all necessary checks (see Section 4).
- Ensure staff and volunteers are familiar with the Safeguarding Policy and how to report concerns.
- Share concerns and relevant information with appropriate agencies and involve children, parents, and carers as needed (see Section 2).
- Manage allegations against staff and volunteers appropriately (see Section 3).
- Provide supervision, support, training, and quality assurance for staff and volunteers.
- Record and store information securely and share safeguarding information with children, families, staff, and volunteers.
- Ensure effective complaints and whistleblowing procedures are in place.
- Provide a safe physical environment by applying health and safety measures in line with laws and regulations.
- Value, listen to, and respect children and young people.
Our Designated Safeguarding Officer (DSO) is
Rahel Schweizer Email: safeguarding@personaarts.org.uk Contact No: 07700 141865
Children’s Advice and Support Service (CASS): 0121 303 1888 Birmingham Children’s Trust Designated Officer (LADO) Team: 0121 303 1888
1. Staff Conduct When Working with Children
1.1. All staff must behave in a way that creates a safe and supportive environment for children.
1.2. Staff must not engage in any behaviour that could cause harm to children (see Section 4).
1.3. All children must be treated equally and fairly, regardless of gender, race, disability, or any other protected characteristic.
1.4. Staff must be aware of the signs of bullying, intervene when necessary, and report incidents in accordance with this policy.
1.5. Staff must understand and follow the safeguarding procedures outlined in this policy.
1.6. When recording or taking pictures of children, staff must share these materials with Persona Arts and ensure they are not stored on personal devices long-term.
2. Procedure for Reporting Concerns about a Child
1. Contact the Project Lead: Speak to the staff member leading the project. They will notify the Designated Safeguarding Officer (DSO) and ensure that a written record of the concern is created.
2. Urgent Concerns: If the matter is urgent, contact the DSO directly at safeguarding@personaarts.org.uk or 07700 141865.
3. DSO Review and Action: The DSO will review the concerns and determine the appropriate next steps. This may include discussing the matter with parents or carers and seeking their consent, where appropriate.
4. Seek Additional Advice: At any point, consider seeking guidance from Children’s Advice and Support Service (CASS): 0121 303 1888
5. Emergency Situations: If there is an immediate danger, contact the police by calling 999.
3. Procedure for Reporting Concerns about a member of staff or volunteer
3.1 Our aim is to provide a safe and supportive environment securing wellbeing and best possible outcomes for children.
3.2 We take all possible steps to safeguard our children and to ensure that the adults who engage with Persona Arts are safe to work with children. However, we do recognise that sometimes the behaviour of adults may lead to allegations of abuse being made.
3.3 We ensure that there are procedures in place for dealing with the two sections covering two levels (see below) of concern and/or allegations against staff members, volunteers and contractors:
- Allegations that may meet the harm threshold.
- Allegations/concerns that do not meet the harm threshold, referred to for the purposes of this guidance as ‘low level concerns’.
3.4 Allegations that may meet the harms threshold
3.4.1 Where it is alleged that anyone working in our setting, including staff, volunteers and contractors has:
- Behaved in a way that has harmed a child or may have harmed a child
- Possibly committed a criminal offence against or related to a child or
- Behaved in a way that indicates s/he may not be suitable to work with children
- Behaved towards a child or children in a way that indicated s/he may pose a risk of harm to children.
- Behaved, in a way that indicates they may not be suitable to work with children.
3.4.2 All adults working within our organisation must report any potential safeguarding concerns about an individual’s behaviour towards children and young people immediately.
3.4.3. Allegations or concerns about staff and volunteers must be reported directly to the DSO who will liaise with the Birmingham Children’s Trust Designated Officer (LADO) Team who will decide on any action required.
3.5. Allegation/concerns that do not meet the harms threshold – referred to for the purposes of this guidance as ‘low level concerns’
3.5.1. We promote an open and transparent culture in which all concerns about adults are dealt with promptly and appropriately. Creating this culture enables us to identify inappropriate, problematic, or concerning behaviour early, minimising the risk of abuse and ensuring that adults act within them in accordance with our ethos and values.
What is a low-level concern?
Low level does not mean that the concern is insignificant. It is any concern, no matter how small, and even if no more than causing a sense of unease or nagging doubt that an adult may have acted in a way that is: inconsistent with our organisations value and ethos, including inappropriate conduct; and does not meet the harm threshold or is otherwise not serious enough to consider a referral to the LADO.
Examples of such behaviour could include, but are not limited to: being over-friendly with children; having favourites; taking photographs of children on their mobile phone; engaging with a child on a one-to-one basis in a secluded area or behind a closed door; or humiliating children.
Sharing low-level concerns
We understand how crucial it is that all low-level concerns are shared responsibly with the right person and recorded and dealt with appropriately. If we are in any doubt as to whether information shared about an adult as a low-level concern in fact meets the harm threshold, we will consult with the LADO.
Anyone who does not feel confident to raise their concerns with the DSO knows to contact the LADO on 0121 675 1669.
The DSO will consider whether to bar the person from working within our organisation. If these circumstances arise in relation to a member of staff or a volunteer, a referral will be made as soon as possible after the resignation or removal of the individual in accordance with advice from the LADO.
4.Safer recruitment and selection
4.1 We will ensure the safe recruitment of staff and volunteers by implementing appropriate measures, selecting from the steps outlined below as necessary:
- verifying staff’s identity
- online searches for staff who will work closely with young people
- obtaining professional and character references
- ensuring that staff has the health and physical capacity for the job,
- UK Right to Work
- clear enhanced DBS check
- if any further checks as appropriate to gain all the relevant information to enable checks on suitability to work with children.
4.2 Documentation of these checks must be maintained, and the information securely stored.
5. Parental Consent for Images and Recordings
5.1. By participating in an event organised by Persona Arts, parents/guardians consent to their child being filmed, photographed, and recorded during the event, and for these materials to be used, edited, and distributed by Persona Arts (or authorised third parties) in any media for purposes related to the organisation, without limitations on time or geography.
5.2. Parents/guardians agree to the use of these materials by Persona Arts or authorised third parties (e.g., funding providers).
5.3. Persona Arts will not publicise children's names in images or recordings without prior parental permission.
5.4. If you object to filming or photography, please inform us before the event. We will take reasonable steps to accommodate requests, but your child may still appear in group shots.
5.5. To request the removal of your child’s image from materials after an event, contact us. We will try to honour your request, though complete removal may not always be possible.
6. Performance Regulations for Children and Young People
6.1. Hours a child can attend the place of performance
6.1.1. The amount of time that a child spends at the theatre or on a film set may often be greater than the time spent performing. To safeguard their health and well-being, rules apply to the maximum hours a child can attend the place of performance.
6.1.2. Persona Arts will align with the rules for non-broadcast performances to match those for broadcast performances, which vary by age. The maximums are:
- 9.5 hours for children aged over 9
- 8 hours for children aged 5 – 8 (an increase of 30 minutes)
- 5 hours for children aged 2 – 4
- 3 hours for children aged 0 – 2*
*This limit for 0-2 currently applies only when no licence is required because the child has not performed on more than 3 days in the preceding 6 months. Persona Arts will extend this protection to cover all performances if a licence is required.
6.2. Hours a child can perform for
6.2.1. Within the overall attendance limits, there are restrictions on the hours a child can perform and the duration of any performance. These limits vary for broadcast and non-broadcast performances.
6.2.2. Persona Arts will follow current limits for broadcast performances but increase total performance time for children over 9 from 4 to 5 hours. This increase allows additional time for warm-ups and physical preparation. The limits are:
- 5 hours total, 2.5 hours single duration, for children aged over 9
- 3 hours total, 2.5 hours single duration, for children aged 5 – 8
- 2 hours total, 30 minutes single duration, for children aged 2 – 4
- 1 hour total, 20 minutes single duration, for children aged 0 – 2*
*This limit for 0-2 applies only when no licence is required. PersonaArts will extend this to all performances requiring a licence.
6.3. Earliest time a child can be at the place of performance
6.3.1. The earliest times a child can be at the place of performance vary by age and type of performance. Currently, this ranges from 7am to 10am.
6.4. Latest Time a Child Can Be at the Place of Performance
6.4.1. Regulations also specify the latest times children can be at the place of performance. Broadcast performances have stricter limits.
6.4.2. Persona Arts will adhere to the following limits:
- Children over 5 not to be present after 11pm
- Children aged 2 – 4 not to be present after 10pm
- Children under 2 not to be present after 4pm*
*This applies when no licence is required. PersonaArts will extend this to all performances requiring a licence.
6.5. Minimum breaks
6.5.1. Children need regular breaks throughout the day for meals and rest. Persona Arts will ensure children receive appropriate breaks and meals during performances.
6.5.2. There are some exceptions permitted for the BBC in certain circumstances. Persona Arts will align to the requirements for all types of performance covered by the regulations, and all types of licence holder.
6.5.3. The frequency and duration of breaks should continue to be set out in regulations, according to age group.
6.5.4. Currently, the requirements for performances other than broadcast or recorded are that there must be an interval of 1.5 hours between performances or rehearsals in any day. The Regulations also make provision for this interval to be reduced to 45 minutes, but only on 2 days during a single week and then only when the child is not present at the place of performance for a total of more than 6 hours. There are no requirements about meal breaks.
6.5.5. For broadcast or recorded performances, the frequency and duration of breaks, including for meals, is set out in more detail.
6.5.6. Persona Arts will follow the minimum requirements for frequency of breaks:
- A. Children aged over 5 must have: a break every 2.5 hours; 3 breaks in 8 hours, 1 must be for a meal.
- B. Children aged 2 – 4 must have a break every 30 minutes.
- C. Children aged 0 – 2 must have a break every 20 minutes.
We will review our safeguarding policy, procedures and regulations from time to time and maybe subject to change.
Last reviewed: 4 December 2024