Safeguarding and Child Protection Policy
Designated Officers of Holywood Music Festival:

Olive Elliott Mobile 07745 379006

Christine Hall Mobile 07803830660

Liz Jones Mobile 07989360648

INTRODUCTION:

Holywood Music Festival provides a platform for amateur performance combined with an educational element from professional musicians.  By developing procedures and guidelines, we will help to minimise the potential for abuse and create a positive environment for everyone involved. Our child protection policy is therefore designed to protect children and vulnerable adults from harm and abuse, protect the organizing committee and volunteers against false allegations and protect the reputation of the organisation.

There is a moral obligation on anyone who is involved with children and young people to provide them with the highest possible standard of care. Secondly, there is a legal responsibility, under the common law Duty of Care, for such organisations to take reasonable steps to ensure the safety and wellbeing of all children and vulnerable adults involved with Holywood Music Festival.

The fundamental principle in childcare law and practice is that the welfare of the child must always be the paramount consideration in decisions taken about them. This is set out in The Children (NI) Order 1995, which provides the legislative basis for child protection practice inNorthern Irelandand which is underpinned by the standards of the United Nations Convention on the Rights of the Child.

Vulnerable Adults; Regional Policy and Procedural Safeguarding Guidance, 2006, also under-pins our practice.

We would like to acknowledge the Volunteer Development Agency who developed an overarching child protection policy on behalf of the Arts Council of Northern Ireland, for use by organisations such as ours in the arts sector in Northern Ireland. This policy outlines legislative and good practice guidelines for working with children and vulnerable adults.

TERMS USED IN THIS POLICY

Throughout this document, the following applies when reference is made to:

Child/children – to promote best practice, the definition adopted is a person under 18 years of age, as defined under The Children (NI) Order 1995 and the United Nations Convention on the Rights of the Child.

Vulnerable Adult – A vulnerable adult is any person aged 18 years or over who is, or may be, unable to take care of him or herself against significant harm or exploitation.

Parent/Guardian – individuals who have parental responsibility for children, as defined by The Children (NI) Order 1995.

Parental responsibility (defined by The Children (NI) Order 1995) – the natural mother always has parental responsibility. The natural father gains parental responsibility:

• If married to mother at time of birth or subsequently marries her.
• Through an Agreement witnessed by solicitor or a Parental Responsibility Order.
• Post 15 April 2002 if they jointly register the child’s birth.

Holywood Music Festival Officials and Volunteers 

-          This refers to Office Bearers, Committee members and Volunteers associated with Holywood Music Festival.  For the purposes of running the annual Festival and other activities related to the running of the Festival.

CHILD PROTECTION POLICY STATEMENT

The Committee and volunteers of Holywood Music Festival are committed to practice which promotes the welfare of children and young people and protects them from harm .There is the same duty of care to Vulnerable Adults.

Committee members and volunteers involved in this organization accept and recognise our responsibilities to develop awareness of the issues which cause children harm, and to establish and maintain a safe environment for them. We are committed to reviewing our policy, procedures and practice at regular intervals, at least every three years.

Holywood Music Festival endeavours to safeguard children and Vulnerable Adults by:

• reporting concerns to statutory agencies who need to know and involving parents/guardians and children appropriately;

• adopting child protection guidelines through a code of behaviour;

• sharing information about child protection and the protection of Vulnerable adults and good practice with children, parents/guardians, committee members and volunteers;
• ensuring general safety procedures are adhered to.

Responsibility of Parents/Guardians

While attending the Festival all children, Young People and Vulnerable Adults must be in the care of, or supervised by an appropriate adult as identified by those with Parental Responsibility for the child or Young person or a person representing them, such as a teacher or appointee. The same safeguard is applied to Vulnerable Adults.  This is made clear in our syllabus and applies also to.., rehearsal prior to the Festival with an Accompanist. Such a rehearsal must be supervised by an appropriate adult identified by those with Parental Responsibility for the child or young person.

At no time during the Festival are any Committee members or volunteers responsible for the care and/or supervision of children, young persons or vulnerable adults.  As a consequence of this Holywood Music Festival, in line with advice from the British Festivals Federation, has confirmed that none of the roles carried out by  the Committee and Volunteers comes within the definition of “Regulated”, both in terms of the tests on Intensivity and Frequency.

Our Child Protection information is sent out to all Performers and their parents/teachers and their responsibilities in relation to the care and supervision of children, young people and vulnerable adults clearly identified.

Effective Management of Festival officials and Volunteers

 We will:

•  provide a clearly defined volunteer role description for all volunteers

• . provide training to ensure that all committee members and volunteers are aware of organizational policies and procedures,
• Ensure that all committee members and volunteers have a copy of our Code of Behaviour, know the identity of the Designated Officer and are familiar with the protocol of reporting concerns
•  ensure that a copy of our Child Protection Policy is on display during the Festival for consultation

REPORTING CONCERNS
 Holywood Music Festival will highlight its dedication to ensuring that committee members and volunteers respond appropriately to concerns, allegations or disclosures of abuse and harm, by:

•  providing guidelines about what constitutes suspicion or a child protection concern;

• providing guidelines about how to respond to concerns and disclosures;

• developing a procedure for recording and reporting information in a confidential manner;

• appointing a Designated Officer to deal with child protection issues.

 

What may constitute a concern about a child? 

A concern relates to the possibility of a child suffering harm or abuse. Indicators of this may include:

• sudden, unexplained or worrying changes in behaviour (e.g. becoming withdrawn, displaying sudden outbursts of temper or displaying inappropriate sexual awareness for their age).

• physical signs or symptoms that may be indicative of abuse (e.g. unexplained or suspicious injuries or for which the explanation given seems inconsistent, or physical appearance such as weight loss for no apparent/guardian reason or a dirty or unkempt appearance).
•  worrying remarks made by a child.

• a situation where a child has been exposed to potential risk of harm.

Due to the nature of expressivity involved with all arts forms, staff and volunteers should be aware that children may express their emotions in different ways. Any concerns about a child should be reported in line with the reporting procedure.

The following may be applicable for working with children with a disability:

• the nature of the disability may appear to ‘explain’ signs and symptoms (e.g. bruising, inappropriate sexual behaviour).
• a child may often be more dependent on adults (e.g. physical contact & support needs, intimate care) and may be cared for by a number of adults.
• a child may be unable to recognise abusive behaviour and differentiate between appropriate and inappropriate touch.
• children with communication or language difficulties may be unable to convey an experience to others and it may be difficult to convey information to a child.
• Staff and volunteers should be aware that they may have a greater reluctance to accept that children with a disability can be abused.

What is a disclosure? 

A disclosure is when a child tells a member of staff or a volunteer that they have been or are being harmed or abused in some way. This may constitute physical, sexual or emotional abuse, or neglect or bullying.

 Dealing with disclosure

If a child makes a disclosure, it is important that you:

• stay calm – do not panic!
• reassure the child that they have done the right thing in telling.
• listen to what the child is saying, do not rush them or ask leading questions.
• do not promise to keep secrets, as the child’s welfare is paramount and they must pass this information on to their Deputy/Designated Officer.
• record in writing what was said and/or observed as soon as possible so that they do not forget any information and try to write exact words if possible.
• report without delay within the reporting procedure.
• record they made the report.

 

What is a concern or allegation about the behaviour of a Festival official or a volunteer?

Inappropriate or unacceptable behaviour or communication, favouritism or negligence, or a breach in the code of behaviour may constitute a concern about the conduct of a committee or a volunteer.

An allegation about a committee member or volunteer occurs when a child, parent/guardian or another committee member or volunteer reports specific unacceptable behaviour where a child has been harmed or abused in some way.

Responding to concerns, disclosures and allegations

 estival officials and volunteers should be aware that signs and symptoms are not a checklist or definite indicators that abuse or harm has occurred, as other areas of a child’s life may affect their behaviour at a given moment (e.g. separation anxiety, homesickness or bereavement). In some instances, it may be appropriate for a Festival official or volunteer to check out a concern with the Designated Officer.

All concerns, disclosures and allegations should be recorded and passed to the Designated Officer as outlined in the reporting procedure, no matter how insignificant they may seem and regardless of whether they relate to situations internal or external to Holywood Music Festival (i.e. any concerns connected to a family or school situation should be noted as well as concerns within Holywood Music Festival 

If there is an emergency and the Deputy/Designated Officer cannot be contacted, staff and volunteers should contact Social Services, the PSNI or the NSPCC directly. These contact numbers can be found on page 13

Holywood Music Festival will maintain a confidential record, of any concerns, complaints or allegations made.

  Designated Officer Holywood Music Festival

 Olive Elliott Mobile 07745 379006

Christine Hall Mobile 07803830660

Liz Jones Mobile 07989360648

 

The Designated Officer/S has/have attended specialist training to deal with child protection concerns, disclosures and allegations. The role is to:

• provide information and advice on training requirements in relation to child protection.

• ensure that child protection policy and procedures are being followed.

• contact local statutory organisations (Social Services Gateway Team, the PSNI and/or NSPCC) about concerns and make a formal referral, if applicable. Our procedure is that the Designated Officer will contact a statutory organisation by phone and follow this up in writing.

 

Having more than one Designated Officer means that if one Designated Officer is on holiday/off sick or if an allegation is made against them, this can be reported to one of the other Designated Officers.

Allegations about a member of staff/volunteer

An allegation against a Festival official or a volunteer must be referred to the Deputy/Designated Officer.

In the case of an allegation against one of the Designated Officers, a referral should be made to the other Designated Officer, or directly to a statutory agency.

If a referral about a criminal offence is made to the PSNI and it instigates a criminal investigation, the organisation should not conduct an internal investigation or gather evidence that could prejudice a criminal investigation.

CODE OF BEHAVIOUR

 DONT’S

• Use inappropriate language
• Promise to keep secrets
• Allow children to use inappropriate language unchallenged
• Ever be alone with a child or vulnerable adult
• Engage in inappropriate games such as horseplay with children
• Let allegations by a child go unrecorded
• Allow or engage in inappropriate touching
• Take children alone on a car journey
• Make or receive private calls/texts while supervising an activity
• Contact young people or vulnerable adults through social networking sites such as Bebo, MSN, Facebook

 stages of Complaints Procedure

 

Informal

Volunteers will be encouraged to discuss issues informally to facilitate a speedy resolution of any problems.

Formal

If the issue cannot be resolved informally, a meeting can be arranged with the Chairman to address and resolve the problem. This will be fully recorded.

If the issue is still unresolved a meeting can be requested with the volunteer and a third party can be present if the volunteer wishes. The complaint will be made in writing and a record made of the meeting and signed by the Chairman and the volunteer.

Any formal complaint will be addressed as quickly as possible and an investigation by the most appropriate person will be carried out within an agreed time frame.

Procedures for dealing with accidents, incidents and emergencies

 All accidents are reported to the Chairman and recorded in an accident report book and signed by witnesses. It should be reported to those with parental consent.

Insurance

Holywood Music Festival is insured under the auspices of the British Federation of Festivals.  A copy will be displayed during all sessions.

Photographs

The taking of photographs and videos is prohibited and this is clearly stated both in the programme and on the entrance tickets.

Any press photography is only with the consent of those with parental responsibility.

 USEFUL CONTACTS

PSNI Child Abuse Investigation Units

 

From 31 March 2008, Child Abuse Investigation Units have replaced the CARE units.

 

A District (North and West Belfast) 028 9070 0604

B District (South and East Belfast) 028 9025 9832

C District (Castlereagh, Carryduff, Dundonald) 028 9056 1767

D District (Lisburn, Antrim, Newtownabbey, Carrickfergus) 028 9448 2633

 

Health and Social Services Trusts – Gateway Teams

 

Belfast Trust

North and West Belfast 028 9032 0840

South and East Belfast 028 9020 4550

From September 2008, allBelfastreferrals will be made to 028 9020 4550

 

Northern Trust

Ballycastle, Ballymoney, Portrush and Coleraine 028 7032 5462

Ballymena, Magherafelt and Cookstown 028 7965 1020

Antrim, Carrickfergus, Newtownabbey and Larne 028 9334 0165

 

Southern Trust

Craigavon 028 3834 3011

Dungannon 028 8772 2821 ext 3429

Newry 028 3082 5152

 

South-Eastern Trust

Dunmurry and Greater Lisburn 028 90602705

Newcastle and Downpatrick 028 44613511

Bangor, Newtownards and Ards Peninsula 028 91818518

 

Western Trust

Enniskillen 028 6634 4037

Omagh 028 8283 5043

L’Derry 028 7131 4090

 

 

Out of Hours Emergency Social Work Service

 

Belfast Trust 028 9056 5444

Northern Trust 028 9446 8833

Southern Trust Craigavon & Dungannon 028 3833 4444 / Newry 028 3083 5000

South Eastern Trust 028 9056 5444

Western Trust Enniskillen 028 6638 2000/Omagh 028 8283 3100/L’Derry 028 7134 5171

 

 

Useful organisations