Strawberry Hill Ballet School (SBS)
Safeguarding & Child Protection Policy
1) Purpose & Scope
This policy applies to all SBS staff (paid and volunteer), assistants, chaperones, contractors, and any adult working on behalf of SBS in classes, rehearsals, events and shows (including hired venues). It sets out how we safeguard children (anyone under 18) and respond to concerns, in line with statutory guidance and best practice for out‑of‑school settings.
2) Policy Statement
SBS believes every child has the right to a safe, positive and inclusive environment. We will take all reasonable steps to prevent harm; respond promptly and appropriately to concerns; and work with parents/carers and safeguarding partners. Safeguarding is everyone’s responsibility.
3) Roles & Responsibilities
- Designated Safeguarding Lead (DSL): Rachel Thomas, Principal.
Phone: 07941 122617
Email: rachel@balletforchildren.co.uk
- All staff and volunteers must read and follow this policy, code of conduct and procedures; complete safeguarding training; and report concerns immediately to the DSL/Deputy.
4) Key Contacts (Local & National)
· Local Authority Children’s Social Care – Single Point of Access (SPA) (Kingston & Richmond – Achieving for Children): 020 8547 5008 (Mon–Thu 08:00–17:15; Fri 08:00–17:00). Out of hours: 020 8770 5000.
- Local Authority Designated Officer (LADO) – Allegations about adults: 07774 332675
- Police: Emergency 999; Non‑emergency 101.
- NSPCC Helpline: 0808 800 5000; help@nspcc.org.uk (advice/reporting).
5) Safer Recruitment & Suitability
SBS operates safer recruitment for all roles (paid and volunteer):
- Advertising & Application: Role descriptions include safeguarding responsibilities; applicants complete application form and self‑declaration of criminal history and suitability.
- Shortlisting: Based on skills and suitability; anomalies followed up.
- Right to Work: Evidence of UK right‑to‑work verified and recorded before start.
- Identity Verification: Photo ID and proof of address verified and recorded.
- References: Minimum 2 references including most recent employer/education; taken up in writing and verified by phone.
- DBS Checks: Appropriate Disclosure and Barring Service (DBS) checks for regulated/unregulated activity, with enhanced with children’s barred listwhere eligible. Renewed every 2 years or via the DBS Update Service. No one begins unsupervised work with children until checks are complete.
- Over‑16 Helpers: Supervised at all times; not counted as DBS‑checked adults unless eligible and checked.
- Induction: New starters receive this policy, code of conduct, whistleblowing policy, health & safety, e‑safety, photography/recording guidance, first aid arrangements, and emergency procedures.
6) Training & Supervision
- DSL: Safeguarding training updated every 3 years and keeps knowledge current through updates.
- All staff/volunteers: Intro/Level 1 safeguarding on induction; refresh every 2 years.
- First Aid: At least one adult with appropriate first‑aid present at all sessions/events.
- Supervision/Performance: Termly check‑ins and annual performance reviews include safeguarding competence.
7) Code of Conduct (Standards of Behaviour) (Standards of Behaviour)
All adults must:
- Prioritise children’s welfare; maintain professional boundaries; avoid 1‑to‑1 unobserved situations; use open, observable environments; treat children with dignity and respect; never use humiliating, aggressive or sexually explicit language or behaviour.
- Physical contact only when necessary for instruction/safety; explain the contact, seek consent, and stop if the child is uncomfortable; record any concerns.
- Online communications with students via approved channels with parental consent; no personal social media/messaging with minors.
8) Ratios, Drop‑off/Collection & Missing Child
- Supervision ratios: Age‑appropriate and risk‑assessed for activity and venue.
- Registers: Taken at arrival and departure; late collection and non‑collection managed by procedure and recorded.
- Missing child: Immediate search, inform venue security/police if not found quickly, notify parents and DSL, record incident.
9) Health & Safety; Risk Assessment
- Activity and venue‑specific risk assessments maintained and reviewed at least annually and before events/shows; fire safety and evacuation briefed; flooring and environment checked; appropriate dancewear/footwear required.
- Accident/incident records kept; first‑aid kits maintained; parents informed of injuries; medical/allergy information held with consent.
- Insurance: Public liability insurance of £5,000,000 held by SBS and maintained; certificates available on request.
- Activity and venue‑specific risk assessments maintained and reviewed at least annually and before events/shows; fire safety and evacuation briefed; flooring and environment checked; appropriate dancewear/footwear required.
- Accident/incident records kept; first‑aid kits maintained; parents informed of injuries; medical/allergy information held with consent.
10) Data Protection & Information Sharing
- Personal data handled under UK GDPR/Data Protection Act 2018.
- Safeguarding concerns are shared on a need‑to‑know basis with statutory agencies; records kept securely and retained per retention schedule.
11) Photography, Video & Social Media
- Consent: Written parental consent obtained for photography/filming; no identifying information published without consent.
- Events/Shows: Clear signage; controlled media areas; no photography in changing areas; concerns reported and managed by staff/DSL.
12) Transport & Off‑site Activities
- Staff transporting children requires parental consent, business insurance and risk assessment; no 1‑to‑1 unless unavoidable and risk‑assessed with parental knowledge.
13) Managing Concerns, Disclosures & Allegations
Immediate safety first. If a child is at immediate risk, call 999.
- If a child discloses: Listen, reassure, do not promise confidentiality, avoid leading questions, record verbatim where possible, report to DSL immediately.
- Reporting route: Staff/volunteers must inform the DSL as soon as possible and within the same day. If the allegation involves the DSL, report directly to the LADO/Children’s Social Care.
- Referrals: The DSL will contact Single Point of Access (SPA)and/or LADO without delay and follow their advice. Parents/carers informed when safe/appropriate.
- Allegations about staff/volunteers: DSL notifies LADO the same day; staff may be suspended or withdrawn from duties pending advice; disciplinary procedures followed.
- Whistleblowing: Staff can escalate concerns directly to SPA/LADO/Police/NSPCC if they believe appropriate action is not being taken.
14) Low‑level Concerns & Staff Conduct Issues
- Low‑level concerns (behaviour inconsistent with the code of conduct but not meeting the harm threshold) are recorded, reviewed by DSL/Principal and addressed through supervision, training or HR action.
15) Governance, Record‑Keeping & Review
- Registers: Attendance registers for each session.
- Training & DBS log: Central record of checks, training dates, right‑to‑work and renewals.
- Incident/Concern Log: Secure safeguarding log with unique reference numbers; decisions and rationales recorded by DSL.
- Policy review: Annually each September or after any incident/legislative change. Latest version published on SBS website and available on request.
16) Complaints & Escalation
- Complaints are handled under the SBS Complaints Procedure. Safeguarding complaints or dissatisfaction with our response can be escalated to SPA or LADO directly.
17) Appendices
***All documents listed below are available to download from our Documentation page***
A. Contact Sheet (displayed in studios and at events)
- DSL: Rachel Thomas — 07941 122617 — rachel@balletforchildren.co.uk
- SPA (Children’s Social Care – Kingston/Richmond): 020 8547 5008; Out of hours: 020 8770 5000
- LADO (Kingston/Richmond): 07774 332675
- Police: 999 / 101
- NSPCC: 0808 800 5000; help@nspcc.org.uk
B. Reporting Form
- Child’s details; date/time; concern/disclosure; body map (if needed); actions taken; who informed; signature/date.
C. Consent Forms
- Photography/filming; emergency medical treatment; transport; off‑site trips.
D. Code of Conduct
- Adult behaviour standards; boundaries; online communication rules; changing areas; physical contact guidance.
E. Complaints & Whistleblowing
- Process flow with external contacts.
Declaration
SBS will implement and monitor this policy and ensure all staff and volunteers understand and comply with it.
Signed: Rachel Thomas (Principal)
Date: 22/09/2025