Children & Youth Policies & Procedures

Under the terms of the Children Act 2004 anyone under the age of 18 is considered to be a child or a young person. Any reference in these policies and procedures to a child or children includes a young person or young people respectively.

A) CAIA CHILD PROTECTION POLICY STATEMENT

Safeguarding children is the responsibility of everyone.

The Centre for Armenian Information & Advice (CAIA) recognises its responsibility to safeguard and promote the welfare of children within the legal framework of the Children Acts 1989 and 2004 and any other subsequent changes in legislation.

We are aware that many children are the victims of different kinds of abuse and that they can be subjected to social factors that have an adverse impact upon their lives – including domestic violence, substance misuse, bullying, child prostitution and ritualistic abuse.

We aim to create a safe environment within which children can thrive and adults can work with the security of clear guidance.

These guidelines are for the use of all paid staff, volunteers, and visitors. We will make them available to the parents and carers of the children to whom we offer a service. Through them, we will endeavour to ensure that:

• Children are listened to, valued and respected.

• Staff are aware of the need to be alert to the signs of abuse and know what to do with their concerns.

• All paid and unpaid staff are subject to rigorous recruitment procedures.

• All paid and unpaid staff are given appropriate support and training.

• All child protection concerns should be acted upon immediately. Any concerns that a child might be at risk or is suffering abuse will be reported to our Designated Safeguarding Lead (DSL).

Furthermore, we will endeavour to keep up to date with national developments relating to the care and protection of children.

CAIA adheres to Ealing’s Child Protection Procedures and Policies (the Yellow Book) and the code of conduct that is outlined within.

Designated Lead for Safeguarding: Misak Ohanian (CEO)

Deputy Lead for Safeguarding: Armine Sargsyan (Playworker)

Trustee for Safeguarding: Alexandra Sarkis (CAIA Board Co-Chair)

(Reviewed and adopted by the Board 31/07/2021; 25/02/2023; Reviewed and adopted 10/02/24; Reviewed and adopted 28/02/25)

B) AIM OF CAIA’S WORK WITH CHILDREN & YOUNG PEOPLE

The aim of CAIA’s work with children shall be to advance their education below compulsory school age or outside school hours as part of the CAIA’s overall charitable aims and objectives. More specifically:

To establish and maintain Armenian language preschool learning activities, parents & toddlers club, summer / winter projects, after school youth club and other safe and satisfying educational indoor and outdoor activities.
Promote Armenian culture & language by organising exhibitions, cultural events, mother-tongue classes, etc.
Encourage children of Armenian origin to grow up in an atmosphere of non-discrimination and racial harmony by encouraging interaction with each other as well as with others, as equals.
To enable children of Armenian origin to integrate into wider society without depriving them of their ethnic identity, culture, and heritage.
Research and identify the various needs of Armenian children and their parents and offer support.

CAIA treats safeguarding the children as our number one priority. We adhere to all safeguarding policies for children and abide by safeguarding procedures highlighted on the www.gov.uk under “Working Together to Safeguard Children”.

C) CHILD PROTECTION POLICY AND APPENDICES 1, 2, 3, 4 & 5

This policy applies to all CAIA Associated/Connected Persons, including members of the Board, paid staff, volunteers and sessional workers, agency staff, students or anyone working on behalf of the CAIA. Throughout this Policy, any references to “staff and volunteers” refers to all CAIA Associated/Connected Persons so far as it is relevant, appropriate, and feasible.

1. General Overview

The purpose of this policy is:

To protect children and young persons whether they are CAIA service users or children of service users or connected with CAIA in any other way, such as a visitor, irrespective of the age of their parent(s).
To provide staff and volunteers with the overarching principles that guide our approach to child protection.

CAIA believes that a child should never experience abuse of any kind. We have a responsibility to promote the welfare of all children and to keep them safe. We are committed to practise this policy in a way that protects them.

We recognise that:

The welfare of the child is paramount.
All children, regardless of age, disability, gender, 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 and with other agencies is essential in promoting children’s welfare.

We will seek to keep children and young persons safe by:

Valuing them, listening to them and respecting them.
Adopting child protection practices through procedures and a code of conduct for staff and volunteers (see Appendix 1).
Providing effective management for staff and volunteers through supervision, support, and training.
Recruiting staff and volunteers safely, ensuring all necessary checks are made.
Sharing information about child protection and good practice with children, parents, staff, and volunteers.
Sharing concerns with agencies who need to know and involving parents and children appropriately.

A list of useful contact details including the Safeguarding Officers at CAIA, can be found at the bottom of this Policy.

CAIA is committed to reviewing this Policy and good practice annually.

2. THE RISKS TO CHILDREN

Children can be vulnerable to different forms of abuse and harm. It is important to recognize that abuse and harm of children can cover a wide range of circumstances and behaviours. The main categories of abuse are as follows:

Physical abuse: This is violence causing injury or occurring regularly during childhood. For example, this may include:

a child is hurt or injured by being hit, shaken, squeezed, thrown, burned, scalded, bitten, or cut.
someone tries to drown or suffocate a child.
someone gives a child poison, alcohol, or inappropriate drugs.
someone fabricates the symptoms of, or deliberately induces, illness in a child.

In some cases, the injuries will be caused deliberately. In others they may be accidental but caused by the child being knowingly put at risk.

Sexual abuse: This occurs when someone uses power or control to involve a child in sexual activity to gratify the abuser’s own sexual, emotional, or financial needs or desires. It may include:

forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening.
encouraging children to behave in sexually inappropriate ways.
showing children pornographic material or involving them in the production of such material.
involving children in watching other people’s sexual activity or in inappropriate discussions about sexual matters.

Emotional abuse: This is persistent or severe emotional ill-treatment of a child that is likely to cause serious harm to his/her development. It may include:

persistently denying the child love and affection.
regularly making the child feel frightened by shouts, threats, or any other means.
hurting another person or a pet to distress a child.
being so overprotective of the child that he/she is unable to develop or lead a normal life.
exploiting or corrupting a child (e.g. by involving him/her in illegal behaviour).
conveying to a child the message that he/she is worthless, unlovable, inadequate, or his/her only value is to meet the needs of another person. This may or may not include racist, homophobic, or other forms of abuse.

Neglect: This involves persistently failing to meet a child’s physical, psychological, or emotional needs. It may include:

failing to ensure that a child’s basic needs for food, shelter, clothing, health care, hygiene and education are met.

failing to provide appropriate supervision to keep a child out of danger. This includes lack of supervision of particular activities or leaving a child alone in the house.

It is important to be aware of more specific types of abuse that fall within the above categories, they are:

Bullying and cyberbullying

Sexual exploitation

Child criminal exploitation

Child trafficking

Domestic abuse

Socio-cultural malpractices, such as female genital mutilation

Radicalisation

Grooming

Historical abuse

Online abuse

The causal factors of any such harm or abuse can also be wide-ranging. For example, children can be placed at risk by family members or by members of the community.

3. SAFEGUARDING PRINCIPLES

Safeguarding children from harm and abuse is an essential responsibility for the CAIA. We are committed to ensuring that any child who comes into contact with our services is properly safeguarded. Every person under this policy must ensure that they play an active role in ensuring that children are properly safeguarded.

Every person to whom this policy applies holds responsibility for:

remaining alert and aware of possible safeguarding risks to children.

guarding children against harmful environments with appropriate actions (for example adequate supervision or ensuring safe environments).
taking positive steps to maintain the safety and wellbeing of children engaging with us as a Charity.

reporting concerns expeditiously and appropriately, in line with child protection procedures.

understanding the duty to report specific concerns (and understanding how these interplay with confidentiality).

challenging any inappropriate or harmful behaviour of any other adult and reporting this accordingly.

acting appropriately in the presence of children.

not taking any inappropriate risks.

not smoking, drinking, or taking any form of illicit substance in the presence of children.

4. SAFEGUARDING OFFICERS

The management and oversight of all child safeguarding matters is allocated to:

Designated Lead for Safeguarding (“DSL”): Misak Ohanian (CAIA CEO)

Deputy Lead for Safeguarding: Armine Sargsian

Trustee for Safeguarding: Alexandra Sarkis (CAIA Co-Chair of the Board)

5. CONFIDENTIALITY AND DATA PROTECTION

The confidentiality policy set out in section 2 G of CAIA’s Organisational Manual must be followed at all times.

6. AFTER SCHOOL YOUTH CLUB REGISTRATION FORM

Before first attendance at the Youth Club and on an annual basis thereafter each child attending the Youth Club and his or her parent/guardian must complete and sign the registration form contained in Appendix 3.

7. RESPONDING TO A SAFEGUARDING CONCERN

Where a child is at immediate risk of serious harm, or in need of urgent medical attention, any adult present should call 999, and if appropriate first aid should be given in the meantime. Thereafter, the DSL or their deputy should be contacted as soon as is reasonably practicable.

Where there is a safeguarding concern but no immediate risk of serious harm, the adult who has heard or witnessed this concern should consult with the DSL or their deputy as soon as practicable and by no later than the end of that same day. In the absence of the DSL and deputy the member of staff concerned should themselves follow the steps in 8 below.

Where any child makes a disclosure relating to harm or abuse to an adult, it is important for that adult to:

listen calmly and carefully, showing that their views are taken seriously.
Provide an appropriate and honest level of reassurance.

avoid interrogating children and asking probing, intrusive and/or leading questions.

avoid making false promises regarding secrets and confidentiality with the child (because any concern of abuse/harm must be shared with a safeguarding officer and any subsequent safeguarding referral)

make a confidential written record of the discussion either during the discussion or immediately afterwards. The record should include the key details of the disclosure together with any relevant times, dates, places, and people concerned. Audio and video recordings of children making disclosures should be avoided.

Refer all relevant information to the DSL or their deputy as soon as practicable afterwards, and by no later than the same day, together with a completed incident/concern recording log form – see section 7 below. if the allegation concerns the DSL, the report should be made to the trustee for safeguarding.

8. KEEPING A RECORD OF CONCERNS

The purpose of the “Incident/Concern Recording Log Form” is to record concerns of abuse or potential abuse and to detail how each notification is dealt with. The relevant sections of the form should be completed and signed at each stage of the procedure. It can be used to forward information to the statutory child protection authorities if a referral to them is needed.

The form should be signed and dated by all those involved in its completion and kept confidentially on the child’s file. The name of the person making the notes should be written alongside each entry.

The “Incident/Concern Recording Log Form” can be found in Appendix 2 below.

9. ROLE OF THE DSL IF THEY RECEIVE A REPORT OR DISCLOSURE ABOUT ABUSE

Where there is a disclosure or reported concern of abuse the following guidelines should be followed by the DSL or their deputy:

In the case of a disclosure or if a deliberate injury is suspected, there is a concern for the child’s safety or they are afraid to return home, Children’s Social Care should be contacted without delay. Do not discuss with parents/carers. If the child is in immediate danger, and this has not already been done, call the Police.
If the child is suffering from a serious injury, and this has not already been done, seek medical attention immediately from accident and emergency services (call 999). Also inform Children’s Social Care, and the duty consultant paediatrician at the hospital.
If the child is not at immediate risk but there are general concerns, the DSL should contact the ECIRS Consultation Line for advice on whether to refer to ECIRS or whether other services may be more appropriate, and what if anything should be said to the child’s parents/carers before making a referral.

10. Dealing with concerns regarding the conduct of an adult connected with CAIA

The steps set out in Appendix 4 outline what should be done if a child protection allegation is made against a member of staff, volunteer, or other persons working for or involved with the CAIA.

11. DEALING WITH ALLEGATIONS MADE OR INFORMATION RECEIVED AGAINST ANOTHER CHILD

Procedures covering allegations made or information received against another child are set out in Appendix 5.

12. RADICALISATION

If CAIA staff or volunteers are concerned that someone is at risk of being radicalised and drawn into terrorism, they should treat it in the same way as any other safeguarding concern and notify their supervisor/manager and the DSL immediately.

For more information, please visit: “Prevent duty guidance: for England and Wales” on www.gov.uk

Contact details

Designated Lead for Safeguarding
Name: Misak Ohanian
Email address: hayashen@caia.org.uk
Telephone number: 07947 586226

Deputy Lead for Safeguarding
Name: Armine Sargsyan
Email address: acpg@caia.org
Telephone number: 07969 323249

Trustee for Safeguarding
Name: Alexandra Sarkis
Email address: alex.sarkis@talk21l.com
Telephone number: 07740 932602

Local Police: Acton Police Station

020 8810 1212 or 101

Ealing Local Authority Designated Officer (LADO) for allegations against staff and volunteers asv@ealing.gov.uk/ 020 8825 8930 or 07890 940241

Ealing Children’s Integrated Response Service (ECRIS) 020 8825 5000 (Immediate help if there is concern about the welfare or safety of a child)

ECIRS Professional Consultation Line 020 8825 5236 (if unsure whether to make referral to ECIRS)

NSPCC Helpline: 0808 800 5000 help@NSPCC.org.uk

ChildLine: 0800 1111

(Approved by CAIA Management Committee 12 April 2011, reviewed and adopted on 19/03/2014, 21/06/2016, 10/04/2017, 13/02/2020, 31/07/2021, 25/02/2023, 10/02/2024; 28/02/2025)

appendix 1 – code of practice

This Code of Conduct sets out CAIA’s expectations of appropriate conduct and behaviour for all staff and volunteers working with children. All staff and volunteers are expected to follow the Code of Conduct at all times and must contact the DSL or their Deputy if they have any questions or are unclear about any of the points included.

Staff and volunteers should:

Be aware that their main priority is the child/young person in their care.
Listen to children and young persons and talk to them about their right to be kept safe from harm.
Exercise caution about being alone with a child or young person. In situations where this may be needed (for example where a young person wants to speak in private) think about ways of making this seem less secret, for example by telling another worker or volunteer what you are doing and where you are, or leaving a door open. Where there is a safeguarding concern, remember to make a confidential written record of the discussion either during the discussion or immediately afterwards.
Make sure physical contact is initiated by the child’s needs, e.g. for a hug when upset or help with toileting. Always prompt children to carry out personal care themselves and if they cannot manage ask if they would like help.
Set an example to children and young person – dress appropriately, use appropriate language and show respect to your colleagues, parents/carers, children and young person at all times.
Seek advice and support from your colleagues, activity leaders or supervisors and your DSL.
Be careful about forming personal relationships with parents/carers. This could make it difficult to report allegations/suspicions of abuse. Remember your duty of care is to the child/young person.
Report all concerns, disclosures or allegations (made by children, parents/carers or colleagues) to the DSL or their deputy.

Staff and volunteers should not:

Use any kind of physical punishment or chastisement such as smacking or hitting.
Kiss or cuddle children or allow children to sit on your lap, and do not give them presents.
Invite a young person to your home or arrange to see them outside set activity times.
Engage in any sexual activity (this would include using sexualised language) with a young person you meet through your duties or start a personal relationship with them. This would be an abuse of trust.
Add children/young person or their families onto social networking sites. Also be aware of your online profile and check your privacy settings.
Take photographs of children without the consent both of them and their parents.
Investigate any concerns or reports. Instead, you should contact your DSL or their Deputy immediately.
Let allegations, made by anyone, go unacknowledged, unresolved or not acted upon – always talk to your DSL or their deputy.

APPENDIX 2 – Incident/Concern Recording Log

This form is to be used for reporting concerns or incidents involving the safeguarding of children and young persons.

Details of child and parents/carers

Name of Child:
Gender:	Age:	Date of Birth:
Ethnicity:	Language:	Additional Needs (if applicable):
Name(s) of parent/carer:
Child’s home address:
Parent(s)/carer(s) home address: (If different from child)

Your details

Your Name:
Your position:	Date, time, and place of incident (if applicable):

Report

Are you reporting your own concerns or responding to concerns raised by someone else? If responding to concerns raised by someone else, please provide their name and position:

Please provide details of the incident or concerns you have, including times, dates and other relevant information (such as a description of any injuries and whether you are recording fact, opinion or hearsay):

The child/young person’s account, if it can be given, of what has happened and how:

Please provide details of the person alleged to have caused the incident/injury including, where possible, their name, address and date of birth (or approximate age):

Please provide details of any witnesses to the incident(s):

Your signature:

Designated Safeguarding Lead (DSL) received information Date: Time: DSL’s signature:

ACTION REPORT (DSL to sign and date after each entry): Please specify: Agencies contacted including date, time, name and phone number of contact, and actions agreed.
What has happened since the referral to statutory agency/agencies, to include any feedback from the referral and a summary of the outcome, together with all relevant dates.
Any lessons to be learned for the future?
Signature of DLS: Date:

Appendix 3 – Youth Club Registration Form

‘HAYASHEN’ ARMENIAN AFTER SCHOOL YOUTH CLUB

‘HAYASHEN’ 105A Mill Hill Road, Acton, London W3 8JF
Registration Form (For children under 18 years of age)

Personal Details:

Name…………………………………………………………………D.O.B: ………………………………

Email Address:…………………………………………Age: …………………………………

Home Address:……………………………………………………….. M/F: ………………………………………

………………………………………………………..………………………….. Borough:……………………………………

Tel (Home)………………………………………………………………. Mobile: …………………………………….

School/Place of Study………………………………………………………..……………………………………………..

Interests/Skills:………………………………………………………..……………………………………………………………………….

Medical Details: Is there any Medical Problems/Disabilities we should be aware of?

…………………………………………………………………………………………………….………………

Next of Kin Emergency Contacts:

1. Name: ……………………………………………………………… Tel/Mobile: ………………………………………………

Home Address………………………………………………………………………………………………………………………………………………….

……………………………………………………………………… Email:……………………………………………………………..

I agree to follow the rules of the ‘HAYASHEN’ Armenian Youth Club & Centre.

Signed by Young Person…………………… Dated…………………………………

I authorise CAIA to act on my behalf in case of an emergency, knowing I shall be informed at once.

I authorise my child to be photographed during Youth Club activities and for the material to be used for internal and external promotional purposes in line with CAIA charitable aims and objectives if they are stored securely.

I agree that this information may be processed by CAIA in compliance with all relevant and applicable data protection legislation

Signed by Parent/Guardian:………………………………Dated:…………………………………

APPENDIX 4 – Dealing with concerns regarding the conduct of an adult connected with CAIA

The steps set out below outline what should be done if a child protection allegation is made against a member of staff, volunteer or other person working for or involved in the CAIA.

The procedure should provide a clear direction to staff and Board members who are called upon to deal with such allegations and to manage investigations that may result from them. The aims of this are:

to ensure that children who attend the CAIA, and any other children who may come to our attention, are protected and supported following an allegation that they may have been abused by anyone from within the CAIA.
to ensure that there is a fair, consistent, and robust response to any allegations made, so that the risk posed to other children by an abusive individual is managed effectively.
to facilitate an appropriate level of investigation into allegations, whether they are said to have taken place recently; at any time the individual(s) in question has been involved with the CAIA; or prior to the person/child’s involvement with the CAIA.
to ensure that the CAIA continues to fulfil its responsibilities towards members of staff, volunteers or Board members who may be subject to such investigations.
to ensure that staff, volunteers, or Board members, are able to continue in their role if they have been at the centre of allegations that are unfounded or deemed to be malicious in origin.

This procedure applies to:

any member of staff, volunteer, or Board member to whom an allegation of abuse has been made, that involves another member of staff, volunteer, or Board member.
anyone in a managerial position (including the DSL or their deputy, line managers, supervisors, and Board members) who may be required to deal with such allegations and manage investigations that result from them.

1. What to do if an allegation is made or information is received against an adult CONNECTED WITH CAIA?

If the person at the centre of the allegation is working with children now, the concern needs to be discussed immediately with the manager of the group/organisation and the DSL. One of these (either the manager or DSL) should then, in a sensitive manner, remove the staff member involved in the allegation from direct contact with children.

It should then be explained to the person, in private, that there has been a complaint made against him/her, although the details of the complaint should not be given at this stage. The person should be informed that further information will be provided as soon as possible but that, until consultation has taken place with the relevant agencies and within the organisation, they should not be working with children. It may be best, under the circumstances, for the person to return home on the understanding that the manager or DSL will telephone him/her later in the day.

The information provided to him/her at this stage will need to be very limited. This is because discussions first need to take place with any other agencies who may need to be involved, such as the local authority children’s social care department, the Police, or the local authority designated officer (LADO).

If the person is a member of a trade union or a professional organisation, he/she should be advised to make contact with that body. Arrangements should also be made for the member of staff or volunteer to receive ongoing support in line with the responsibilities the organisation has towards his or her welfare.

2. Conducting an investigation

Once any urgent necessary steps have been taken, attention can be given to dealing with the full implications of the allegations.

There are up to three possible lines of enquiry when an allegation is made:

a Police investigation of a possible criminal offence.
enquiries and an assessment by the local authority children’s social care department about whether a child needs protection.
investigation by the employer and possible disciplinary action being taken against the person in question. This includes implementing a plan to manage any risk posed by the individual to children and young person in the workplace until the outcome of the other investigations and enquiries is known.

3. KEEPING A RECORD OF THE INVESTIGATION

If an investigation is opened, all those involved in dealing with the allegation should keep clear notes of the allegations made, how they were followed up, and any actions and decisions taken, together with the reasons for these.

These notes should be compiled gradually as the situation unfolds, with each entry being made as soon as possible after the event it describes. The notes should be signed and dated by the person making them, and the person’s name should be printed alongside.

The notes should be kept confidentially on the file of the person who is the subject of the allegation. Discussion should take place with the LADO to determine whether any aspects of the notes may not be shared with the person concerned. If there are no reasons not to do so, a copy of the records should be given to the individual.

The notes should be held on file for a 10-year period, whether or not the person remains with the CAIA for this period.

4. WHEN TO INVOLVE THE LOCAL AUTHORITY DESIGNATED OFFICER (LADO)

The DSL should report the allegation to the LADO within one working day if the alleged behaviour suggests that the person in question:

may have behaved in a way that has harmed or may have harmed a child
has possibly committed a criminal offence against or related to a child
has behaved towards a child in a way that suggests that he/she may be unsuitable to work with children.

This should also happen if the individual has volunteered the information him/herself.

The LADO may be told of the allegation from another source. If this is the case, then the first information received by the CAIA may be when the LADO makes contact in order to explain the situation.

Whoever initiates the contact, there will be discussion between the LADO and the DSL to share information about the nature and circumstances of the allegation, and to consider whether there is any evidence to suggest that it may be false or unfounded.

If there is any reason to suspect that a child has suffered or is likely to suffer significant harm and there are no obvious indications that the allegation is false the LADO, in cooperation with the CAIA, will make an immediate referral to the local authority children’s social care department to ask for a strategy discussion.

The LADO and the DSL will take part in the strategy discussion. The DSL and any other representative from the CAIA should cooperate fully with this and any subsequent discussion with the children’s social care department.

It should be asked from the outset that the children’s social care department shares any information obtained during the course of their enquiries with the CAIA if it has any relevance to the person’s employment.

5. DEALING WITH A CRIMINAL OFFENCE

If there is reason to suspect that a criminal offence may have been committed (whether or not the threshold of ‘significant harm’ is reached), the LADO will contact the Police and involve them in a similar strategy discussion, which will include the DSL.

The DSL and any other representative from the CAIA should cooperate fully with any discussion involving the Police and should ask for similar cooperation from the Police in terms of the sharing of information relevant to the person’s employment.

Discussions with the Police should also explore whether there are matters that can be acted on in a disciplinary process while the criminal investigation takes place, or whether disciplinary action must wait until the criminal process is completed.

6. TALKING TO PARENTS ABOUT THE ALLEGATION OR CONCERN

If the child’s parents/carers do not already know about the allegation, the DSL and the LADO need to discuss how they should be informed and by whom.

7. TALKING TO THE PERSON WHO IS THE SUBJECT OF THE ALLEGATION

The person at the centre of the allegation should be informed as soon as possible after the initial consultation with the LADO. However, if a strategy discussion with children’s social care or the Police is needed, this might have to take place before the person concerned can be spoken to in full. The Police and children’s social care department may have views on what information can be disclosed to the person.

Only limited information should be given to the person in question, unless the investigating authorities have indicated that they are happy for all information to be disclosed or unless there is no need for involvement from these statutory agencies.

The DSL will need to keep in close communication with the LADO and the other agencies involved in order to manage the disclosure of information appropriately.

8. TAKING DISCIPLINARY ACTION

If the initial allegation does not involve a possible criminal offence, the DSL and manager of the person at the centre of the allegation should still consider whether formal disciplinary action is needed.

If the local authority children’s social care department has undertaken any enquiries to determine whether a child or children need protection, the DSL should take account of any relevant information from these enquiries when considering whether disciplinary action should be brought against the person at the centre of the allegations.

The following timings should be kept to wherever possible, depending on the nature of the investigation:

If formal disciplinary action is not needed, other appropriate action should be taken within three working days.
If disciplinary action is required, and can be progressed without further investigation, this should take place within 15 working days of a raised concern/allegation.
If CAIA decides that further investigation is needed in order to make a decision about formal disciplinary action, the DSL should discuss with the LADO the possibility of this investigation being done by an independent person to ensure that the process is objective. Whether or not the investigation is handled internally or independently, the report should be presented to the DSL within 10 working days of a raised concern/allegation.
Having received the report of the disciplinary investigation, the DSL should decide within two working days whether disciplinary action is needed.
If disciplinary action is needed by this time, it should be taken and still remain within the period of 15 working days from when the concern or allegation was raised.
The DSL should continue to liaise with the LADO during the course of any investigation or disciplinary proceedings and should continue to use the LADO as a source of advice and support.

The disciplinary processes outlined here are in line with CAIA’s Disciplinary Procedure (See CAIA Statement of Conditions of Service, clause 27).

If a criminal investigation is required, it may not have been possible to make decisions about initiating disciplinary proceedings or about the person’s future work arrangements until this is concluded. The Police are required to complete their work as soon as reasonably possible and to set review dates, so the DSL should either liaise with the Police directly or via the LADO to check on the progress of the investigation and criminal process.

The Police are also required to inform the employer straight away if the person is either convicted of an offence or acquitted or, alternatively, if a decision is made not to charge him/her with an offence or to administer a caution. In any eventuality, once the outcome is known, the DSL should contact the LADO to discuss the issue of disciplinary proceedings.

If the allegation is substantiated and if, once the case is concluded, the CAIA dismisses the person or ceases to use their services, or the person ceases to provide his/her services, the DSL should consult with the LADO about referral of the incident to the Independent Safeguarding Authority (ISA). This should take place within a month.

9. MANAGING RISK AND SUPPORTING THE PERSON AT THE CENTRE OF THE ALLEGATION

The first priority of the CAIA must always be the safety and welfare of children. However, as an employee or volunteer, the person who is the subject of the allegation has a right to be treated in a fair, sensitive, and non-judgmental manner and to have his or her privacy respected as far as this ensures the safety of the child and other children.

Information about the allegation must only be shared on a need-to-know basis with those directly responsible for supervising and managing the staff member or volunteer. Any other information (for example, explanations to other staff members as to why the person is not at work or working to different arrangements) should be agreed and negotiated with the individual concerned.

If the person is a member of a trade union or a professional organisation, he/she should be advised to contact that body as soon as possible after being informed that he/she is the subject of an allegation.

Arrangements should also be made for him/her to receive ongoing support and information about the progress of the investigation.

The possible risk of harm to children by the person who is the subject of an allegation needs to be carefully managed both during and after any conclusion to the investigation processes following the allegation. This means that the CAIA may need to consider suspending the person if there is cause to suspect that a child may be at risk of significant harm, or if the allegation is serious enough to warrant investigation by the Police, or if it is so serious that it would lead to dismissal. However, a decision to suspend should not be automatic, as there may be other ways of managing any risk presented by the person.

The situation should be discussed fully between the DSL, the individual’s manager/supervisor and the LADO, who will seek the views of the Police and the children’s social care department on the question of possible suspension. The conclusions of the discussion must be carefully documented. Grounds for suspension should be clearly set out if this is the decision. If suspension is not decided, then a clear plan should be made as to how any possible risk posed by the individual is to be managed. This could involve, for example, changes to the person’s duties so that they do not have direct contact with children, and/or increased levels of supervision whilst at work.

Once the case has been concluded, if it is decided that a person who has been suspended or who has taken sick leave due to the stress induced by the allegation is able to return to work, the DSL and the manager/supervisor of the person who has been the subject of the allegations should consider how best to support the individual in this process. A plan to facilitate a return should be drawn up in consultation with the individual themselves and should take into account the need to manage any remaining child protection risks and also to support the person concerned after what will have been and will remain a very difficult experience.

If the decision is that the person cannot return to work and has to be dismissed or chooses to resign, the DSL and the LADO should discuss the need for the matter to be referred to the Independent Safeguarding Authority (ISA) and/or to any professional body to which the person may belong. The CAIA does not enter into compromise agreements with individuals who resign following the conclusion of investigations into allegations made against them and will always comply with its statutory obligations to share information about the individual in the interests of protecting children and young persons.

If the allegation is found to be without substance or fabricated, the CAIA will consider referring the child in question to the children’s social care department for them to assess whether they need services or whether they may have been abused by someone else. If it is felt that there has been malicious intent behind the allegation, the CAIA will discuss with the Police whether there are grounds to pursue any action against the person responsible.

APPENDIX 5: ALLEGATIONS MADE OR INFORMATION RECEIVED AGAINST ANOTHER CHILD

The procedure to be followed in the event of allegations made or information received against another child is set out below.

1. BULLYING OR CHILD PROTECTION?

When faced with a situation of one child behaving inappropriately towards another, a decision needs to be made about whether the problem behaviour constitutes bullying or is a child protection concern. This decision needs to be reached by the DSL, in consultation with the staff member responsible for the child, the staff member’s manager/supervisor and if necessary, the local authority children’s social care department.

If the conclusion is that the behaviour is an example of bullying, and if both children attend the group/organisation, it needs to be dealt with under the anti-bullying policy and procedure.

If it is behaviour that could be described as child abuse and has led to the victim potentially suffering significant harm, then it must be dealt with under child protection procedures. This should include all incidents of sexual assault and all but the most minor incidents of physical assault. If it is behaviour that could be described as child abuse and has led to the victim possibly suffering

The checklist below can be used to help inform the decision:

Bullying

The difference of power between the bully and the person being bullied is relatively small.
The bullying behaviour may be from a number of children.
It may be from a young person acting in a group rather than from one child acting alone.
It may also, but not necessarily, be directed towards a group of other children rather than an individual child.
The behaviour involves teasing or making fun of someone, excluding a child from games and conversations, pressurising other children not to be friends with someone, spreading hurtful rumours or circulating inappropriate photographs/images/drawings, cyberbullying, shouting at or verbally abusing someone, stealing someone’s possessions, making threats, or harassment on the basis of race, gender, sexuality or disability.
The behaviour has not previously been a concern, and the bully or bullies may have been responding to group pressure.
The behaviour is perceived as bullying by the victim.

Physical or sexual assault, or forcing someone to do something embarrassing, harmful or dangerous is also included in the list of bullying behaviours in this toolbox but are the most likely to constitute a child protection concern if the victim suffers significant harm as a result of the behaviour.

Child Protection Concerns

The difference of power between the child who is abusing, and the person being abused is significant e.g. an age difference of more than two years; there is a significant difference in terms of size or level of ability; the abuser holds a position of power (such as being a helper, volunteer or informal leader) or the victim is significantly more vulnerable than the other child.
The behaviour involves sexual assault or physical assault (other than the most minor physical assault).
The child who is the victim of the behaviour may have suffered significant harm.
The behaviour may not necessarily be perceived by the victim as abusive, particularly if it is sexual in nature.
The behaviour is not a one-off incident and is part of a pattern of concerning behaviour on the part of the child who is abusing.
The behaviour, if sexual, is not part of normal experimentation that takes place between children.

2: SEXUAL ABUSE OR NORMAL EXPERIMENTATION?

All children develop an interest in their own sexuality from a young age and seek to learn about sex from their peers. It is important not to label normal, healthy behaviour as deviant or abusive. It is equally important not to allow sexually abusive behaviour perpetrated by one child towards another to go unchecked, as this is harmful both for the victim and the perpetrator.

There are ways of assessing whether sexual behaviour between children is abusive or not. Indicators of abusive behaviour include:

there is a significant difference in age, dominance or understanding between the children.
the behaviour was accompanied by the use of threats or bribes.
the behaviour was carried out in secret.

For the purposes of this procedure however, it is enough to say that if there is any question that the behaviour could be abusive, the matter should be discussed with the local authority children’s social care department or with the NSPCC Helpline (0808 800 5000).

This can initially take place without the names of the children or young person being disclosed, although such information will have to be provided if the view of the children’s social care department or the NSPCC is that the behaviour may constitute significant harm and that an investigation is needed.

3: WHAT TO DO IF YOU HAVE CHILD PROTECTION CONCERNS INVOLVING ANOTHER CHILD

The general procedures outlined in CAIA’s Child Protection policy must always be followed. In addition, a decision will need to be made about when and who should inform the families of both the child who has been abused and the child who has allegedly perpetrated the abuse, as well as the local authority children’s social care department.

If the child who is the alleged victim is not known to the CAIA, it is not our role to inform the child’s family. Even if the child who is the alleged victim is known, the Police and/or the health services, should be part of the decision-making process if they have been contacted.

The paramount consideration should always be the welfare of the children involved. Issues that will need to be considered are:

the children’s wishes and feelings.
the parents’ right to know (unless this would place the child who has allegedly perpetrated the abuse in danger or would interfere with a criminal investigation).
the impact of telling or not telling the parents.
the current assessment of the risk to the child who has been abused and the source of that risk.
the current assessment of any risk to the child who has allegedly perpetrated the abuse and the source of that risk.
any risk management plans that currently exist for either child.

If both children are known to CAIA and if their families do not already know about the allegation or concern, the member of staff, manager or named person should discuss it with them unless:

the view is that someone (for example the child who has allegedly perpetrated the abuse) may be put in danger by the family being informed
informing the family might interfere with a criminal investigation.

If any of these circumstances apply, discussions with the families should only take place after this has been agreed with the local authority children’s social care department.

If only the child who is alleged to have harmed another child is known to CAIA, then, subject to the considerations set out in above, discussions with only this child’s family should take place.
The child who is the subject of the allegation should also be informed of what has been said about him/her. However, if the view is that children’s social care or the Police should be involved, the child should only be informed after discussion and agreement with these agencies. These agencies may have views about what information should be disclosed to the child at this stage.
If there is still uncertainty about whether the allegation or concern constitutes a child protection issue, the DSL (or their deputy) should discuss this with children’s social care department or with the NSPCC Helpline without disclosing the identity of either child/family.
If, having discussed the situation fully and taken advice if necessary, the manager/supervisor and the DSL concludes that the alleged behaviour does not constitute a child protection issue, then consideration should be given to whether the anti-bullying policy and procedure should be used (if both children are known to the organisation) and whether either or both children should be referred for other services.
If the view is that the behaviour does indeed amount to a child protection issue, the DSL should refer both children to the local authority children’s social care department and confirm the referral in writing within 24 hours.
Pending the outcome of the referral to the children’s social care department and the possible investigation or assessment that may follow from this, any risk that may be posed to other children by the child who has allegedly harmed another child will need to be carefully managed. This should be done on an inter-agency basis in accordance with procedures developed by the local safeguarding children board for children who display harmful behaviour towards others.
The DSL should ask the children’s social care department whether these procedures are being used and if so, request that they are involved in, or at least kept informed of inter-agency decisions made in accordance with these procedures.
If the procedures are not being used but the CAIA remains concerned that the child could pose a risk to other children, then the DSL and the manager must consider whether the child can continue to be involved with the CAIA and on what basis. This is a situation that needs to be kept under regular review whilst the statutory agencies conduct their investigation and assessment and reach their conclusion. It may also need to be reviewed regularly following the conclusion of the assessment process, as the child or young person may be receiving support that should, in time, reduce the level of risk they present.
If the allegation is found to be without substance or fabricated, the CAIA will consider referring the child making the allegation to the children’s social care department for them to assess whether they need services (for example, the child may have been abused by someone else).
If it is felt that there has been malicious intent behind the allegation, the CAIA will discuss with the Police whether there are grounds to pursue any action against the person responsible.

D) OUTINGS & OVERNIGHT STAY POLICY

1. Understanding the risks/Need for formal risk assessment

The management of children (under 18) beyond the confines of the Hayashen requires a higher level of management skill and experience than that generally required within the Hayashen itself.

The law has often described the responsibility as equivalent to the standard expected of a reasonable and careful parent. However, educational, and other visits often involve children in substantially greater numbers than parents normally deal with. A higher level of organisation and preparation will be expected of a youth group compared to a family group visiting the same venue. Certainly, the public and the parents have a higher expectation of accountability from the CAIA and its staff/volunteers for these occasions.

The key responsibility is to take all reasonable steps to ensure that children making the trip have a safe, secure, appropriate, and worthwhile experience. In order to ensure this, there is a line of accountability, which includes CAIA’s CEO, and the Board.

2. Policy & Procedures

These guidelines bring together the various policies and procedures that apply to taking a group of children/young people away on any kind of trip/outing, training event or a residential event which involves at least one overnight stay requiring supervisors to have 24 hours a day supervision responsibilities.

The following procedures should be followed at all times when organizing any kind of outing:

Consult children regarding the destination and purpose of the outing/trip in advance of any booking or travel arrangements to ensure their involvements in the decision-making process.
Nominate a key member of staff or volunteer to take overall responsibility for organising the event.
Undertake a site visit by Group leaders/CAIA CEO in advance of the trip in order to ensure that the site meets the aims and objectives of the outing and satisfies all health & safety considerations; and to gain first-hand knowledge of the venue and available activities. For residential events involving an overnight stay a site visit is mandatory in order to identify additional risks; check the facilities for sleeping/eating/washing; and approve any activities prior to the visit.
No adult may sleep in a room with children.
Appoint/recruit appropriate number of trained (First Aid, etc.), Disclosure & Barring Services (clear DBS) and skilled/experienced staff and/or volunteers. The ratio for the number of adults should be in line with NSPCC guidelines and provide an appropriate adult gender balance.
Ensure that staff/volunteers are adequately briefed prior to trip regarding their roles, duties and responsibilities. This includes identifying any possible incidents which could be detrimental to the aim and objectives of the outing, familiarity with CAIA’s child protection policy and use of the standard feedback questionnaire completed at the end of the trip by the participants.
Ensure all relevant insurances are in place prior to outing.
Obtain signed Parental/Guardian Consent forms at least two days prior to trip, which includes their contact details, any medical/dietary information, or special needs about the child/young person. (Form attached)
The following will be communicated to the Parents/Guardians.
the activities the children will be involved in
the accommodation arrangements
the travel arrangements
clothing/equipment list (if applicable)
the names of those leading and supervising the children
emergency contact details
any other relevant information for the effective running of the visit
Transport arrangements should be done with a reputable company which satisfies all health and safety considerations, insurances, and vehicle’s servicing records, etc. If using CAIA’s minibus or any other vehicle for the purpose of a trip, a copy of the driver’s licence should be obtained along with any insurance documents.
Outing group leader to maintain records of any incidents which can be shared with others in order to learn from the experience.
All children/young people on a trip or outing must be provided with a label stating the name of the Club/organisation and emergency contact phone number. Post visit evaluation will be done in order to obtain the views of young people/children on the extent to which the aims of the outings/visits were successfully met and also to contribute to the review of the planning process. A report of evaluation and feedback must be given to CAIA’s Board and also used for any grant report.

(Adopted 12/04/2011 & 19/03/2014 & reviewed on 21/06/2016 and 10/04/2017 by CAIA’s Board; Reviewed and adopted 13/02/2020; Reviewed and adopted 31/07/2021; Reviewed and adopted 25/02/23; Reviewed and adopted 08/06/24)

E) OUTINGS PROCEDURES

The following policy details tasks and procedures to be implemented when organising outings.

Since outings are normally subsidised, priority to register is on ‘first paid, first served’ basis according to the following priority list:

1. Direct clients of the project, i.e.

Children and young people using Youth club/ACPG provision, and a limited number of parents/grandparents/guardians of children who use CAIA’s advisory services and are deemed to be low-income families.
Carers/parents of disabled children.

2. CAIA members

3. Other members of the Armenian community should be registered on the waiting list and offered places when available and at the trip organisers’ discretion.

The trip organiser should maintain a Trip Register containing the names of the participants and amount of money paid towards the outing.
To be registered and guaranteed a seat, clients must pay in advance.
Trip organiser should ask the participants at registration to notify in advance about any illness or health risk (such as high blood pressure, fits, etc) and request instructions if appropriate.

4. Participant / trip leader ratios

For outings involving children/young people, the recommended adult: child ratios (as recommended by the NSPCC) will be at least:

Under 2 years – one adult to three children
2-3 years – one adult to four children
4-8 years – one adult to six children
9-12 years – one adult for eight children
13-18 years – one adult to ten children

These ratios may be altered at the trip leader’s discretion depending on needs and abilities of the participants, their age, complexity of the proposed activity, or when appropriate adult assistance is readily available.

5. Parental consent and the need for carers for the disabled

When children (under 18) are participating without an adult accompanying them, Parental Consent should be obtained in writing (see Appendix 1 below.)
Trip organiser must make sure those who are disabled have carer(s) to support them during the journey and are aware of the trip organiser’s whereabouts.

6. Refunds

Payments will only be refunded if:

Booking is cancelled due to illness or an emergency and the CAIA is notified at least 24 hours in advance.
Any other cancellation notice is given by the client 2 weeks before the trip.
The trip is cancelled by CAIA.

No refunds can be made if the fault is that of the client, e.g. late arrival or forgetting the event.

7. Possession or use of any illegal drugs at any time is prohibited for the trip organiser and participants. In most cases, alcohol should not be carried or consumed by anyone taking part in an off-site activity. However, if all the participants are at least 18 years of age (i.e., adults), it may be considered appropriate to allow them to consume alcohol in moderation at a suitable time and place.

8. The main collection points must be advertised in advance. The collection points are chosen by the CAIA taking into consideration the optimal convenience for trip participants. The point of collection of clients will be registered when clients make the payment.

9. The trip organiser must arrive at least 30 minutes earlier than publicised departure time in order to meet and brief arriving trip participants.

10. The trip organiser should take a register when boarding the bus on both outward and return journeys to monitor the presence of participants.

11. The trip organiser should meet the coach driver to discuss when and where to stop during the journey or any other requirements needed by the driver (when applicable). In the case of long journeys, more than one stop in each direction may be necessary.

12. The front seats of the coach should always be reserved for the frail and disabled.

13. The trip organiser should find out in advance the locations of restaurants and public toilets and announce them clearly to the group. When necessary, the trip organiser should ensure there is disabled access at any destination and notify possible users.

14. During the outing

The trip organiser must make announcements whilst everyone is still on the coach about the outing and its schedule such as:

All trip participants must be familiar with and observe the Code of Conduct for Trip Participants (see Appendix 2 below)
Time of departure for the return journey
Points of assembly and departure
Approximate time of arrival back in London
Stoppages during journey
Any other future events of the project or the CAIA.
Organise and encourage entertainment for the bus journey such as
- Photocopying song words and distributing to participants
- Organising a raffle draw. Price and prizes to be prepared and agreed in advance with line manager (about 7 to 10 prizes @ £1.00 for two tickets)

The trip organiser should encourage participants to become members of the CAIA.
The trip organiser should assist in maintaining CAIA’s information database by collecting contact information (telephone numbers, email addresses, etc.) and other relevant data from trip participants (e.g. which borough they live in, etc).

15. On arrival, the trip organiser should take a group photo in an appropriate setting/background, provided that in the case of children the consent of their parents has been obtained in advance. Subject to this, several more photos of clients should be taken during the outing.

16. The trip organiser should record any accidents, incidents, disputes, or any occurrences to report to the CEO.

17. The trip organiser must deal with any serious incidents immediately. (For the purpose of this policy, a serious incident is defined as a fatality, serious or multiple fractures, amputation or other serious injury, serious illness, any situation in which the press or media are or might be involved or for which Police or other emergency services are called out.)

18. The trip organiser should seek and encourage feedback from the trip participants and record their ideas, suggestions and requests for evaluation purposes.

19. While in the bus, the trip organiser may collect money for the driver and hand it to him at the end of the journey (approximately £10).

APPENDIX 2 (CONFIDENTIAL)

OUTING HEALTH AND PARENTAL CONSENT FORM

For trip participants aged 18 and below travelling without a parent

DATE OF OUTING……………….………………… DESTINATION ……………………………

Name/ Surname ………………………………………. D.O.B …….…………………….

Address ……………………………………………………………………………………………………..

Telephone/Mobile………………………………… E-Mail ……………………………………….

Emergency contact while on outing:

1. Telephone………………………………………………….Mobile……………

2. Telephone………………………………………………….Mobile …………………

Doctor’s Name…………………………………………………………………………………………….

Doctor’s Address and phone number ……………………………….

Allergies ……………….……………………………………………………………………..

Any recurring illnesses (please list and give instructions if appropriate)………………….…

……………………………………………………………………………………………………………

Any other information you would like to let us know in order to assist your child?

……………………………………………………………………………………………………………

I authorise CAIA to act on my behalf in case of an emergency, knowing I will be contacted at the first possible opportunity,
I authorise my child to be photographed during the outing and for the material to be used for internal and external promotional purposes in line with CAIA charitable aims and objectives.
I agree that this information may be processed by CAIA in compliance with all relevant and applicable data protection legislation

Parent’s Name …………………………Parent’s Signature ……………. Date ………………

APPENDIX 4

CODE OF CONDUCT (to be given to participants when booking)

A. COACH

Please pay attention to the announcements made by the Trip Organiser.
Always remember who is sitting either side of you.
You should occupy the same seat on both outward and return journeys.
Eating and drinking is not allowed whilst on the couch (In hot weather, a drink may be negotiable).
Do not distract the driver’s attention.
No rude hand signals to other drivers.
Make sure you take all your rubbish with you.
Do not leave the coach unless instructed to do so.
Stay in your seat. Seat belts must be worn at all times.
If you feel ill, let the trip organiser know as soon as possible.
Do not throw objects around the coach.
Do not forget to take all your belongings with you when leaving the coach.
Bags must be stored in the luggage compartment of the coach.
Once arriving at the destination, please remain seated and wait for instructions from the Trip Organiser regarding a group photo and assembly time and place for the return journey.

B. GENERAL

Always be on time at collection points.
Notify the trip organiser about any special requirements (e.g. health, etc.).
No smoking or drinking alcohol is permitted during the journey.
Fighting, bullying and verbal abuse will not be tolerated.
Do not go into public toilets unaccompanied.
Respect the place you are visiting. Dispose of litter carefully.
Be helpful, respectful, and polite to everyone in the coach as well as the general public at your destination.
You are responsible for your own property and money. The CAIA will not take any responsibility for any lost items during the outing.
Any problems/accidents should be reported to the trip organiser for monitoring purposes.

(Adopted by CAIA Management Committee 14/3/2006, Reviewed and adopted May 2011 & 19/03/2014 and reviewed 21/06/2016; Reviewed and adopted 13/02/2020; Reviewed and adopted 31/07/2021; Reviewed and adopted 25/02/23; Reviewed and adopted 08/06/24)

F) APPROPRIATE BEHAVIOUR POLICY

CAIA recognises the importance of positive and effective behaviour management strategies in promoting children’s welfare, learning and enjoyment. The aims of our Behaviour Management Policy are to help children to:

Develop a sense of respect and understanding for each other.
Build caring and cooperative relationships with other children and adults.
Develop a range of social skills and learn what constitutes acceptable behaviour.
Develop confidence, self-discipline, and self-esteem in an atmosphere of mutual respect and encouragement.

Behaviour Management Strategies

CAIA will manage behaviour according to clear, consistent and positive strategies. Parents/carers are encouraged to contribute to these strategies, raising any concerns or suggestions. Behaviour management in activities provided by us will be structured around the following principles:

Staff and children will work together to establish a clear set of “Positive Behaviour Prompts” these will be reviewed during regular group times so that all children are included and reminded of expectations.
The agreed “Positive Behaviour Prompt” will apply equally to all children and staff.
Positive behaviour will be recognised and rewarded with praise and encouragement.
Behaviour systems will be implemented to support children’s positive behaviour e.g. behaviour charts, stickers and motivational rewards.
Children and staff will discuss any unwanted behaviour; ensuring children know it is the behaviour we dislike and not the child.
When dealing with negative behaviour, staff will always communicate in a clear, calm, and positive manner.
Staff will make every effort to be positive role models by behaving in a friendly and tolerant manner. They will promote an atmosphere where children and adults respect and value one another.
Staff will implement a strategy to gain children’s attention e.g. clapping rhythm or visual signal. This will help staff to refrain from shouting and using loud voices.
Staff will work as a team by discussing and recording incidents where appropriate.
Staff will discuss concerns with parents/carers at the earliest possible opportunity in an attempt to identify the causes of negative behaviour and share strategies for dealing with it.
Children who experience bullying, racism or other unacceptable behaviour will be given the confidence to speak out.
Staff will encourage and facilitate mediation between children to try to resolve conflicts by discussion and negotiation.
The environment and activities will be planned and structured so that children feel challenged and occupied

Consistent use of behaviour strategies and systems by all staff will impact positively on all children and our setting.

(Adopted 12/04/2011 & 19/03/2014 & reviewed on 21/06/2016 and 10/04/2017; Reviewed and adopted 13/02/2020; Reviewed and adopted 31/07/2021;Reviewed and adopted 25/02/23; Reviewed and adopted 08/06/24)

G) SPECIAL EDUCATION NEEDS (SEN) & INCLUSION POLICY

At CAIA, we believe that all children have a right to access an out of school play environment. We welcome all children/young people, regardless of their individual needs and we aim to welcome them to an inclusive setting. In order to achieve this, we work closely with the children/young people, their parents/carers and other agencies if this is necessary.

We aim to identify any difficulties children/young people may have and work effectively with the children/young people and their parents/carers to meet individual needs and support them within a play environment.

We register children aged over 4 and under 18 years old. Our Special Needs Coordinator is the CAIA CEO and he:

Helps staff to identify and meet the needs of children who may be experiencing some difficulty in one or more area of development
Helps staff to implement and develop strategies in respect of all children
Supports staff in keeping parents/carers informed of the child’s progress
Helps staff to review our SEN and inclusion policy annually
Keeps staff up to date on SEN and inclusion matters
Liaises with the child’s/young person’s school when appropriate to obtain further information

As part of our provision Ealing provides advisory support to our staff through the Family Information Service Officer – SEN and Disability. This may involve sharing observations and information of individuals or small groups of children.

If a child appears to be experiencing difficulties in any area of development and needs interventions which are additional or different to our usual care, then in discussion with parents/carers and the child (if appropriate), and with support from our Family Information Service Officer we will prepare an Individual Play Plan (IPP). These will include specific targets and strategies to help the child progress. We aim to work in partnership with parents/carers at all times.

For children who wish to join our club who have identified SEN, impairment, or disability, we aim to meet our responsibilities fully in respect of the Equality Act 2010 by not treating any child less favourably than another. We aim to make reasonable and flexible adjustments to our building, resources, and provision to meet the needs of individual children and their parents / carers as and when appropriate.

We are committed to our staff attending a range of training courses.

If parents/carers have a complaint about the way we are working with a child who has SEN, initially they should speak to the member of staff involved, who will look into the problem and arrange with the parent to meet and discuss the issue along with the CEO.

Our SEN policy will be reviewed annually to ensure any government changes are in place, and that the policy still reflects the ethos of our provision.

(Adopted 12/04/2011 & 19/03/2014 & reviewed on 21/06/2016 and 10/04/2017; Reviewed and adopted 13/02/2020; Reviewed and adopted 31/07/2021; Reviewed and adopted 25/02/23; Reviewed and adopted 08/06/24)

H) MISSING CHILDREN PROCEDURE

To prevent a child going missing we will have in place the following system:

All exits from the premises will be locked or guarded in a way which makes it impossible for a child to leave unobserved or unattended, while allowing rapid exit for the whole group in case of an emergency.
An accurate and up to date register will be kept for all staff and children and will be checked at regular intervals. In addition, children will be signed in and out.
Visitors must sign in and out.
All children are made aware of the boundaries and the rules of the premises and reasons for these.
Prominent notices will alert any visitors of closing doors and gates and reasons for this.
We will conduct a risk assessment on any hazards or dangers and make all staff and parents aware of them so we can work together to avoid them.

In the event of a child going missing, we will make the relevant calls and record any helpful information.

FOLLOW ALL THE STEPS BELOW:

1. Find out quickly

Know how many children should be present and make someone responsible for regular counts.
If you discover a child is missing, write down as much useful information as possible.

2. Search systematically

Staff are responsible for the missing child and also for the other children in the group.
Gather the remaining children into one group in a safe area while other staff conduct a search.
Without alarming them, ask the children themselves whether they have seen the child that is missing; they can sometimes be a useful source of information.
Make sure that all staff are aware of the situation.
Check every area in the building and any accessible outside area.
If the premises are used by other people, inform them and if appropriate, seek their cooperation.

3. Parents

Call the child’s parents to inform them of the situation.
Warn them that their child may be attempting to get home.
You should have an alternative number in case of emergencies.
The child’s parents will be frightened, distressed and probably angry, you may need to advise and support them and provide as much relevant information as you can.
If you are aware of the child’s route to their home a staff member should make the journey to the home.

4. The Police

If you are unsuccessful in the above you must call the Police, they have the resources to conduct the search further and speed is important.

5. Informing other people

If you have informed the Police make sure you let social services know. You will need to provide all the information relevant to the missing child.

When the child is found

During the time a child is missing, however briefly, all adults involved, and others suffer great fear, guilt, and distress.

It is important to remember:

That the child may also be distressed and afraid and might now be in need of comfort.
The child may be completely unaware of doing anything wrong.

After the event

We will use any incident of a missing child to review our service, and we may carry out a risk assessment and arrange for alterations to organisation and procedures.

We will inform all parents of the event and provide reassurance of how we will prevent this from happening again. We will use this opportunity to talk to all the children to ensure that they understand they must not leave the premises and why.

I) MEDICATION POLICY AND ILLNESS & INJURY POLICY

It is not our policy to care for sick children who should be at home until they are well enough to return to the Hayashen

Staff will not administer medication as young children/toddlers will be accompanied by parents/guardians at Parent & Toddlers Group/summer Play scheme and those attending youth club activities are old enough to self-medicate.

Our policy is to encourage and promote good health and hygiene for all the children in our care. This includes monitoring the children for signs and symptoms of illness.

Illness & Injury Policy

A copy of this policy is provided to parents on registration of each new child.

With the welfare of the sick child in mind and in the interests of the remaining children at Hayashen if, in the opinion of the staff, a child is ill the following will be done:

The parent/carer will be contacted and requested to collect them as soon as possible.
If the parent/carer cannot be contacted the other contact names will be called including emergency contacts.
During this time the child will be made to feel comfortable and if necessary, will be provided with a separate area to rest.
In the event that the illness is contagious or infectious CAIA will request further information from the parent of the child. This information will be passed on to all parents and carers. In some cases, CAIA will require a doctor’s certificate from the family’s GP stating that the child has returned to good health before readmitting them.
We will inform Ofsted and local child protection agencies of any serious accident or injury to, or serious illness of, or the death of, any child whilst in our care and act on any advice given.
At least one person who has a current paediatric first aid certificate will be on the premises at all times when children are present.
We will maintain a well-stocked first aid box with appropriate content

CAIA keeps a written record of accidents and first aid treatment. We will inform parents of any accidents or injuries sustained by their child whilst in our care and of any first aid treatment given and parents will sign the written record to confirm they have been informed.

Exclusion procedure for illness / communicable diseases. If a child shows signs of illness, please do not bring them into Hayashen as it is unfair to them, other children, and the staff.

(Adopted 12/04/2011 & 19/03/2014 & reviewed on 21/06/2016 and 10/04/2017 by CAIA’s Board; reviewed and adopted 13/02/2020; reviewed and adopted 31/07/2021; reviewed and adopted 25/02/23; reviewed and adopted 08/06/24)

J) CONFIDENTIAL INCIDENT FORM

CONFIDENTIAL – INCIDENT FORM

In the event of an incident, you are required to complete this form. You must record any significant incidents that you feel should be drawn to the child’s (under 18) parents/carers attention. All forms are to be signed by the parents/carers and stored with the child’s records.

Name of child………………………………………………………………………….

Date of incident…………………………………………………………………….

Time of incident…………………………………………………………….

Location of ……………………………………………………………………
incident

Nature of incident ………………………………………………………………………………………

……………………………………………………………………………………………………………

Others involved………………………………………………….

How was the situation handled? …………………………………………………………………………

……………………………………………………………………………………………………………

Witnesses …………………………………………………………………………………………………

……………………………………………………………………………………………………………

Was any restraint used? …………………………………………………………………………………

……………………………………………………………………………………………………………

Signed by Staff……………………………………………………Date………………………
Signed by Parent/Carer ………………………………………. Date………………………

K) E-SAFETY POLICY

This policy and procedures relate to all staff, including CEO, Board members, paid staff, volunteers, students, and anyone working on behalf of CAIA.

Purpose

To protect children (under 18) who receive the CAIA’s services and who make use of Information and Communication Technology (ICT) (such as computers, mobile phones, games consoles, the internet, etc.) as part of their involvement with us.
To provide staff and volunteers with the overarching principles that guide our approach to e-safety.
To ensure that, as an organisation we operate in line with our values and within the law in terms of how we use ICT.

We recognise that:

The welfare of the children who come into contact with our services is paramount and should govern our approach to the use and management of electronic communications technologies.
All children, regardless of age, disability, gender, 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, and other agencies is essential in promoting children’s welfare and helping them to be responsible in their approach to e-safety.
The use of ICT is an essential part of all our lives; it is involved in how we as an organisation gather and store information, as well as how we communicate with each other. It is also an intrinsic part of the experience of our children and is greatly beneficial to all. However, it can present challenges in terms of how we use it responsibly and, if misused either by an adult or children, can be actually or potentially harmful to them.

We will seek to promote e-safety by:

Appointing an e-safety coordinator.
Developing a range of procedures that provide clear and specific directions to staff and volunteers on the appropriate use of ICT.
Supporting and encouraging the children using our services to use the opportunities offered by mobile phone technology and the internet in a way that keeps them safe and shows respect for others.
Supporting and encouraging parents and carers to do what they can to keep their children safe online and when using their mobile phones and games consoles.
Incorporating statements about safe and appropriate ICT use into the policies/codes of conduct both for staff and volunteers and for children and young people.
Developing an e-safety agreement for use with children and their carers and using our procedures to deal firmly, fairly, and decisively with any examples of inappropriate ICT use.
Reviewing complaints or allegations, whether by an adult or a child (these may include filtering, illegal use, cyber bullying, or use of ICT to groom a child or to perpetrate abuse).
Informing parents and carers of incidents of concern as appropriate.
Reviewing and updating the security of our information systems regularly.
Providing adequate physical security for ICT equipment.
Ensuring that usernames, logins and passwords are used effectively.
Using only official email accounts provided via the organisation and monitoring these as necessary.
Ensuring that the personal information of staff, volunteers, and service users (including service users’ names) are not published on our website.
Ensuring that images of children/young people and families are used only after their written permission has been obtained, and only for the purpose for which consent has been given.
Any social media tools used in the course of our work with children and families must be risk assessed in advance by the member of staff wishing to use them.
Providing effective management for staff and volunteers on ICT issues through supervision, support, and training.
Examining and risk assessing any emerging new technologies before they are used within the organisation.

The e-safety coordinator is Misak Ohanian (CAIA CEO). He can be contacted on 0208 992 4621 – info@caia.org.uk

We are committed to reviewing our policy, procedures, and good practice annually.

(CAIA’s Board approved the policy on 17/11/2015, Reviewed on 21/06/2016 and 10/04/2017; Reviewed and adopted 13/02/2020; Reviewed and adopted 31/07/2021; Reviewed and adopted 25/02/23; Reviewed and adopted 08/06/24)

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