Workplace conduct & capability
1.1. This policy applies to safeguarding concerns regarding any registered student, staff member or visitor at Loughborough University.
1.2. The term ‘safeguarding’ is used to refer to a number of areas of concern relating to children or vulnerable adults, including:
a) Child protection issues;
b) (Sexual) exploitation;
d) Physical abuse or neglect;
e) Emotional abuse or neglect.
Further examples of safeguarding concerns are provided in paragraph 4.5.
2.1. Loughborough University is committed to ensuring the safety and physical and emotional wellbeing of its students, staff and visitors and to creating an environment conducive to study, learning and the advancement of knowledge.
2.2. Loughborough University recognises that in the course of fulfilling their duties members of staff will come into contact with children and vulnerable adults (as defined in section 4 below).
2.3. Loughborough University is committed to ensuring that it is able to fulfil its responsibilities in safeguarding any children or vulnerable adults who may be at risk of harm or exploitation (including radicalisation or being drawn into terrorism, as defined in the University’s Prevent Policy).
2.4. In fulfilling these responsibilities Loughborough University will remain mindful of its obligations under relevant legislation such as the Health and Safety at Work Act (1974), the Children Act (1989), the Data Protection Act (1998), the Safeguarding Vulnerable Groups Act (2006), the Protections of Freedom Act (2012) and the Counter-terrorism and Security Act (2015).
2.5. Loughborough University recognises that it has a duty to report suspected safeguarding concerns relating to a child or vulnerable adult to relevant external agencies, regardless of whether the individual is a member of the University community, if that concern is reported to, or identified by, a member of staff in the course of their duties.
2.6. In order to ensure it fulfils its duties, Loughborough University will ensure an appropriate member of Senior Management is designated as Lead Safeguarding Officer (LSO). The Lead Safeguarding Officer’s responsibilities will include:
a) Implementing and promoting this policy;
b) Ensuring the policy is monitored and reviewed in accordance with changes in legislation and guidance on the protection of children and vulnerable adults;
c) Appointing Safeguarding Officers (SOs) and ensuring SOs are trained in relevant safeguarding procedures and competent in fulfilling their duties;
d) Ensuring appropriate and adequate resources are available in order that the University is able to meet its safeguarding responsibilities;
e) Ensuring that appropriate University members and University Committees are provided with appropriate reassurance that the University is meeting its safeguarding obligations;
f) Establishing and maintaining contacts with Children’s and Adult Social Care Services, Police authorities and NHS Safeguarding Teams.
2.7. Loughborough University will ensure that all relevant staff (including students employed by the University) receive information and advice on safeguarding issues as appropriate for their role within the organisation.
2.8. Loughborough University will work in collaboration with Social Care Services, the Police and other relevant statutory and voluntary services to ensure children and vulnerable adults are safeguarded.
2.9. Loughborough University will ensure it has appropriate procedures in place to check the suitability of staff and students whose responsibilities involve close, unsupervised contact with children or vulnerable adults. These processes are detailed in paragraph 9 of this policy and in the University’s Guidance on Recruiting Staff and Students to work with Children.
2.10. Loughborough University will ensure it makes appropriate support available to staff who receive disclosures of safeguarding issues.
3.1. Loughborough University will take all safeguarding concerns relating to children and vulnerable adults seriously, will consider concerns fully and will report any such concerns in a timely manner to the relevant person or body.
3.2. Safeguarding referrals to the relevant statutory body will be made on the basis of identified and evaluated risk, as per the procedures outlined in section 5 of this policy.
3.3. Loughborough University will ensure it maintains central records of any safeguarding concerns and any referrals made as a consequence. Any records will be kept in accordance with the University’s Data Protection Policy.
3.4. Loughborough University staff working with students or staff who are the subject of safeguarding concerns will consider what support may be offered to the individual and will signpost accordingly. This may include referral to internal and/or external services.
3.5. In a placement or professional work experience setting (including teaching placements), a member of staff or student should normally report any safeguarding concern to the employer’s Designated Safeguarding Lead, as per the employer’s policy. If this is inappropriate, or if an appropriate response is not received from the employer, the safeguarding concern may also be reported to one of the University’s Safeguarding Officers as per the procedure set out in section 5 below.
3.6. Research carried out on, or with the participation of, children or vulnerable adults must comply with Loughborough University’s Code of Practice on Investigations Involving Human Participants and Loughborough University’s Ethical Framework.
Definition of a Child
4.1. For the purposes of this policy, Loughborough University defines a child as a person who is under the age of 18.
Definition of a Vulnerable Adult
4.2. In legal terms, the Safeguarding Vulnerable Groups Act (2006), as amended by the Protection of Freedoms Act (2012), defines a vulnerable adult as an individual over the age of 18 in receipt of a regulated activity. Specified regulated activity includes:
a) Health Care provided by or under the supervision of a health care professional;
b) Provision of Personal Care;
c) Provision of Social Work;
d) Assistance with general household matters;
e) Assistance in the conduct of a person’s own affairs;
f) Conveying (transporting from one place to another).
The definition of regulated activity does not include any such activities carried out in the course of family and personal, non-commercial relationships.
4.3. For the purposes of this policy, Loughborough University defines a vulnerable adult as:
a) an individual over the age of 18;
b) who lacks the capacity to take care of him or herself (i.e. at risk of neglect); and/or
c) who may be unable to keep him or herself safe from the risk of significant harm, abuse or exploitation, including the risk of radicalisation or being drawn into terrorism.
Examples of Potential Safeguarding Concerns
4.4. This policy sets out how Loughborough University will deal with safeguarding concerns in relation to children or vulnerable adults. For the purposes of this policy safeguarding is defined as protecting children and vulnerable adults who may be at risk of exploitation (including radicalisation), harm, neglect or abuse.
4.5. Examples of types of situations which may present a safeguarding concern and which may result in implementation of the procedure detailed in Section 5 are provided below. This list is not exhaustive and staff will need to exercise professional judgement in determining whether there are safeguarding concerns which need to be considered. Advice can also be sought from a Safeguarding Officer (see Section 10 for contact details) :
a) A child or adult raises an allegation of current abuse, harm, neglect or other inappropriate behaviour;
b) A student, staff member or visitor discloses information involving themselves, family members or any other child or adult which gives rise to concerns that an individual may be harming or abusing a child or vulnerable adult;
c) There are suspicions or indications that a child or vulnerable adult is being abused or harmed, or is at risk of exploitation (including radicalisation), harm, neglect or abuse. The indicators of abuse or harm can be difficult to recognise, but advice is given in the accompanying Guidance for Staff on Safeguarding Children and Vulnerable Adults.
d) There are observable changes in a child or vulnerable adult’s appearance or behaviour that may be related to exploitation, harm or abuse, including radicalisation. The indicators of abuse or harm can be difficult to recognise, but advice is given in the accompanying Guidance for Staff on Safeguarding Children and Vulnerable Adults.
e) A concern is raised that an individual presents a risk of abuse or harm towards a child or vulnerable adult. If there is a concern that a member of staff or student may present such a risk the University will carry out a risk assessment and, if appropriate, invoke other appropriate policies, including disciplinary procedures, the Fitness to Study policy or the appropriate Procedure for Applicants who declare a Criminal Conviction.
f) Concerns arise that a student or member of staff is vulnerable to radicalisation and there is an identifiable risk of the individual being drawn into terrorism.
g) A historic disclosure of sexual or physical abuse is made, where the perpetrator still has access to children or vulnerable adults.
h) Concerns arise that a student or member of staff is vulnerable to radicalisation and there is an identifiable risk of the individual being drawn into terrorism.
i) A historic disclosure of sexual or physical abuse is made, where the perpetrator still has access to children or vulnerable adults.
4.6. The following incidents MUST always be reported to a Designated Safeguarding Officer:
a) If a child or vulnerable adult is accidentally hurt;
b) If you are concerned that a relationship is developing with a child or vulnerable adult, which could represent an abuse of trust;
c) If you are concerned that a child or vulnerable adult is becoming attracted to you;
d) If you are concerned that a colleague is becoming attracted to a child or vulnerable adult;
e) If a child or vulnerable adult misunderstands or misinterprets something you have done in a way which could be construed to be abusive or harmful;
f) If you have to use reasonable physical restraint to prevent a child or vulnerable adult from harming themselves or another, or from causing significant damage to property;
g) If a child or vulnerable adult reports an allegation of abuse regarding a member of an external organisation using University facilities.
h) If a child or vulnerable adult reports concerns regarding a forced marriage or FGM.
Making the Report
5.1. This section describes the process for reporting a safeguarding concern. A flowchart of this process can also be found in Appendix 3. Detailed information and guidance on dealing with safeguarding concerns can be found in the Guidance for Staff on Safeguarding Children and Vulnerable Adults.
5.2. The duty to investigate suspected abuse or harm rests with statutory services; primarily Social Care Services and the Police. Staff who become aware of a safeguarding matter, whether from a victim or from a third party, should follow these steps (further information is available in the Guidance for Staff on Safeguarding Children and Vulnerable Adults):
a) Listen carefully and stay calm;
b) Reassure the individual that what they have reported will be dealt with;
c) Keep questions to an absolute minimum, do not interrogate the individual. Any questions should be about any immediate health and safety concerns;
d) Explain to the individual that you will need to report the matter to a University’s Safeguarding Officer and explain the University’s internal process as outlined in sections 5.3 to 5.8 onwards.
e) Make a full record of what was said and what you have done as a result. You should do so on the Safeguarding Concerns Reporting Form included as Appendix 1 of this policy.
f) Report the matter immediately to a Safeguarding Officer. Contact details are included in Section 10.
5.3. If a student or staff member has an immediate and significant concern for a child or vulnerable adult’s immediate safety, they may refer the matter directly to the Police or Social Care Services. Contact details are provided in Section 12 below. After they have done so they should report the incident to a Safeguarding Officer using the Safeguarding Concerns Reporting Form included in Appendix 1.
5.4. Where the situation is not urgent, any safeguarding concern should be reported to the Safeguarding Officer using the Safeguarding Concerns Reporting Form included in Appendix 1. Before referring to Social Care Services, the Police or any other external agency, the University will undertake a risk assessment. This will be carried out by a Safeguarding Officer (SO) in consultation with appropriate colleagues.
5.5. On receipt of a referral the Safeguarding Officer will limit their enquiries to that necessary to undertake a risk assessment and:
a) Address any serious and immediate risk to the child, vulnerable adult or any other party.
b) Preserve any evidence likely to be lost before external agencies can respond.
c) Determine the appropriateness of a referral to Social Care Services, the Police or another appropriate agency and provide sufficient information to the relevant external agency to enable an effective response.
d) Determine any further University procedures which should be invoked.
e) Identify any internal support required by the child or vulnerable adult.
This may be carried out in conjunction with relevant colleagues and/or the Lead Safeguarding Officer.
5.6. If a referral to an external agency is deemed appropriate the Safeguarding Officer or their nominee will make the referral.
5.7. If a member of staff wishes to discuss a potential referral before completing the form they may contact a Safeguarding Officer and discuss the referral in principle without providing any names or identifying details. Contact details for Safeguarding Officers are included in Section 10 of this policy.
5.8. Where the suspected abuse is alleged to have been carried out by a staff member, the University will work alongside external agencies during any investigations. If necessary, the appropriate disciplinary procedures may be invoked.
5.9. The Safeguarding Officer will be responsible for ensuring that a full record is kept of the risk assessment process and of any action taken subsequently. This will be done in accordance with the University’s Data Protection Policy.
5.10. The Safeguarding Officer will report brief details of all referrals, regardless of whether the matter was referred to an external agency, to the Lead Safeguarding Officer.
6.1. In admitting students under the age of 18 Loughborough University acknowledges that it will have an enhanced duty towards these individuals as they are children. The following steps will be taken to ensure that the University meets its obligations to safeguard students under the age of 18:
a) As per the process set out in our Admissions Policy (section I), the University will require the student’s parent/ guardian to sign a Consent Form confirming that they have understood that the University is not in loco parentis. Where the child is looked after away from home, appropriate contact will be made with their Local Authority, including with their Social Worker.
b) The University will ensure that it holds a list of the student’s emergency contact details, in particular those of parents/ guardians.
c) The University will ensure that a DBS disclosure has been obtained for the student’s personal tutor, hall warden, sub-wardens and anyone else who the University considers will have close, unsupervised contact with the student.
d) Academic Schools will ensure that they identify a staff member in their school who will act as personal tutor to all under-18 students in that School. The staff member will have an appropriate DBS disclosure and will be made aware of the University’s Safeguarding Policy, including the guidance contained in Appendix 2. Personal Tutors should make themselves known to the student at induction and meet with the student regularly to ensure that if the student has any difficulties, they are able to approach the school contact for students under the age of 18.
e) The University will inform Loughborough Students’ Union of any student under the age of 18 to ensure that their access to the licensed premises can be monitored.
f) The University will ensure that hall wardens, the Director of Student Services and relevant contacts in Academic Schools are provided with a list of students under 18 years of age.
g) The University will not normally allow students under the age of 16 to live in University Hall accommodation.
7.1. A number of the University’s facilities, most notably sporting facilities, are hired by external organisations for use in events involving children or vulnerable adults. In such cases the University has no control over, and assumes no liability for, the conduct of individuals from these organisations. However, the University wishes to ensure that safeguarding risks are mitigated as far as possible for such external events.
7.2. In organising any event the University and the external organisation will comply with the University Events Safety Policy.
7.3. All external organisations requesting the use of University facilities for activities involving children or vulnerable adults will be asked to sign a declaration confirming that they have obtained appropriate checks on their staff and volunteers before they are permitted to use University facilities. A copy of the declaration form can be found in Appendix 4 of this policy. The organisation will also be asked to confirm they have a Safeguarding Policy in place.
7.4. If an organisation that works with children or vulnerable adults does not have a Safeguarding Policy in place they will not be permitted to use University facilities.
1.1. The Lead Safeguarding Officer will ensure an anonymised report is provided to the Health, Safety and Environment Committee on an annual basis. The Health, Safety and Environment Committee will review the report to identify any trends or patterns which may be of concern. The committee will then determine any action which needs to be taken.
1.2. The Health, Safety and Environment Committee is responsible for the review of this policy and the associated procedures.
1.3. The policy will be reviewed on a two-yearly basis or more often if there are any changes in legislation or the statutory duties which fall on the University.
1.1. The University will ensure that any staff or students working with children or vulnerable adults on a substantial basis, or having close, unsupervised contact with children or vulnerable adults, will have an appropriate DBS check carried out. This will usually be an enhanced check. Responsibility for ensuring such checks are conducted rests with the line manager.
1.2. Students enrolled on a PGCE at the University will be required to have an enhanced DBS check as a matter of course.
1.3. The procedure for carrying out DBS checks is outlined in the University’s Guidance on the Disclosure and Barring Service (DBS).
Lead Safeguarding Officer
Richard Taylor, Chief Operating Officer
- t. (01509) 222223
- e. firstname.lastname@example.org
Manuel Alonso (Director of Student Services)
(01509) 222050 or 07535 122962
Trish Barnard (Assistant Director of Human Resources)
Chris Euden (Operations Director, Loughborough University London)
020 3805 1300
- 888 (internal and emergency), Gatehouse - (01509) 222141
Leicestershire Children’s Social Care Services
- t. 0116 305 0005 (24 hours)
Leicestershire Adult Social Care Services
- t. 0116 305 0004 (8.30am – 5pm Mon-Fri, 8.30am – 4.30pm Fri and Bank Holidays)
- t. 0116 255 1606 (out of hours) Emergency Duty Team
- t. 0116 2222222 or dial 101
Newham Local Children Safeguarding Board
- t. 020 3373 4600
Newham Safeguarding Adults Board
- t. 020 3373 0440
- t. 0800 1111
Karma Nirvana (Forced Marriage and Honour Based Abuse)
- t. 0800 5999 247
Zinthiya Trust (FGM Support)
- t. 0116 254 516
- e. email@example.com
Loughborough University Safeguarding Policy
Approved by Council August 2018