This policy applies to all staff and volunteers working on behalf of the Clarendon Marathon. It applies only to those volunteering for the Clarendon Marathon, and does not place any obligation on Winchester or Salisbury Rotary.
The purpose of this policy is:
- to protect children, young people, and vulnerable adults who participate in the Clarendon Marathon
- to provide staff and volunteers with the overarching principles that guide our approach to safeguarding and child protection
This Safeguarding Policy was drawn up on the basis of relevant law and guidance, and will be reviewed on an annual basis by the committee of the Clarendon Marathon.
The Clarendon committee will aim to conduct a review of this policy in June each year and publish the latest version of this policy on its website www.clarendon-marathon.co.uk/) before 31st July to ensure it is available to all runners and volunteers at least 60 days before the event. The policy will also be shared in documentation addressed to runners and volunteers prior to the event.
The Clarendon Marathon believes that a child, young person or vulnerable adult should never experience abuse of any kind. We have a responsibility to promote the welfare of all children, young people and vulnerable adults and to keep them safe. We are committed to practise in a way that protects them.
The Clarendon Marathon is dedicated to maximising awareness in our personnel, and facilitating their understanding and acceptance of their responsibilities in safeguarding.
Staff and volunteers will follow procedures as outlined within this policy to protect event participants, and report any concerns about their welfare as appropriate.
- The welfare of children, young people and vulnerable adults is paramount
- Safeguarding children, young people and vulnerable adults from harm is everyone’s responsibility, both on an individual and organizational basis
- Children and vulnerable people have the right to live in and enjoy a fun and safe environment, irrespective of their age, culture, ability, gender, language, racial origin, religious belief and/or sexual identity
- Partnership with all personnel, stakeholders, and beneficiaries is essential for the protection of children and vulnerable people
- All reasonable steps will be taken to promote a safe environment, and protect participants from harm, discrimination or degrading treatment: their rights, wishes and feelings will always be acknowledged and respected
- Openness regarding safeguarding issues will be encouraged, to dispel the secrecy within which abuse often thrives
- Suspicions and allegations of poor practice, neglect or abuse will be taken seriously and responded to swiftly
- When recruiting staff and volunteers, their suitability in terms of safeguarding will be considered
- The committee of the Clarendon Marathon will identify one committee member with responsibility for safeguarding: he/she will be accountable for implementing this policy and associated procedures; and will be a point of escalation for safeguarding issues (the “safeguarding lead”)
- Clarendon Marathon participants (children and vulnerable people and their carers) will have access to the Clarendon Marathon safeguarding policy
The Clarendon Marathon event is only able to happen through collaboration with other organizations – for example, vendors, the chip timing team, Winchester Radio. The Clarendon Marathon will share access to this policy and associated procedures with all organizations we work with; and we expect organizations we work with to have appropriate safeguarding policies and procedures in place. Where appropriate, the Clarendon Marathon will undertake due diligence to ensure that organizations have appropriate safeguarding policies and procedures in place.
Clarendon Marathon Safeguarding Procedures
These procedures apply to all volunteers & staff who work for or with the Clarendon Marathon or associated organizations.
Code of Conduct
All volunteers & staff agree to:
- treat all children, young persons and vulnerable adults with respect
- listen to any concerns the children, young people, or vulnerable adults may have, and raise this with relevant staff where appropriate
- remain in a visible location when with children, young people or vulnerable adults, in the presence of others (unless it has been agreed and documented that this is a necessary part of your role, and appropriate safeguarding checks have been made)
- be aware of any situations where a safeguarding risk may arise and manage them effectively
- report any violations of the above or any concerns of safety or misconduct to the Chair of the Committee and safeguarding lead immediately
All volunteers & staff agree to avoid:
- any form of physical abuse including physical punishment of children, young persons or vulnerable adults
- interacting with children, young persons or vulnerable adults in an inappropriate or sexually provocative way
- using any inappropriate behaviour or language with children, young persons or vulnerable adults
- discrimination on the basis of age, gender, race, culture, disability, vulnerability or sexuality
- giving gifts or showing favouritism – gifts should be given to an appropriate adult to distribute equally
- taking any child, young person or vulnerable adult on or in any form of transport unless prior permission has been given
- being alone with any child, young person or vulnerable adult (unless it has been agreed and documented that this is a necessary part of your role, and appropriate safeguarding checks have been made)
Photography & Video: all staff & volunteers agree to:
- seek permission from a child/ young person/ vulnerable adult or an appropriate parent/guardian before taking their photograph or making a video
- explain how and where any photography or video footage will be used
- not include a child/ young person/ vulnerable adult’s name when they publish a photo on any social networking sites, web pages or printed materials
- not post material of any child/ young person/ vulnerable adult in such a manner that may put them at risk
- not to take or post images of children, young persons or vulnerable adults that may be perceived as provocative or degrading
Process for Reporting Abuse or Suspected Abuse
We may become aware of possible abuse in various ways. We may see it happening; suspect it due to signs listed previously; it may be reported to us by someone else; or reported directly by the vulnerable individual affected.
If a vulnerable person / child says or indicates that they are being abused, you should:
- Stay calm so as not to frighten the vulnerable person
- Reassure the vulnerable person that they are not to blame and that it was right to tell
- Listen to the vulnerable person, showing that you are taking them seriously
- Keep questions to a minimum so there is an accurate understanding of what is said. The law is very strict and abuse cases have been dismissed where it is felt that the vulnerable person has been led or words and ideas have been suggested during questioning. Only ask questions or repeat certain words to clarify.
- Inform that you have to report what they have told you. However, reassure them that this will not lead to negative consequences for them. Tell the vulnerable person this is to help stop the abuse continuing. Encourage them to tell an authority figure what they have told you if appropriate.
- Safety of the vulnerable person is paramount. If they need urgent medical attention call an ambulance, inform the doctors of the concern and ensure they are made aware that this is a safeguarding issue. Contact the Clarendon Marathon safeguarding lead as soon as possible.
- Record all information
- Report the incident to the Chair of the Committee and the safeguarding lead as soon as possible
Recording Information
To ensure that information is as helpful as possible, a detailed record should always be made at the time of the disclosure/concern. In recording you should confine yourself to the facts and distinguish what is your personal knowledge and what others have told you. Do not include your own opinions.
Information should include the following (whenever possible):
- The individual’s name, age and date of birth, address and telephone number
- Whether or not the person making the report is expressing their concern or someone else’s
- The nature of the allegation, including dates, times and any other relevant information
- Descriptions of visible bruising or injury, location, size etc. and any indirect signs or behavioural changes
- Details of witnesses to the incidents
- The individual’s account, if given, of what has happened and how any bruising/injuries occurred
- Have Clarendon Marathon staff/volunteers or other responsible persons been informed? If so, what has been said?
- Has anyone else been consulted? If so record details
- Has anyone been alleged to be the abuser? Record details
Reporting Concerns
- Any person who has knowledge of, suspects, or has witnessed a potential safeguarding issue should immediately contact one of the following: Chair of the Committee or safeguarding lead
- A verbal and / or written report should be made within 24 hours to allow early intervention and prompt investigation: this report should be submitted to the Clarnendon marathon Chair or safeguarding lead
- On receipt of the report the Clarendon Marathon Chair or safeguarding lead will determine what further investigation and/or action is necessary
- Where appropriate a complaint will be filed with relevant authorities in a timely manner: full cooperation will be given to the authorities during any external investigation.
- If a volunteer or staff member has concerns that an individual is likely to suffer / is suffering / has suffered significant harm, they must urgently contact the Chair or safeguarding lead in writing; the Clarendon Marathon must commence appropriate action and inform relevant authorities as necessary within 24 hours; all actions taken must be documented contemporaneously
- If there is any doubt, you must report the incident: it may be just one of a series of other incidences which together cause concern
Confidentiality
Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only. All information will be stored in a secure place with limited access to designated people, in line with data protection laws.
In an emergency situation, any staff member or volunteer may disclose confidential information where they believe that doing so will protect a child or vulnerable adult from immediate harm. Any such disclosure must be reported to the chair or safeguarding lead as soon as possible thereafter. In non-emergency situations, such disclosure should only occur after discussion with the chair or safeguarding lead.
Access to this policy
All volunteers and staff of the Clarendon Marathon shall be given access to this policy when commencing their role with the organisation.