1 BACKGROUND
1.1 The Club has a responsibility of care to its members which includes children and young people (defined in law as young people up to the age of 18 years) and vulnerable adults, hereafter collectively “Vulnerable Persons”. The Club endeavors to provide a safe environment in which vulnerable individuals are listened to and are encouraged to participate safely in the Club meetings and activities.
1.2 The Photographic Alliance of Great Britain (PAGB) issued a statement re Children, Young People and Vulnerable Adults attending Club meetings dated 17th February 2015 which states “This is intended as guidelines for Clubs to construct their own policy.” This statement from the PAGB was adopted by Conwy Camera Club (CCC) but no detailed formal policy was
developed. Currently in the Club Constitution, Appendix 3 Protection Policy for Vulnerable Individuals gives a short outline of responsibilities of the Club but requires updating.
1.3 The Club wishes to give reassurance to current members and persons seeking to join that this responsibility is taken very seriously and, while wishing to remain inclusive, any behavior of concern will be acted upon in an appropriate and proportionate manner.
1.4 The only Authority who has the legal responsibility of investigation into abuse is the Police and, in the event of a specific safeguarding concern being raised it will be reported immediately.
2 RESPONSIBLE OFFICERS
2.1 The Club will have at least 4 Committee Members who have current Basic Disclosure & Barring Checks. These nominated officers will include the Chair and both male and female Committee members. The names of the nominees will be clearly stated under the members section on the Club website.
2.2 The Club Chairperson will be one of the nominated officers and will be the lead officer for the Club. He / she will always be informed of any Safeguarding concerns / potential issues and consult with the other nominated Committee members. If he/she is unavailable then the
Vice Chair will deputise. If it is suspected that a crime has been committed referral to the appropriate authorities will be made with no delay.
2.3 The nominated Committee Members have completed Level 1 Safeguarding training or equivalent.
2.4 All Safeguarding concerns will be fully documented on contemporaneously to record the details and action taken.
3 CLUB WEBSITE
3.1 A statement on the Membership application section includes a declaration about the Club having a Safeguarding Policy to reassure potential applicants and potentially deter persons who may be unsuitable members from joining.
3.2 A list of the named Committee members with Safeguarding responsibilities is available in the closed Members section.
3.3 A statement on the Club website states that the Club has a Safeguarding Policy in place
4 RESPONSILITIES REGARDING CHILDREN
4.1 Legally the definition of a child is under the age of 18 years.
4.2 All parents and persons with PR will be informed that the Club has a Safeguarding policy in place and they, and the children and young people, will be advised of the names of responsible Committee Members. They will also be informed that the Club has an event specific Risk Assessment process in place to be completed by the parent or person with PR prior to attendance at specific workshops, events and activities.
4.3 All children and young people 11 – 18 years will have a parental consent form completed by the parent or a person with parental responsibility when they apply to become members. For all children and young people 11- 18yrs, the parent / person with PR must meet the Membership Secretary and at least one other Committee Members with a responsibility for Safeguarding either at a Club meeting or at a home visit to sign the necessary documentation. Each application for a child / young person will be subject to approval by the Chair or his / her deputy whose decision is final. The Committee Members with specific responsibilities for Safeguarding may agree to be named by the parent / person with parental
responsibility, to act as responsible adults in a private capacity for individual children / young people. The Committee Members with specific responsibilities for safeguarding will do this on an individual / private basis and reserve the right to refuse to do so.
As good practice this consent will be updated each year. This includes a general consent for images taken during Club activities to be used on the Club newsletters, internal Facebook page and on the members section of the website.
4.4 The parent or person with parental responsibility will be required to give their contact details including their e mail address so that Club correspondence including invitations to meeting, events and activities can be sent directly to them so that they can determine if they feel it is suitable for their child / young person.
All risk assessments will be sent directly to the parent or person with parental responsibility in order for them to consider the details and consider whether it is suitable for their child or young person to attend.
It is the responsibility of the parent or person with parental responsibility to pass the information of the meetings, events and activities on to their child / young person including advising them if they consider the meeting, events or activity to be unsuitable and tell them that they are withholding consent.
4.5 The parent or person with parental responsibility may nominate their own named responsible adult to accompany the child / young person and confirm this on the membership application form. The person nominated as a responsible adult to accompany the child / young person must also apply for Club membership and pay their own door, event and workshop fees. A child / young person must be accompanied by a parent / person with PR or their own nominated responsible adult to all Club meetings and activities. If the parent / person with parental responsibility has agreed by private arrangement with the Committee Members with Safeguarding responsibilities that they act as responsible adults for the child / young person, then at least one of these members must always be present at Club meetings, events and workshops when the child / young person attends.
4.6 For all children and young people wishing to attend specific Club events and workshops, the parent or person with PR will be required to sign the event specific Risk Assessment stating that they have read and understood the nature of the activity and the risks involved. All children / young people must be accompanied by a responsible adult (their own nominated or the agreed Safeguarding Committee members – see section 4.4).
4.7 On attendance at Club meetings, events and workshops, children and young people who have nominated Committee Members responsible for Safeguarding as the responsible adults acting in a private capacity, will be made aware of the responsible officers in attendance.
4.8 The parent or person with PR or their own nominated responsible adult for the child / young person will be responsible for ensuring payment of subscriptions, door fees and workshop fees.
4.9 The parent or person with PR or their own nominated responsible adult for the child / young person will be responsible for transporting the child to and from meetings and club activities.
4.10 If a child or young person arrives unaccompanied at a Club meeting, event or workshop without their parent, person with PR or responsible adult, or agreed nominated Committee Member with responsibility for Safeguarding, then the parent or person with PR will be informed immediately.
5 VIEWING OF IMAGES
5.1 Vulnerable Individuals will be protected while taking part in Club activities from viewing or taking of images which could be considered as suggestive, indecent or cruel in nature.
5.2 Speakers giving online talks, are advised by the Programme Secretary that the Club has Vulnerable Individuals as members including children and young people under the age of 18 years and the speaker is required to discuss any potentially inappropriate material prior to the meeting. On the Zoom booking form the speaker is advised that the session will be ‘live’
in people’s homes and that they must be mindful of these circumstances and that vulnerable people may accidentally watch some parts of it.
5.3 Speakers attending in person are advised that the Club has Vulnerable Individuals as members including children and young people under the age of 18 years and if their presentation includes any material which may be considered inappropriate for such an audience, they must contact the Programme Secretary to discuss.
5.4 Club members should be aware that any images submitted for competition which are deemed unsuitable for viewing by Vulnerable Individuals will be withdrawn from the competition by the Competition Secretary after consultation with the Chairperson.
6 SHARING OF IMAGES.
6.1 Taking images during Club activities which include Vulnerable Individuals is not against the law but the images should obviously not be suggestive or indecent and may be shared in Club newsletters, the members section of the Club Website and on the closed CCC Facebook
pages provided general consent was obtained from the guardian, parent / person with PR on joining the Club. However, permission must be obtained from the parent or person with PR before wider publication and identification of Vulnerable Individuals on each specific occasion.
7 PORTRAIT SESSIONS.
7.1 Vulnerable Individuals shall not attend any Club meetings or activities involving nude or partially clothed models unless accompanied by a guardian, parent or person with PR and with them being present to supervise and monitor.
7.2 Images taken of Vulnerable Individuals must not be used for the purpose of making composite images without explicit, written consent of the vulnerable person and the guardian, parent or person with PR detailing the purpose, use and details of where the image will be shared.
8 LIFTS.
8.1 If a young person wishes to have a lift from a Club member, preferably this will be from, or with, one of the nominated Committee members and preferably with more than one individual travelling in the vehicle. This arrangement is a private arrangement and must be agreed by parent / person with parental responsibility.
9 PROTECTION OF CLUB MEMBERS FROM SPURIOUS ALLEGATIONS.
9.1 Having a safeguarding policy in place is not only important for Vulnerable Individuals but it also serves to remind all members of the need to be mindful of behavior which could be perceived as abusive and put themselves at risk of complaints / allegations and they must also be alert to any concerning behaviour of other Club members. Members are advised to be mindful of working 1: 1 with vulnerable members to avoid the potential risk of spurious allegations.
10 HEALTH & SAFETY IN THE CLUB ENVIRONMENT.
10.1 Fire evacuation procedures and any issues identified as particular risks for the specific Club meeting are given at the beginning of all Club meetings.
10.2 A First Aid box is available at all Club activities. In the event of an accident the member is firstly asked if they require help and first aid help offered if required. If there is a Club member with appropriate qualifications to assist, they will be asked to do so but, in the event
of a serious accident emergency services will always be summoned as a matter of urgency. An accident book is kept with the First Aid kit and is completed for all accidents.
10.3 In the event of an accident involving a child or young person the parent or person with parental responsibility will be informed immediately.
10.4 Detailed Risk Assessments are now completed prior to workshops which are out on location and are to be read and accepted by the parent or person with PR prior to attending activities.
10.5 For Vulnerable Persons the Risk Assessment must be read and signed by the registered guardian, parent or person with PR prior to attending Club activities such as workshops out on location.