Safeguarding Policy 

Our designated Safeguarding Officer for children and adults at risk is  

Stacey Frost safeguarding@essentialcaninelifeskills.co.uk 

Contact can also be made via   

Emma: 07742 432441  emma@essentialcaninelifeskills.co.uk 

Designated Safeguarding Officer for the Welfare of Dogs is Emma 07742 432441 emma@essentialcaninelifeskills.co.uk  

 

1.0 Policy Statement 

1.1 Purpose of this policy 

The purpose of this policy is to enable all franchise owners, and their trainers/helpers engaged in activities provided by Essential Canine Life Skills Ltd 

to promote the welfare of children and adults who may be at risk and equally promote the welfare of all dogs. 

Essential Canine Life Skills Ltd places a high priority on creating a culture in which it is safe to learn and carry out duties to the highest customer satisfaction and protect the dogs in their care. 

Affording protection to all is a key priority, along with; 

• The Welfare of children and adults at risk regardless of age, gender, ability, culture, race, language, religion or sexual identity.  

• Promoting the highest quality of dog care possible for the welfare of dogs. 

• Giving equal rights to protection for all children and adults at risk, regardless of age, gender, ability, culture, race, language, religion or sexual identity. 

• All engaged under the Essential Canine Life Skills Branded products have an equal responsibility to act on any suspicion or disclosure that may suggest a child or adult is at risk of harm;  

• Having robust procedures that deter and prevent people who are unsuitable to work with children and adults at risk from being involved with the brand.  

• Having robust training of staff to ensure all involved promote the best possible canine care and welfare. 

• Any representative of Essential Canine Life Skills involved in child protection issues will receive appropriate support.  

• Any representative of Essential Canine Life Skills involved in canine welfare issues will receive appropriate support. 

1.2 Scope  

This policy applies to all involved in the delivery of Essential Canine Life Skills Branded Products 

All must acknowledge that: 

• Clients’ welfare is of paramount importance, and all have the right to be protected from abuse; 

• Dogs have no voices; they have the right to be protected from abuse. It is the Essential Canine Life Skills representatives responsibility to take steps to protect the dog’s welfare. 

• Harm can include ill treatment that is not physical as well as the impact of witnessing ill treatment of others including dogs.  

• All engaged are particularly important in promoting excellent welfare procedures, as they can identify concerns early, provide help for students and prevent concerns from escalating; 

• Staff will receive the highest of training if appropriate. 

• Anyone who is being abused will only tell people they trust and with whom they feel safe and that any person confided in needs to be able to respond appropriately to anyone disclosing evidence of abuse; 

1.3 Policy Aims 

Our aims are: 

• To promote the welfare of children and adults at risk 

• To promote the welfare of dogs 

• To keep all in our care safe from maltreatment, harm or potential harm 

• To develop a good understanding with all engaged in branded products of the importance of safeguarding all at risk, and their responsibilities for identifying and reporting actual or suspected abuse 

• To ensure all children grow up in circumstances consistent with the provision of safe & effective care and preventing the impairment of children’s mental and physical health or development 

• To provide early help to issues or concerns to prevent escalation 

• To ensure all engaged are trained to the highest-level policy to promote best possible practice.

• To ensure all delegated safeguarding officers are adequately trained. 

• To ensure all policies are kept up-to-date and shared publicly 

• To ensure that all involved are clear about the values of Essential Canine Life Skills and anyone operating outside the brand values will be taken seriously and dealt with accordingly.  

1.4 Relevant Legislation 

Essential Canine Life Skills will ensure that designated representatives are kept up to date with relevant training and skills set. 

 

1.5 Related Policies   

This policy should be read in conjunction with all other policies and procedures including the Essential Canine Life Skills Franchise Owner Manual. 

 

2.0 Safe Franchise Owners 

All franchise owners will be required to have an up-to-date DBS and keep relevantly trained. All booking forms should include questions to determine if adults or young children are in the at-risk group. 

 

3.0 Senior Lead 

Head Office will ensure that all CPD spreadsheets & DBS renewals are kept up-to-date and annually supplied. Essential Canine Life Skills can provide renewals if required through an external agency.  

 

3.1 Head of Safeguarding & Designated Leads 

Essential Canine Life Skills will ensure that all designated staff are trained to the highest level and regularly refresh their skills.  

Designated leads will work together for resolution if required and will oversee all cases needed to be referred to external agencies. 

 

3.2 All Franchise Owners & Their representatives 

It is the responsibility of the franchise owner to ensure that the representatives working with them understand the responsibilities to dogs and clients they are working with. 

All should meet and maintain the Essential Canine Life Skills Code of Practice and ensure that they are aware of signs of any abuse towards dogs, children or adults at risk. 

Representatives should safeguard wellbeing and maintain public trust in the profession as part of their professional duties. The Essential Canine Life Skills Code of practice is as follows, and any representative not adhering to the code of practice will follow a discinplinary procedure. 

3.3 Essential Canine Life Skills Code of Practice 

• Treating all in their care with respect (including dogs) 

• Set a good example by conducting themselves appropriately 

• Set a good example by sympathetic handling of all dogs within their care and demonstrating best practice training as outlined in the Sprit Dog Trainer Course 

• Excellent communication always. 

• Encouraging positive, respectful and safe behaviour, including carrying out regular risk assessments of site and providing adequate space for dogs to work safely.  

• Create a listening culture and speak openly and honestly to all involved. 

• Being aware of changes in a behaviour and recognising that challenging behaviour or poor mental health and wellbeing may be an indicator of abuse or maltreatment as well as lead to an increased vulnerability and risk of abuse. 

• Being aware of changes in dogs’ behaviour and understanding that this could be a pain issue and making the appropriate referral to vets/physio appointments and incases of dog sports – discontinue training until fully resolved. 

• Maintaining appropriate records. 

• Know how to manage and maintain an appropriate level of confidentiality by only involving those who need to be involved 

• Maintaining appropriate standards of conversations and interaction with and all and avoiding the use of sexualised or derogatory language along with always wearing appropriate clothing. 

• Representatives should not assume a colleague, or another professional will act and share information that might be critical in keeping students safe 

• Never to be fearful to share information as this could stand in the way of the need to promote the welfare 

• Representatives must promptly to the Managing Director of Essential Canine Life Skills the details of any change in their personal circumstances (for example committing of an offence) that may call into question their suitability to work with children, young people and adults at risk or dogs. 

• Representatives must ust promptly report to the Managing Director of Essential Canine Life Skills Ltd the details of any involvement in an investigation, they or a member of their home/residence have with an external agency, such as police, social services, HMRC or Department of Work and Pensions, or any other legal activity which may pose a risk or impact on their DBS status, and ability to work with children, young people or adults or dogs. 

• 3.4. Female Genital Mutilation Mandatory Reporting Duty 

There is a mandatory reporting duty with regards to Female Genital Mutilation (FGM) placed on staff in education. Staff must report to the Police where they discover (either through disclosure by the victim or visual evidence) that FGM appears to have been carried out on a girl under 18. Those failing to report will face disciplinary sanctions. Reports must be made personally to the Police with support from the Safeguarding Team.  

The duty does not apply in relation to at risk or suspected cases or in cases where the woman is 18 or over. In these cases the safeguarding procedure should be followed. 

 

4.0 Abuse of Trust 

All representatives are aware that inappropriate behaviour towards students is unacceptable and that their conduct towards clients and their dogs or other representatives of the Essential Canine Life Skills organisation must be beyond reproach. 

In addition, all representatives should understand that, under the Sexual Offences Act 2003, it is an offence for a person over the age of 18 to have a sexual relationship with a person under the age of 18, where that person is in a position of trust, even if the relationship is consensual. This means that any sexual activity between a representative of the brand and a student under 18 may be a criminal offence, even if that student is over the age of consent.  

  

4.1 Concerns about a Colleague 

Representatives who are concerned about the conduct of a colleague towards clients/dogs or other representatives are undoubtedly placed in a very difficult situation. They may worry that they have misunderstood the situation, and they will wonder whether a report could jeopardise their colleague’s career. All representives must remember that the welfare of all concerned is paramount.  

All concerns of poor practice or conduct, or possible abuse by colleagues towards students or any personal relationship identified must be reported to the Managing Director of Essential Canine Life Skills directly and in writing (email is acceptable). 

 

4.2 Allegations against representatives 

When an allegation is made against a representative set procedures will be followed. 

We recognise that some professionals do pose a serious risk to students, make an error in judgement or act inappropriately.  We act on every allegation received.  

 

5.0 Safeguarding concerns shared 

Where Essential Canine Life Skills shares a safeguarding concern regarding an individual or dog, with another institution or agency, partnership working will be key to referrals and information sharing.  

Where there is a requirement to protect the immediate safety of a child/children or vulnerable person based on the information available at the time, it is recognised that the member of staff or volunteer affected will not be advised of such referral until such time as it is safe to do so. 

6.0 Preventing Radicalisation & Extremism 

Essential Canine Life Skills Ltd recognises its important role in preventing people being drawn into terrorism, which includes not just violent extremism but also non-violent extremism, which can create an atmosphere conducive to terrorism and can popularise views which terrorists exploit. 

We are committed to developing an awareness and understanding of Prevent across our community.

An annual risk assessment will be completed to see what level of training is required, if any. 

7.0 Clients who may be particularly vulnerable 

• Some clients/representatives may be at an increased risk of abuse. It is important to understand that this increase in risk is due more to societal attitudes and assumptions, and safeguarding procedures that fail to acknowledge people’s diverse circumstances, rather than the individual person’s personality, impairment or circumstances. Many factors can contribute to an increase in risk including prejudice and discrimination, isolation, social exclusion, communication issues and a reluctance on the part of some adults to accept that abuse can occur.   

7.2 Mental Health Support 

Essential Canine Life Skills Ltd recognise that it has an important role to play in supporting the mental health and wellbeing of students. Mental health problems can, in some cases, be an indicator that a student has suffered or is at risk of suffering abuse, neglect or exploitation.  

Any representative who has concerns about a client or representatives mental health and is not able to speak directly to them should raise the issue to the safeguarding representative.

Child-on-Child and Peer-on-Peer Abuse including Sexual Harassment & Violence 

The College recognises that sexual violence and sexual harassment can happen anywhere and are committed to responding to all reports and concerns including those that take place outside of college and/or online. Sexual violence and sexual harassment is never acceptable and will not be tolerated. Addressing inappropriate behaviour (even if it appears innocuous) can be an important intervention that helps prevent problematic, abusive and/or violent behaviour in the future.  

The College is committed to supporting all our students and will use the policies and procedures developed in the college to manage all cases of sexual violence and sexual harassment. The Supporting Positive Behaviour Policy & Procedure will support appropriate sanctions. 

Appendix 5 in the Safeguarding procedure explains the procedures for dealing with cases of Child-On-Child and Peer-on-Peer abuse and the support to victims, perpetrators and all students. The College has a robust Anti-Bullying Policy and Procedure which will be applied in most cases of non-sexual peer on peer abuse with outcomes based on the College Supporting Positive Behaviour Policy.   

12.0 Applicant Screening and Support To Continue Studies 

The College recognises that some students may not be able to participate fully and satisfactorily in relation to their academic studies and student life generally. This may be as a result of a new or recurring disability, illness, mental health condition or personal circumstances. 

The Safeguarding Team will work alongside the student, parents/carers and other professionals to assess risk, required levels of support and required reasonable adjustments as part of the Admission Process. 

Support to Continue Studies meetings will be held for any student who is enrolled on a programme of  study who has had a change of circumstances that impact on their engagement in academic studies. The meetings are outlined in the Supporting Positive Behaviours Policy (FE) and Fitness to Study Policy (HE).   

13.0 Support for those involved in a child protection/safeguarding issue 

Abuse is devastating for the person and can also result in stress and anxiety for staff who become involved.  

We will support students, their families and staff by: 

• Taking all suspicions and disclosures seriously 

• Nominating a link person who will keep all parties informed and be the central point of contact 

• Where a member of staff is subject to an allegation made by a student, separate link staff from Human Resources will be nominated to avoid any conflict of interest 

• Responding sympathetically to any request from students or staff for time out to deal with distress or anxiety 

• Maintaining confidentiality and sharing information on a need-to-know basis only with relevant individuals and agencies 

• Storing records securely  

• Offering details of helplines, counselling or other avenues of external support 

• Following the procedures laid down in our whistleblowing, complaints and disciplinary procedures 

• Cooperating fully with relevant statutory agencies 

14.0 Complaints Procedure 

Our Compliments & Complaints Policy & Procedure will be followed where a student or parent/carer/NOK raise a concern about poor practice towards a student that initially does not reach the threshold for child protection or adult safeguarding action. Complaints against staff are managed by Human Resources and should be directed to the Executive Group Director of People and Organisational Development. 

Complaints from staff are dealt with under the College’s Disciplinary and Grievance Procedure and Whistleblowing Policy. 

15.0 Local Authority Networks 

The College will work within the Local Authority Networks to ensure that all students are protected from harm.  

The College will adhere to the Southend, Essex & Thurrock (SET) Safeguarding Procedures so that referrals are timely and appropriate. The SET Procedures set out what should happen in any local area when a child or young person is believed to be in need of support.  

The College will produce a Safeguarding Audit (as outlined in the Children’s Act 2004) and complete data returns to the Local Authority as requested on their performance against statutory guidance. The Head of Safeguarding will be responsible for providing these reports and presenting to the Local Safeguarding Partnerships as requested.  

16.0 Sub-Contractors 

The College will ensure that Sub-Contractors have an up to date Safeguarding Policy and named manager responsible for safeguarding across their organisation. All Sub-Contractors will be required to submit evidence of their policies and procedures to the Operation Director – Apprenticeships during annual audits and quality checks.  

The Operations Director – Apprenticeships will ensure that audits encompass safeguarding and safer recruitment checks across all partnerships. Any concerns or inadequate practices will be highlighted to the Vice Principal Innovation, Chief Operating Officer, Executive Group Director of Foundation Learning & Additional Learning Support, Head of Safeguarding and Executive Group Director of People & Organisational Development. 

17.0 Extended College and off-site arrangements 

Where extended College activities are provided by and managed by the College, our own Safeguarding Policy and Procedures apply. If other organisations provide services or activities on our site we will check that they have appropriate procedures in place, including safer recruitment procedures.  

18.0 Training 

The staff identified in section 3.0 as being the leads responsible for Safeguarding across the College will receive Designated Safeguarding Leads and Inter-Agency Safeguarding Training every two years and will source appropriate CPD to ensure they keep abreast of issues related to safeguarding children and adults at risk. 

All staff will be required to complete the online Child Protection and Safeguarding training module when they join the College. Staff will not be able to complete their 3 month probation without a successful pass on the training module.  

Face to face Safeguarding training will be delivered to all staff as part of their Induction. Annual safeguarding CPD will take place through Department meetings and cross college events. 

The Safeguarding Team will work with Staff Development to develop a range of CPD resources for all staff on Safeguarding topics. 

19.0 Publicity 

The College Prospectuses, website and internal intranet site will contain a Safeguarding/Child Protection statement and outline of services available to students. 

College induction (staff and student) will include an introduction to the Safeguarding Policy and related issues such as conduct, bullying & harassment and services available. 

The Head of Safeguarding and the Safeguarding & Wellbeing Manager are responsible for ensuring that there is cross-college knowledge of safeguarding. The Executive Group Director of People and Organisational Development will work collaboratively with Head of Safeguarding to ensure the Staff Guide to Safeguarding will be updated annually and made available electronically as well as hard copies in team rooms.  

20.0 Policy Review 

This policy will be reviewed annually to ensure that it is fit for purpose and meets the statutory requirements. It is the responsibility of the individuals appointed to the roles below at the College to review the Policy and to ensure it is compliant with relevant legislation, regulations, best practice and communicated to staff and ensure compliance.   

• Executive Group Director Foundation Learning & Additional Learning Support 

• Lead Executive Board Member for Safeguarding (Students) for the College 

• Head of Safeguarding  

• Designated Safeguarding Lead for Students Operations 

• Executive Group Director of People and Organisational Development 

• College Lead Counter-signatory for Disclosure and Barring Service, Designated Safeguarding Lead for Staff 

  

Appendix 1: Child Protection & Vulnerable Adults Flowchart 

Child Protection & Vulnerable Adults Guidelines 

Staff Responsibilities 

• Acknowledge your duty of care to ensuring the wellbeing & safety of staff and students. 

• Understand and adhere to the Safeguarding Policy. 

• Complete the online Child Protection training and update this every two years. 

• Know the correct procedure for reporting child protection and vulnerable adult (CP/VA) concerns. 

• Do not ignore something which troubles you; discuss the matter with a member of the Safeguarding Team for advice on how to proceed. 

• Do not attempt to investigate a potential CP/VA yourself, pass this on to a member of the Safeguarding Team, they are trained for these situations. 

• If a student discloses a potential CP/VA to you stay calm, explain to the student that you are required to pass this on to a member of the Safeguarding Team and never promise confidentiality. 

Professional Boundaries 

As a College member of staff it is your responsibility to protect yourself from potential allegations of abuse: 

• Build positive nurturing relationships with students that maintain high standards and provide clear boundaries of professional conduct and behaviour. 

• Never give students your personal phone numbers, email addresses and address information. 

• Do not engage with students through social networking sites unless they are college approved pages. 

Disclosures: Hints and Tips  

As a tutor you will establish a good relationship with your students and will get to know them very well. If you are concerned about a student, talk to them.  

• Go to a meeting room so you can have a ‘confidential’ discussion 

• Do not promise to keep things secret, be clear that you may share what is discussed 

• Be open and honest about why you want to talk to them 

• Describe the behaviour you have witnessed, give clear examples and use evidence 

• Explain you are there to help and support them 

• Ask them if they wish to share anything with you 

• Do not pry, challenge or react negatively if they tell you they do not wish to tell you 

• Do not lead students to make statements or used closed questions. 

• Let them know the support available at the college and how they access it through the Safeguarding Team 

• If necessary, support them in accessing the service by accompanying them to initial meeting 

• Monitor the student’s behaviour, progress and attendance 

• Share your concerns with the Safeguarding Team and let them know what action you have taken 

If a student discloses some information that you are very concerned about seek help 

• React positively that they have chosen to disclose, don’t get angry or be shocked at what they tell you 

• Tell them they have done the right thing in telling you 

• Explain that you will need to pass the information on to someone who will be able to support them further 

• Make notes where possible of what they say, use their words 

• Do not let them leave the meeting room and ask another member of staff to sit with them if necessary 

• Contact a member of the Safeguarding Team immediately 

After a Disclosure 

• Speak with your Line Manager to let them know what has happened and do talk about how it made you feel 

• Keep confidentiality and do not speak about the incident unless absolutely necessary and do this only to key staff such as Safeguarding or your Line Manager 

Appendix 2: Allegations against a Member of Staff Flowchart 

Important Notes 

• Human Resources are available to discuss any potential staff allegations you may have.  If in any doubt, refer to HR for advice and guidance. 

• Human Resources safeguard all staff at the College and are the direct link for any staff safeguarding concerns.   

• Once a staff allegation is made to Human Resources, the next appropriate action is based on the allegation and whether there is an immediate risk of harm constituting a safeguarding risk.  

• Staff will be required to provide a statement detailing their concerns in a written statement to be handed over to Human Resources. The statement needs to detail  

• Detailed summary of the incident / allegations 

• Campus 

• Names of all involved (staff and students) and Department 

• Students: student number, date of birth, age, home address and course of study and campus. 

• Any immediate action you have taken 

• If student or staff required first aid, a copy of the reporting form. 

• Any other relevant information that would help the line manager and HR in reviewing the circumstances and enable them to robustly manage any safeguarding risk. 

• Other evidence may be obtained such as CCTV, videos, phone records, social media evidence as may be appropriate. 

• If the statement details an imminent safeguarding risk, the member of staff will meet with the Human Resources team immediately to discuss the allegation.  

• If a Safeguarding risk is present, the Local Authority Designated Officer (LADO) is informed of the incident and information, including statements, shared. The LADO will then instruct and formalise further proceedings via Human Resources.  

• If a Safeguarding risk is present, the Director of HR or HR Manager will inform the SLT member safeguarding lead or other SLT member immediately and review evidence available to discuss and agree way forward including deciding on whether suspension of staff appropriate. DoHR / HRM will then take appropriate action and maintain communication with all relevant members of Management on discreet basis as to process and action taken along with outcome. 

• If the allegation is deemed not to constitute a Safeguarding referral, advice is given to the Head of Department by Human Resources to support the member of staff and the student with an appropriate outcome (as detailed in the above flow chart).   

• Robust evidence of allegations / incidents raised or identified will be maintained and records shared with relevant external agencies and documentation and information will be managed in line with General Data Protection Act legislation. 

• Where safeguarding allegations against staff are proven, or where an individual resigns and leaves during an investigation and the College is not afforded the opportunity to investigate fully and reach a conclusion, the Director of Human Resources will report the matter to the Independent Safeguarding Authority (part of the Disclosure and Barring Services) and provide relevant information.  It will be the ISA’s responsibility to review the information provided and make a decision as to whether an individual’s DBS status is affected and whether they are considered suitable to work with children, young or vulnerable people. 

• The Safeguarding Team may be called to support the student after the referral has been made. This is to ensure the student is supported and has a point of contact within the College for any concerns, queries or further information that they may wish to disclose. It is not the Safeguarding Team’s responsibility to investigate the allegation but to be the agency of referral should any further safeguarding concerns arise during/ after the initial disclosure. 

Appendix 3: Safeguarding Reporting Structure

Equality Impact Assessment 

The aim of an equality impact assessment (EIA) is to consider the equality implications of any new or amended policy, procedure, practice, project, function on different groups of staff, students and visitors to the college.  This EIA tool provides a simple framework that helps evaluate whether the change may inadvertently disadvantage protected characteristics and identify ways to proactively advance and promote equality. 

You will need to consider each of the equations and provide information as to consideration and any changes made in relation to Equality, diversity and inclusion. 

Date EIA completed.	July 2024
Name of person responsible for completing the EIA	Jane Belcher
Role of person responsible for completing the EIA	Head of Safeguarding
Who is affected by the policy / decision / change	All staff and students
What’s the reason for the new policy / change in policy, practice, process etc.	Updates are in line with legislation and statutory guidance on safeguarding

  

You will need to consider whether it’s possible that the proposed new policy / change in policy /procedure/practice etc could discriminate or unfairly discriminate or disadvantage people.   You should consider: 

  

Who gets to participate	Who does not, or who now does not due to the changes proposed / made.
Who is at an advantage	Who is at a disadvantage, and again has this changed?
Who will benefit	Who will not benefit (or who did and now doesn’t due to the changes proposed in policy
Who can access the policy	Who cannot, or now cannot.

 

Protected Characteristic	What degree of impact does the change have (score 1-5 with 1 the lowest and 5 the highest)	What is a potential positive, neutral or negative impact? Include what you have considered.  Are there any barriers?	What action will be taken to address any negative impact or remove any potential barriers identified?  Note if we are not able to resolve anything identified.	Date by when and whom will this action be taken.
Age	1	None identified
Disability	1	Some potential barriers to accessing/reading and understanding documentation	Appropriate action will be taken to ensure any person who discloses a health conc
Gender (Sex)	1
Gender Reassignment	1
Marriage or Civil Partnership	1
Pregnancy / Maternity	1
Race	1
Religion or Religious Belief	1
Sexual Orientation	1
Any other element that needs to be considered.	1

 

Note:   

1. The terms stated under protected characteristics are the terminology used in the Equality Act 2010. 

1. As part of the policy approval process Executive Board will consider the EIA assessment and any potential barriers which we may not be able to overcome and whether the action proposed will mitigate sufficiently within legislation or whether we decide to not implement the new policy if the risk are significant.  If the policy is approved the EIA is also approved