Safeguarding Policy

Version 4: 12th April 2019


Gillingham Imperial Silver Band – Safeguarding Policy


Statement of Intent:

Gillingham Imperial Silver Band is committed to compliance with all law and regulations appertaining to the safeguarding of children, young people and vulnerable adults (for current law and regulations, see Appendix 1). In doing so, Gillingham Imperial Silver Band, as a whole, will exercise due care and attention to ensure that children, young people and vulnerable adults both within the Band and also those attending Band events and/or assisting the Band as non-playing members, come to no harm, do not suffer abuse and that fair and equal treatment and opportunities are available to them.



1. Who does the Policy safeguard?


This Safeguarding Policy sets out to safeguard from harm and abuse:

  • children

  • young people

  • vulnerable adults.

It is also intended to safeguard and protect all Band personnel and those associated with the Band (see below) from the risk of false allegations of abuse or poor practice.


2. Safeguarding is everyone’s responsibility


The following posts/groups connected to Gillingham Imperial Silver Band should be conversant with and operating in accordance with the Band Safeguarding Policy and associated procedures:

  • Band Musical Director

  • Academy Tutor/Coach

  • Academy Assistants

  • Band Safeguarding Officer

  • Band Committee

  • All Band playing members (including adult Academy members)

  • Other personnel who regularly assist the Band in a supportive role.



3. Appointment procedures for the Band Musical Director, Academy Tutor/Coach and Academy Assistants appertaining to safeguarding


  • Disclosure and Barring Service (DBS) checks should be carried out for the following:

    • Band Musical Director

    • Academy Tutor/Coach

    • Academy Assistants



4. Good Practice


  • Risk Assess all activities involving children, young people and vulnerable adults and eliminate/minimise any identified risks.

  • Promote a fun and enjoyable brass band culture. Uphold fairness, confront and deal with bullying, deal with any violations of rules and maintain effective safeguarding procedures.

  • Treat all groups relevant to this policy equally – afford equal time, attention, respect and preservation of dignity.

  • Music development programmes, concerts, competitions and other activities should be suited to the needs/interests of children/young people/vulnerable adults and not to those of the parents, teachers or the Band.

  • Build relationships based upon mutual trust and respect. Encourage children, young people and vulnerable adults to take ownership of their development and encourage them to make decisions.

  • When working with children, young people and vulnerable adults, always work in at least pairs and never on one’s own. Involve parents, if possible.

  • Avoid physical contact with children, young people and vulnerable adults. Demonstrate holding an instrument and let the student copy the demonstration. Adopt the same approach to posture training i.e. explanation, demonstration, imitation.

  • Maintain a safe and appropriate relationship with all students. It is inappropriate for teachers/trainers/tutors/coaches /assistants to have an intimate relationship with young persons, even if they are over 16 years of age. Such a relationship could be a criminal offence (abuse of trust) as defined by the Sexual Offences (Amendment) Act 2000.

  • Promote and maintain appropriate standards of behaviour at all events (including social events) that children, young people and vulnerable adults attend.

  • Be an excellent role model – refrain from smoking or drinking alcohol when working with children and young people.

  • Establish effective communication with parents/guardians. Gain consent in writing to administer first aid or other medical treatment as necessary.

  • Be aware of any medical conditions, injuries and any medicines being taken by children, young people and vulnerable adults.

  • Record any accidents/injuries along with actions and any treatment taken/ administered. Arrange for adequate first aid cover.

  • Gain written parental consent for any significant travel arrangements, especially if an overnight stay is needed.

  • Exercise appropriate language when in the vicinity of children/young people. Swearing is not acceptable.




5. Poor Safeguarding Practice


Practices to be avoided by all personnel are as follows:

  • Unnecessarily spending excessive amounts of time alone with children away from others

  • Taking children on journeys alone in a vehicle

  • Taking children to your home where they will be alone with you

  • Sharing a room with a child

  • Engagement in rough or sexually provocative games or horseplay

  • Engaging in touch of any form (this excludes any first aid /emergency action)

  • Allowing children to use inappropriate language unchallenged

  • Permitting inappropriate language by Band playing members and other persons connected with the Band in the presence of children/young people

  • Reducing a child/young person to tears as a form of control

  • Allowing allegations that a child makes to go unchallenged, unrecorded or not acted upon

  • Communicating with children/young people by text, email or any other non-verbal means.


If, during your care, a child or young person is accidentally injured, becomes distressed, makes inappropriate comments or misunderstands/misinterprets something you have said or done, immediately make a detailed note including time and date and report to a colleague as soon as possible. Parents/Guardians should be informed of the incident/event.



6. Abuse


Abuse may be classified under the following headings:

  • Neglect. Where adults fail to meet a child’s basic needs i.e. food, shelter, warm clothing, medical care and a failure to protect them from physical harm. In the Band, this could involve a situation whereby a responsible adult fails to keep children, young people or vulnerable adults safe and/or exposing them to unnecessary risk of injury.

  • Physical abuse. Subjecting children, young people or vulnerable adults to hitting, shaking, throwing, squeezing, burning and the like causing physical harm. Giving alcohol or inappropriate drugs would also constitute physical abuse.

  • Sexual abuse. Persons could be sexually abused by either adults or children. Activities involving physical contact, especially with children or young persons, could constitute sexual abuse and could go unnoticed. All physical contact should be avoided.

  • Emotional abuse. In the Band this could be where a child, young person or vulnerable adult is subjected to constant criticism, name-calling, sarcasm, bullying, racism or pressure in order to perform to high and demanding levels.

  • Bullying. In the Band this could be due to a parent pushing a child or young person too hard to succeed. It could also be from a Musical Director/Tutor/Trainer/Coach/Assistant adopting a win at all costs approach to children, young persons or vulnerable adults.


Any suspicions of bullying and abuse should be recorded with date and time and evidence giving rise to such suspicions. A colleague and/or the Band Safeguarding Officer should be informed as soon as possible with a further reporting of the situation to the appropriate authorities (for example, Police or Social Services).


7. Recruiting/selecting persons to work with children/young people/vulnerable adults

 The Band Safeguarding Officer should be involved in the recruitment and selection of persons to work with children, young persons or vulnerable adults and with the assistance of the Academy staff and Band committee, take reasonable steps to satisfy themselves as to the suitability of recruited/selected staff.


7a. Information gathering/References

All persons who will work with and have significant access with children, young people or vulnerable adults should provide the following information:

  • Past career details

  • Current career details

  • Past experience of working with children, young people, vulnerable adults

  • Disclosure of any criminal record

  • Details of any past investigations by Police or Social Services in relation to work with children, young persons or vulnerable adults.


7b. Vetting

All personnel who will have significant access to children, young persons or vulnerable adults should have an Enhanced Disclosure check carried out with the DBS.


7c. Band Safeguarding Officer

The Band should appoint a Safeguarding Officer part of whose role will be to advise the Band Committee on all matters in relation to safeguarding. They themselves should be fully up-to-date with current law and regulations appertaining to safeguarding. This officer should have an up-to-date Enhanced Disclosure carried out which is wholly satisfactory.


The Safeguarding Officer post should include membership on the Band Committee.


It is advisable that the Safeguarding Officer remains independent of any organisation and teaching with the Band Academy environment.


7d. Safeguarding Training

Every opportunity should be taken to avail those members of the Band having significant access to children, young people or vulnerable adults with adequate safeguarding training. The Safeguarding Officer should keep the Committee informed of accredited training and, in turn, the Committee should agree a frequency of such training, who should receive such training, and fund the training.



8. Suspicions and Allegations


8a. Acting on evidence of possible abuse


  • Keep calm – do not frighten the person suspected of being abused

  • Reassure the person and explain it was right to tell

  • The minimum amount of questions should be asked to identify the issue and any person(s) involved, the questions should allow the Teller to communicate details without leading them towards a certain answer

  • Treat all cases seriously

  • Reassure the ‘teller’ but let them know that there may need to be disclosure to the appropriate authorities.


8b. Record Information


  • Records to be kept under secure conditions

  • Made available only to those who have a definite need for them

  • Records to be made as soon as possible

  • Record facts only – not personal opinions

  • Record nature of allegation – time(s), date(s), location(s)

  • Details of involved/abused person

  • Details of person against whom allegation is made

  • Identity/contact details of any informants/witnesses

  • Account from suspected abused person (if they are able to give an account)

  • Description of any visible signs of bruising/injury

  • Details of anyone else who has been informed of the alleged incident

  • Any other relevant information


8c. Reporting the incident/concern


Inform the Safeguarding Officer as soon as possible. Inform the Band Chairperson and/or a colleague (provided that the allegation has not been brought against any of these persons). The Safeguarding Officer will generally contact all of the following if required.



Keep Parents/Carers/Guardians informed unless the allegation is levelled against them. In these circumstances, liaise directly with the Band Safeguarding officer who will decide on a professional course of action which, in most cases, will involve contacting Police/Social Services/NSPCC.


Social Services

Referrals to Social Services should be confirmed by the Band in writing within 24 hours. Keep a record of the name and location of the Social Services staff with whom liaison has been made with time/date of report logged.



Where apparent abuse is of a criminal nature, the Police should be informed. A record needs to be made of the crime Reference Number provided by the Police complete with time/date logged.


National Society for the Prevention of Cruelty to Children (NSPCC) and other agencies

If advice is sought in relation to a concern/allegation of abuse, the NSPCC may be contacted BUT seeking such advice should not delay reporting the issue to the Police and/or Social Services. It will usually be the responsibility of the Band Safeguarding Officer to contact the NSPCC but, if the concern/allegation involves the Safeguarding Officer, the NSPCC, other relative agencies, Police and/or Social Services should be contacted direct. In this latter scenario, it is advised that you also inform a member of the Band Committee.



8d. Disciplinary procedures


Any issues arising which concern the possible involvement of a Band Member or Assistant of the Band abusing a child, young person or vulnerable adult should be carefully and formally dealt with. Due consideration should be given to the following: -

  • Clear, factual and carefully recorded records to be made and kept secure and shared with the Police and Social Services as required

  • Provided the concern/allegation does not involve the Band Safeguarding Officer, (s)he will take the lead and advise the Committee. (S)he may decide that the person suspected of abuse is suspended whilst the investigation is taking place. Such actions should not be deemed as pre-judgement of the individual and his/her welfare should be carefully considered.

  • Any allegations levelled against a Member or Assistant of the Band may affect/impact upon other members of the Band and it is therefore important that his/her well-being is carefully considered and controlled.

  • Other than considering suspension of the individual whilst investigations take place by Police/Social Services, internal Band disciplinary procedures should await the outcome of investigations before considering any further action.



9. Further safeguarding controls


Reference has been made in this Policy to safeguarding in respect of injury/harm. Injury/harm can be as a result of accidents to Band premises or at/travelling to events. It is important that this Policy is underpinned by robust Health & Safety and Fire Safety Policies and Procedures


Code of Conduct


The Safeguarding Officer should, in conjunction with the Band Committee, write and agree a Code of Conduct and this should be made known to all Band Members, Assistants and Volunteers. It should also be displayed in the Band Room.




Legislation, Guidance Documents and Regulations appertaining to Safeguarding


  • Safeguarding Vulnerable Groups Act 2006

  • The Care Act

  • Protection of Freedoms Act 2012 (established by the Disclosure and Barring Service)

  • Children Act 1989 (as amended)

  • The Children and Social Work Act 2017

  • Working together to Safeguard Children 2018

  • GDPR and the Data Protection Act 2018

  • Childcare Act 2006 (as amended in 2018)

  • Sexual Offences (Amendment) Act 2000

  • Child Performance Licensing Legislation

    • Children and Young Person’s Act 1933

    • Children and Young Person’s Act 1963

    • Children (Performance and Activities) (England) Regulations 2014


This list is not exhaustive and will need updating regularly.


MEA – Version 4 – 12/04/2019

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