BRIGHT FUTURES POLICIES

CONTENTS

Page 2-6 – Child Safeguarding Policy

Page 7 – Clear Behaviour Policy & Managing Challenging Behaviour

Page 8 – Confidentiality & Data Protection (GDPR Compliance) Policy / Supervision Policy

Page 9–10 – Fire Safety & Emergency Policy / Evacuation Plan

Page 11 – Assessment Policy

Page 12–13 – Health & Safety Policy

Page 14 – Lone Working Policy

Page 15 – Prevent Duty Policy

Page 16 – Prevent Referral Procedure

Page 17 – Code of Conduct Policy

Page 18–19 – Adult Safeguarding Policy for Bright Futures

Page 20 – Complaint Policy / Equality, Diversity and Inclusion Policy

Page 22 – Exclusion Policy

Page 22–23 – First Aid Policy / Incident and Accident Reporting / Medication Management Policy

Page 24 – Admissions and Referral Policy / Induction Policy / Attendance, Welfare and Absence Procedure / Reintegration Policy

Page 25–26 – Curriculum Plan / Curriculum Reviews / Regular Reviews

Page 27 – Information Sharing Protocols / Self-Evaluation and Improvement Plan / Feedback and Complaints Policy / Annual Review and Audit Reports

Page 28 – Secure Record Keeping Process / GDPR-Compliant Storage and Sharing

Page 29–43 – RISK ASSESSMENTS

Page 44–46 – Control of Substances Hazardous to Health (COSHH) Assessment

Page 47 – FORMS

Page 49–52 – Safeguarding Audit 2025

Page 53 – Online Safety / Cyberbullying Policy

Page 54 – Professional Boundaries / Low-Level Concerns Policy

Page 55–56 – Referral Procedures

Page 57–61 – Parent Information Pack

Page 62–63 – Annual Safeguarding Review Report

Page 64–68 – Bribery Policy

Page 69–70 – Bribery Incident Report Form

Page 71 – Gifts & Hospitality Register

Page 72 – Annual Bribery Compliance Certificate

Page 73–74 – Sustainability Considerations

Page 75–76 – Managing Allegations Against Staff Policy

Page 77 – Safer Recruitment Policy

Page 78–82 – Accident, Incident and RIDDOR Reporting Procedure

Pages 83–85 – Transport Risk Assessment & Compliance Procedures

Pages 86–87 – Site-Based & Online Delivery Risk Assessments

Pages 88-93 – Business Continuity Plan

Pages – 94 – Business Continuity Log

Pages – 95-104 – Professional Boundaries Policy

Pages – 105 – 111 – Volunteer Induction & Safeguarding Pack

CHILD SAFEGUARDING POLICY

BRIGHT FUTURES SEN COACHING

Bright Futures SEN Coaching is committed to safeguarding and promoting the welfare of all children and young people. This policy outlines the procedures and responsibilities for ensuring safety, protection, and early intervention across all activities provided.

1. Purpose

This safeguarding policy applies to all children accessing Bright Futures services.
It covers:

One-to-one sessions
Small group sessions
Studio-based activities
Off-site visits and community learning
Online sessions

This policy applies to the owner/practitioner (Carmen Prince, CONEXUS tutors and any supervised visitors.

2. Designated Safeguarding Lead (DSL)

Name: Carmen Prince
Role: Owner / Lead Practitioner / Safeguarding Lead
Contact: 07545 215096
Email: brightfutures@urbanshantibournemouth.co.uk

All safeguarding concerns must be reported to the DSL immediately.

Safeguarding Concern Form:
https://docs.google.com/forms/d/e/1FAIpQLSdTd7789WtkYMlNpja7-Q_0sqWR3PeDNYaNqlQIe6cXDiMi5g/viewform

Safeguarding Referral form:

https://docs.google.com/forms/d/e/1FAIpQLSdu85rB0CaUx0WZuLv__0AHKuYgDJ8MkGsS_j_hxqwDjNEkIA/viewform?usp=header

This form is securely shared only with the appropriate safeguarding authority: the child’s school, allocated social worker, or BCP/Dorset Council.

Key Safeguarding Principles

Bright Futures follows these core principles:

The welfare of the child is paramount.
All children, regardless of background or ability, have equal rights to protection.
Early intervention is essential.
Safeguarding is everyone’s responsibility.
Partnership working with parents, schools, and authorities is essential.

4. Legal Framework

This policy meets the requirements of:

Children Act 1989 & 2004
Keeping Children Safe in Education (KCSiE) 2021
Working Together to Safeguard Children
The Prevent Duty 2015
BCP & Dorset Multi-Agency Safeguarding Procedures
GDPR & Data Protection Act 2018

5. Recognising Abuse and Neglect

Signs may include (not limited to):

Physical abuse – unexplained injuries
Emotional abuse – persistent criticism, isolation, fearfulness
Sexual abuse – inappropriate knowledge or behaviour
Neglect – lack of food, clothing, hygiene, supervision

All concerns are taken seriously.

6. Reporting Safeguarding Concerns

Where there is a concern:

The concern is recorded using the Safeguarding Concern Form.
Information is factual, accurate, and dated.
Concern is shared with the child’s school DSL and/or allocated social worker.
If they are unavailable or the concern is urgent, escalation steps apply.

Immediate danger:

Call 999.

7. The Prevent Duty

Bright Futures recognises its duty under the Counter-Terrorism & Security Act 2015 to report concerns related to radicalisation or extremist influence.

Concerns will be escalated to:

The referring school’s DSL
BCP or Dorset Prevent Team
Police (if immediate risk)

8. Professional Code of Conduct

Maintain professional boundaries at all times.
No personal social media connections with learners.
No private messaging outside agreed communication routes.
Only conduct sessions in risk-assessed settings.
Report concerns immediately.

9. Lone Working

When working one-to-one:

Parents/schools are informed of location & time.
Sessions occur in safe, visible, risk-assessed environments or at Urban Shanti Studio.
Emergency contacts are available throughout the session.
Lone working procedures are followed at all times.

Health & Safety

Bright Futures maintains:

Activity-specific risk assessments
Site-based risk assessments
Fire evacuation procedures
First aid provisions
Transport safety procedures
Accident & Incident reporting aligned with RIDDOR requirements

11. Escalation Procedure

If the school DSL is unavailable or the concern relates to the school:

BCP Council

MASH: 01202 123 334
Out of Hours: 01202 738256
Email: childrensfirstresponse@bcpcouncil.gov.uk
LADO: lado@bcpcouncil.gov.uk | 01202 817600

Dorset Council

MASH: 01305 228558
Out of Hours: 01305 228558
Email: MASH@dorsetcouncil.gov.uk
LADO: lado@dorsetcouncil.gov.uk | 01305 221122

In incidents of serious or immediate risk, call 999.

12. Safeguarding Training

The DSL holds:

Level 3 Safeguarding Lead Training (2024)
Prevent Duty Training
Annual safeguarding refreshers
Ongoing CPD in behaviour, trauma, SEND, and AP practice

Training is reviewed and updated in line with national guidance.

Online Safety

For online sessions:

Only secure platforms are used
Meetings are password protected
Learners must be visible during sessions
No recording unless written consent is obtained
Online risks are treated as safeguarding concerns
Parents/schools are made aware of online session formats

14. GDPR and Confidentiality

All information is:

Stored securely in encrypted digital storage
Shared only on a need-to-know basis
Retained and destroyed according to GDPR regulations
Never shared outside appropriate safeguarding routes

15. Policy Review Statement

This Child Safeguarding Policy has been reviewed and updated in line with KCSiE 2021, safeguarding expectations for Dorset Council and BCP Council, and current Bright Futures practice.

Reviewed by: Carmen Prince
Role: Owner / Lead Practitioner / DSL
Date of Review: 24/11/2025
Next Review Due: 24/11/2026 (or sooner if statutory guidance changes)

Clear Behaviour Policy & Managing Challenging Behaviour

Purpose:

To define expected behaviour and outline how to manage challenging behaviour.

Behaviour Expectations:

Respect: Treat others with kindness and respect.
Participation: Engage in activities and follow instructions.
Safety: Follow safety rules at all times (e.g., during surfing or music sessions).

Managing Challenging Behaviour:

Preventive Measures: Provide clear instructions and structure. Recognise early signs of distress or frustration.
De-Escalation: Remain calm and speak in a low, soothing tone. Give students space if necessary.

Incident Handling: If behaviour escalates, remove the student from the activity and discuss the behaviour privately. Contact the parent if required.

Confidentiality & Data Protection (GDPR Compliance) Policy

Purpose:
To ensure that all personal data of students, parents, and staff are handled and protected in compliance with GDPR regulations.

GDPR Principles:

Data Collection:
- Collect only the data necessary for the running of Bright Futures (e.g., contact details, medical history).
- Inform parents and guardians about the purpose of data collection.
- Obtain explicit consent before collecting sensitive data (e.g., health conditions).
Data Storage and Security:
- Store personal data in a secure, encrypted system.
- Limit access to data to authorised personnel only.
- Data should not be stored longer than necessary.
Data Sharing:
- Do not share data without consent unless required by law (e.g., safeguarding).
- Share data only with trusted third parties (e.g., school officials, medical professionals) as necessary.

Supervision Policy

Purpose:
To ensure the appropriate level of supervision is provided to students, based on their age, needs, and the activity.

Supervision Guidelines:

1:1 Supervision: All students with additional needs (e.g., autism, ADHD) should have one-to-one supervision during all activities.
1:2 Supervision: For activities like surfing, where students need direct support but can be more independent.
Group Supervision: For less risky activities, maintain a ratio of 1 staff per 4 students.
Breaks: Ensure students are given regular breaks (every 45 minutes) with opportunities for calm, mindful activities.

Fire Safety & Emergency Policy

Purpose:
The purpose of this policy is to ensure that appropriate fire safety measures are in place to safeguard both staff and students within the premises used for Bright Futures’ educational activities.

1. Responsibilities:

Owner/Lead Practitioner (You): Responsible for ensuring compliance with fire safety regulations, conducting fire drills, and maintaining the fire safety equipment.
Staff/Visitors: Must follow all fire safety instructions and cooperate during fire drills or emergency evacuations.
Students: Will be taught basic fire safety and evacuation procedures.

2. Fire Safety Equipment:

Fire Extinguishers:Are strategically placed around the facility, particularly in high-risk areas like kitchens or workshops.
Fire Alarms: Are tested regularly, and all alarms must be in working order.
Emergency Exit Signs: Are clear and visible, pointing to the nearest exits.
Fire Blankets: Are available in areas where cooking or flammable materials are used.
First Aid Kits: Are easily accessible and contain the necessary supplies for minor injuries sustained during an evacuation or fire.

3. Emergency Evacuation Procedures:

Evacuation Drill: Fire drills are held at least every 3 months and the results should be reviewed and improvements made if necessary.

4. Fire Safety Training:

Staff Training: All staff, including yourself, have undergone fire safety training, covering how to use fire extinguishers and how to evacuate the premises quickly and safely.
Student Awareness: Students will be made aware of fire safety protocols, including the evacuation plan and the importance of staying calm.

5. Fire Safety Checks:

Routine Inspections: A monthly fire safety inspection is carried out, checking fire extinguishers, emergency exits, alarm systems, and other safety equipment.
Annual Fire Risk Assessment: Conduct an annual risk assessment with a professional to ensure compliance and mitigate risks.

6. Fire Safety Responsibilities in Different Situations:

Lone Working: If you are working alone, ensure that the premises are checked for any fire risks before starting work. Always inform a trusted person of your location.
High-Risk Activities: Certain activities (e.g., jewellery making, using a hot glue gun) will require specific fire safety precautions, such as keeping flammable materials away from heat sources and ensuring proper ventilation.

7. Reporting and Record Keeping:

Incident Report: If a fire or near-miss occurs, an incident report will be filled out and reviewed.
Training Records: Keep a log of all fire safety training sessions for staff and students.

Policy Review:
This policy will be reviewed annually to ensure that it continues to meet all relevant regulations and to improve upon any areas identified during fire drills or inspections.

Evacuation Plan

Bright Futures operates within Urban Shanti Studio, which has a clear fire safety layout.

In the event of fire or emergency:

Exit immediately through the nearest fire door.
Do not collect belongings.
Assemble in the Sovereign Centre car park.
If the car park is unsafe, move to the roadside lay-by adjacent to the centre.
The session lead takes a register to ensure all individuals are accounted for.
Fire alarms, extinguishers, and signage are inspected regularly.
Fire drills occur every term.

This Fire Safety & Emergency Policy and Evacuation Plan has been reviewed and approved by the proprietor of Bright Futures SEN Coaching.

Reviewed by: Carmen Prince
Role: Owner / Lead Practitioner, Bright Futures SEN Coaching
Date of Review: 24/11/2025
Next Review Due: 24/11/ 2026 (or sooner if legislation or practice changes)

Assessment Policy

Bright Futures Assessment Policy

Introduction Bright Futures is committed to providing high-quality, student-centred education tailored to individual learning needs. This Assessment Policy outlines the approach to monitoring student progress and ensuring that learning objectives are met in a supportive and inclusive manner.
Purpose of Assessment Assessment at Bright Futures serves the following purposes:

To identify students’ strengths, interests, and areas for development.
To track progress and provide personalised support.
To encourage self-reflection and confidence in learning.
To provide feedback to parents, schools, and local authorities where necessary.

Assessment Methods Given the diverse learning needs of our students, a flexible and informal approach to assessment is used. Methods include:

Initial Assessments: Conducted at the start of sessions to understand prior knowledge, learning preferences, and support needs.
Ongoing Observations: Regular informal observations of engagement, participation, and skill development.
Project-Based Assessment: Evaluating student progress through creative projects, portfolios, and completed tasks.
Self & Peer Reflection: Encouraging students to reflect on their learning experiences and achievements.
Feedback Sessions: Providing constructive feedback to support continued growth and motivation.

Personalised Learning Plans Each student at Bright Futures will have a personalised approach to learning, ensuring that:

Goals are tailored to individual needs and aspirations.
Adjustments are made for SEN requirements where necessary.
Progress is documented through a flexible tracking system.

Reporting & Communication

Regular verbal feedback will be provided to students to support their learning journey.
Summary reports may be provided to parents, schools, or relevant stakeholders upon request.
Confidentiality will be maintained in line with GDPR regulations.

Adjustments for SEN Students

Assessment methods will be adapted to accommodate neurodiverse learning styles.
Reasonable adjustments will be made to ensure a comfortable and stress-free evaluation process.
Non-traditional measures of success will be recognised, such as improvements in confidence, engagement, and emotional regulation.

Review & Monitoring This policy will be reviewed annually to ensure it continues to meet the needs of Bright Futures students and aligns with best practices in SEN and alternative education assessment.

Health & Safety Policy

Bright Futures Health & Safety Policy

Introduction Bright Futures is committed to ensuring a safe and secure environment for all students, parents, and visitors. This Health & Safety Policy outlines the responsibilities and procedures in place to prevent accidents, injuries, and health-related risks.

Legal Responsibilities Bright Futures will adhere to the Health and Safety at Work Act 1974 and other relevant legislation, ensuring all activities are conducted safely.

Key Health & Safety Principles

All learning activities must be risk assessed and adapted to ensure safety.
Emergency procedures must be in place and clearly communicated.
First aid provisions must be available at all times.
The safety of students, particularly those with SEN, must be prioritised.

Risk Assessments

Risk assessments will be conducted for all activities, particularly those involving physical movement (e.g., surfing, longboarding, and yoga) and use of equipment (e.g., jewellery making and DJing).
Environmental hazards will be reviewed before any off-site activities.
Individual risk assessments may be carried out for students requiring additional support.

First Aid & Medical Emergencies

A first aid kit must be present at all sessions.
Any medical conditions or allergies must be disclosed before sessions commence.
If a child requires urgent medical attention, emergency services will be contacted, and parents will be informed immediately.

Fire Safety & Emergency Procedures

Fire risk assessments must be conducted for any premises used for sessions.
Fire exits must remain accessible at all times.
Students will be briefed on fire evacuation procedures.
In the event of an emergency, students will be led to the nearest safe exit, and emergency services will be contacted if necessary.

Venue & Equipment Safety

Any venues used for sessions must comply with safety regulations.
Equipment will be regularly checked for faults or hazards.
Students will be instructed on the safe use of materials and equipment.
All electrical equipment will be PAT-tested where required.

Supervision & Behaviour Management

All sessions will follow a strict Code of Conduct to prevent disruptive or unsafe behaviour.
Students will be supervised at all times to prevent injury or harm.
Lone working procedures will be followed to ensure safety in one-to-one sessions.

Reporting Incidents & Accidents

Any accidents, near-misses, or safety concerns must be documented and reported.
A record of all incidents will be maintained, and appropriate action will be taken to prevent recurrence.
Parents will be informed of any incidents involving their child.

COVID-19 & Infection Control

Hand hygiene and sanitisation procedures will be followed.
Any students or staff with symptoms of infectious illness must not attend sessions.
Shared equipment will be sanitised regularly.

Review & Monitoring This policy will be reviewed annually or following any significant health and safety changes.

This Health & Safety Policy has been reviewed and approved by the proprietor of Bright Futures SEN Coaching.

Lone Working Policy

Introduction Bright Futures operates as a one-to-one and small group enrichment programme, meaning that lone working will be a regular part of our provision. This policy outlines the measures in place to safeguard both the educator and the children in our care.

Purpose & Scope This policy is designed to minimise risks associated with lone working while ensuring a safe and effective learning environment. It applies to all Bright Futures sessions conducted without additional staff members present.

Key Risks of Lone Working

Safeguarding concerns and allegations.
Medical or emergency situations occurring without immediate assistance.
Personal safety risks when working offsite or in private locations.
Stress, isolation, or mental well-being concerns related to working alone.

Safeguarding & Child Protection Measures

Parental/School Notification: Parents and/or schools must be informed before a one-to-one session takes place.
Venue Risk Assessment: Locations must be assessed for safety before sessions.
Open-Door Policy: Where possible, sessions should take place in open or visible spaces.
No Physical Contact: Physical contact is strictly prohibited unless required for first aid.
Reporting Concerns: Any safeguarding concerns must be recorded and reported in line with the Safeguarding Policy.

Health & Safety Precautions

A first aid kit must be accessible at all times.
Emergency contacts must be readily available for both the educator and students.
Regular check-ins with a designated emergency contact during lone working sessions.
If an injury or incident occurs, it must be documented and reported immediately.

Lone Working in External Locations

Where sessions take place in a student’s home, a responsible adult must be present.
Sessions in public or community venues must adhere to all safety measures.
No lone working in locations deemed unsafe following a risk assessment.

Digital Safety for Online Sessions

Online sessions must be conducted on secure platforms with parental consent.
No private messaging or unsupervised digital communication with students.
Online sessions must be recorded or supervised where possible.

Emergency Procedures

A procedure must be in place for responding to medical emergencies.
In case of a personal safety threat, leave the premises immediately and contact emergency services.
If a child becomes unwell or distressed, parents must be contacted immediately.

Review & Monitoring This policy is reviewed annually or whenever updates are required to comply with safeguarding laws.

Prevent Duty Policy

Introduction Bright Futures is committed to safeguarding children and young people from the risks of radicalisation and extremism. We recognise our duty under the Prevent Duty (Counter-Terrorism and Security Act 2015) to help prevent individuals from being drawn into terrorism.

Purpose & Scope This policy outlines how Bright Futures identifies and responds to concerns about radicalisation. It applies to all activities within our provision and must be adhered to by all staff, volunteers, and visitors.

Key Principles

Radicalisation and extremism are safeguarding issues and must be treated as such.
Early intervention is essential in preventing individuals from being drawn into extremist ideologies.
We work in partnership with parents, schools, and local safeguarding authorities to prevent radicalisation.
We provide a safe space for children to discuss sensitive topics and build resilience against extremist influences.

Recognising Signs of Radicalisation Signs that a child may be at risk of radicalisation include:

Expressing extreme views or sympathising with extremist ideologies.
A sudden change in behaviour or withdrawal from family, friends, and activities.
Increased use of extremist language or viewing extremist material online.
A desire to travel to conflict zones or express support for terrorist groups.

Reporting Concerns If concerns arise:

They must be recorded with factual details and reported to the local authority Prevent lead.
Concerns will be shared with the local Multi-Agency Safeguarding Hub (MASH) where necessary.
In urgent situations, the police will be contacted.

Preventive Measures

We provide a balanced and inclusive learning environment that promotes respect and critical thinking.
Any guest speakers or materials used in sessions are vetted to ensure they do not promote extremist views.
We maintain an open dialogue with parents, schools, and safeguarding professionals.

Contact Information for Reporting Concerns

Prevent Team (Local Authority): 01202 229 319
Local Multi-Agency Safeguarding Hub (MASH): 01202 123334
Police (Non-Emergency): 101
In an emergency: 999

Review and Monitoring This policy will be reviewed annually or sooner if government guidance changes.

Prevent Referral Procedure

Indicators of Risk

I am trained to recognise signs such as:

Expressing extremist views or intolerance of others
Withdrawal from peers or community activities
Excessive online activity with extremist content
Sudden change in behaviour or identity

Referral Process

Immediate Action
- If a child is in immediate danger, contact emergency services.
Internal Reporting
- All concerns are reported to the Designated Safeguarding Lead (DSL) without delay.
- DSL documents concerns, context, and any evidence in a secure system.
External Referral
- DSL contacts the local Prevent Team via BCP Council safeguarding channels.
- Additional consultation may include the child’s school, social worker, or multi-agency safeguarding hub.
Follow-Up and Support
- DSL ensures ongoing monitoring and support for the child, including wellbeing checks.
- Parents/guardians are informed unless doing so increases risk.
Training and Awareness
- All staff complete Prevent Duty training, including recognising radicalisation risks and appropriate referral pathways.
- Learners are educated in age-appropriate ways about online safety, critical thinking, and community cohesion.

Record-Keeping

All Prevent concerns, actions, and referrals are securely documented.
Records are retained for 7 years or in line with statutory guidance.

Review

The Prevent Referral Procedure is reviewed annually and updated following any incident or legislative changes.

Code of Conduct Policy

Bright Futures Code of Conduct Policy

Introduction Bright Futures is committed to maintaining a safe, respectful, and inclusive learning environment for all children. This Code of Conduct sets out the professional expectations for behaviour and interactions within our provision. It applies to the owner/operator, any visitors, parents, and students.
Key Principles

The welfare of the child is paramount.
Respect, dignity, and professionalism must be upheld at all times.
A safe and supportive environment must be maintained for all students.
Any concerns regarding safeguarding, welfare, or conduct must be reported immediately.

Professional Boundaries and Behaviour

Maintain clear, professional, and appropriate relationships with all students.
Do not engage in any behaviour that could be perceived as favouritism, exclusion, or discrimination.
Avoid physical contact with students unless necessary for safety or first aid purposes.
Never use inappropriate language, jokes, or discussions in the presence of children.
Avoid discussing personal life matters with students.

Communication & Social Media

Communication with students must be professional and limited to educational purposes.
No private social media contact, messaging, or direct phone communication with students.
Any online content shared must align with safeguarding and ethical standards.

Safeguarding & Reporting Concerns

Any signs of abuse, neglect, or radicalisation must be reported to the relevant authorities.
Ensure compliance with the Safeguarding Policy and Prevent Duty obligations.
Maintain confidentiality except where disclosure is required for safeguarding.

Health & Safety Responsibilities

Ensure all activities are conducted safely and in line with risk assessments.
Report any accidents, incidents, or hazards immediately.
Follow emergency procedures and first aid protocols.

Working with Parents and Schools

Maintain professional relationships with parents and schools.
Respect cultural, religious, and personal values of students and families.
Collaborate with schools and external agencies to support students’ education.

Lone Working Guidelines

Inform parents and/or schools of one-to-one sessions in advance.
Ensure a safe and risk-assessed environment for all sessions.
Keep records of sessions, including any incidents or concerns.

Breaches of the Code of Conduct

Any breach of this policy may result in termination of services and reporting to relevant authorities.
Serious breaches involving safeguarding concerns will be escalated immediately.

Review & Monitoring This policy is reviewed annually or as required by changes in safeguarding legislation.

Adult Safeguarding Policy

1. Introduction

Bright Futures is committed to safeguarding and promoting the welfare of all adults accessing our services. We recognise our duty to protect individuals from harm, abuse, and neglect, and to uphold their rights to live free from exploitation and discrimination.

2. Purpose

This policy aims to:

Prevent abuse, neglect, and exploitation of adults at risk.
Provide clear procedures for reporting and responding to safeguarding concerns.
Ensure staff and volunteers are trained and supported in safeguarding practices.
Promote a culture of respect, dignity, and empowerment.

3. Scope

This policy applies to all staff, volunteers, trustees, and any individuals working on behalf of Bright Futures.

4. Definitions

Adult at Risk: An individual aged 18 or over who has care and support needs and is at risk of abuse or neglect.
Safeguarding: Protecting an adult’s right to live in safety, free from abuse and neglect.

5. Legal Framework

This policy is underpinned by:

The Care Act 2014
The Safeguarding Vulnerable Groups Act 2006
The Human Rights Act 1998
Local Safeguarding Adults Boards (LSAB) guidelines

6. Principles

We adhere to the six key principles of adult safeguarding:

Empowerment: Supporting individuals to make their own decisions and informed consent.
Prevention: Taking action before harm occurs.
Proportionality: Responding appropriately to the level of risk.
Protection: Providing support and representation for those at greatest risk.
Partnership: Working with others to safeguard adults.
Accountability: Ensuring transparency and accountability in safeguarding practices.

7. Roles and Responsibilities

Safeguarding Lead: Carmen Prince – Responsible for overseeing safeguarding practices and procedures.
All Staff and Volunteers: Required to adhere to this policy, attend training, and report any concerns promptly.

8. Procedures for Reporting Concerns

Immediate Action: If an adult is in immediate danger, contact emergency services (999).
Reporting: All safeguarding concerns should be reported to the Safeguarding Lead or designated safeguarding officer.
Documentation: Record all concerns accurately and promptly, using the Safeguarding Concern Form.

9. Responding to Concerns

Assessment: The Safeguarding Lead will assess the concern and determine the appropriate course of action.
Referral: If necessary, the concern will be referred to the local Safeguarding Adults Board or other relevant authorities.
Support: The individual will be offered support throughout the process, including access to advocacy services.

10. Confidentiality

Information regarding safeguarding concerns will be handled with the utmost confidentiality. However, confidentiality may be overridden if there is a risk of harm to an individual or others.

11. Training and Awareness

All staff and volunteers will receive:

Induction training on safeguarding policies and procedures.
Regular updates and refresher training.
Access to resources and support regarding safeguarding issues.

12. Monitoring and Review

This policy will be reviewed annually to ensure its effectiveness and compliance with current legislation and best practices.

Complaint Policy

We are committed to creating a safe, supportive, and respectful environment for all.
We welcome feedback to help improve our services for both children and adults.
Anyone can make a complaint – including participants, parents, carers, or support workers.
Complaints can be made verbally or in writing using our Complaints Form.
Every complaint is taken seriously and handled with care and confidentiality.
We aim to respond to all complaints within 7 working days.
If more time is needed to investigate, we will keep you updated.
Our goal is to resolve all issues fairly, respectfully, and as quickly as possible.
Everyone has the right to be heard – we value your voice.

Equality, Diversity and Inclusion Policy

At Bright Futures, we are committed to promoting equality, diversity, and inclusion for all individuals who access our services – including children with special educational needs (SEN), home-educated learners, and adults who draw on care and support. We celebrate the unique identities, backgrounds, and abilities of every person and ensure that our environment is safe, respectful, and fully inclusive.

Our Commitments

Bright Futures is committed to ensuring that no individual is ever treated less favourably due to:

colour
• nationality
• ethnic or national origin
• religion or belief
• sex
• sexual orientation
• gender identity
• disability or additional needs
• age
• socio-economic background
• family circumstances

Inclusive Practice

We ensure that:

Every person is treated with dignity, fairness and respect.
• Activities, teaching and support are adapted to meet individual needs.
• Barriers to participation and learning are identified and removed wherever possible.
• Reasonable adjustments are made for disabled children and adults.
• Individuals are encouraged to express themselves freely without judgment.

Recruitment & Staffing

Bright Futures will be committed to equality in all stages of recruitment, selection, training, promotion, supervision, discipline and dismissal. (there is no plan in the near future to take on any staff)
All staff and contractors must:

demonstrate inclusive values
• follow our safeguarding and equality policies
• receive ongoing training to recognise and challenge discrimination or unconscious bias

Zero Tolerance of Discrimination

We have a strict zero-tolerance approach to:

discrimination
• harassment (including sexual harassment)
• bullying, including prejudice-based bullying
• victimisation

Any such behaviour is considered a disciplinary offence and will be addressed immediately.

Working With Partners

We promote collaboration between families, carers, BCP/DORSET Council, social workers, SENCOs, community organisations, and other professionals to ensure inclusive and person-centred support.

Review of Policy

This policy is formally reviewed each year or sooner if required to reflect current legislation, government guidance, or community needs.

Exclusion Policy

Purpose:

To define when exclusion may be necessary and the steps to take.

Exclusion Criteria:

Persistent refusal to follow the rules despite intervention.
Physical or verbal aggression that threatens safety.
Serious violations of the programme’s expectations.

Exclusion Procedure:

A meeting will be scheduled with the student’s parents or guardians to discuss the behaviour.
The student will be given a chance to improve their behaviour through a clear action plan.
If the behaviour does not improve, exclusion may be considered, with written notice given to the parents.

First Aid Policy

Bright Futures is committed to providing a safe environment for all participants, staff, and visitors.

A qualified First Aider is present on-site during all sessions.
First Aid kits are available in each teaching room and checked monthly.
All accidents, injuries, or near misses must be reported to the Designated First Aider immediately and recorded in the Incident and Accident Log.
In the event of a serious accident, emergency services will be called, and the participant’s emergency contact will be informed without delay.
Records of all First Aid incidents are kept for a minimum of seven years.
Staff complete annual First Aid refresher training and know the location of exits, alarms, and equipment.

Incident and Accident Reporting

We maintain a log for all incidents, near-misses, and injuries to monitor safety and identify trends.

Each entry includes:

Name(s) of person(s) involved
Date, time, and location
Description of the incident
Action taken and by whom
Follow-up or medical treatment required
Signature of staff and Designated Lead

Serious incidents are reviewed by management and reported to RIDDOR and/or BCP Council if required.

Medication Management Policy

Purpose:
To ensure the safe administration, storage, and monitoring of medication for children attending Bright Futures SEN Coaching.

Policy Statements:

All children’s medical needs must be documented, including prescriptions, allergies, and emergency procedures.
Medication will only be administered with written parental/carer consent and following the prescriber’s instructions.
Staff responsible for administering medication will be trained in procedures and first aid.
Medications will be stored securely, with controlled access, and recorded accurately.
Any errors, side effects, or incidents will be reported immediately to parents/carers and recorded in the incident log.
Review of individual medical needs and medication plans will be conducted at least annually or sooner if circumstances change.

Procedures:

Obtain parental consent and medical information before provision starts.
Store medication in a secure, labelled area.
Maintain accurate administration logs, including date, time, dosage, and administering staff initials.
Ensure staff are trained to respond to medical emergencies.
Report and record all incidents related to medication.

Admissions and Referral Policy

Referrals can be made by schools, local authorities, parents, or social care professionals.
A phone consultation is mandatory to assess needs, goals, available budget, and required support.
Small group sessions start from £5 per hour; one-to-one support is available depending on needs.
Class times and group arrangements are finalised after consultation.
All new learners receive induction and sign consent forms before starting.

Induction Policy

All new learners:

Receive a welcome introduction to staff and facilities.
Are shown emergency exits and fire procedures.
Review their learning aims and expectations.
Sign consent, photo, and emergency forms.
Participate in a baseline assessment to inform ILPs.

Attendance, Welfare and Absence Procedure

We value consistent attendance as key to progress and wellbeing.

Attendance is recorded for each session.
Any unexplained absence is followed up within 30 minutes.
Persistent absence is raised with the referring school, social worker, or parent.
For vulnerable adults, welfare calls will be made, and the absence will be logged.
All attendance data is reviewed half-termly to identify patterns.
Where attendance barriers exist, alternative timetables or home sessions may be considered.

Reintegration Policy

Our reintegration goal is to help learners move towards independence, school re-engagement, or meaningful occupation.

Every learner has an Individual Learning Plan (ILP) with social, emotional, and academic goals.
We liaise with schools, families, and social care to create smooth transitions.
Sessions focus on building confidence, social skills, and emotional regulation.
Regular reviews track readiness to move into mainstream or specialist settings.
We provide detailed transition reports for the next placement or provision.

Curriculum Plan

Curriculum Intent
Bright Futures delivers a flexible, creative, and therapeutic curriculum designed to engage learners who may struggle in traditional settings. Our intent is to help each individual develop confidence, communication, and core academic skills through practical, hands-on experiences.

Curriculum Design
The curriculum combines creative arts, wellbeing, and functional learning. Each session is structured to include elements of literacy, numeracy, communication, and personal development.

Learning Pathways include:

Creative Arts: Painting, drawing, jewellery making, sewing, textiles, clothing design, heat pressing, and vinyl transfer.
Performing Arts: Dance (Salsa, Kizomba, Latin, Chinese, and Tango), movement therapy, and mindfulness through music.
Music & Media: DJing, basic piano, guitar, music production, brand design, and photography.
Health & Wellbeing: Yoga, sound meditation, mindfulness, confidence building, and emotional regulation.
Practical Skills: Craft-making, community market projects, and independent living skills.

Embedding Literacy and Numeracy

Learners read and follow written instructions, complete forms, measure materials, price items for sale, and communicate through written and spoken reflection.
Numeracy is embedded in design work, budgeting, measurement, timing, and sequencing (for example, in art dimensions, dance counts, or music rhythms).
Literacy is developed through creative journaling, lyric writing, workshop reflections, and structured discussions.

Implementation

Sessions are 1:1 or small group (maximum five learners).
Each session has clear objectives linked to EHCP or care plan outcomes and includes reflection time.
Learning is experiential and tailored to individual cognitive, sensory, and emotional needs.

Impact

Increased attendance and engagement.
Development of communication, confidence, and independence.
Measurable progress in functional literacy and numeracy.
Evidence of emotional and social growth through progress reviews.

Curriculum Reviews
The curriculum is reviewed termly to ensure activities remain purposeful, inclusive, and aligned with BCP/DORSET and Ofsted guidance for alternative provision and adult learning.

Regular Reviews

Reviews occur at least once per half-term.
Feedback is collected from learners, parents/carers, and professionals.
Progress is tracked against ILPs and attendance.
Where needed, programmes are adapted to maintain motivation and progress.

Information Sharing Protocols

All data is handled under UK GDPR (2018) and the Data Protection Act (2018).

Information is shared only with relevant professionals and with consent, unless safeguarding overrides this.
All digital files are encrypted, and paper files are stored in locked cabinets.
Information sharing is logged and reviewed annually.

Self-Evaluation and Improvement Plan

Bright Futures is committed to continuous improvement.

We complete an annual Self-Evaluation Report (SER) covering curriculum, attendance, outcomes, and safeguarding.
Feedback from learners, families, and partners informs development priorities.
Quality reviews and peer audits take place annually.
Findings inform the Improvement Plan, which is reviewed each term.

Feedback and Complaints Policy

We value feedback as a tool for growth and accountability.

Feedback can be submitted verbally, in writing, or via online forms.
Complaints are acknowledged within five working days and resolved within 14.
Escalations are handled by the Manager or BCP/DORSET Council if unresolved.
All complaints are logged and reviewed termly to identify recurring themes.

Annual Review and Audit Reports

Conducted every 12 months.
Includes safeguarding audit, health and safety check, and data protection review.
Reports shared with local authority partners when required.
Findings feed into the Self-Improvement Plan.

Secure Record Keeping Process

All records are stored securely in compliance with GDPR.
Files are accessible only to authorised personnel.
Safeguarding information is stored separately.
Records are retained for seven years before secure disposal

GDPR-Compliant Storage and Sharing

We process only necessary information for educational and care purposes.
All staff are trained in GDPR and confidentiality.
Cloud systems use encryption and two-factor authentication.
Data breaches will be reported to the ICO within 72 hours.
Consent is sought for all photos, testimonials, and media use.

RISK ASSESSMENTS / COSHH

Control of Substances Hazardous to Health (COSHH) Assessment

Location: Bright Futures Studio
Date of Assessment: 27/03/2025
Assessor: Carmen Prince
Review Date: 27/03/2026

1. Overview

This COSHH assessment identifies potential hazards, risks, and control measures for the safe use, handling, and storage of commonly used cleaning products within Bright Futures Studio. The assessment ensures compliance with the Control of Substances Hazardous to Health Regulations 2002 (COSHH).

2. Hazardous Substances Assessed

3. Handling & Storage Guidelines

All cleaning products must be stored in a locked cupboard away from children.
Chemicals must be kept in their original, clearly labelled containers.
Avoid mixing cleaning products, particularly bleach and ammonia-based cleaners, to prevent toxic gas release.
Ensure good ventilation when using aerosol sprays and chemical cleaners.
Always follow the manufacturer’s instructions for dilution and use.

4. Personal Protective Equipment (PPE)

The following PPE should be worn as appropriate:
Gloves – When handling bleach, anti-mould spray, and other irritant substances.
Eye protection – When using anti-mould spray or concentrated disinfectants.
Face mask – When using aerosol sprays in confined areas.

5. First Aid Measures

Skin Contact: Wash immediately with soap and water. Remove contaminated clothing if necessary.
Eye Contact: Rinse thoroughly with plenty of water for at least 15 minutes and seek medical attention if irritation persists.
Inhalation: Move to fresh air immediately. If breathing difficulties occur, seek medical attention.
Ingestion: Do not induce vomiting. Rinse mouth with water and seek medical advice.

6. Emergency Procedures

Spillage: Contain and clean up using appropriate PPE. Dispose of materials safely.
Fire Hazard: Avoid exposure to open flames, especially with aerosol products. Use a CO2 or foam fire extinguisher if needed.
Accidental Exposure: Ensure all staff are aware of emergency first aid measures and have access to a first aid kit.

7. Review & Monitoring

This COSHH assessment should be reviewed annually or whenever a new chemical is introduced.
Staff must be informed of and trained in COSHH regulations and safe chemical handling.
Records of any incidents related to hazardous substances must be documented and reported.

Approved by: Carmen Prince
Date: 26/03/25

FORMS

Parent / Responsible Adult Supervision Agreement Form

https://docs.google.com/forms/d/e/1FAIpQLScIQXQqK8EUrodupwjXoYVmZuefhAaJ5v5oaHSpoR03Od2WEA/viewform?usp=header

Staff, Volunteer – Recruitment Form

https://docs.google.com/forms/d/e/1FAIpQLSdRCTUDnVHDoWSmVDO7Ql2gMiSGn6jNpkwuIaCrykwDkRVO9g/viewform?usp=publish-editor

Registration Form for Courses for Adults

https://docs.google.com/forms/d/e/1FAIpQLSdyUbSsmfhtJQSL6p0BI_rS7ldwA5yWOXRtIDqjsb8PzF93Dw/viewform

Photo & Media Consent Form

https://docs.google.com/forms/d/e/1FAIpQLScW6OS6zG7niIF8wn0J4Fhi3UN9-ie-7gm8cmYI2USOXEOqug/viewform

Child Additional Education Intake Form

https://docs.google.com/forms/d/e/1FAIpQLScifiAs8gamuiA_3ruS6Q0iHeLRjaCUKwtMVWmHX03u_xS1cw/viewform

Getting-to-Know-You (All Participants)

https://docs.google.com/forms/d/e/1FAIpQLSeRuN1C845ixNAHPTFt5mWmaulAYpI9JXDaO2wTcMfu0Vsi5Q/viewform

Bright Futures Complaints Form

https://docs.google.com/forms/d/e/1FAIpQLSeOZrbRPrXW15az4PylS7g3hJ7zkTgCo-vqsIOoTWSzkNIAfA/viewform

Parent/Carer Consent Forms

https://docs.google.com/forms/d/e/1FAIpQLScu-TqgywUPJ9LxPudWb91UPrMyQLpToz2uZ7efcGayM3VrJA/viewform

Emergency Contact Information

https://docs.google.com/forms/d/e/1FAIpQLSebFLSbVHjqbgRT6ebpp7Xz3YdlNyVofI_yp9TLv3aBHO6VZA/viewform

Health Disclosure Forms & Medication Handling

https://docs.google.com/forms/d/e/1FAIpQLSd-G7ea_o7BukOUXIvCJ5HJYduKWjr-NfvLmwKisLRRKFu8rg/viewform

Feedback from Parents/Guardians/Carer Form

https://docs.google.com/forms/d/e/1FAIpQLSf4NjYeFrp1OZ7EQntbmp18lWRMBTFKiCoCqEc4–Q7i6dndw/viewform

Safeguarding Concern Form

https://docs.google.com/forms/d/e/1FAIpQLSdTd7789WtkYMlNpja7-Q_0sqWR3PeDNYaNqlQIe6cXDiMi5g/viewform

Accident and Incident Recording

https://docs.google.com/forms/d/e/1FAIpQLSd-5XnruwPbHXha2HW2_Ptuo-jWIdXOlDlo4jGRYOf3q6h_8A/viewform?usp=publish-editor

Reporting a member of staff

https://docs.google.com/forms/d/e/1FAIpQLSdMNCUj3YjPSORKHJhT6Xyo8XtLdlsl5ygaKQ0ZyK4HCecmyw/viewform?usp=header

Safeguarding Audit (2025–2026)

Name of Auditor: Carmen Prince
Date of Audit: 27/10/2025

Instructions:

Evidence of Compliance: Specify where evidence can be found (e.g., policy documents, training records, incident logs).
Areas for Improvement: Identify any gaps or areas needing development.
RAG Rating:
- 3: Not compliant.
- 2: Partially compliant.
- 1: Fully compliant.

1. Safeguarding Policies and Procedures

Requirement	Evidence of Compliance	Areas for Improvement	RAG
Safeguarding policy is in place and reviewed annually.	Safeguarding Policy 2025		1
Policy includes procedures for identifying and responding to abuse and neglect.	Safeguarding Policy 2025		1

Policy is shared with parents and carers.	Parent Information Pack		1

2. Designated Safeguarding Lead (DSL)

Requirement	Evidence of Compliance	Areas for Improvement	RAG
DSL is appropriately trained and updated.	DSL Training Records		1
DSL has sufficient time and resources to carry out duties.	Staff Time Allocation		1
DSL is accessible learners carer.	Contact Information		1

3. Safer Recruitment – N/A

4. Training and Development

Requirement	Evidence of Compliance	Areas for Improvement	RAG
Training includes awareness of specific issues (e.g., online safety, Prevent).	Training Materials		1

5. Reporting and Recording Concerns

Requirement	Evidence of Compliance	Areas for Improvement	RAG
Clear procedures for reporting concerns are in place.	Reporting Procedure		1
All concerns are recorded and stored securely.	Incident Logs		1
Records are kept for the required period.	Record Retention Policy		1

6. Working with External Agencies

Requirement	Evidence of Compliance	Areas for Improvement	RAG
Procedures for sharing information with external agencies are established.	Information Sharing Policy		1
How to make referrals to external agencies.	Referral Procedures		1
Multi-agency meetings are attended as appropriate.	Meeting Records

7. Health and Safety

Requirement	Evidence of Compliance	Areas for Improvement	RAG
Risk assessments are conducted for all activities.	Risk Assessment Records		1
Health and safety policies are in place and reviewed regularly.	Health and Safety Policy		1
Emergency procedures are established and known to all.	Emergency Procedure policy		1

8. Online Safety

Requirement	Evidence of Compliance	Areas for Improvement	RAG
Policies address online safety issues.	Online Safety Policy		1
Staff and learners are educated about online safety.	Online Safety Training		1
Measures are in place to monitor and manage online activity.	Monitoring Procedures		1

9. Prevent Duty

Requirement	Evidence of Compliance	Areas for Improvement	RAG
Staff are trained to identify signs of radicalisation.	Prevent Training Records		1
Procedures are in place for making referrals under the Prevent duty.	Prevent Referral Procedure		1
The Prevent duty is embedded in policies and practices.	Prevent Duty Policy

10. Annual Review and Improvement

Requirement	Evidence of Compliance	Areas for Improvement	RAG
Safeguarding practices are reviewed annually.	Annual Review Report		1

Additional Notes:

Annual S175 Safeguarding Audit: As part of our commitment to safeguarding, Bright Futures SEN Coaching completes the annual S175 safeguarding audit, ensuring compliance with statutory requirements and best practices.
Community Micro-Enterprise Rosette: Our accreditation through BCP Council’s Community Catalyst Programme reflects our adherence to high-quality standards in governance, safeguarding, and Adult Social Care expectations.
Policy Accessibility: All safeguarding policies and procedures are readily accessible to staff, volunteers, and parents, ensuring transparency and accountability.

Online Safety / Cyberbullying Policy

Purpose:
To protect children from online risks, including cyberbullying, inappropriate content, and unsafe digital behaviours, while promoting safe, responsible use of technology.

Policy Statements:

All children and staff must follow safe use guidelines for digital devices and online platforms.
Devices used during sessions will have appropriate filters, monitoring, and security measures in place.
Any online incidents, including cyberbullying or exposure to inappropriate content, will be reported immediately to the DSL and parents/carers.
Digital literacy, safe online behaviours, and awareness of potential risks will be incorporated into sessions as appropriate.
Online safety will complement Prevent, GDPR, and other safeguarding procedures.

Procedures:

Provide guidance on acceptable use for children and staff.
Monitor online activity during sessions.
Record and investigate online safety incidents.
Report concerns to parents/carers, partner agencies, or authorities as appropriate.
Regularly review and update online safety measures.

Professional Boundaries / Low-Level Concerns Policy

Purpose:
To ensure all staff maintain professional boundaries and to provide a clear procedure for reporting low-level concerns about conduct.

Policy Statements:

Staff must uphold professional boundaries at all times, including communication with children, parents, and colleagues.
A low-level concern is any behaviour that does not meet the harm threshold but could indicate a risk or breach of professional conduct.
All low-level concerns will be reported to the DSL promptly and recorded securely.
Staff will receive training on professional boundaries, safe working practices, and recognising/reporting low-level concerns.
Patterns of behaviour that emerge from low-level concerns will be reviewed to inform risk management and safeguarding practices.

Procedures:

Identify and document any low-level concerns.
Report the concern to the DSL immediately.
Maintain confidentiality and appropriate records.
Review incidents collectively if patterns emerge and take action as needed.
Incorporate lessons learned into staff training and policy updates.

Referral Procedures

Purpose

The purpose of this procedure is to outline how children and young people can be referred to Bright Futures SEN Coaching for Alternative Education Provision (AEP). This ensures a consistent, safe, and transparent approach for learners, families, and referring agencies.

Eligibility

Bright Futures SEN Coaching provides provision for children and young people who:

Have difficulty engaging with mainstream education due to social, emotional, mental health, or behavioural challenges.
May have experienced trauma, neglect, attachment difficulties, or other adverse childhood experiences.
Require creative, therapeutic, and skills-based learning to support engagement, wellbeing, and personal development.
Have an identified need for bespoke support outside mainstream classrooms.

Referral Sources

Referrals can be received from:

Schools: SENCOs, pastoral leads, headteachers.
Local Authorities: Children’s social care, BCP Council AP Commissioning Team.
Early Help / Targeted Intervention Teams
Other agencies: CAMHS, youth services, or multi-agency professionals.
Parents / Guardians: Direct referrals in consultation with the child’s school or social worker.

Referral Process

Initial Contact
- Referrers contact Bright Futures SEN Coaching via email or phone.
- An initial discussion is held to gather background information about the child’s needs, learning history, and any safeguarding concerns.
Referral Form Submission
- The referrer completes a Referral Form, including:
  - Child’s personal details (name, DOB, address)
  - Current school / placement
  - Reason for referral and identified needs
  - Relevant safeguarding information
  - Existing assessments, reports, or EHCP details (if applicable)
Acknowledgement
- Bright Futures acknowledges receipt of the referral within 2 working days.
- The referral is logged and reviewed against our eligibility and capacity criteria.
Pre-Placement Assessment
- A meeting or assessment session is scheduled with the child and parents/guardians.
- The purpose is to:
  - Understand the child’s interests, strengths, and challenges
  - Discuss learning objectives and wellbeing goals
  - Assess suitability of sessions and resources
  - Identify any special requirements (medical, accessibility, safeguarding)
Decision and Confirmation
- Following assessment, the placement decision is communicated in writing to the referrer and parents/guardians.
- If accepted, the start date, timetable, and ILP planning are agreed.
- If not accepted, alternative support or referrals are suggested.

Individual Learning Plan (ILP)

Within 10 working days of placement, an ILP is created in consultation with the child, parents, and referrer.
ILPs outline:
- Learning goals (academic, creative, and wellbeing-focused)
- Session structure and timetable
- Behavioural and social-emotional targets
- Risk assessments and safeguarding considerations
ILPs are reviewed at least half-termly or more frequently for short-term/revolving placements.

Safeguarding Considerations

Referrals must highlight any known safeguarding concerns, risk of exploitation, or medical needs.
All children are welcomed into a safe and supportive environment, and our DSL reviews every referral for potential risks.
Emergency contact information must be provided for all children prior to the first session.

Communication with Referrers

Referrers receive sessionly updates (depending on placement length) covering:
- Attendance and engagement
- Progress against ILP targets
- Any incidents, safeguarding concerns, or wellbeing notes
Immediate reporting is made if a child is at risk of harm or absent without explanation.

Data Protection

All referral information is stored securely in accordance with GDPR.
Personal data is only shared with professionals directly involved in the child’s care, safeguarding, or education.

Review and Exit

Placement reviews are scheduled quarterly or as required.
Transition planning is coordinated with parents and referrers to ensure the child moves to:
- Mainstream school, alternative provision, or post-16 pathways
- Continuing creative or therapeutic support where needed

Contact for Referrals

Bright Futures SEN Coaching
Urban Shanti Studio, 600 Christchurch Road BH1 4SX
Email: brightfuturessencoaching@outlook.com | Phone: 07545215096
DSL Contact: Carmen Prince

Parent Information Pack

Welcome

Welcome to Bright Futures SEN Coaching! We provide creative, therapeutic, and skills-based sessions for children and young people who find mainstream education challenging. Our mission is to nurture confidence, resilience, and wellbeing while supporting academic, social, and emotional development.

Our Approach

Bright Futures SEN Coaching focuses on:

Creative Learning: Music, DJing, poetry, rap, drumming, art, jewellery, and other hands-on projects.
Therapeutic Support: Yoga, mindfulness, movement, and stress management activities to support emotional regulation.
Skills and Vocational Development: Practical life skills, enterprise projects, and social integration.
Safety and Wellbeing: Trauma-informed, child-centred approach ensuring every session is safe, structured, and supportive.

Safeguarding and Child Protection

The safety of your child is our top priority. We adhere to statutory safeguarding standards (KCSIE 2025) and have a comprehensive safeguarding policy. Key points:

I am trained in safeguarding, child protection, online safety, Prevent, and managing risks related to exploitation or harm.
Any safeguarding concerns are reported immediately to the appropriate professional (social worker, SENCO, or local authority) following statutory procedures.
I maintain secure records of all safeguarding concerns.
I am Designated Safeguarding Lead (DSL) for Bright Futures – Carmen Prince.

Attendance and Engagement

Sessions are structured and timetabled to provide routine and consistency.
We monitor attendance and will contact you if your child is absent.
Consistent participation is essential for progress in wellbeing, social skills, and learning outcomes.

Policies and Procedures

Bright Futures SEN Coaching has robust policies in place to ensure your child is safe, supported, and treated fairly. Key policies include:

CHILD Safeguarding Policy
Clear Behaviour Policy & Managing Challenging Behaviour
Confidentiality & Data Protection (GDPR Compliance) Policy / Supervision Policy
Fire Safety & Emergency Policy / Evacuation Plan
Assessment Policy
Health & Safety Policy
Lone Working Policy
Prevent Duty Policy
Prevent Referral Procedure
Code of Conduct Policy
Adult Safeguarding Policy for Bright Futures
Complaint Policy / Equality, Diversity and Inclusion Policy
Exclusion Policy
First aid policy / Incident and Accident Reporting / Medication Management Policy
Admissions and Referral Policy / Induction Policy / Attendance, Welfare and Absence Procedure / Reintegration Policy
Curriculum Plan / Curriculum Reviews / Regular Reviews
Information Sharing Protocols / Self-Evaluation and Improvement Plan / Feedback and Complaints Policy / Annual Review and Audit Reports
Secure Record Keeping Process / GDPR-Compliant Storage and Sharing
RISK ASSESSMENTS
Control of Substances Hazardous to Health (COSHH) Assessment
CONSENT FORMS
Safe Guarding Audit 2025
Online Safety / Cyberbullying Policy
Professional Boundaries / Low-Level Concerns Policy
Referral Procedures

Full copies of our policies are available on request.

Individual Learning Plans (ILPs)

Each child has a personalised ILP, which sets clear goals in creativity, wellbeing, and academic or vocational development.
Plans are reviewed regularly to track progress and adjust support.
Parents are invited to contribute to goal-setting and review meetings.

Multi-Agency and Community Support

I work closely with schools, social workers, local authority teams, and other professionals.
Bright Futures also partners with community initiatives, offering low-cost or free creative and wellbeing activities.
This approach ensures holistic support and helps children build confidence, resilience, and social connections.

Communication with Parents

I value strong parent partnerships. You can expect:

Regular updates on your child’s progress.
Immediate notification of any safeguarding or wellbeing concerns.
Opportunities to attend meetings, provide feedback, and participate in activities.

Emergency Contacts

In case of an emergency during sessions:

Primary Contact: Carmen Prince – 07545215096 – brightfuturessencoaching@outlook.com
Local Emergency Services: 999

Parents are asked to provide:

Up-to-date contact details
Any medical needs or allergies
Consent for specific activities (forms provided separately)

Qualifications and Accreditation

Bright Futures SEN Coaching is accredited with a Community Micro-Enterprise Rosette through BCP Council’s Community Catalyst Programme, reflecting our commitment to high-quality standards, safeguarding, governance, and compliance with Adult Social Care expectations.

Consent Forms

Please complete and return:

Photo & Media Consent Form

https://docs.google.com/forms/d/e/1FAIpQLScW6OS6zG7niIF8wn0J4Fhi3UN9-ie-7gm8cmYI2USOXEOqug/viewform

Child Additional Education Intake Form

https://docs.google.com/forms/d/e/1FAIpQLScifiAs8gamuiA_3ruS6Q0iHeLRjaCUKwtMVWmHX03u_xS1cw/viewform

Getting-to-Know-You (All Participants)

https://docs.google.com/forms/d/e/1FAIpQLSeRuN1C845ixNAHPTFt5mWmaulAYpI9JXDaO2wTcMfu0Vsi5Q/viewform

Parent/Carer Consent Forms

https://docs.google.com/forms/d/e/1FAIpQLScu-TqgywUPJ9LxPudWb91UPrMyQLpToz2uZ7efcGayM3VrJA/viewform

Emergency Contact Information

https://docs.google.com/forms/d/e/1FAIpQLSebFLSbVHjqbgRT6ebpp7Xz3YdlNyVofI_yp9TLv3aBHO6VZA/viewform

Health Disclosure Forms & Medication Handling

https://docs.google.com/forms/d/e/1FAIpQLSd-G7ea_o7BukOUXIvCJ5HJYduKWjr-NfvLmwKisLRRKFu8rg/viewform

SAFEGUARDING REFERRAL FORM

https://docs.google.com/forms/d/e/1FAIpQLSdu85rB0CaUx0WZuLv__0AHKuYgDJ8MkGsS_j_hxqwDjNEkIA/viewform?usp=dialog

Feedback and Complaints

We encourage parents to share feedback or raise concerns:

In-person via the Feedback from Parents/Guardians/Carer Form
https://docs.google.com/forms/d/e/1FAIpQLSf4NjYeFrp1OZ7EQntbmp18lWRMBTFKiCoCqEc4–Q7i6dndw/viewform
Complaints will be acknowledged and responded to within 5 working days.
Our Complaints Policy ensures transparency, fairness, and resolution.

Further Information

For more details, access to policies, or questions about your child’s sessions, please contact:

Bright Futures SEN Coaching
Urban Shanti Studio,600 Christchurch Road BH1 4SX
Email: brightfuturessencoaching@outlook.com| Phone: 07545215096

Annual Safeguarding Review Report – Bright Futures SEN Coaching

Year: 2025 Prepared by: CARMEN PRINCE Date: 27/10/2025

Policy & Procedure Audit Checklist

Policy / Procedure	Reviewed (Y/N)	Notes / Action Required
CHILD Safeguarding Policy Clear Behaviour Policy & Managing Challenging Behaviour Confidentiality & Data Protection (GDPR Compliance) Policy / Supervision Policy Fire Safety & Emergency Policy / Evacuation Plan Assessment Policy Health & Safety Policy Lone Working Policy Prevent Duty Policy Prevent Referral Procedure Code of Conduct Policy Adult Safeguarding Policy for Bright Futures Complaint Policy / Equality, Diversity and Inclusion Policy Exclusion Policy First aid policy / Incident and Accident Reporting / Medication Management Policy Admissions and Referral Policy / Induction Policy / Attendance, Welfare and Absence Procedure / Reintegration Policy Curriculum Plan / Curriculum Reviews / Regular Reviews Information Sharing Protocols / Self-Evaluation and Improvement Plan / Feedback and Complaints Policy / Annual Review and Audit Reports Secure Record Keeping Process / GDPR-Compliant Storage and Sharing RISK ASSESSMENTS Control of Substances Hazardous to Health (COSHH) Assessment CONSENT FORMS Safe Guarding Audit 2025 Online Safety / Cyberbullying Policy Professional Boundaries / Low-Level Concerns Policy Referral Procedures	Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Sign-Off

DSL / Provider – CARMEN PRINCE

27/10/2025

Bribery & Anti-Corruption Policy

Bright Futures SEN Coaching – Carmen Prince

1. Purpose of this Policy

This policy sets out Bright Futures SEN Coaching’s commitment to preventing bribery and corruption in all forms. It ensures compliance with:

The Bribery Act 2010
• Local Authority Framework Agreement – Clause 24
• Any Call-Off Contracts placed by BCP Council or partner agencies

Bright Futures operates with integrity, transparency, and accountability at all times.

2. Scope

This policy applies to:

The Provider (Carmen Prince)
• Any volunteers or temporary assistants (if used)
• Any individuals or organisations acting on behalf of the Provider

As a sole provider, Carmen Prince is responsible for ensuring compliance across all areas of operation.

3. Policy Statement

Bright Futures SEN Coaching has a zero-tolerance approach to bribery and corruption.

The Provider shall not, and shall ensure that any person acting on her behalf shall not:

Offer, give, request, or accept a bribe
• Offer or receive any financial or other advantage intended to influence a decision
• Commit any Prohibited Act under the Bribery Act 2010

Any suspicion or evidence of bribery will be reported immediately to the contracting Authority and investigated fully.

4. Definitions

4.1 Bribe

A bribe is any financial or other inducement intended to influence an action or decision.

This includes:

Cash gifts
• Personal favours
• Discounted services
• Hospitality or gifts intended to secure favourable treatment
• Anything of value offered to influence decision-making

4.2 Prohibited Act

As defined in the Bribery Act 2010 and Local Authority Framework Agreements, this includes:

Offering or accepting a bribe
• Bribing a public official
• Requesting or receiving payment in return for favourable treatment
• Any action designed to improperly influence an individual’s decision

5. Commitments Under Local Authority Framework Clause 24

5.1 Prohibited Acts (Clause 24.1)

Bright Futures SEN Coaching:

Shall not commit a Prohibited Act
• Is not aware of any financial or other advantage being offered to any person working for the Authority
• Has disclosed all financial arrangements transparently

5.2 Cooperation With the Authority (Clause 24.2)

The Provider will:

Provide reasonable assistance if the Authority requires information for Bribery Act compliance
• Annually certify compliance with this policy in writing
• Provide supporting evidence if asked

5.3 Anti-Bribery Policy Requirement (Clause 24.3)

This document constitutes Bright Futures’ official Anti-Bribery Policy, which will be supplied to BCP Council upon request.

5.4 Reporting Suspected Breaches (Clause 24.4 – 24.5)

If bribery is suspected or known:

The Provider must notify the Authority immediately
• The Provider must cooperate with investigations
• The Provider must allow the Authority access to relevant documents
• These obligations continue for six years after contract end

5.5 Termination (Clause 24.6 – 24.9)

The Authority may terminate any Framework Agreement or Call-Off Contract immediately if:

A Prohibited Act is committed
• The Provider fails to comply with this policy

Termination does not remove the Authority’s right to seek remedies.

6. Gifts & Hospitality

Bright Futures SEN Coaching does not accept or offer gifts, cash, discounts, or hospitality that could influence professional judgement.

Permitted:

Low-value tokens such as thank-you cards
• Items under £10 that cannot be perceived as influence

Prohibited:

Any gift intended to secure favourable treatment
• Cash or vouchers
• Expensive hospitality
• Any gift for a public official

All offered gifts must be recorded in the Gifts & Hospitality Register.

7. Facilitation Payments

“Facilitation payments” (payments to speed up a service) are strictly prohibited.

Examples:

Paying for faster processing
• Offering money to secure priority access

These are illegal under the Bribery Act.

8. Responsibilities

Provider Responsibilities

As the sole provider, Carmen Prince must:

Maintain compliance with this policy
• Report concerns immediately
• Keep accurate records
• Complete the annual bribery compliance declaration

Anyone Acting on Her Behalf Must:

Follow this policy
• Report any concerns

9. Reporting Concerns

Concerns must be reported immediately to:

The contracting Authority
• Safeguarding Lead (also Carmen Prince)
• AP Commissioning Team (if under contract)

Records must be kept securely and confidentially.

10. Record Keeping

Bright Futures will maintain:

A Bribery Incident Log
• Gifts and Hospitality Register
• Annual Compliance Certificate
• Policy review notes

All records will be securely stored for six years, in line with contract requirements.

11. Compliance Certificate

Within 30 working days of contract commencement — and annually thereafter — Bright Futures will provide a written, signed statement confirming compliance with this Anti-Bribery Policy.

12. Policy Review

This policy will be:

Reviewed annually
• Updated following changes to the Bribery Act, Local Authority guidance, or internal procedures
• Shared with the Authority upon request

Bribery Incident Report Form

Bright Futures SEN Coaching – Carmen Prince

Bribery Incident Report Form
(To be completed immediately if a Prohibited Act is suspected or known)

Section 1: Basic Information

Field	Details
Date of Report
Name of Person Reporting
Position / Role
Contact Details

Section 2: Incident Details

Field	Details
Date and Time of Incident
Location
Individuals Involved
Nature of Allegation / Suspicion
Method of discovery (observed, disclosed, third-party report)

Section 3: Description of Alleged Prohibited Act

Type of Concern (tick if applicable):

Offering a bribe
Receiving a bribe
Requesting a bribe
Facilitation payment
Offering or accepting valuable gifts
Attempt to influence decision-making
Other: _____________________

Full description of incident:

Section 4: Immediate Actions Taken

Action	Details
Was the Authority notified? (Yes/No)
Name of contact at Authority
Date/Time of notification
Safeguarding or protective measures implemented
Evidence secured (if any)
Additional notes

Section 5: Follow-Up

Field	Details
Further actions required
Outcome of internal review
Final decision
Signed (Provider/DSL)
Date

Gifts & Hospitality Register

Bright Futures SEN Coaching – Carmen Prince
(To be completed whenever a gift or hospitality is offered, accepted, or declined)

Date Offered	Offered By	Relationship to Provider	Nature of Gift / Hospitality	Estimated Value	Accepted or Declined	Reason	Notes

Policy Note:
Bright Futures SEN Coaching does not accept gifts or hospitality that may influence, or appear to influence, professional judgement. All gifts—whether accepted or declined—must be recorded in this register.

Annual Bribery Compliance Certificate

Bright Futures SEN Coaching – Carmen Prince
Anti-Bribery Compliance Declaration

This certificate is issued annually in accordance with Clause 24 of the Local Authority Framework Agreement and the Bribery Act 2010.

Statement of Compliance

I, Carmen Prince, Provider of Bright Futures SEN Coaching, confirm that during the past twelve months:

No Prohibited Acts have been committed in connection with any Framework Agreement or Call-Off Contract.
• No financial or other advantage has been offered, given, requested, or received to influence a decision or secure favourable treatment.
• No arrangements or agreements have been made to benefit any person employed by or associated with the Local Authority.
• An up-to-date Anti-Bribery Policy is maintained and enforced.
• Accurate records are kept, including a Gifts and Hospitality Register and any related declarations.
• Any suspected or known bribery would be reported immediately to the Authority.
• Full cooperation would be provided to any investigation or audit relating to bribery or corruption.
• Supporting evidence will be supplied upon request from the Authority.

Declaration

I certify that Bright Futures SEN Coaching remains compliant with the Bribery Act 2010 and Clause 24 requirements of the Local Authority Framework.

Field	Details
Provider Name	Carmen Prince
Organisation	Bright Futures SEN Coaching
Position	Owner / Sole Provider
Signature
Date

Sustainability Considerations – Bright Futures SEN Coaching & Urban Shanti Studio

Bright Futures is committed to operating in a way that is socially, ethically, and environmentally responsible. Our provision supports children with SEN and adults who draw on care and support, and we recognise that sustainable practice is essential for long-term community wellbeing. Sustainability for our organisation includes environmental responsibility, community impact, financial stability, ethical practice, and long-term service continuity.

1. Environmental Sustainability

We actively work to reduce waste and environmental impact through:
• Using recycled and upcycled materials for arts, crafts, sewing and creative projects wherever possible.
• Reusing vinyl offcuts, fabrics, paper, and craft materials to minimise waste.
• Choosing environmentally friendly products (e.g., non-toxic paints, low-waste craft supplies).
• Reducing single-use plastics within sessions.
• Keeping digital records instead of printing to reduce paper consumption.
• Encouraging students and adults to develop awareness of recycling and sustainability through project-based learning (e.g., upcycle artwork, eco-themed crafts).

2. Community Sustainability

Supporting a strong and connected local community is central to our mission. We maintain community sustainability by:
• Offering accessible, low-cost creative and wellbeing sessions (£5–£10) to ensure financial barriers do not exclude vulnerable adults or young people.
• Providing free or subsidised sessions when grant-funded or appropriate.
• Developing skills that allow adults with learning disabilities and SEN children to become more independent, confident, and socially connected.
• Reducing isolation through small group activities that foster belonging and peer relationships.
• Supporting local instructors, creators and micro-businesses by offering affordable studio hire and opportunities to grow their services.
• Running community markets, events, and workshops that strengthen local culture and economic activity.

3. Ethical and Social Sustainability

We uphold strong ethical standards that contribute to long-term social sustainability:
• Providing inclusive, person-centred sessions that promote wellbeing, emotional regulation, and personal growth.
• Ensuring all staff and subcontractors follow safeguarding, DBS, GDPR and equality standards.
• Maintaining trauma-informed practice to support vulnerable individuals safely and respectfully.
• Ensuring that people who draw on care and support can access meaningful, fulfilling activities that improve long-term quality of life.
• Being transparent and fair about pricing, cancellations, safeguarding processes, and service delivery.

4. Financial Sustainability

To ensure long-term operational stability, we:
• Maintain low overheads and reinvest all studio income into the running costs of Urban Shanti Studio, ensuring continued community access.
• Offer a wide range of income streams (tuition, enrichment programmes, workshops, creative sessions, studio hire, events).
• Work with schools, the local authority, home-educating families and adult social care to generate stable and reliable referrals.
• Ensure timely invoicing and financial management to keep the service sustainable.
• Avoid long-term debt or financial risks and maintain an adaptable business model.

5. Sustainability in Service Delivery

Bright Futures is designed to be sustainable in the long term by:
• Continually training and upskilling in creative, therapeutic and educational methods to expand what we can offer.
• Evolving our curriculum (sewing, DJing, drumming, mindfulness, dance, creative arts, academic support) so it remains relevant and effective.
• Building long-lasting relationships with schools, the council, SENCOs, carers and families.
• Ensuring that all activities are safe, appropriately risk-assessed, and suitable for the long-term wellbeing of learners.

6. Managing Sustainability Issues

Where challenges arise, we address them through:
• Regular review of resources, equipment and materials to ensure they meet environmental and safety standards.
• Monitoring attendance and engagement to ensure groups are financially and socially viable.
• Communicating openly with commissioners, parents, and adult social care when adjustments are needed.
• Making reasonable adjustments for individuals whose needs change.
• Ensuring backup plans for staffing, room use and timetabling to avoid disruption.

Managing Allegations Against Staff Policy (Bright Futures SEN Coaching)

Purpose
This policy sets out how Bright Futures manages and responds to allegations made against anyone working with children or adults who draw on care and support, including the sole trader (Carmen Prince), subcontractors, volunteers, and visiting professionals.

This policy aligns with:

KCSiE 2023/2024
Working Together to Safeguard Children 2023
PDSCP Procedures
Adult Safeguarding: Care Act 2014

When this policy applies

An allegation or concern may relate to a person who works with children or adults and has:

Behaved in a way that harmed, or may have harmed, a child or adult at risk
Possibly committed a criminal offence against a child or adult at risk
Behaved in a way that indicates they may pose a risk to children or adults
Behaved inappropriately outside of work which may impact suitability to work with vulnerable people

Procedure for Reporting Allegations

Any allegation against myself (Carmen Prince) or a subcontractor must be reported immediately to:

The commissioning school / SENCO
The social worker or Early Help professional (if involved)
Local Authority Designated Officer (LADO) for children
Adult Safeguarding Team for adults who draw on care and support

For BCP:

LADO: 01202 817600
Adult Safeguarding: 01202 123654

Allegations will never be investigated internally.
They will be passed immediately to the relevant authority.

Record Keeping

A written record will be made and stored securely (GDPR compliant, encrypted), including:

Date, time, and nature of allegation
Who was informed
Actions taken
Recommendations from LADO or Safeguarding Team

No information will be shared unnecessarily.

Outcomes

The LADO/safeguarding authority will determine whether the allegation is:

Substantiated
Unsubstantiated
False
Malicious
Unfounded

Bright Futures will follow all instructions from authorities, including suspension, ceasing contact, DBS referrals, or dismissal of subcontractors.

Learning Review

At the conclusion of any allegation process, Bright Futures will review practice to identify improvements.

Safer Recruitment Policy

Bright Futures is committed to safe recruitment practices to ensure the safeguarding of all children and adults accessing services.

Scope

This policy applies to:

Subcontractors (e.g., CONEXUS tutors)
Freelance practitioners brought in for specialist sessions
Volunteers
Anyone working with children or adults under Bright Futures

Recruitment Checks

Bright Futures requires:

Enhanced DBS with Children’s Barred List check (for anyone working with children)
Enhanced DBS for adults’ services (where relevant)
Verification of identity
Verification of qualifications
Right to work checks
Two references
Safeguarding and Prevent training certificates
Interview or suitability conversation

Additional Requirements for Subcontractors

For organisations such as CONEXUS:

Confirmation of organisational safer recruitment
Copies of DBS checks
Confirmation of safeguarding training
Insurance verification
Agreement to Bright Futures safeguarding, reporting and risk assessment procedures

Record Keeping

All safer recruitment information is stored securely, encrypted, and GDPR compliant.

Accident, Incident and RIDDOR Reporting Procedure – Bright Futures Sen Coaching

Introduction

This procedure outlines how Bright Futures SEN Coaching manages all accidents, incidents, near misses, and dangerous occurrences in compliance with:

Health and Safety at Work Act 1974
RIDDOR 2013
Working Together to Safeguard Children 2023
Keeping Children Safe in Education (KCSiE) 2023/2024
Pan-Dorset Safeguarding Children Partnership (PDSCP) procedures
Pan-Dorset Safeguarding Adults Board guidance
Dorset Council Alternative Provision Standards
BCP Council Alternative Provision Requirements

This procedure applies to children, young people, adults who draw on care and support, staff, subcontractors, parents, carers, and visitors.

2. Immediate Response

Stop the activity immediately.
Ensure the environment is safe and remove anyone from further risk.
Administer first aid as required.
Determine whether emergency services are needed.

If emergency medical assistance is required, call 999 and provide the following location information:
Bright Futures SEN Coaching
Urban Shanti Studio
600 Christchurch Road
Sovereign Centre Car Park
Boscombe
BH1 4SX

3. Notification of Parent, Carer or Support Worker

The parent, guardian, or relevant adult support worker must be notified as soon as the individual is safe.
Notification should occur within 30 minutes wherever possible.

For children: contact the parent/carer and, where applicable, the commissioning professional.
For adults who draw on care and support: contact the nominated carer, support worker, or social worker on contact form.

4. Notification of Commissioning Authority

The commissioning body must be informed of the incident on the same day.

If placed by a school (Dorset or BCP):

Notify the SENCO, Designated Safeguarding Lead, pastoral lead, or attendance officer.

If placed by BCP Council:

Notify the designated SEND Caseworker, Early Help professional, or commissioning officer.

If placed by Dorset Council (Alternative Provision Team):

Notify the Dorset AP Commissioning Team, SEND Caseworker, and where applicable, the Virtual School for children in care.

5. Safeguarding Considerations

Every accident or incident must be assessed to determine whether it raises any safeguarding concerns.

If the incident is or may be linked to neglect, abuse, unexplained injury, unsafe home circumstances, or concerns about an adult’s behaviour, follow the appropriate referral route immediately.

Child Safeguarding – Dorset

Children’s Advice and Duty Service (ChADs)
Telephone: 01305 228866
Out of hours: 01305 858250
Email: childrensadviceanddutyservice@dorsetcouncil.gov.uk

Child Safeguarding – BCP

BCP Children’s MASH
Telephone: 01202 123334
Out of hours: 01202 738256
Email: children@bcpcouncil.gov.uk

LADO (Allegations Against Professionals) – Dorset

Telephone: 01305 221122
Email: lado@dorsetcouncil.gov.uk

LADO – BCP

Telephone: 01202 817600
Email: lado@bcpcouncil.gov.uk

Adult Safeguarding – Dorset

Telephone: 01305 221016
Email: adultaccess@dorsetcouncil.gov.uk

Adult Safeguarding – BCP

Telephone: 01202 123654
Email: asc.contactteam@bcpcouncil.gov.uk
Out of hours (Pan-Dorset): 01202 738256

Any safeguarding concern must be documented on the Bright Futures Safeguarding Concern Form and passed immediately to the appropriate authority listed above.

6. Accident and Incident Recording

An Accident and Incident Log entry must be completed on the same day.

The following must be recorded:

Name of the individual
Date and time
Location
Description of injury or incident
First aid provided
Witnesses
Whether safeguarding concerns are present
Whether emergency services were involved
Whether RIDDOR considerations were triggered
Follow-up actions required

All records must be stored securely, encrypted, and retained in line with GDPR requirements.

7. RIDDOR Reporting Requirements

Incidents that meet the statutory thresholds must be reported to the Health and Safety Executive (HSE).

RIDDOR applies to:

Serious injuries
Injuries leading to hospital treatment
Staff absence due to injury lasting seven days or more
Dangerous occurrences (fire, structural failure, electrical hazards, equipment collapse)
Any notifiable events involving a child or adult while in provision

Reports must be submitted through the HSE online portal:
https://www.hse.gov.uk/riddor/report.htm

For fatal or major incidents, telephone reporting is required:
HSE Incident Contact Centre: 0345 300 9923

RIDDOR reports will be submitted by:
Carmen Prince, Owner and Lead Practitioner, Bright Futures SEN Coaching.

Records of all RIDDOR reports will be retained for a minimum of three years.

8. Multi-Agency Communication

Within 24 hours of the incident, Bright Futures will notify:

The commissioning school
SEND Caseworkers (BCP or Dorset)
Social workers (if allocated)
Early Help teams (where relevant)
Dorset Alternative Provision Team (if Dorset placement)

This ensures full compliance with Dorset and BCP AP requirements for joint-working and transparency.

9. Review and Risk Assessment Update

Within 48 hours:

The incident will be reviewed.
Relevant risk assessments will be updated.
Control measures will be adjusted.
Additional training or supervision measures will be identified if needed.
The review will be documented and stored securely.

10. Data Protection and Record Security

All accident and incident records, safeguarding documents, and RIDDOR files are:

Password-protected
Encrypted
Accessed only by authorised professionals
Shared only with parents, carers, commissioning bodies, or safeguarding authorities where appropriate
Retained in accordance with statutory guidance

11. Annual Review

This procedure will be reviewed annually or immediately following any major incident to ensure compliance with Dorset Council AP Framework, BCP Council requirements, and statutory guidance.

Signed:
Carmen Prince
Owner and Lead Practitioner
Bright Futures SEN Coaching

TRANSPORT RISK ASSESSMENT & COMPLIANCE PROCEDURES –

(Children, Young People & Adult Learners)

PURPOSE

This document sets out how Bright Futures ensures the safe, lawful and compliant transport of children, young people and adults who draw on care and support. It meets Dorset AP, BCP AP and safeguarding expectations.

SCOPE

Applies to all transport for:

Alternative education sessions
Community access and enrichment activities
Adult social care creative sessions
Appointments or agreed transition support

DRIVER COMPLIANCE

Transport is provided only by Carmen Prince (Bright Futures SEN Coaching).

Requirements:

Full and valid UK driving licence (checked annually)
Enhanced DBS with children’s barred list check
Fit-to-drive declaration
No alcohol/drugs (including prescription medication affecting driving)
Adherence to Highway Code and safeguarding procedures

VEHICLE COMPLIANCE

Vehicle used must have:

Valid MOT certificate
Current road tax
Fully comprehensive insurance including BUSINESS USE
Monthly maintenance checks (fluids, tyres, brakes)
Weekly visual checks (lights, seatbelts, mirrors)
Clean, safe interior for vulnerable learners

SAFEGUARDING DURING TRANSPORT

No learner transported without written consent.
Learners must sit in rear seats unless disability requires otherwise or consent from parent to sit in front.
Seatbelts worn at all times.
No inappropriate conversation or physical contact.
No transporting mixed-risk learners together.
No use of mobile phone while driving.
All safeguarding concerns reported immediately to DSL/Commissioner.

JOURNEY PROCEDURES

Before journey:

Dynamic risk assessment
Check weather
Confirm drop-off/pick-up point
Ensure emergency contacts available

During journey:

Calm, respectful communication
Maintain predictable routes unless safety requires change

After journey:

Log transport in session report
Note any behavioural, emotional or safety concerns

INCIDENT REPORTING

Minor incidents:

Report to commissioner within same day.

Accidents:

Contact emergency services if needed.
Provide first aid if trained.
Inform commissioner within 30 minutes.

RIDDOR (Reportable):

Serious injuries
Unplanned hospital treatment
Dangerous occurrences

EMERGENCY PROCEDURES

Breakdown:

Move to safe location
Contact breakdown service
Inform commissioner

Collision:

Ensure safety
Follow legal reporting requirements
Record details for insurer and commissioner

REVIEW

Reviewed every 6 months
Reviewed after any incident
Reviewed if legal guidance changes

Site-Based & Online Delivery Risk Assessments

Bright Futures Sen Coaching

This document contains comprehensive risk assessments for all Bright Futures delivery formats, including:

Studio-Based Sessions (Urban Shanti Studio, Boscombe)
Community-Based Sessions (Outdoors, public venues, visits)
Online Sessions (Zoom, Google Meet, video-based learning)

STUDIO-BASED SESSIONS – RISK ASSESSMENT
Location: Urban Shanti Studio, Sovereign Centre Car Park, BH1 4SX

Key Hazards:
• Slips, trips and falls
• Fire risk and emergency evacuation
• Electrical equipment (music gear, sewing machines, Cricut, heat press) • Manual handling (moving equipment)
• Behavioural risks from SEN learners
• Lone working
• Use of specialist equipment (aerial yoga, arts/crafts tools)

Risk Controls:
• Daily visual site safety checks before sessions
• Fire exits clear; meeting point outside in car park roadside layby
• Heat press, sewing machines and Cricut used only under supervision • PAT-checked electrical items
• DBS checks for all staff and visitors supervised
• Behaviour plans, triggers and safety strategies for each learner
• First Aid kit accessible; emergency contacts on file
• Lone working policy followed at all times

COMMUNITY-BASED SESSIONS – RISK ASSESSMENT
Includes: parks, nature walks, museums, gym, bowling, mini-golf, pool hall

Key Hazards:
• Public interaction risks
• Road crossings and transport
• Weather conditions
• Unexpected behavioural escalation • Access issues for disabilities
• Lost child/vulnerable adult risk

Risk Controls:
• Pre-visit environmental risk assessment
• Consent forms completed and reviewed
• SEN-specific behaviour strategies in place
• Emergency plan: call emergency services, contact parents/social worker immediately

ONLINE SESSIONS – RISK ASSESSMENT Method: Zoom/Google Meet

Key Hazards:
• Online safety and safeguarding
• Inappropriate behaviour or background activity

Data protection breaches
• Technical failure

Risk Controls:
• Parent/carer agreement required for online sessions
• Secure password-protected meetings
• Learner must remain visible on camera at all times
• No recording sessions unless written consent is given

GDPR-safe storage for notes and reports
• Backup phone contact if connection fails

Reporting & Review
• All incidents recorded in Accident & Incident Log
• Serious incidents reported to commissioner within the same day

Annual review or earlier if significant changes occur

Prepared by: Bright Futures SEN Coaching (Carmen Prince)

Business Continuity Plan

Reviewed: 24/11/2025
Next Review: 24/11/2026
Owner / Responsible Person: Carmen Prince

1. Purpose of This Plan

This Business Continuity Plan outlines how Bright Futures SEN Coaching will:

Continue operating safely and effectively during disruptions
Protect the welfare of children, young people, and adults who draw on care and support
Ensure all safeguarding, reporting, and contractual requirements are maintained
Reduce risks associated with illness, weather, IT failure, staffing issues, and emergencies

The plan is proportionate to a sole-trader/micro-provider delivering 1:1 and small-group alternative provision.

2. Core Principles

Learner safety and safeguarding take priority.
Provision will continue wherever possible using alternative methods.
Communication with schools, social workers, and commissioners will remain immediate and transparent.
All adaptations will be risk assessed and documented.
Records will be securely kept in GDPR-compliant storage.

3. Key Contacts

Owner / Lead Practitioner:
Carmen Prince
Phone: 07545 215096
Email: brightfutures@urbanshantibournemouth.co.uk

Alternative Provision Contacts:
BCP MASH: 01202 123334 (Out of Hours 01202 738256)
Dorset MASH: 01305 228558

4. Risk Assessment Summary & Contingency Measures

4.1 Flu, COVID, or Other Viral Infection

Risks:

Illness impacting availability of practitioner
Transmission between learners
Vulnerable learners at higher risk

Control Measures:

Sessions move to online delivery via secure Google Meet/Zoom
Activities adapted (creative tasks done at home, music/rap/poetry recorded remotely, wellbeing sessions online)
Hygiene protocols at studio: handwashing, sanitiser, cleaning equipment
Learners displaying symptoms rescheduled without penalty with 24hrs notice. Else session will be charge at normal rate.

Business Continuity:
Bright Futures continues operating remotely without interruption.

4.2 IT Failure / System Outage

Risks:

Reports, safeguarding logs, and communication disrupted
Online sessions impossible

Control Measures:

Mobile hotspot backup for internet
Reports written manually and uploaded later
Paper-based safeguarding forms available
Devices backed up to encrypted Google Drive

Business Continuity:
Sessions delivered in person; reporting catches up within 24 hours.

4.3 Severe Weather (snow, storms, heatwave, flood)

Risks:

Travel to Urban Shanti Studio becomes unsafe
Learners unable to attend

Control Measures:

Switch to remote online sessions
If learner cannot access online, deliver wellbeing calls or parent guidance until session resumes
Alternative indoor venue options (Boscombe Library, Sovereign Centre communal spaces, risk assessed)

Business Continuity:
Provision continues online or at alternative location.

4.4 Major Incident (fire, road closures, police incident near venue)

Risks:

Studio temporarily inaccessible
Risk to safety

Control Measures:

Immediate relocation to designated meeting point
Sessions cancelled for that day if unsafe
Online delivery resumes next day
Commissioners informed within 1 hour

Business Continuity:
Return to service within 24 hours unless instructed otherwise by authorities.

4.5 Recruitment & Retention

(Bright Futures is a sole-trader provision.)

Risks:

Only one practitioner delivering sessions

Control Measures:

If practitioner becomes unable to work, commissioners notified immediately
Sub-contractor (CONEXUS Tuition) may step in for academic components ONLY if already agreed
Safeguarding continuity maintained through digital access to all records

Business Continuity:
Academic curriculum content can continue via CONEXUS if pre-approved; creative provision paused if necessary.

4.6 Financial Problems

Risks:

Drop in income affecting premises rental

Control Measures:

Multiple income streams: AP, adult sessions, Urban Shanti hire, photography, creative sessions
Emergency reserve fund held
Ability to deliver mobile or online sessions if premises temporarily unavailable
Immediate communication with commissioners

Business Continuity:
Service continues remotely or off-site; no disruption to learner progression.

4.7 Quality Problems

Risks:

Missing reports
Decline in session quality
Safeguarding training lapses

Control Measures:

Daily reports submitted via secure template
Termly self-evaluation and quality audits
Review meetings with schools/social workers
Annual safeguarding training refreshers
Feedback forms sent to families and commissioners

Business Continuity:
Any issue is corrected within 7 days, documented via action plan.

5. Business Continuity Activation Procedure

When disruption occurs:

Assess risk instantly (illness/weather/safety/IT/etc.)
Move immediately to safest alternative delivery (online, phone, rearranged venue).
Notify commissioners within 1 hour if:
- A session cannot take place
- Safeguarding may be impacted
- A major incident occurs
Record the incident using the Business Continuity Log.
Review within 24 hours and return to normal operations ASAP.

6. Recovery Priorities

During recovery Bright Futures ensures:

Safeguarding continues uninterrupted
All reports are up to date
Learners’ attendance plans are protected
Emotional wellbeing of learners is prioritised
Missed sessions are rescheduled promptly

7. Review & Testing

This plan is:

Reviewed annually
Tested after any disruption
Updated immediately if weak points are identified

SIGN-OFF

Reviewed by:
Carmen Prince
Owner / Lead Practitioner, Bright Futures SEN Coaching
Date: 24/11/2025
Next Review Due: 24/11/2026

Business Continuity Log

This log is used to record any disruption, incident, or risk that affects normal operations, along with the actions taken to maintain continuity of service. It should be completed immediately following any incident and stored securely in accordance with GDPR.

Date	Type of Disruption	Impact	Actions Taken	Outcome	Recorded By

This document is part of the Bright Futures SEN Coaching Business Continuity Plan.

Professional Boundaries Policy

Purpose

Bright Futures SEN Coaching & Home Education is committed to maintaining safe, respectful, transparent, and professional boundaries in all interactions with children, young people, families, staff, volunteers, professionals, and community members.

This policy applies to:

one-to-one sessions
group sessions
home education provision
wellbeing and coaching activities
SEN support
movement-based activities
supervised and unsupervised settings where applicable
volunteers, staff, facilitators, and external professionals

The purpose of this policy is to:

safeguard children and young people
support safer working practice
provide clear behavioural expectations
reduce the risk of misunderstandings or safeguarding concerns
promote accountability, transparency, and professional conduct

Safeguarding is everyone’s responsibility.

Core Principles

All adults involved with Bright Futures SEN Coaching & Home Education must:

prioritise the welfare and wellbeing of children
maintain professional conduct at all times
recognise their position of trust and responsibility
maintain clear emotional, relational, physical, and digital boundaries
avoid situations that may create safeguarding risks or ambiguity
work transparently and appropriately
follow safeguarding procedures and safer working practice guidance
maintain professional judgement at all times

Children and young people should always feel:

safe
respected
listened to
appropriately supported
free from emotional burden or inappropriate adult influence

Professional Conduct Expectations

All adults working or volunteering within Bright Futures SEN Coaching & Home Education are expected to:

behave respectfully, calmly, and appropriately
use suitable language and behaviour at all times
maintain professional boundaries with children and families
avoid favouritism or exclusive relationships
avoid creating emotional dependency
maintain appropriate confidentiality
report concerns promptly
work within safeguarding procedures and risk assessments
maintain transparency and accountability

Adults must NOT:

behave in ways that are intimidating, shaming, aggressive, or discriminatory
use inappropriate humour, language, or discussions
engage in secretive behaviour or communication
involve children in adult disputes or grievances
undermine safeguarding procedures or supervision arrangements
blur personal and professional relationships
encourage secrecy or exclusivity

Personal Disclosure & Emotional Boundaries

Adults must maintain appropriate emotional and relational boundaries with children and young people.

Children must never feel:

emotionally responsible for an adult
pressured to provide emotional support
drawn into adult emotional difficulties
responsible for keeping secrets
treated as a confidant, therapist, or emotional support person

Adults must NOT:

discuss intimate or sexual relationships with children or young people
discuss personal trauma, mental health crises, or highly personal emotional difficulties with children
seek emotional support, reassurance, comfort, or advice from children
expose children to adult emotional burdens or inappropriate adult themes
discuss financial problems, criminal matters, substance misuse, safeguarding investigations, or adult conflict with children
overshare personal information in ways that blur professional boundaries
create emotionally dependent or exclusive relationships
involve children in complaints, grievances, or negative discussions about other adults

Conversations with children should remain:

age-appropriate
safe
respectful
supportive
relevant to the activity or wellbeing context
focused on the needs of the child rather than the adult

Adults should always consider:

whether the information is appropriate for the child’s age and understanding
whether the conversation serves the child’s wellbeing
whether the communication maintains clear professional boundaries

Age-Appropriate Communication

Communication with children and young people must:

be respectful, calm, and supportive
match the child’s developmental stage, age, and understanding
remain emotionally safe and professionally appropriate
support the child’s wellbeing, learning, confidence, or safety
avoid exposing children to unnecessary adult information or emotional burden

Adults should communicate in ways that:

maintain professional boundaries
avoid emotional dependency
avoid confusion regarding the adult/child relationship
remain appropriate to an educational, coaching, mentoring, or wellbeing setting

Appropriate Topics (DO)

Appropriate conversation may include:

hobbies, interests, and creative activities
learning, education, and wellbeing support
emotional regulation strategies in age-appropriate ways
encouragement, praise, and motivation
goal setting and confidence building
general wellbeing check-ins
safety education
respectful discussion of feelings in supportive ways
discussions relevant to the activity or educational context

Adults may:

model calm and healthy emotional regulation
provide appropriate reassurance
discuss wellbeing in professional and supportive ways
redirect conversations that become inappropriate or unsafe

Inappropriate Adult Themes (DO NOT)

Adults must NOT discuss or expose children to:

sexual relationships or sexual experiences
intimate relationship problems
dating or adult sexual humour
explicit language or sexual jokes
pornography or sexually explicit material
drug misuse or substance abuse stories
criminal behaviour or illegal activity
safeguarding allegations or investigations
adult financial difficulties
housing insecurity or adult personal crises
graphic trauma details
suicidal thoughts or self-harm experiences
domestic abuse details
adult conflict or relationship breakdowns
gossip about parents, professionals, or other children
political extremism or inappropriate ideological influence
discriminatory views or hate-based discussions
conversations designed to emotionally burden, shock, manipulate, or emotionally involve children

Adults must NOT:

ask children to keep secrets
make flirtatious, suggestive, or sexually themed comments
discuss personal sexual experiences
use emotionally manipulative language
joke about inappropriate adult topics
discuss complaints or grievances about colleagues, organisations, or parents with children
create “special” or emotionally exclusive relationships

Adults should avoid:

excessive personal disclosure
emotionally intense conversations
friendship-style communication
discussing adult-only experiences
overly familiar language or pet names
repeated discussion of personal life issues

Oversharing (What It Means)

Oversharing means giving children personal information, emotional responsibility, or adult knowledge that is not appropriate to the professional relationship or the child’s developmental stage.

Examples of oversharing include:

discussing romantic or sexual relationships
talking in detail about personal trauma
discussing mental health crises in depth
telling children about personal loneliness, emotional struggles, or adult problems
using children for emotional reassurance or comfort
discussing safeguarding concerns unrelated to them
repeatedly discussing personal life issues
sharing information that makes the child feel responsible for adult wellbeing

Physical Contact & Touch Policy

Bright Futures SEN Coaching & Home Education recognises that some activities, including movement-based activities, aerial hoop, physical wellbeing practices, SEN support, emotional regulation support, or safety instruction, may require limited and appropriate physical guidance or support.

Any physical contact must:

be safe, appropriate, proportionate, and professionally justified
relate directly to safety, instruction, emotional regulation support, injury prevention, or wellbeing support
be explained where possible before contact occurs
respect the child or young person’s dignity, comfort, and boundaries
remain brief, observable, and relevant to the activity
take place in safe and appropriate settings

Adults must NOT:

engage in unnecessary or prolonged physical contact
initiate physical affection unrelated to the activity or safeguarding need
use touch for emotional dependency, comfort, or personal reassurance
touch children in ways that may be intrusive, secretive, or inappropriate
ignore verbal or non-verbal signs of discomfort
create blurred or overly familiar physical boundaries

Where activities do not require physical support or instruction, unnecessary physical contact should be avoided.

For one-to-one, coaching, movement-based, or specialist sessions, additional safeguarding and risk assessment measures may apply.

Physical contact must never be:

secretive
coercive
excessive
inappropriate
unrelated to professional purpose

One-to-One Working

Bright Futures SEN Coaching & Home Education recognises that some educational, SEN, wellbeing, mentoring, coaching, or therapeutic-style support may involve one-to-one working.

Where one-to-one sessions take place:

appropriate safeguarding procedures must be followed
sessions should be professionally risk assessed where appropriate
parents/carers or responsible adults should remain informed of arrangements
transparency and accountability should be maintained
professional boundaries must remain clear at all times
environments should be safe and suitable for the activity

Additional safeguarding measures may include:

session logs or records
parental consent
external oversight or supervision
check-in procedures
open or observable environments where appropriate
agreed communication procedures

Group Supervision & Shared Responsibility

For group activities:

supervision arrangements must be clearly communicated
staffing ratios should remain appropriate to the activity and needs of participants
adults should avoid isolated situations where possible
safeguarding responsibilities should be clearly understood
safer recruitment procedures should apply to staff and volunteers where appropriate

Parents/carers may retain supervisory responsibility depending on the activity and operational arrangements.

Digital Communication & Online Safety

Bright Futures SEN Coaching & Home Education recognises the importance of maintaining strict professional digital boundaries between adults and children/young people.

Communication with children outside of sessions should be avoided unless there is a clear safeguarding, educational, or organisational reason and appropriate procedures are followed.

Where communication is necessary, it should:

remain professional and transparent
relate directly to the activity, safety, scheduling, or wellbeing support
involve parents/carers where appropriate
follow safeguarding procedures and organisational expectations

Adults must NOT:

privately message children or young people socially
engage in personal conversations with students outside sessions
form online friendships or informal digital relationships with students
follow or add students on personal social media accounts
allow students to follow or access personal social media content where avoidable
communicate through disappearing message apps or secret communication platforms
engage in emotionally personal online conversations
exchange personal photographs, videos, or inappropriate content
communicate late at night without safeguarding or emergency justification
use digital communication to create emotional dependency, exclusivity, or secrecy
blur professional boundaries through online communication

Adults should maintain separate professional and personal digital boundaries at all times.

Where organisational communication is required:

parents/carers should normally be the primary point of contact
communication should be factual, professional, and recorded where appropriate
group communication methods should be used where possible
unnecessary direct communication with children should be avoided

Adults must NOT:

share personal relationship issues online with students
discuss adult problems or inappropriate personal matters digitally
engage in flirtatious, suggestive, or overly familiar online communication
use emojis, jokes, nicknames, or language that may blur professional boundaries
encourage secrecy regarding online communication

Any online safety concerns, boundary concerns, or inappropriate digital communication must be reported immediately according to safeguarding procedures.

Social Media & Photography

Adults must:

follow consent procedures regarding photographs or media
use images appropriately and professionally
respect privacy and safeguarding expectations

Adults must NOT:

post images of children without appropriate consent
use personal social media inappropriately with children
store images or sensitive information insecurely
share confidential information online

Transporting Children

Transport arrangements must:

follow safeguarding procedures
involve parental knowledge and consent
remain professionally appropriate
be risk assessed where necessary

Adults must avoid:

informal or secretive transport arrangements
unnecessary one-to-one transport situations where avoidable
blurred personal/professional boundaries during transport

Gifts, Favouritism & Relationships

Adults must:

avoid favouritism
maintain fairness and professional judgement
avoid creating dependency relationships
maintain appropriate relational boundaries

Adults must NOT:

give inappropriate gifts
create exclusive relationships
seek emotional closeness outside professional expectations
blur professional and personal roles

Confidentiality

Adults may become aware of sensitive or personal information.

Confidential information must:

be treated respectfully
only be shared on a need-to-know safeguarding basis
remain securely stored where applicable

Safeguarding concerns must always be shared appropriately with safeguarding leads or relevant agencies.

Reporting Concerns & Boundaries Breaches

Any concern regarding:

safeguarding
professional conduct
inappropriate communication
physical boundaries
emotional boundaries
online behaviour
supervision concerns
or safer working practice

must be:

taken seriously
reported appropriately
recorded factually
managed according to safeguarding procedures

Concerns may result in:

supervision review
additional safeguarding measures
training or guidance
suspension from activities
safeguarding referrals
termination of involvement where appropriate

Safer Working Practice

Bright Futures SEN Coaching & Home Education is committed to:

safeguarding awareness
reflective practice
safer recruitment
ongoing safeguarding training
accountability
transparency
maintaining community trust

All adults are expected to read, understand, and follow this policy alongside safeguarding procedures, codes of conduct, and risk assessments.

Review

This policy will be reviewed regularly to ensure it remains aligned with safeguarding guidance, safer working practice, and operational requirements.

Policy Review Date: May 2027

Signed: Carmen Prince

Volunteer Induction & Safeguarding Pack

Welcome

Thank you for volunteering with Urban Shanti Bournemouth.

This pack has been created to support safe, respectful, transparent, and professional working practices across all activities involving children, young people, families, and community members.

All volunteers are expected to:

read this pack fully
understand safeguarding expectations
follow policies and procedures
ask questions where clarification is needed
maintain professional standards and boundaries at all times

This document forms part of the Urban Shanti Bournemouth induction process.

Volunteer Information

Volunteer Name: ____________________________________

Address: ____________________________________

Phone Number: ____________________________________

Email Address: ____________________________________

Emergency Contact: ____________________________________

Role/Area Supporting: ____________________________________

Start Date: ____________________________________

1. Safeguarding Statement

Urban Shanti Bournemouth is committed to safeguarding and promoting the welfare of children, young people, and vulnerable individuals.

Safeguarding is everyone’s responsibility.

All volunteers must:

prioritise the safety and wellbeing of children
report concerns immediately
maintain professional boundaries
follow safeguarding procedures
work transparently and appropriately
understand their duty of care

The welfare of the child is always the primary consideration.

2. Designated Safeguarding Lead (DSL)

DSL Name: ____________________________________

Contact Details: ____________________________________

Deputy DSL (if applicable): ____________________________________

If a volunteer has any safeguarding concern, disclosure, welfare concern, or professional boundaries concern, they must report it immediately to the DSL.

Volunteers must never:

promise secrecy to a child
investigate concerns themselves
delay reporting safeguarding concerns

3. Code of Conduct

All volunteers must:

behave respectfully and professionally
use appropriate language and conduct
maintain clear professional boundaries
avoid favouritism or exclusive relationships
avoid inappropriate humour or discussions
maintain confidentiality appropriately
follow safeguarding and safety procedures
act transparently at all times

Volunteers must NOT:

engage in inappropriate or secretive communication
create emotionally dependent relationships
behave aggressively, intimidate, or shame participants
use discriminatory language or behaviour
consume alcohol or drugs during activities
attend sessions under the influence of substances

4. Personal Disclosure & Emotional Boundaries

Volunteers must maintain appropriate emotional and professional boundaries.

Volunteers must NOT:

discuss intimate or sexual relationships with children
discuss highly personal trauma or adult emotional issues
seek emotional support or reassurance from children
involve children in adult disputes or grievances
discuss safeguarding investigations or allegations
overshare personal life information inappropriate to the child’s age or role

Conversations should remain:

age-appropriate
safe
respectful
professional
relevant to the activity

5. Physical Contact Policy

Urban Shanti Bournemouth recognises that some activities, including aerial hoop and movement-based practices, may require limited and appropriate physical guidance for safety or instruction.

Physical contact must:

be necessary, proportionate, and appropriate
relate directly to safety or instruction
be explained where possible before contact occurs
remain professional and observable
respect personal boundaries and comfort

Volunteers must NOT:

engage in unnecessary or prolonged physical contact
initiate inappropriate affection
use physical contact for emotional reassurance
ignore discomfort or objections
touch participants in intrusive or inappropriate ways

Where activities do not require physical support, unnecessary physical contact should be avoided.

6. Online Safety & Digital Communication

Volunteers must:

maintain professional digital boundaries
avoid private messaging children or young people
avoid exchanging personal social media accounts
use approved communication channels where possible
include parents/carers in communication where appropriate
report online safety concerns immediately

Volunteers must NOT:

send inappropriate messages, images, or content
communicate secretly with children online
share personal/private information inappropriately
post images of children without consent

7. Photography & Media

Volunteers must:

follow consent procedures for photography/video
use images appropriately and professionally
respect privacy and safeguarding requirements

Volunteers must NOT:

take unauthorised photographs or recordings
store images of children on personal devices unless authorised
share images via personal social media

8. Fire Safety Procedures

Volunteers must:

familiarise themselves with fire exits and assembly points
follow venue emergency procedures
support calm evacuation where directed
report hazards immediately

In the event of fire:

Raise the alarm if safe to do so.
Evacuate immediately.
Do not stop to collect belongings.
Proceed to the designated assembly point.
Await further instruction.

9. Health & Safety Responsibilities

Volunteers are expected to:

take reasonable care of themselves and others
report hazards, accidents, or concerns
follow risk assessments and instructions
maintain safe environments
use equipment appropriately

Volunteers must not:

undertake activities beyond their competence
ignore safety procedures
use damaged or unsafe equipment

10. Professional Boundaries

Volunteers must maintain clear professional boundaries at all times.

Volunteers must NOT:

engage in secretive relationships
arrange private meetings without approval
transport children outside agreed procedures
give personal gifts that create dependency or favouritism
blur personal/professional roles

All interactions should remain:

transparent
observable
appropriate
professionally justified

11. One-to-One Situations

Where one-to-one support is necessary, volunteers must:

follow agreed safeguarding procedures
ensure sessions are appropriately risk assessed
maintain transparency and accountability
avoid isolated or hidden environments where possible
maintain professional conduct at all times

Additional safeguarding measures may include:

parental awareness
session recording/logging
supervision arrangements
external oversight

12. Reporting Concerns

Volunteers must report immediately:

safeguarding concerns
welfare concerns
accidents or incidents
professional boundaries concerns
unsafe behaviour
allegations or disclosures

Reports should be factual, accurate, and timely.

Volunteers must never:

investigate concerns independently
promise confidentiality to children
ignore or minimise concerns

13. Equality, Inclusion & Respect

Urban Shanti Bournemouth aims to provide an inclusive and respectful environment for all.

Discrimination, bullying, harassment, or exclusionary behaviour will not be tolerated.

Volunteers are expected to:

respect diversity
use inclusive language
support participant wellbeing
challenge discriminatory behaviour appropriately

14. Confidentiality

Volunteers may become aware of sensitive or personal information.

Confidential information must:

be treated respectfully
only be shared on a safeguarding need-to-know basis
not be discussed inappropriately outside the organisation

Safeguarding concerns must always be shared with the DSL.

Reporting Safeguarding Concerns Procedure

All staff, volunteers, facilitators, and professionals working with Bright Futures SEN Coaching & Home Education have a responsibility to report safeguarding concerns, welfare concerns, professional boundaries concerns, or unsafe behaviour immediately.

Safeguarding is everyone’s responsibility.

What Should Be Reported

Concerns that must be reported include:

disclosures of abuse or harm
inappropriate behaviour toward a child
professional boundaries concerns
inappropriate communication
unsafe supervision arrangements
concerning physical contact
emotional abuse or manipulation
neglect concerns
online safety concerns
self-harm or suicidal concerns
allegations against adults working with children
concerns regarding a person in a position of trust
unsafe practice or safeguarding breaches

Concerns should always be reported even if:

you are unsure
the concern appears minor
someone asks you not to report it
you do not have full evidence

Immediate Risk

If a child is in immediate danger or at immediate risk of harm:

Call 999 immediately.

Then inform the Designated Safeguarding Lead (DSL) as soon as possible.

Internal Reporting Procedure

Concerns should be reported immediately to:

Designated Safeguarding Lead (DSL):

CARMEN PRINCE

Contact Number:

07545215096

Email:

brightfuturessencoaching@outlook.com

Recording Concerns

Staff and volunteers must:

record concerns factually and accurately
include dates, times, observations, and disclosures
avoid personal opinions or assumptions
complete safeguarding records as soon as possible

Records should include:

who was involved
what was seen/heard
when and where it happened
actions taken
who was informed

Safeguarding records must remain confidential and securely stored.

Reporting Concerns About an Adult Working With Children

If concerns relate to:

a staff member
volunteer
facilitator
coach
therapist
professional
or any adult in a position of trust working with children

the concern must be reported immediately to the DSL and may require referral to the Local Authority Designated Officer (LADO).

Examples include where an adult may have:

harmed or potentially harmed a child
behaved inappropriately toward a child
breached professional boundaries
behaved in a way that indicates they may pose a risk to children
behaved inappropriately in their personal life in ways relevant to safeguarding

BCP Local Authority Designated Officer (LADO)

For concerns regarding adults working with children:

Telephone: 01202 817600
Email: LADO@bcpcouncil.gov.uk

Children’s First Response Hub (BCP)

If a child may be at risk of significant harm:

Telephone: 01202 123334
Email: childrensfirstresponse@bcpcouncil.gov.uk

Out of Hours Team: 01202 738256

Confidentiality

Safeguarding concerns must:

be treated seriously
be shared on a need-to-know safeguarding basis
not be discussed inappropriately with others

Staff and volunteers must NEVER:

promise secrecy to a child
investigate concerns themselves
delay reporting concerns
attempt to manage serious safeguarding concerns alone

Whistleblowing

All staff and volunteers have the right and responsibility to raise concerns about:

unsafe practice
safeguarding failures
inappropriate behaviour
professional misconduct

Concerns raised in good faith will be taken seriously and handled appropriately.

Professional Responsibility

Failure to report safeguarding concerns, boundaries breaches, or unsafe practice may place children at risk and may result in disciplinary or safeguarding action.

Volunteer Declaration

I confirm that:

I have read and understood this Volunteer Induction & Safeguarding Pack.
I agree to follow Urban Shanti Bournemouth policies and procedures.
I understand my safeguarding responsibilities.
I understand expectations regarding professional boundaries and conduct.
I agree to report concerns appropriately.
I understand that failure to follow safeguarding expectations may result in removal from volunteering activities.

Volunteer Name: ____________________________________

Signature: ____________________________________

Date: ____________________________________

Urban Shanti Representative: ____________________________________

Signature: ____________________________________

Date: ____________________________________

Safer Recruitment Policy

Purpose

Bright Futures SEN Coaching & Home Education is committed to safeguarding and promoting the welfare of children and young people.

This Safer Recruitment Policy aims to:

reduce the risk of harm to children
ensure suitable adults are recruited
maintain safer working practice
promote professional accountability and safeguarding culture

This policy applies to:

staff
volunteers
facilitators
coaches
mentors
therapists
external professionals
anyone working with or around children within the organisation

Safeguarding is everyone’s responsibility.

Recruitment Principles

Bright Futures SEN Coaching & Home Education will take reasonable steps to:

recruit suitable individuals
identify safeguarding risks
maintain professional standards
promote safe and transparent working practice

All recruitment decisions should prioritise:

child welfare
safeguarding awareness
professional conduct
suitability to work with children

Recruitment Procedures

The following safer recruitment measures may be used where appropriate:

application forms
identity verification
interview or informal discussion
employment history review
reference checks
Enhanced DBS checks
safeguarding declarations
safeguarding training
induction procedures
code of conduct agreements
professional boundaries agreements

DBS Checks

Enhanced DBS checks may be required where individuals:

work directly with children
supervise activities
provide one-to-one support
hold positions of trust
regularly participate in activities involving children

DBS information must be:

checked before unsupervised work where required
securely recorded
treated confidentially

References

At least two references may be requested where appropriate.

References should:

assess suitability to work with children
confirm conduct and reliability where possible
be checked and recorded appropriately

Any safeguarding concerns arising from references must be reviewed before appointment.

Interview & Suitability Discussions

Applicants may be asked questions regarding:

safeguarding awareness
professional boundaries
experience working with children
attitudes toward safeguarding and safer working practice
behaviour management and communication

Suitability discussions may also explore:

motivations for working with children
understanding of professional boundaries
ability to maintain safe relationships with children and families

Safeguarding Declarations

Applicants may be required to disclose:

criminal convictions
investigations
safeguarding concerns
disciplinary action
professional restrictions
relevant conduct concerns

Failure to disclose relevant information may affect suitability.

Induction & Training

All adults working within Bright Futures SEN Coaching & Home Education should:

read safeguarding policies
understand professional boundaries expectations
receive safeguarding guidance
understand reporting procedures
complete induction requirements

Ongoing safeguarding awareness and refresher training may be required.

Ongoing Monitoring

Bright Futures SEN Coaching & Home Education may:

review conduct and suitability
address safeguarding concerns
increase supervision arrangements
seek safeguarding advice where appropriate
suspend or remove individuals where safeguarding concerns arise

Allegations & Concerns

Any allegation, safeguarding concern, or professional boundaries concern involving an adult working with children must be:

reported immediately
recorded appropriately
managed according to safeguarding procedures
referred externally where required

This may include referral to:

the Local Authority Designated Officer (LADO)
Children’s Services
Police
DBS referral processes

Confidentiality

Recruitment information must:

remain confidential
be securely stored
only be shared on a safeguarding need-to-know basis

Review

This policy will be reviewed regularly to ensure compliance with safeguarding guidance and safer recruitment expectations.

Policy Review Date: MAY 2027

Signed: Carmen Prince

Safer Recruitment Checklist

Bright Futures SEN Coaching & Home Education

Applicant Name: ____________________________________

Role Applied For: ____________________________________

Date: ____________________________________

Recruitment Checks

Requirement	Completed	Date	Notes
Application Form Received	☐
Identity Verified	☐
Address Verified	☐
Interview / Discussion Completed	☐
Employment / Experience Reviewed	☐
Safeguarding Questions Asked	☐
Professional Boundaries Discussed	☐
References Requested	☐
References Received	☐
Enhanced DBS Required	☐
Enhanced DBS Completed	☐
Safeguarding Declaration Signed	☐
Safeguarding Policy Read	☐
Professional Boundaries Policy Read	☐
Code of Conduct Signed	☐
Safeguarding Training Completed	☐
Induction Completed	☐

Recruitment Decision

Suitable for Role:
☐ Yes
☐ No

Additional Safeguarding Measures Required:

Decision Made By: ____________________________________

Signature: ____________________________________

Date: ____________________________________

FULL Privacy Policy

BRIGHT FUTURES POLICIES

1. Purpose

2. Designated Safeguarding Lead (DSL)

4. Legal Framework

5. Recognising Abuse and Neglect

6. Reporting Safeguarding Concerns

Immediate danger:

7. The Prevent Duty

8. Professional Code of Conduct

9. Lone Working

11. Escalation Procedure

BCP Council

Dorset Council

12. Safeguarding Training

14. GDPR and Confidentiality

15. Policy Review Statement

Clear Behaviour Policy & Managing Challenging Behaviour

Purpose:

To define expected behaviour and outline how to manage challenging behaviour.

Behaviour Expectations:

Managing Challenging Behaviour:

Incident Handling: If behaviour escalates, remove the student from the activity and discuss the behaviour privately. Contact the parent if required.

Confidentiality & Data Protection (GDPR Compliance) Policy

GDPR Principles:

Fire Safety & Emergency Policy

1. Responsibilities:

2. Fire Safety Equipment:

3. Emergency Evacuation Procedures:

4. Fire Safety Training:

5. Fire Safety Checks:

6. Fire Safety Responsibilities in Different Situations:

7. Reporting and Record Keeping:

Evacuation Plan

Assessment Policy

Health & Safety Policy

Prevent Referral Procedure

Referral Process

Record-Keeping

Review

Adult Safeguarding Policy

1. Introduction

2. Purpose

3. Scope

4. Definitions

5. Legal Framework

6. Principles

7. Roles and Responsibilities

8. Procedures for Reporting Concerns

9. Responding to Concerns

10. Confidentiality

11. Training and Awareness

12. Monitoring and Review

Complaint Policy

Equality, Diversity and Inclusion Policy

Our Commitments

Inclusive Practice

Recruitment & Staffing

Zero Tolerance of Discrimination

Working With Partners

Review of Policy

Exclusion Policy

Purpose:

To define when exclusion may be necessary and the steps to take.

Exclusion Criteria:

Exclusion Procedure:

First Aid Policy

Incident and Accident Reporting

Medication Management Policy