PFMC Safeguarding and Child Protection Policy
(Priory Farm Music Camp and Priory Farm Music Camp+ are both hereafter referred to as PFMC for the purposes of this policy. ‘Children’ can be read as children and young people for the purposes of this policy, since PFMC+ is a camp for teenagers rather than children. Music teachers, pastoral team, chefs, site staff and volunteers can be read as ‘staff’ for the purposes of this policy.)
Overview
Every adult has a legal and moral responsibility to protect children and young people from harm or abuse.
Outdoor adventurous music camps have a positive influence on children. Not only can they provide opportunities for enjoyment and achievement, but they can also develop valuable qualities such as resilience, self-confidence, and teamwork. However, these positive outcomes can only be achieved if PFMC staff place the welfare of all children first, and adopt practices that support, protect, and empower them.
Adopting best practice will help to safeguard children and young people from potential abuse, as well as reducing the likelihood of allegations being made against coaches and other adults in positions of responsibility. Priory Farm Music Camp recognises that we all have a duty of care towards children and that all of us can help to protect them.
Principles
This policy aims to ensure that all children;
Have a positive and enjoyable experience of outdoor, adventurous music camps at PFMC, in a safe and child-centred environment.
Are protected from abuse whilst participating in all camp activities.
All PFMC staff will be encouraged to demonstrate excellent behaviour and always put the welfare of young people first.
PFMC recognises that some young people, including those with special educational needs, diagnoses or disabilities, those for whom English is not a first language, and very young children, can be particularly vulnerable and should be afforded extra care and protection from abuse. PFMC promotes equality, diversity and will combat unfair treatment.
Operational responsibilities
As part of our safeguarding policy PFMC will:
Comply with any relevant legislation, including laws about health and safety, disability discrimination, food hygiene, fire, and planning requirements
Promote and prioritise the safety and wellbeing of children and young people
Respect and promote the rights, wishes and feelings of children
Ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify, and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people
Ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern
Ensure that confidential, detailed, and accurate records of all safeguarding concerns are maintained and securely stored
Prevent the employment/deployment of unsuitable individuals by ensuring a full and exhaustive background check (reference check, DBS check, relevant qualifications, and experience) are made
Ensure robust safeguarding arrangements and procedures are in operation
Ensure any visitor on-site is accompanied by a member of staff at all times, unless the visitor has had the relevant DBS checks, and is known to the management team.
The policy and procedures will be widely promoted and are mandatory for everyone involved in PFMC. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation.
Role of management team
PFMC’s management team will:
Oversee arrangements to ensure the organisation fulfils its ‘duty of care’ towards children
Contribute to the development and implementation of policies for the safeguarding and protection of children in all PFMC activities
Develop, maintain, and review other organisational policies and procedures which contribute to safeguarding children, including those related to safer recruitment, complaints and disciplinary procedures
Work collaboratively with external agencies on cases of serious poor practice or abuse
Continue to implement an organisational plan, practice and culture of listening to children.
Role of Designated Safeguarding Lead (DSL)
Lead the development of PFMC’s approach to safeguarding children
Lead responsibility for dealing with any concerns about the protection of children
Work to maintain, develop and review policies and procedures to safeguard children in line with national guidance
Direct individuals to sources of support during and following an incident, allegation of abuse, or complaint
Role of staff
All staff working directly with children and young people will:
Be aware of what is meant by safeguarding, protecting, and promoting the welfare of children and the different ways in which children and young people can be harmed
Be alert to potential indicators and risks of abuse or neglect
Communicate effectively and develop working relationships with other staff, volunteers, children, and parents to safeguard, protect and promote the welfare of children
Be aware of the roles of PFMC’s onsite safeguarding officers and the designated safeguarding lead, as well as external practitioners and agencies in supporting and advising families and safeguarding and promoting the welfare of children
Have read the government document Keeping Children Safe in Education 2024, Part I
Adhere to our safeguarding rules
Volunteers that are Under 18 years of age
Any person aged under 18 caring for children will be supervised at all times by a person aged 18 or over.
Children
All children at PFMC should be able to:
Make their wishes and feelings known
Receive appropriate personal, social and health (inc. sex) education
Raise concerns about bullying (or anything else)
Have a means of communication and a range of adults with whom they can communicate
Position of Trust
A position of trust is one in which an adult holds a position of authority or influence over children by virtue of the work or nature of the activity being undertaken.
It is important to understand the need for those working in music education and outdoor activities to maintain appropriate boundaries in dealing with children and young people. Every activity should be as open as possible, and it is important that no more time should be spent alone with individual students than is necessary. If one-to-one teaching takes place it must always be in public rooms.
Staff are advised to remember that teaching and learning are based on mutual respect and consideration for individual needs. Staff should never apply bullying tactics or make remarks, even in jest and which could be misconstrued, to obtain a desired response. Staff must never use abusive language or make suggestions which could cause loss of self-respect.
During the evening and night-time, members of staff will be on duty at a minimum of the advised ratio, with a member of the management team always available on call. Within the campsite area, staff will be respectful of children’s privacy at all times. Staff will not enter a child’s tent unless there are other members of staff present. If a child is on their own within a tent staff will not enter, unless the safety of the child is a concern (eg. sickness, injury). Children are not allowed to enter a member of staff’s tent.
Staff may, on occasion, be required to deal with a child’s challenging behaviour. In responding to challenging behaviour, the response should always be proportionate to the actions, be imposed as soon as is practicable and be fully explained to the child and their parents/carers.
Safeguarding Procedures
Even for those experienced in working with child abuse, it is not always easy to recognise a situation where abuse may occur or has already taken place. However, they do have a responsibility to act immediately if they have any concerns about the behaviour of someone (an adult or another child) towards a child or young person, by reporting their concerns to the DSL.
All PFMC staff should have an understanding of abuse and neglect and know how and when to act, and the PFMC management team will support staff to ensure every member of staff is clear on this understanding. All staff must have read Keeping Children Safe in Education 2024, Part 1, before attending camp. It is not the responsibility of PFMC staff to decide that child abuse is occurring, but it is their responsibility to act on any concerns.
All information received and discussed must be treated in confidence and only shared with those individuals within the organisation who will be involved in managing and resolving the situation.
Reporting Abuse
There are a number of ways in which abuse can become apparent. In any of the following circumstances, a report should be immediately referred to the DSL.
A disclosure by a child of poor practice/abuse
A suspicion that poor practice/abuse may have taken place
An allegation of poor practice/abuse
As soon as possible after the disclosure/allegation/suspicion, an incident report form must be completed accurately, legibly and in as much detail as possible and submitted within 24 hours to the DSL. These report forms will be confidential, and kept securely stored by the DSL.
If deemed necessary, the DSL may consult the LADO (Local Authority Designated Officer)/ /LSCB (Local Safeguarding Children Board) /or the child’s school designated safeguarding officer.
If information is disclosed where the DSL feels immediate action should be taken, the DSL will make a report to the LADO or the police. Should this occur, the parents or carers of the child will be contacted as soon as possible following advice from the LADO/police.
Disclosure by a child
If a child starts to disclose abuse, PFMC staff will use the following guidelines:
React calmly so as not to frighten or deter the child
Reassure the child that s/he is right to tell you and is not to blame
Do not make promises of confidentiality; explain that you have to make sure that s/he is safe, and that you may need to ask other adults to help you to do this
Take what the child says seriously, recognising the difficulties inherent in interpreting what is said by a child who has a speech disability and/or differences in language
Keep questions to the absolute minimum to ensure a clear and accurate understanding of what has been said
Questions should only consist of Who…? What…? When…? Where…?
Questions should be not be leading
Let the child tell you what they want to tell you and no more
They may have to disclose to a specialist later, and too much detail now may interfere with later investigations
When the child has finished, make sure s/he feels secure
Explain what you are going to do next
Make a full written record of what has been said, heard and/or seen, including the date and time, and sign them
Record as much as you can remember, using the child’s own words
Fill in a PFMC Incident reporting form
Ensure the safety of the young person – if they need immediate medical attention, call an ambulance, inform doctors of concerns and ensure that they are aware it is a child protection issue
Immediately inform the DSL
Allegations against staff
Any suspicion that a child has been abused by member of staff should be reported immediately to the DSL. The member of staff in question will be suspended from any further interaction with children until a thorough investigation has taken place. PFMC will follow strict disciplinary procedures with regards to the suspension of any individual accused of abuse. Allegations may result in a report being made to the LADO (Local Authority Designated Officer)/the police.
If the DSL is the subject of the suspicion/allegation, the report must be made to the director of PFMC, who is then responsible for taking the action outlined above.
Support for staff
PFMC assures all staff that they will fully support and protect anyone who, in good faith (without malicious intent), reports his or her concern about a colleague’s practice or the possibility that a child may be being abused.
Use of photographic filming equipment
Where photography or filming equipment has been organised for publicity purposes, consent will have been sought from parents or carers. Photographs will only be kept for use for PFMC publicity purposes (with permission) and will not be shared outside of that remit. Any photography will be in accordance with the PFMC Photographic Policy 2024.
Use of Electronic Communication
The aim of PFMC is for adults and children alike to have a break from screen time, and be present in the outdoors to have fun and make music. While for safety purposes it is important that within the walled garden there are phones available, in case of an emergency, staff will reduce their use of mobile phones on camp to a minimum. Private phonecalls by staff necessary to be made during the week will be made away from the walled garden, when the member of staff is off duty.
PFMC has a no phones policy for its campers regardless of age. Discovery of a mobile phone or similar device in a child’s possession will result in confiscation of that device until the end of camp.
The exception to this rule is when there are extenuating medical circumstances, for example Type 1 Diabetes, where the phone is integral to a child reading and maintaining appropriate blood sugar levels. In this situation an individual set of rules may be applied to ensure health and well being of the child whilst ensuring that they or their friends do not take advantage of the situation.
Visitors
Visitors to PFMC must arrange their visit in advance, and the visit must be agreed with both the Director and the DSL. The DSL will organise a conversation with the visitor in advance of their visit, to make them aware of safeguarding procedures and expectations of all adults on site. If the visitor has a DBS certificate this needs to be seen by the DSL prior to arrival.
On arrival, the visitor needs to wait outside of the walled garden until they are met by a member of staff. They will then be accompanied by a member of staff into the garden, and at an appropriate time, introduced to the children. Once a formal introduction to the children has taken place the visitor may be allowed to be present unaccompanied in the garden only if agreed by both the Director and the DSL. Unless agreed, the visitor must continue to be accompanied by a member of staff for the duration of their visit to the garden.
PFMC reserve the right to turn away visitors who have not pre-arranged a visit.
Vehicles
No member of staff should be alone with a child in a vehicle during their time at PFMC. Should a child need to be driven to a hospital/minor injuries, two members of staff need to be present in the vehicle.
Children are not allowed to be driven to and from the station by a member of staff, unless a separate private agreement with the parent has been made (ie. collecting family/close friends).
Bathroom policy at PFMC
Due to the nature of the bathroom facilities and layout, staff and children are entitled to use the facilities when they need to, however there will be labelled cubicles for staff, which it is strongly recommended to stick to except in emergencies.
Because child on child abuse can occur when staff are not present, staff are allowed in the walkway area of the facilities, for supervision and safeguarding purposes.
Staff must not go into a cubicle with another child unless another adult is present and there is a necessary reason (e.g. a medical emergency).
Staff may prevent overcrowding by limiting the number of young people using the bathroom facilities at any one time.
Staff are advised not to use the bathroom facilities themselves during busy periods, e.g. when many young people are handwashing before meals/teeth brushing before bed.
The single toilet in the joiners’ shop should be used with a common sense approach. If children are busy around the area and queuing up there, staff should not use it, however they should stay and supervise the group if there are no other staff members around.
If there are no children around staff may use the toilet in the joiners shop - e.g. later in the evening or during mealtimes.
Staff should take collective responsibilitiy in ensuring all facilities are clean and well stocked whenever they use any of the bathroom areas. Any issues should be reported to Holly immediately so that staff can clean/restock as necessary.
Monitoring
The policy will be reviewed a year after development and then every 12 months, or in the following circumstances:
Changes in legislation and/or government guidance
As a result of any other significant change or event.
Date Feb 2026
To be reviewed March 2027
Appendix
North Yorkshire contact details
If the situation is urgent but does not require the police (999), we will call 01609 780780 to make a telephone contact.
If outside of business hours (Monday – Friday / 9am-5pm) we can still call 01609 780780 and speak to the Emergency Duty Team.
We can contact the North Yorkshire Duty LADO on 01609 533080 should we wish to speak to somebody in relation to managing an allegation against a member of staff or a volunteer who works in North Yorkshire with children.
Keeping Children Safe in Education 2025