Writing safeguarding policies and procedures

Getting started on your safeguarding policy statement

There are different ways to write a safeguarding or child protection statement, but before you put pen to paper it's helpful to think about:

• the potential risks to a child in your organisation
• how someone might raise a concern
• the practicalities of who should be involved in writing the policy statement.

It is also useful to think about all the things that you might already be doing to help make your organisation a place where children and young people can flourish, have positive experiences and stay safe.

Things to consider

• What are the potential risks to children - who may pose a risk? what situations may increase risk?
• How do you make sure the people who work or volunteer for your organisation are suitable to do so?
• What are the different ways someone might raise a concern about a child's wellbeing?
• How should you respond to concerns or allegations of harm that has happened within your organisation?
• How does this overarching policy statement link up with your more detailed child protection procedures?
• How will you make sure everyone involved with your organisation is aware of how to spot and respond to child protection concerns?

> Find out more about best practice for recognising and responding to abuse

Practical tips

• Tailor your policy statement to suit the needs of your organisation.
• Use words and phrases that will mean the most to the group or community.
• Involve people from different parts of the organisation to make sure the policy is relevant for everyone.
• Think about how you can involve children and incorporate their perspective.
• Ask different people in different roles to read the policy statement and feedback to ensure it is accessible to everybody.

Writing a safeguarding and child protection policy statement

Your policy statement should be clear, concise and cover all the information listed below. Aim to keep it to two sides of A4 paper if possible, though you may need more space depending on your organisation's needs and context.

Purpose and aim of the policy statement

Identify the organisation, its purpose and function. Set out the organisation's overarching commitment to keeping children safe.

Scope of the policy statement

Be clear about who the policy applies to. It should cover all children under 18 but are all adults expected to comply with it? Should it just be staff and volunteers who work directly with children? What about those who have occasional contact with children such as a caretaker?

Context

Briefly state the main legislation and guidance that supports the policy statement. Explain how this policy statement links to more detailed child protection policies and procedures.

> Find out more about the child protection system in each UK nation

Policy statement

Set out your organisation's beliefs about the importance of child protection.

• For example, "we believe everyone has a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them".
• Include a statement about equality and a commitment to anti-discriminatory practice. For example "we will give equal priority to keeping all children and young people safe regardless of their age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation".
• Make sure your policy statement recognises the additional needs of children from minority ethnic groups and disabled children and the barriers they may face, for example with communication or the impact of discrimination.

Explain how, in broad terms, the organisation will meet your commitment to keeping children safe. For example by:

• listening to children and respecting them
• appointing a nominated child protection lead and a member of the trustee board who takes lead responsibility for safeguarding at the highest level in the organisation
• writing detailed safeguarding and child protection procedures
• making sure all staff and volunteers understand and follow the safeguarding and child protection procedures
• ensuring children, young people and their families know about the organisation's safeguarding and child protection policies and what to do if they have a concern
• building a safeguarding culture where staff, volunteers and children know how they are expected to behave and feel comfortable about sharing concerns.

Supporting documents

You need a set of more detailed policies and procedures which explain the steps adults within your organisation must take to keep children safe. Your policy statement should include a list of these. You can find more details about writing these policies and procedures on the "writing safeguarding policies" tab.

Contact details

Include the names and contact details of the people responsible for safeguarding and child protection in your organisation.

Include the contact details for the NSPCC Helpline and Childline so that people know they can contact us if they need child protection support and advice.

Dates

Provide the date the policy statement comes into force.

It's important to keep the statement up to date so you should include and a review dates and make sure the review happens on time.

Signature

Your policy statement should be signed and dated by the most senior person in your organisation who has responsibility for safeguarding and child protection.

> See an example safeguarding and child protection policy statement

Next steps after completing your safeguarding policy statement

When you have completed your overarching safeguarding and child protection policy statement, you need to ensure that all adults and children are aware of, understand and can access your safeguarding policies.

You should consider:

• how you will tell everyone about new or updated policies and any challenges that might arise
• how to ensure your policy is accessible to people with communication difficulties or different language needs. 

Writing safeguarding and child protection procedures

Your overarching safeguarding and child protection policy statement should refer to a set of more detailed policies and procedures. These procedures should outline the steps that must be taken if there are any concerns about a child's or young person's safety and wellbeing.

It is essential that your procedures are clear and easy to follow. Make sure each procedure includes the items below. 

Purpose and aim of the procedure

Every procedure you create should clearly state its aim and purpose and who it applies to. For example, each procedure should be written for everyone who comes into contact with children and young people even if it is not their main role in your organisation. 

Summary of useful information

Include a summary of any information that is relevant. For example, a procedure about responding to concerns about a child's wellbeing could include a description of the different types of abuse (physical, emotional, sexual abuse and neglect) as well as the signs and indicators that might be a cause for concern. 

Clear instructions

Each procedure should include clear steps of the action needed. You could consider using diagrams and flowcharts to help make the steps easy to follow.

If someone is concerned about child's welfare they should tell the nominated child protection lead or their deputy. Any concerns must be kept confidential and should not be discussed with anyone other than the child protection lead, who should make a referral to children's services. Reporting concerns helps children's services build an overall picture of the child's life and the support they or their family may need.

If a child tells you they are experiencing abuse, it’s important to reassure them that they’ve done the right thing in telling you. Make sure they know that abuse is never their fault. Never promise a child that you will keep the things they’re telling you a secret. Explain that you need to share what they’ve told you with someone who will be able to help.

> Find out more about recognising and responding to abuse

What information to record

Ensure the procedure details how, when and what information needs to be recorded. You should also cover who should record this information (for example, your organisation's nominated child protection lead) and where records should be stored.

Contact details 

Make sure the procedure includes contact details for anyone who needs to be informed, including any external agencies and make sure it's clear who is responsible for making any referrals. This should be your organisation's nominated child protection officer.

It is important that staff and volunteers know who to speak to and don't feel they are on their own when dealing with a worrying situation. Parents, children and young people also need to know who to talk to if they are worried. 

Confidentiality

Be clear about confidentiality. Information should only be shared with people who need to know. Make sure your procedures are clear about what should be shared and who with. Remember you must share any concerns you have about a child, even if they ask you not to. 

Ensure your procedures are clear and accessible

Make sure that all adults and children are aware of, understand and can access your safeguarding and child protection procedures. Reading them should be part of your induction processes and training.

> See our Introduction to safeguarding and child protection training

> See our Safeguarding 16 to 25 year olds training

You may need to provide procedures in different languages or in other formats such as Braille or large text. You should also consider whether you need a child-friendly version. Decide in advance how you will tell everyone about any new or updated procedures.

What procedures should you have?

When writing your more detailed policies and procedures you should consider all elements of keeping a child or young person safe. You should make sure your procedures cover:

• responding to concerns about a child's welfare
• storing child protection records
• preventing and responding to bullying
• recruiting the right people to volunteer or work with children
• codes of conduct for all staff and volunteers
• managing concerns about or allegations made against staff or volunteers
• managing concerns about or allegations made against a child or young person
• making sure all your activities and events are run safely
• adult to child ratios for supervising children effectively
• taking, storing and sharing photographs and images of children
• keeping children safe online
• whistleblowing and complaints. 

> View our Introductory guide to safeguarding for the voluntary and community sector

Legislation and guidance

Each UK nation has its own child protection legislation and guidance.

• Child protection legislation and guidance in England
• Child protection legislation and guidance in Northern Ireland
• Child protection legislation and guidance in Scotland
• Child protection legislation and guidance in Wales
• Key guidance for schools in the UK

As part of this, there is guidance setting out the safeguarding and child protection responsibilities of organisations and groups.

England

In England, the Department for Education (DfE) provides the key statutory guidance for anyone working with children and young people: Working together to safeguard children (PDF) (DfE), 2018). This sets out how organisations should work together to keep children safe. Sections 57 – 62 set out the requirements for voluntary, charity, social enterprise, faith-based organisations and private sectors. 

The DfE’s guidance What to do if you’re worried a child is being abused (PDF) describes the actions to take if you think a child is being abused or neglected.

The DfE is also consulting on a draft voluntary safeguarding code of practice for out-of-school settings (DfE, 2018).

If your organisation is a registered charity, you must also follow the Charity Commission’s guidance.

> Find out more about the safeguarding legislation and guidance for charities

Northern Ireland

In Northern Ireland, the Department of Health (DOH) has published Co-operating to safeguard children and young people in Northern Ireland (DOH, 2017). Section 3.8 sets out how voluntary, charitable, faith and community-based organisations should contribute to keep children safe.

The Revised regional core child protection policies and procedures for Northern Ireland explain what actions people who work with children should take if they have concerns about a child or young person’s welfare (Safeguarding Board for Northern Ireland, 2019).

If your organisation is a registered charity, you must also follow the Charity Commission for Northern Ireland’s guidance.

> Find out more about the safeguarding legislation and guidance for charities

Scotland

In Scotland, the National guidance for child protection (PDF) provides a framework for anyone who might face child protection issues (Scottish Government, 2014). This includes third sector organisations (voluntary and community organisations, charities, social enterprises, co-operatives and mutuals).

If your organisation is a registered charity, you must also follow guidance from the Office of the Scottish Charity Regulator.

> Find out more about the safeguarding legislation and guidance for charities

Wales

The Welsh Government has published Working together to safeguard people, a suite of guidance and codes of practice that sets out how agencies and practitioners should work together to safeguard children (Welsh Government, 2019). 

Volume 5 (PDF) focuses on handling individual cases to protect children at risk.

The Wales Safeguarding Procedures provide a framework for how child protection referrals, actions and plans should be carried out (Wales Safeguarding Procedures Project Board, 2019).

If your organisation is a registered charity, you must also follow the Charity Commission’s guidance.

> Find out more about the safeguarding legislation and guidance for charities

References and resources

Department for Education (DfE) (2015) What to do if you’re worried a child is being abused: advice for practitioners (PDF). London: HM Government.

 Department for Education (DfE) (2018) Working together to safeguard children: a guide to inter-agency working to safeguard and promote the welfare of children (PDF). London: HM Government.

Department of Health (2017) Co-operating to safeguard children and young people in Northern Ireland. [Belfast]: Northern Ireland Executive government.

Safeguarding Board for Northern Ireland (SBNI) (2019) Revised regional core child protection policies and procedures for Northern Ireland. [Accessed: 23/07/2019].

Scottish Government (2014) National guidance for child protection in Scotland (PDF). Edinburgh: Scotland.

Wales Safeguarding Procedures Project Board (2019) Wales Safeguarding Procedures [Accessed 05/12/19]

Welsh Government (2019) Working together to safeguard people: volume 5: handling individual cases to protect children at risk (PDF). Cardiff: Welsh Government

Welsh Government (2019) Safeguarding guidance [Accessed 06/12/19]

Childline

If a child or young person needs confidential help and advice after an image of them has been shared online, direct them to Childline. Calls to 0800 1111 are free and children can also contact Childline online.

You can also download or order Childline posters and wallet cards.

Elearning

Our elearning courses can help develop your understanding of how to protect children from abuse:

• Child protection in sport
• Introduction to safeguarding and child protection
• Online safety
• Protecting children in entertainment
• Safeguarding 16 to 25 year olds
• Safer recruitment.

Related NSPCC resources

You may also be interested in the following NSPCC Learning resources:

• Introductory guide to safeguarding and child protection for the voluntary and community sector
• Recognising and responding to abuse
• Protecting children from abuse in schools: roles and responsibilities
• Photography and sharing images guidance
• Safer recruitment
• Protecting children from abuse by someone in a position of trust or authority
• Managing allegations of abuse made against an adult
• Managing allegations of abuse made against a child
• Online safety and social media
• Safer activities and events