Safeguarding Guidelines

These guidelines set out the *library’s approach to safeguarding children, young people or adults at risk who are either visiting or engaged with activities connected with the library.

1. Overview and purpose

1.1  These guidelines represent the commitment of the library to protect or safeguard vulnerable groups from risk of harm, abuse or neglect. It should be read in conjunction with the University’s overarching safeguarding policy.

1.2  The library is committed to providing a safe environment for all members of its community regardless of their age; ability or disability; gender; race; religion; ethnic origin; sexual orientation; marital status; or transgender status.

1.3  The library has a legal duty of care to everyone in its community to ensure that they do not suffer foreseeable harm or loss. This duty of care (which includes obligations such as those under Health and Safety legislation), extends to its staff; students; those engaged in a voluntary capacity; and to anyone participating in library activities or using its facilities.

1.4  The library has a moral and ethical responsibility to help safeguard the welfare of children, young people, and adults at risk by reporting any such concerns.

1.5  The University and therefore the library is committed, through core values of kindness, integrity, inclusion, collaboration and courage, to treating all people with respect and dignity; to challenge any form of bullying, harassment, discrimination, intimidation, exploitation or abuse; and to safeguard children, young people and adults at risk. All members of the University community have an essential role to play in keeping children, young people and adults at risk safe.

1.6  The Safeguarding Vulnerable Groups Act 2006 and Protection from Freedoms Act 2012 provide for the creation of a referral, vetting and barring scheme though the Disclosure and Barring Service (DBS). The University is registered with the DBS and the library will ensure that any member of staff, volunteer or any student whose role falls within the eligibility criteria and who has substantial one-to-one contact with children, or adults in a vulnerable situation will be subject to appropriate DBS checks.

1.7  The library will ensure that appropriate action is taken in the event of any allegations or suspicions regarding harm to children, young people or adults at risk arising from contact with University staff, students and volunteers.

1.8  The library will ensure that all staff and volunteers have access to guidance on the specific procedures they should follow relating to reporting safeguarding concerns.

2. Scope

2.1  Safeguarding is the responsibility of everyone in the community.  Accordingly, these guidelines apply to all members of the library including staff, students, contractors, volunteers and visitors to the library and to any library activity, whether on or off its premises.

2.2  All members of the library have a responsibility to be alert to concerns and to share relevant information through the correct channels so that appropriate action can be taken in a timely manner.

2.3  Any concerns should be reported promptly through the University safeguarding protocol.

3. Responsibilities

3.1  It is the responsibility of the Director of Library Services and University Librarian to ensure that a risk assessment is completed by a designated individual before any new or changed programme, event, visit or any other activity involving children, young people or adults at risk, or before admitting or employing a child (under 18 years). This risk assessment is an opportunity not only to remove or mitigate any risk, but to consider alternatives to this course of action/working practice.

3.2  Completed risk assessments relating to the above are subject to Data Protection legislation and must be retained while the event/activity continues but should only be kept for as long as is necessary for the purpose for which the processing is required.

3.3  Staff, students and volunteers:

• All staff, students and volunteers who may intend to or may be asked to work with children, young people or adults at risk, may require an appropriate DBS check to be undertaken and should ensure that they understand the implications of these guidelines before commencing any programme, event, visit or activity.
• All staff, students and volunteers are responsible for the prompt (within 24 hrs), reporting of any safeguarding concerns regarding children, young people or adults at risk to their line manager or to a Local or Senior Safeguarding Officer as appropriate, using the procedure outlined at the end of the guidance and referral pathway in Appendix A. If a member of staff is unsure of whether a matter should be reported, it is their responsibility to discuss their concerns with their line manager and/or relevant Local Safeguarding Officer.
• All staff, students, and volunteers are reminded of the offence of abuse of positions of trust under sections 16 to 19 of the Sexual Offences Act 2003. This makes it an offence for a person aged 18 or over intentionally to behave in certain sexual ways in relation to a child aged under 18, where the person aged 18 or over is in a position of trust (defined as looking after a child aged under 18 who is receiving education at an educational institution). A person “looks after” a child in this context if he/she is regularly involved in caring for, training, supervising or is in sole charge of a child or children.
• Any allegations made against staff, in relation to children, young people or adults at risk, will be reported by Local Safeguarding Officers to the Senior Safeguarding Officer (Human Resources) who will report them to the Local Authority Designated Safeguarding Officer if appropriate.

4. Guidelines

4.1  The library may encounter unaccompanied children or young people between 14 years and 18 years:

• As reference-only users in the library.
• As work experience placements.

4.2  The library may encounter adults at risk in a variety of settings, including through its teaching and research activities, as well as through its outreach programmes. Adults at risk can be encountered:

• As students on any programme.
• As participants in research.
• At student or community open days on campus.
• As participants in outreach activities.
• As a member of staff.
• As any visitor, contractor or volunteer on University or The Keep’s premises.

4.3  The University will provide safeguarding training to all staff who are likely to come into regular contact with children, young people or adults at risk. Records of all such training will be kept by Organisational Development.

4.4  Any incident or disclosure concerning a child, young person or adult at risk must be recorded and reported to a Local or Senior Safeguarding Officer. The purpose of accurately recording such occurrences aids decision making, reduces the possibility of further harm to the victim and provides evidence to other agencies if appropriate. It also reduces any possibility of reputational harm to the library and its staff.

4.5  The recommended actions for handling a disclosure from a child, young person or adults at risk are similar. However, the approach needs to be adjusted depending on circumstances. At all times staff should ensure that they are never alone with a child, young person or adult at risk and should not go into a private room unless accompanied by a parent or another member of staff:

• Find a suitable location.
• Listen carefully, only asking questions for clarification. 
• Remain calm and caring and avoid interpreting information.
• Do not make promises of confidentiality or secrecy, but make it clear that only people who need to know and who can help will be told.
• Keep appropriate confidentiality.
• Using the person’s own words, make a note of what was said and report as soon as possible to a Local or Senior Safeguarding Officer.

4.6   When a member of staff visits another organisation, e.g. a school, the following provisions apply:

• The supervision of the child, young person or adult at risk remains the responsibility of the organisation being visited. 
• At least one member of staff from that organisation should always be present.
• Staff should take identification with them and be prepared to comply with any security procedures the organisation has in place.
• Any concerns a member of staff has about child, young person or adult protection issues whilst on an outreach visit should be reported to the designated person at that venue. A record should be made and advice sought from a Local or Senior Safeguarding Officer. upon the staff members return.

4.7  Any breaches of the above points by members of the library community may lead to an investigation and could result in disciplinary action being taken or contracts with partner organisations being reviewed.

*Library includes Special Collections at The Keep and the Mass Observation Archive