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Safeguarding Policy

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Approved by: Management Committee of Let's Go Learning
Next Review Date: January 2027

 

1. Policy Statement

It is the policy of Let's Go Learning to recognise its responsibility to have arrangements in place to safeguard and promote the welfare of students under:

  • Section 175 of the Education Act 2002

  • The Children Act 2004

  • The Care Act 2014

  • The Education (Independent School Standards) Regulations 2014

  • The Non-Maintained Special Schools (England) Regulation 2015

  • Keeping Children Safe in Education (KCSIE) 2023, including Annex A

All staff, on joining Let's Go Learning, are required to read and understand KCSIE Part One and Annex A, and sign a document confirming this. Records are maintained centrally by the HR Manager.

Through day-to-day contact with students and families, staff have a crucial role in noticing indicators of abuse or neglect and referring concerns to the appropriate agency via the referring customer.

Four Key Elements of the Policy

  1. Prevention – through teaching, pastoral support, and a protective ethos

  2. Procedures – for identifying and reporting suspected abuse

  3. Support – for students who may have been abused

  4. Preventing Unsuitable People from Working with Children

This policy applies to all staff, including teachers, mentors, administration, technical support, sales staff, and volunteers. Parents and carers may also contact us directly regarding concerns.

 

2. Definitions

Child: A person under 18 years old.

Adult at Risk: A person 18 or over who:

  • Has needs for care and support (whether or not met by the local authority)

  • Is experiencing or at risk of abuse or neglect

  • Cannot protect themselves due to those care and support needs

Principles of Adult Safeguarding (Care Act 2014):

  • Empowerment – Supporting people to make their own decisions

  • Prevention – Acting before harm occurs

  • Proportionality – Least intrusive response appropriate to the risk

  • Protection – Support for those in greatest need

  • Partnership – Communities have a role in safeguarding

  • Accountability – Transparent and responsible safeguarding

 

3. Raising Concerns

Designated Safeguarding Lead (DSL)

Contact Method: safeguarding@lets-go-learning.com

Cover Arrangements:

  • In the absence of the DSL, safeguarding responsibilities are delegated to the Deputy DSL(s).

  • If neither DSL nor Deputy DSL is available, concerns must still be reported immediately and escalated via the internal safeguarding reporting route, with senior management informed as necessary.

 

  • If the Contact is unavailable, the DSL contacts the school’s Safeguarding Officer or Local Authority.

  • For home-educated students, concerns about a parent/carer are escalated directly to the Local Authority.

DSL Action:

  • Seek advice from the LADO within one working day. No staff or governors undertake further investigations before LADO advice.

  • Staff unsure about raising concerns internally may contact the NSPCC Whistleblowing Helpline:

Disclosure and Barring Service (DBS):

  • Legal duty to refer any individual who has harmed, or poses a risk of harm, to a child, or committed listed offences, if removed from regulated activity.

  • Referrals are made promptly after resignation or removal, in accordance with LADO/HR advice.

 

Safeguarding Escalation Process (Overview)

Purpose

To ensure all safeguarding concerns are identified, recorded, escalated, and acted upon appropriately in line with statutory guidance, including Keeping Children Safe in Education (KCSIE) and local safeguarding partnership procedures.

Core Principles

  • The welfare of the child or adult at risk is paramount

  • All concerns are taken seriously

  • Information is shared appropriately and promptly

  • Decisions are recorded clearly and reviewed

  • Safeguarding is everyone’s responsibility

 

Escalation Routes

Internal Escalation Pathway

  • Staff Member → Designated Safeguarding Lead (DSL) → Deputy DSL

All concerns must be reported immediately through this internal chain.

 

External Escalation Pathway

Where required, the DSL will escalate concerns to external agencies:

  • Children’s Social Care – for concerns about a child at risk of harm or in need of protection

  • Adult Social Care – for concerns involving vulnerable adults

  • Local Authority Designated Officer (LADO) – for allegations against staff, contractors, or volunteers

  • Police – where there is a suspected criminal offence or immediate danger to life

 

Escalation Triggers

Concerns must be escalated where any of the following apply:

  • Immediate risk of harm to a child or vulnerable adult

  • Disclosure of abuse or neglect

  • Concerns regarding staff conduct or professional boundaries

  • Repeated low-level concerns indicating a pattern of risk

  • Suspicion of criminal activity

  • Safeguarding concerns involving multiple parties or escalating behaviour

 

Safeguarding Escalation Process (Step-by-Step)

1. Identify Concern

A member of staff identifies or receives information suggesting a safeguarding concern (e.g. disclosure, behaviour change, injury, or report from a third party).

 

2. Listen and Respond

Staff must:

  • Listen carefully and remain calm

  • Not promise confidentiality

  • Reassure the individual that they are being taken seriously

  • Avoid asking leading or investigative questions

  • Do not delay reporting

 

3. Record the Concern

Staff must record the concern promptly and accurately, including:

  • Date and time

  • Nature of the concern

  • Who was involved

  • Exact words used where possible

  • Observations (facts only, no opinions or assumptions)

 

4. Report to DSL Immediately

  • All concerns must be reported to the DSL without delay

  • If the DSL is unavailable, report to the Deputy DSL

  • Urgent concerns must be escalated immediately

 

5. DSL Assessment

The DSL will:

  • Review the concern and supporting information

  • Assess the level of risk

  • Determine appropriate next steps, which may include:

    • Internal monitoring

    • Advice or consultation with external agencies

    • Safeguarding referral to Children’s Social Care

    • Immediate emergency action (e.g. contacting emergency services – 999) if there is an immediate risk of harm

 

6. Referral to External Agencies (If Required)

Where appropriate, the DSL will:

  • Make referrals to Children’s Social Care or other relevant agencies

  • Follow up referrals in writing within required timeframes

  • Share information proportionately and on a need-to-know basis

  • Liaise with agencies including LADO where allegations involve staff or volunteers

 

7. Record Outcome

The DSL will ensure that:

  • All actions and decisions are documented

  • Rationale for decisions is clearly recorded

  • Referral reference numbers (if applicable) are logged

  • Records are stored securely in safeguarding systems

 

8. Ongoing Monitoring

  • The situation is monitored as appropriate

  • DSL maintains communication with relevant agencies

  • Records are updated with any new information or developments

  • Safeguarding plans are reviewed where required 

 

 

4. Staff Training and Prevention

  • DSL and deputies receive formal training every 2 years and continuous updates throughout the year.

  • All staff receive annual safeguarding training with ongoing updates.

  • Key preventative measures:

    1. Promote high self-esteem, confidence, supportive friendships, and trusted adult relationships

    2. Ensure students know who to approach if worried

    3. Provide guidance in the Virtual Academy Student Portal

    4. Include online safety awareness and clear communication channels for concerns

    5. Ensure students complete the E-Safety course

 

5. Procedures

Designated Safeguarding Lead (DSL) Responsibilities:

  1. Undertake accredited child protection training

  2. Maintain contingency arrangements for absence

  3. Escalate suspected cases to the Customer

  4. Consult child protection specialists for complex cases

  5. Conduct annual safeguarding procedure review

  6. Ensure all Board members receive annual safeguarding training

Staff Responsibilities:

  • Know the DSL and reporting procedures

  • Understand individual responsibility for referral

  • Support children reporting abuse

  • Raise concerns about poor or unsafe practice

 

6. Liaison with Other Agencies

  • Work with Customers and relevant agencies for child protection enquiries

  • Notify Customers regarding:

    • Exclusion of a child on the child protection register

    • Unexplained absences of children on the register

  • Maintain good understanding of local Child Protection Boards and procedures

 

 

7. Record Keeping, Confidentiality, and Data Protection (Safeguarding Records)

Let’s Go Learning maintains secure, accurate, and confidential safeguarding records in line with statutory guidance, including Keeping Children Safe in Education (KCSIE) and the UK General Data Protection Regulation (UK GDPR).

7.1 Safeguarding Records Storage

All safeguarding-related records are stored securely in controlled-access digital systems. This includes:

  • Incident and concern logs

  • Safeguarding referral records

  • DSL notes and case management records

  • Communication relating to safeguarding concerns

  • Supporting documentation (e.g. disclosures, reports, correspondence)

Safeguarding records are not stored in general shared drives or open-access folders. Access is restricted to authorised personnel only.

7.2 Access Control

Access to safeguarding records is strictly limited to:

  • Designated Safeguarding Lead (DSL)

  • Deputy DSL(s) (where applicable)

  • Senior management with safeguarding responsibility

  • Authorised HR personnel (for recruitment and compliance purposes where relevant)

All staff are trained to understand that safeguarding information is shared strictly on a need-to-know basis only.

No safeguarding records are shared with unauthorised staff, students, or third parties unless required by law or safeguarding procedures.

 

7.3 Recording Safeguarding Concerns

All safeguarding concerns must be:

  • Recorded promptly and accurately using the safeguarding incident reporting process

  • Documented in a factual, objective manner

  • Time and date stamped

  • Stored securely within the safeguarding records system

  • Reviewed and actioned by the DSL

Records must include:

  • Nature of the concern or disclosure

  • Date, time, and context

  • Individuals involved

  • Actions taken

  • Outcomes and escalation decisions

  • Any referrals made to external agencies

 

7.4 Escalation Routes and Safeguarding Decision Pathway

Safeguarding concerns must follow a clear escalation process:

  1. Staff Member

    • Identifies or receives a concern or disclosure

    • Records the concern and reports immediately to the DSL or Customer Contact

  2. Designated Safeguarding Lead (DSL)

    • Reviews the concern

    • Determines next steps

    • Seeks advice where appropriate

  3. Escalation Routes
    Depending on the nature of the concern, the DSL will escalate to:

    • Local Authority Children’s Social Care – where a child is at risk of harm or requires protection

    • Local Authority Designated Officer (LADO) – where concerns involve allegations against staff or adults working with children

    • NSPCC – for advice or whistleblowing support where appropriate

    • Police – where a criminal offence is suspected or immediate risk is identified

    • Other relevant agencies (e.g. CAMHS, early help services) where appropriate

  4. Customer / School Contact

    • Where applicable, concerns are also shared with the relevant customer organisation or school safeguarding lead in line with agreed protocols

  5. Referral and Follow-Up

    • DSL ensures referrals are made promptly and appropriately

    • Actions and outcomes are documented

    • Ongoing monitoring is maintained where required

No staff member will carry out their own investigation. All concerns are escalated following safeguarding procedures and, where required, in consultation with external agencies such as the LADO.

 

7.5 Data Protection and GDPR Compliance

Safeguarding records are processed in compliance with UK GDPR and Data Protection Act 2018.

Key principles include:

  • Data is collected and processed lawfully, fairly, and transparently

  • Only necessary and relevant information is recorded

  • Records are kept accurate and up to date

  • Access is restricted to authorised personnel only

  • Data is stored securely with appropriate technical and organisational safeguards

Safeguarding records are retained only for as long as necessary in line with retention policies and statutory guidance.

 

7.6 Retention of Safeguarding Records

Safeguarding records are retained securely for a period consistent with safeguarding best practice and legal requirements.

  • Records relating to child protection concerns are retained until the child reaches the age of 25 (or longer if required by law or ongoing safeguarding considerations)

  • Records may be retained longer where:

    • There are ongoing legal or safeguarding concerns

    • Required by regulatory or statutory bodies

    • In line with organisational risk management

After the retention period, records are securely and permanently deleted or destroyed.

 

7.7 Confidentiality

All safeguarding information is treated as strictly confidential.

  • Information is shared only with relevant professionals and agencies on a need-to-know basis

  • Staff must not promise confidentiality to a child where safeguarding concerns exist

  • Records must not be shared informally or outside approved channels 

 

8. Record Keeping and Confidentiality

  • Maintain detailed written records of concerns

  • Keep records secure

  • Share information only on a need-to-know basis

  • Staff cannot promise secrecy to a child

 

9. Communication with Parents

  • Ensure parents understand safeguarding responsibilities via the Let's Go Learning website

 

10. Supporting Students at Risk

  • Promote self-esteem and motivation

  • Maintain a positive, supportive environment

  • Apply a behaviour policy that supports vulnerable students without damaging self-worth

  • Liaise with external agencies: Social Services, CAMHS, Educational Psychology, etc.

  • Support children affected by domestic violence, substance abuse, grooming, or abuse

  • Investigate child-on-child abuse and allegations against staff following correct procedures

  • Monitor mental health and escalate concerns promptly

  • Ensure filtering and monitoring systems are effective

 

11. Potential Signs and Indicators of Abuse and Neglect

Neglect: underweight, poor hygiene, frequent absences, lack of supervision
Physical Abuse: unexplained injuries, high frequency of injuries, covering up
Sexual Abuse: inappropriate sexual behaviour, physical symptoms, reluctance to undress
Emotional Abuse: developmental delays, attachment difficulties, low self-esteem
Indirect Indicators: sudden behaviour changes, eating disorders, aggression, substance misuse, running away

Additional Risks:

  • Children of drug-using parents

  • Radicalisation and extremism (Prevent)

  • Honour-based abuse: FGM, Forced Marriage, Breast Ironing

  • CSE, CCE, County Lines, Upskirting, sharing of indecent images

  • Missing from education

 

12. Online Safety

  • All Virtual Academy access is personalised and monitored

  • Student emails are internal only

  • Lessons are recorded for safeguarding

  • Students complete E-Safety training and online safety is reinforced regularly

  • Students’ devices (if leased) have filtering and monitoring software

 

13. Preventing Unsuitable People from Working with Children

  • Strict recruitment: DBS, references, and LADO consultation

  • Maintain professional boundaries with students and parents

  • Sexual relationships with students are illegal

  • Staff must monitor colleagues and report concerns

 

14. Incident Reporting Form

Staff are trained to complete the following form:

  • Your name & position

  • Child’s details: Name, Address, DOB, Barriers, Referral reason

  • Parent/Carer details

  • Customer details

  • Details of concerns: Description, Date/Time of incident/disclosure, Communications

  • Signed / Date

 

15. Senior Management Team Responsibilities

  • Designate a Senior Staff Member for Child Protection

  • Ensure annual reporting and policy review

  • Maintain filtering and monitoring systems

  • Confirm external providers have appropriate safeguarding policies

 

16. Key Contacts and Guidance

 

 

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