Version 1.0 | July 2026 | Review: July 2027 or sooner if guidance changes

1. Policy Statement

Theatricool is committed to safeguarding and promoting the welfare of every child and young person who attends its classes, rehearsals, workshops, performances and other activities. The welfare of the child is paramount. Safeguarding is everyone’s responsibility and all staff, volunteers, visiting practitioners and licensed chaperones are expected to act in the best interests of children at all times.

Theatricool aims to provide a safe, welcoming, inclusive and respectful environment in which children can enjoy and develop through the performing arts. We will take all reasonable steps to prevent harm, identify concerns early, respond appropriately and work with parents, carers and statutory agencies when necessary.

2. Scope

This policy applies to all Theatricool staff, volunteers, guest teachers, contractors working directly with children, licensed chaperones and anyone acting on behalf of Theatricool. It applies during regular classes, rehearsals, performances, trips, workshops, holiday activities, online activity organised by Theatricool and any other activity where Theatricool is responsible for children.

3. Key Safeguarding Responsibilities

Principal and organisational safeguarding accountability: Sally Jean-Baptiste.

Designated Safeguarding Lead (DSL): Leah Scott.

The DSL is the principal point of contact for safeguarding concerns, supports staff in responding to concerns, maintains appropriate safeguarding records and liaises with Children’s Social Care, the Local Authority Designated Officer (LADO), Police and other agencies where required.

All staff and volunteers must recognise that safeguarding is their responsibility. A concern must never be ignored because it appears minor, uncertain or because another person is assumed to be dealing with it.

4. Our Safeguarding Principles

• Children have a right to be protected from abuse, neglect, exploitation and harm.
• Children should be listened to and taken seriously.
• Decisions should be child-centred and made in the child’s best interests.
• Safeguarding concerns will be acted upon promptly.
• Information will be shared when necessary to protect a child, in accordance with safeguarding and data protection requirements.
• No child will be treated less favourably because of disability, SEND, race, sex, religion, family circumstances or any other characteristic.
• Children with additional needs or communication difficulties may face additional barriers to disclosing harm and staff will remain alert to these barriers.

5. Recognising Abuse and Safeguarding Concerns

Staff should be alert to signs that a child may need help or protection. Concerns may arise from something a child says, an injury, a change in behaviour, information from another person, online activity or a pattern of incidents.

• Physical abuse.
• Emotional abuse.
• Sexual abuse and child sexual exploitation.
•  
• Domestic abuse and its impact on children.
• Child-on-child abuse, including sexual harassment and harmful sexual behaviour.
• Bullying and cyberbullying.
• Online abuse, grooming and exploitation.
• Criminal exploitation, including county lines.
• Radicalisation and extremist influence.
• Female genital mutilation, forced marriage and so-called honour-based abuse.
• Missing children or unexplained absences.
• Self-harm, suicidal concerns or serious concerns about emotional wellbeing.
• Any behaviour by an adult that may indicate they pose a risk of harm to children.

6. Responding to a Child Who Discloses a Concern

If a child discloses abuse or harm, the member of staff should remain calm and listen carefully. The child should be allowed to speak in their own words and should not be subjected to leading or investigative questioning.

• Listen and take the child seriously.
• Reassure the child that they have done the right thing by speaking.
• Do not promise secrecy or absolute confidentiality.
• Explain that information may need to be shared with people who can help keep them safe.
• Ask only open questions necessary to clarify what the child is saying.
• Do not investigate, confront an alleged perpetrator or attempt to establish proof.
• Make a factual written record as soon as possible, using the child’s own words where possible.
• Report the concern to the DSL without delay.
• If a child is in immediate danger or requires urgent medical attention, call 999.

7. Reporting and Recording Concerns

All safeguarding concerns must be reported to the DSL as soon as possible. Safeguarding records should be factual, dated and sufficiently detailed to explain what was seen, heard or reported, what action was taken and by whom. Opinion should be clearly distinguished from fact.

Safeguarding information is confidential and will only be shared on a need-to-know basis. However, data protection law does not prevent the sharing of information when necessary to safeguard a child.

8. Referrals and External Agencies

Where there is reasonable cause to suspect that a child is suffering or likely to suffer significant harm, Theatricool will seek advice and/or make a referral to the relevant local authority Children’s Social Care service. Where an allegation or concern relates to an adult working or volunteering with children, the relevant Local Authority Designated Officer (LADO) will be contacted where appropriate. The Police will be contacted where a crime may have been committed or a child is in immediate danger.

Theatricool operates in more than one local authority area and will use the referral route for the area in which the child lives and/or where the incident occurred, seeking advice where jurisdiction is unclear. Current local contact details will be maintained separately with the safeguarding contact sheet so they can be updated without rewriting this policy.

NSPCC Helpline: 0808 800 5000. Childline: 0800 1111. In an emergency: 999.

9. Allegations or Concerns About Staff, Volunteers or Other Adults

Any allegation or concern that a member of staff, volunteer, chaperone or other adult may have harmed a child, behaved in a way that may pose a risk of harm, committed a relevant criminal offence or behaved in a way indicating they may be unsuitable to work with children must be reported immediately to the Principal and/or DSL.

If the concern relates to the Principal or DSL, it must be reported directly to the relevant LADO or Children’s Social Care as appropriate. Theatricool will not conduct an internal investigation that could compromise a statutory investigation before seeking appropriate safeguarding advice.

Appropriate steps may be taken to protect children while enquiries are undertaken. Confidentiality will be maintained as far as possible.

10. Low-Level Concerns

Theatricool encourages a culture in which concerns about adult behaviour are raised early. A low-level concern is behaviour that may be inconsistent with the Staff Code of Conduct, even where it does not meet the threshold for a LADO referral. Such concerns should be reported to the Principal or DSL, recorded and reviewed to identify patterns or emerging risk.

11. Child-on-Child Abuse and Bullying

Theatricool does not dismiss abusive behaviour between children as banter or an inevitable part of growing up. Bullying, harassment, sexual harassment, sexual violence, discriminatory abuse, initiation behaviour and harmful online conduct will be taken seriously.

The needs and safety of all children involved will be considered. Parents/carers and statutory agencies will be involved where appropriate. Immediate action will be taken where there is a risk of significant harm.

12. Online Safety, Photography and Communication

Staff must maintain professional boundaries in all electronic communication. Personal social media accounts should not be used to communicate privately with children. Images and recordings of children will only be used in accordance with Theatricool’s consent arrangements and legitimate organisational purposes.

Any online safeguarding concern, including grooming, sexual content, threats, bullying or exploitation, must be reported to the DSL.

13. Safer Recruitment and Suitability

Theatricool takes reasonable steps to ensure that people working with children are suitable for their roles. Appropriate checks may include identity verification, references, Right to Work checks and DBS checks at the appropriate level, including barred list checks where the role and legal eligibility require them.

Staff and volunteers are expected to disclose information that may affect their suitability to work with children. Ongoing suitability, conduct and training needs are reviewed. Confidential recruitment and vetting records are stored securely and made available for authorised inspection where appropriate.

14. Staff Code of Conduct and Professional Boundaries

• Treat children with dignity and respect.
• Maintain appropriate physical, emotional and professional boundaries.
• Avoid unnecessary one-to-one situations and ensure working practices are open and observable wherever possible.
• Never use humiliating, sexualised, discriminatory, threatening or degrading language or behaviour.
• Do not exchange personal contact details with children or use personal social media for private communication.
• Report safeguarding concerns and concerns about adult behaviour promptly.
• Follow Theatricool procedures for physical assistance required during performance or dance activity, ensuring assistance is appropriate, necessary and respectful.

15. Attendance, Arrival and Collection

Theatricool uses Membermeister, a secure management system designed for performing arts schools. Authorised staff register children on arrival and record collection at the end of sessions. The system provides authorised staff with access to parent/carer emergency contact details, medical information, allergies, safeguarding information and SEND/additional needs information.

Children will only be released in accordance with agreed collection arrangements. Concerns about an unauthorised collection, a missing child or a child not collected will be escalated promptly to the Principal/DSL and, where necessary, the Police or Children’s Social Care.

16. Missing Child Procedure

If a child cannot be accounted for, staff will immediately check the register and collection record, alert the session lead/DSL, organise a safe search without compromising supervision of other children, check exits and relevant areas, and contact the parent/carer. The Police will be contacted without delay where circumstances indicate risk or the child cannot be located promptly. The incident and actions taken will be recorded.

17. Medical Needs, Allergies and First Aid

Relevant medical, allergy and SEND information is held securely within Membermeister and is accessible to authorised staff. Theatricool maintains first aid arrangements and a first aid kit. Staff with current Paediatric First Aid training include Leah Scott, Corey Moore and Brooke Parratt, based on evidence supplied in July 2026.

Emergency medical assistance will be sought when necessary. Parents/carers will be informed of significant illness, injury or first aid treatment as appropriate.

18. SEND, Inclusion and Additional Vulnerability

Theatricool aims to make activities accessible and inclusive. Staff will consider reasonable adjustments and individual needs when planning activities. Children with SEND or communication needs may be more vulnerable to abuse or may communicate distress differently. Staff will not assume that changes in behaviour are simply attributable to a child’s disability or additional need.

19. Performances and Licensed Chaperones

Where child performance legislation applies, Theatricool will comply with relevant licensing requirements and use appropriately licensed chaperones. Chaperones’ first duty is to the children in their care. They are responsible for appropriate supervision, welfare and required records during licensed activities.

Current chaperone evidence held by Theatricool includes local authority licences for Sally Jean-Baptiste, Leah Scott, Corey Moore, Charlotte Hardy, Adam Eaton and Geoffrey Eaton.

20. Health, Safety and Emergency Arrangements

Safeguarding and health and safety are closely connected. Theatricool undertakes risk assessment appropriate to its activities and follows venue-specific fire and evacuation procedures. Registers and Membermeister attendance information support accurate accounting for children during emergencies. Children will remain appropriately supervised throughout an evacuation or other incident.

21. Whistleblowing

Staff and volunteers are encouraged to raise genuine concerns about safeguarding practice, unsafe behaviour, unlawful conduct or failures to follow this policy. Concerns should normally be raised with the Principal or DSL. If the concern relates to them, or the individual believes the concern is not being addressed appropriately, advice may be sought directly from the relevant LADO, Children’s Social Care, Police or another appropriate external body. No person should suffer detriment for raising a genuine safeguarding concern in good faith.

22. Complaints

Parents and carers may raise concerns through Theatricool’s Complaints Procedure. A complaint that includes a safeguarding concern will be referred immediately to the DSL and managed through safeguarding procedures rather than waiting for the ordinary complaints process to conclude.

23. Safeguarding Training

Staff and volunteers will receive safeguarding information appropriate to their role and will be made aware of this policy, the Staff Code of Conduct, reporting routes and the identity of the DSL. Training records will include the training undertaken, provider where known, completion date and refresher arrangements. The DSL will undertake training appropriate to the role and maintain current knowledge of local referral pathways.

24. Information Sharing and Confidentiality

Safeguarding records and personal information will be stored securely with access restricted to those who need it. Information may be shared with safeguarding agencies without consent where necessary to protect a child. The child’s welfare and safety take priority over a desire to maintain confidentiality.

25. Policy Availability and Communication

This policy will be made available to staff, volunteers, parents/carers and relevant partner organisations. Staff will be informed of safeguarding expectations during induction and when significant policy changes are made. The named DSL and routes for raising concerns will be clearly communicated.

26. Monitoring and Review

The Principal and DSL will review this policy at least annually and sooner where legislation, statutory guidance, local safeguarding procedures or Theatricool’s operations change. Safeguarding incidents, concerns and lessons learned will inform improvements to practice.

27. Key Guidance

• Department for Education: After-school clubs, community activities and tuition – safeguarding guidance for providers (updated 2026).
• HM Government: Working Together to Safeguard Children 2026.
• Keeping Children Safe in Education, used as relevant good-practice reference for education settings (noting that Theatricool is an out-of-school provider and the statutory application differs).
• Children and Young Persons Act 1963 and the Child (Performance and Activities) (England) Regulations 2014, where applicable.
• Current local safeguarding partnership, Children’s Social Care and LADO procedures for the relevant local authority.

Policy Approval

Policy owner: Theatricool Performing Arts School

Principal: Sally Jean-Baptiste

Designated Safeguarding Lead: Leah Scott

Date adopted: July 2026

Review date: July 2027, or earlier if required