ULearn English School Safeguarding Policy

 

1. Policy Statement

A1) Who we are

ULearn English School is a provider of English Language courses for individuals aged 16 and over, as well as closed junior groups from the age of 13 up. We welcome students to our school in Dublin all year round. We are accredited by ACELS/QQI and we are a member of Marketing English in Ireland.

Individual students and groups can study with us for a minimum of 1 week, and some students stay considerably longer.

ULearn provides students with courses, accommodation and social activities. We can provide homestay accommodation to all students but other accommodation options are only available to students of 18 years or older.

A2) Our ethos

ULearn English School recognises the fact that we have a fundamental duty of care to our students. We are committed to protecting all students from harm whatever their race, gender, nationality, disability, sexual orientation or religion. We also recognise the additional duty of care on us for all students under-18.

This policy document represents our belief that it is unacceptable for a child or young person to experience abuse of any kind and it is the responsibility of all adults in contact with young people to safeguard their welfare. To this end, this document puts in place practices to protect and safeguard children and vulnerable adults who study with us.

It is the policy of ULearn English School to create a safe, comfortable and secure environment for students and staff when they engage in any of our programmes or services. We expect ULearn staff to conduct themselves appropriately at all times and to show respect and understanding of the individual’s rights, safety and welfare. ULearn is committed to safeguarding the welfare of all children and young people by protecting them from all forms of abuse including physical, emotional and sexual. We want to provide staff with the capacity to make the correct informed choices when responding to specific child protection issues

A3) Terminology

• Safeguarding: caring for children appropriately and protecting them from that which is not in their best interests.
• Child Protection: Protecting children (under-18 years) from abuse.
• Abuse: all forms of physical and/or emotional ill treatment, sexual abuse, neglect or negligent treatment or other exploitation, resulting in actual or potential harm to the child’s health, survival, development or dignity in the context of a relationship of responsibility, trust or power.
• All adults: Refers to all adults who are working with children (including group leaders and homestay host families).
• DLP/DDLP - Designated Liaison Person / Designated Deputy Liaison Person: On site member/s of staff responsible for day to day child welfare concerns.

A4) Under-18’s entitlement

ULearn recognises that:

• The welfare of the child / young person is paramount.
• All children have the right to protection from all types of harm or abuse.
• Working in partnership with students, their parents, homestay providers, agencies, leaders, teachers and all staff is how we should provide for the welfare of all under-18s.

A5) Adult’s responsibilities

This policy applies to all ULearn staff including staff employed directly or indirectly (for example, hosts family accommodation providers, other accommodation providers, transport providers or anyone working on behalf of ULearn English School). All adults are expected to read and abide by the policy and procedures set out in this document.

A6) The purpose of the policy:

• To provide protection for under-18s.
• To provide staff with guidance on procedures they should adopt if they suspect a child or young person may be experiencing, or be at risk of harm.

We seek to safeguard under-18s by:

• Listening to and respecting them
• Adopting child protection guidelines through procedures and a code of conduct for all adults
• Recruiting homestay providers safely, ensuring Garda Vetting Checks are completed.
• Sharing information about child protection and good practice with all.
• Sharing information about concerns with relevant agencies and involving parents of under-18s appropriately.
• Providing effective staff management, through recruitment policies, supervision, support, training and Garda Vetting.
• Requiring parents/guardians of any student under-18 years (attending our regular courses) to complete a student agreement & consent form before arrival.
• Informing group leaders of our policies, rules & regulations and requiring them to act in loco parentis.

A7) Policy review

ULearn will ensure that this policy is communicated and understood and that there are sufficient resources available for its implementation. Details of the DLP contacts will be displayed at our centres. Policy and procedures will be reviewed regularly by the D.L.P. and the directors of the company.

A8) Designated Persons:

ULearn has appointed two liaison persons (Designated & Deputy) to oversee standards and practices for the school. These people are responsible for the implementation of all procedures as laid out in this document. Their contact details are made known to all staff and students and are also available on our website.

A9) Policy Availability & Formats

ULearn’s safeguarding policy is available on the ULearn website (www.ulearnschool.com/child-protection-policy). A hard copy is also available at the school reception upon request and it is also included in the teacher’s handbook which is maintained in the staff room.

2. Code of Conduct

B1) Setting Standards

The key elements of our code of conduct are (i) interaction, (ii) intoxicants, (iii) social media and recording devices, (iv) accommodation, and (v) transport. As noted before, ULearn expect all adults working on behalf of the school to act as role models for students in their care. We also expect staff members to cultivate a respectful, safe and secure environment for all.

B2) Interaction

ULearn staff should:

• Maintain professional physical and relationship boundaries and act in a way appropriate to your role within the organisation.
• Never make suggestive or inappropriate remarks to or about any adult or child. Inappropriate remarks include innuendo, swearing and discussing their or your own intimate relationships.
• Do not engage in behaviour that may be construed as ‘grooming’ a child for example giving money, presents or favours or talking or behaving in an inappropriate or unprofessional manner.
• Avoid putting themselves in situations where they are on their own with an under-18 as far as possible.
• Conduct all interactions in a calm manner, and avoid shouting at children unless there is a Health and Safety risk.
• Ensure physical contact is kept within clear boundaries to avoid allegations of inappropriate touching.
• Consider carefully how to manage an individual meeting with a childfor example, leaving a door open, using a room that has a window in the door, positioning themselves within sight of the door and considering if the one-to-one setting is really necessary.
• Not socialise with under-18 students outside of school organised events.

B3) Intoxicants (alcohol, drugs and smoking)

ULearn staff must not

• Consume, or allow under-18s to consume any alcohol, drugs, cigarettes or intoxicating substances.
• Provide alcohol, drugs, cigarettes or intoxicating substances to under-18s.

B4) IT and social networks

ULearn staff must not

• Share personal social media details with any under-18s
• Take any images or videos of under-18s on your personal recording equipment

B5) Accommodation

ULearn staff must

• Abide by all accommodation rules
• Not enter private areas without first gaining the student’s permission, or in the case of needing to search property, without informing them first and doing so in their presence.

B6) Transport

• All transport providers, whether staff or contractors, must be suitability and appropriately checked

3. Contact Details & How to Report a Concern:

C1)

Designated Liaison Person: Mr. Ciaran McMahon, ciaran@ulearnschool.com, 01- 475 1222

Deputy Designated Liaison Person: Mr. Paul Gill, paul@ulearnschool.com, 01-475 1222

C2) How to respond to concerns

Scenarios which may cause an adult to have safeguarding concerns about a child are:

• A child tells an adult they are worried about another child
• A child tells an adult of an issue that concerns themselves
• Anyone from outside the ULearn English School reports a potential issue
• An adult witnesses behaviours of another adult which cause concern
• An adult sees in a child non-verbal indications of safeguarding concerns

In the event of any one of the above, adults should:

• Follow the Guidelines outlined in C3 (see below)
• Report immediately to the DLP or Deputy DLP
• Explain your concerns and the reasons behind them
• The DLP or Deputy DLP will advise you on the next step

C3) How to respond to a child or young adult telling you about abuse

When someone talks to you about alleged abuse, remember you are not investigating the situation, just listening. If a child discloses abuse, remember that this may be the beginning of a legal process, as well as of a process of recovery for the child. Legal action against a perpetrator can be seriously damaged by any suggestion that the child’s words have been influenced in any way by the person they initially reported the incident/s to.

The following guidance should be followed as far as possible:

• Listen and be supportive rather than questioning the child directly.
• Never stop a child who is freely recalling significant events
• Don’t push the child to tell you more than they wish.
• Do not promise to keep the information a secret. You must tell the child that you will have to share this with the person responsible for their safety.
• You may wish to ask a senior member of staff to join you to provide additional support, backup & verification of the conversation.
• Write an account of the conversation immediately afterwards, as close to verbatim as possible. Make a note of what they actually said, using his or her own words and phrases.
• Describe the circumstance in which the disclosure came about.
• Where physical harm is being reported use a body map to indicate the location of cuts, bruises and abrasions, noting the colour of any bruising.
• Hand your record to the DLP or Deputy DLP, who will contact the local children’s social care office where appropriate.

C4) Keeping Records

• All serious concerns communicated to the DLP or Deputy DLP will be responded to as quickly as possible.
• All information regarding allegations of abuse or safeguarding concerns will be filed securely by the DLP or Deputy. Information will be shared on a “Need to Know Basis Only”
• Access to the safeguarding file will only be available to the DLP and Deputy DLP and any official outside agency as appropriate.
• A summary of the allegation, details of how the allegation was followed up and resolved, and a note of any action taken and decisions reached will be noted on the person’s confidential personnel file. The purpose of the record is to enable accurate information to be given in response to any future request for a reference, where appropriate. It may also be considered if future allegations are made.
• Details of allegations that are found to have been malicious will be removed from a staff members personnel file.

C5) If a staff member is accused

Where there has been an accusation of abuse against a member of ULearn staff, the manager responsible for that staff member will remove them from contact with students pending further police and social services inquiries. In accordance with the findings of the social services or police inquiries ULearn English school

senior management will assess all individual cases to decide whether a member of staff can be reinstated and how this can be sensitively handled. The welfare of the child should remain of paramount importance throughout.

Allegations of abuse may be made some time after the event (for example, by an adult who was abused as a child, or by a member of staff who is still currently working with children). Where such an allegation is made, ULearn will follow the procedures as detailed above and report the matter to the local authority or the police because other children, either within or outside the ULearn organisation, may be at risk from this person.

ULearn’s DLP/DDLP will work with the Appropriate Social Work Department for advice on appropriate actions to take to ensure the safety of the child.

C6) If an under-18 student or adult student is accused

The DLP/DDLP will work with the Appropriate Social Work Department for advice on appropriate actions to take to ensure the safety of the child.

C7) Contact Addresses & Telephone Numbers

Dublin Duty Social Work Teams:                 Tusla – Child and Family Agency:

Duty Social Work Department,                    The Brunel Building,

Carnegie Centre,                                         Heuston South Quarter,

21-25 Lord Edward Street,                          Saint John's Road West

Dublin 2                                                       Dublin 8 D08 X01F

Phone 01 648 6500                                     Phone: 01 771 8500

Office Hours 9am - 5pm                               Email: info@tusla.ie

Local Area Office - Dublin South Central

Pearse Street Garda Station,

1 - 6, Pearse Street,

Dublin 2

Phone 01 666 9000

4. Safer recruitment & Training

D1) Recruitment

ULearn is committed to safeguarding children and vulnerable adults by carefully following a safe recruitment policy for all staff and making sure all staff are carefully selected. Reasonable steps are taken to ensure unsuitable people are prevented from working with children. In particular this is done by following the established recruitment stages for all staff:

• Advertising a position. From the outset, ULearn job advertisements make clear that all ULearn staff must be capable of safeguarding the interests of children and vulnerable adults who study with us. Applicants who may not be suitable are dissuaded from applying for positions with us.
• Responding to job applications. Once a candidate has applied for a position with ULearn, they are asked to send a Curriculum Vitae and supporting statement. At this point, candidates are informed that should they be invited for interview they will need to explain any gaps in their CV, will need to supply contact details for two referees, and will be subject to a safeguarding check should they be successful at interview.
• At interview. All staff will be required to undergo an interview carried out to an acceptable standard. During this interview the individual’s identity should be verified and copies of proof of identity seen, and their qualifications should be substantiated where necessary.
• Based on the outcome of the interview, the interviewer will request two references. Those referees are asked if they know of any reason why the potential employee should not work with children or vulnerable adults.
• Safeguarding checks. Candidates who are successful at all the above stages will be offered a position at ULearn subject to the successful outcome of their safeguarding check. Whilst awaiting results of that check, the employee will not be given unsupervised access to children, and will be required to sign a Self-Declaration form.
• When the check has come back, the employee will be informed of whether it is clear or not. In the event that the check was not clear, the Child Protection Officer and ULearn senior management will make a decision regarding continued employment.

Throughout the above process, the DLR or Deputy DLR takes the lead in ensuring that all staff are fit to work with children.

D2) Training

Following successful appointment, every member of staff must attend an induction in which they receive or are directed to copies of the following documents, policies and procedures:

• Staff Handbook
• Health & Safety Manual / Risk assessments
• Child Protection Policy and Code of Conduct for working with under-18s
• Any Relevant role manual

The job description and responsibilities should also be clarified during this induction. In particular, all staff must receive training in child protection covering all aspects laid out in the child protection guidance. Access to additional information on safeguarding and child protection must be available at all times for staff to request as and when necessary.

ULearn requires:

• Employees to attend in-house child protection awareness training, to encourage good practice and to facilitate the development of a positive culture towards good practice and child protection. This training will be repeated annually.
• Senior staff to have sufficient up-to-date knowledge on child protection legislation.
• Relevant, nominated personnel to hold recognised and appropriate first aid qualifications. The Child Protection Officer will be trained in Child Protection to level 3.
• Staff to sign to say that they have read and understood this Safeguarding Policy and agree to the Code of Conduct. All staff will undertake an online training course as proscribed by the Child Protection Officer.

The Child Protection Officer is responsible for training and up keep of training with regards to Safeguarding. For permanent staff all qualifications will be renewed every 3 years

5. Implementation of Safeguarding Procedures

The following procedures are implemented across the ULearn organisation to ensure that children and vulnerable adults in our care are kept as safe as possible:

E1) Bullying

ULearn takes any instances of bullying, or suspected bullying, very seriously. In the case that a member of staff witnesses, suspects, or is told about an instance of bullying, the following procedure should be followed:

When instances of bullying are uncovered, ULearn will help the victim(s) and prevent further bullying by:

• Investigating all allegations and taking action to ensure the victim is safe.
• Speaking to the victim(s) and the bully/bullies separately.
• Reassuring the victim(s) that we can be trusted and will help them but we cannot promise to tell no-one else.
• Keeping records of what is said (what happened, by whom, when).
• Reporting any concerns to the DLR or DDLR or line manager.
• Encouraging all children to speak and share their concerns.

If anyone talks about or threatens suicide, seek professional help immediately. Help the victim to speak out and tell the person in charge or someone in authority.

Towards the bully/bullies, ULearn will take the following actions:

• Talk with the bully/bullies, explain the situation, and try to get them to understand the consequences of their behaviour.
• Seek an apology for the victim(s) with a staff member present to keep a written record.
• Inform the parents of the bully/bullies and of the victim(s).
• Impose sanctions as necessary.
• Encourage and support the bully/bullies to change their behaviour.
• Hold meetings to monitor progress.
• Inform all relevant staff members of actions taken.
• Keep written records of actions taken.

E2) Alcohol and Illegal Drugs

If there appears to be illegal drinking in or around the school, or a staff member believes they see anyone taking drugs, giving them to others or being given them ULearn staff members should:

In the event that they are a student:

• Immediately deliver them to the school manager.
• Complete a detailed incident report.
• Be alert to and aware of any other similar incidents amongst their peers.

In the event that they are a visitor:

• Not apprehend the person but…
• Stay within reasonable distance as a barrier between them and students
• Usher away any students discreetly
• Contact the police
• Contact your line manager

In the event that they are a staff member:

• Similarly to that of the visitors scenario, stay within reasonable distance, preventing them from contact with any students
• Immediately contact their line manager

E3) Use of risk assessments

General Risk Assessments

ULearn has risk assessments in place for its buildings and the area that it is located. These are available from the school office. They are reviewed annually to ensure that any new risks are identified and minimised.

Information from the general risk assessment is communicated to all new students during the induction meeting.

Specific Risk Assessments for activities

All activities run by ULearn are risk assessed to ensure that any potential risks are identified and mitigated against.

Risk assessment templates for all activities are kept on the school’s computer system, and are subsequently edited by the Social Co-ordinator or Activity Leader as necessary, printed, signed by both the person leading the activity and a member of senior staff, and then kept on record. Supervision ratios are also agreed on with the relevant manager based on the risk assessment. Any possible risks associated with activities are communicated to students at the start of every activity.

E4) Fire safety

ULearn has a trained fire marshall to ensure that the school is able to respond appropriately in case of fire. This person also works to identify and mitigate possible fire hazards. All new students are given guidance in the induction meeting on how to respond to fires and fire alarms, and are told that should they hear the fire alarm they need to leave the school building as quickly as they can, leaving their things in class. Although ULearn operates a self-evacuation policy, the class teacher needs to ensure that they are the last to leave the classrooms where they are teaching to make sure any under-18s leave the building safely.

E5) First Aid & Medical

Several ULearn staff members are trained to give Emergency First Aid and can assist ULearn staff or students in the case of emergencies.

Individual students under the age of 18 enrolled on adult courses must live with a host family or with a relative, and the host family or relative is responsible for their care should they become sick. In the case of students coming to the school as part of a group, it is the responsibility of their group leaders to ensure that they receive adequate care in the event that they become sick. It is the responsibility of managers at each school to check that this is the case.

E6) Under-18s behaviour & discipline

ULearn takes any instances of bad behaviour extremely seriously, and aims to ensure that all students are well behaved and show respect for other members of their school community at all times. In order to ensure the well-being of our students, ULearn has established a School Code of Conduct, which all students are expected to follow. Any students who do not keep to the School Code of Conduct will be dealt with accordingly by the Principal / Managing Director. In extreme cases this may lead to expulsion from the school with no course fees being returned.

Appendix 1 – Child Protection Disclosure Form

Child Protection Disclosure Form - Details of Incident

Private and Confidential

Do not promise the child you will keep this information secret as you may have to tell someone who can help.

Child’s Name: _____________________________________

Date of Birth: _______ / _______ / __________

Home Address (not Irish address):
___________________________________________________________________________________________

Name / Address / Telephone Number of person with parental responsibility in Ireland:
___________________________________________________________________________________________

Name of Person submitting this report:

Name: ____________________________________________________________________________________

Position: __________________________________________________________________________________

Other People Present

Name: ____________________________________________________________________________________

What is their relationship? Fellow Student/ Friend / ULearn Staff: ______________________________________

Is the person making the report expressing their own concerns or passing on those of someone else? If the latter, please name that person.

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Times & Details of Incident

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Has the child been spoken to and by whom? If they have been spoken to, please record details of conversation below:

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Have other parties been named? If yes, who?

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Has anyone else been consulted? If yes, who?

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Action taken (THIS MUST BE COMPLETED)

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NOTICE: this disclosure can only be discussed between the reporting staff member and ULearn’s Designated Liaison Person or Deputy Designated Liaison Person.

Appendix 1 – Parents’ Form

Thank you for choosing ULearn English School for your child’s course. Our aim is to give all of our students – whatever their age – an opportunity to develop their English in Dublin and a fantastic experience visiting one of Europe’s most culturally diverse cities.

ULearn has almost 30 years’ experience and understanding to ensure that your child is kept safe at every step of their time with us. In order to proceed with your child’s booking, please complete, sign, and return this form to info@ulearnschool.com along with a copy of the information we require.

Section 1 – Students Information

Student’s Name: ___________________________________________________________________________

Student ID number: _________________________________________________________________________

Arrival date: ___________________________________________

Departure date: ________________________________________

Section 2 – Emergency Contacts

Please provide the details of 2 family members who can be contacted in case of emergency:

Contact Person 1: ___________________________________________________________________________

Relationship to student: ______________________________________________________________________

E-mail (CAPITALS PLEASE): __________________________________________________________________

Phone no.: _________________________________________________________________________________

Contact Person 2: ___________________________________________________________________________

Relationship to student: ______________________________________________________________________

E-mail (CAPITALS PLEASE): __________________________________________________________________

Phone no.: _________________________________________________________________________________

Section 3 – Accommodation

If you do not require ULearn accommodation please provide details of where your child will be staying

Address: __________________________________________________________________________________

Name of supervising adult: ____________________________________________________________________

Phone no.: _________________________________________________________________________________

Section 4 – Airport Transfer

If you do not require ULearn to book an airport transfer for your child, please explain how the child will travel to and from the airport to their accommodation, and if a responsible adult will travel with them

Arrival transfer: _____________________________________________________________________________

Responsible adult companion? ________________________________________________________________

Departure transfer: __________________________________________________________________________

Responsible adult companion? _______________________________________________________________

Section 5 – Insurance

If you are organising medical insurance for your child independently, please provide the details of this

Provider name: _____________________________________________________________________

Policy number: _____________________________________________________________________

Section 6 – Student Health

Please use the space below to list any pre-diagnosed illnesses or other medical issues from which your child suffers:

☐ I agree that the school or host family may provide my child with first aid in an emergency situation

☐ I agree to my child’s host family giving my child permission to stay out past a curfew time of 10.30

☐ I have read and understood the guidance for parents above, and confirm that my child has the maturity to participate in a course at ULearn English School as an independent individual.

Signed: _____________________________________________________

Date: ________ / ________ /________

Below is some general information about your child’s stay at ULearn English School. Please take the time to read this information:

• Academic programme – your child will join adult classes and will be mixing with students from the age of 16 – the average age of our students is 22. Your child needs to have the maturity to cope with this environment. We expect under-18 year olds to attend all their lessons. Absences will be followed up immediately. Please e-mail us if you are aware that your child can’t come to class, or if you have any concerns about their attendance or progress.
• Accommodation – we organise accommodation for under-18s with one of our carefully selected host families. Your child will be expected to obey the rules of the family throughout their stay including observing a curfew time of 10.30pm. As we are responsible for your child’s stay from the moment they arrive in Ireland to the moment they leave, we require details of their transfer to and from their accommodation / airport if you have not requested that this be organised by ULearn.
• Social programme – ULearn runs a busy social programme and we encourage all students to join in, to help them make friends and get to know Dublin. The majority of our activities can be joined by all students, but we do run some events which are suitable for adult students only. Your child will be informed about laws on alcohol and any other areas which will affect them as part of their first day induction, and will be told which activities they will not be able to join.
• Free time – whilst we will do all we can to make sure your child is safe and happy they will have several hours unsupervised free time each week. It is their responsibility to look after themselves during this time, and so you need to be sure that your child is mature enough to benefit from their time in Dublin. Please let us know if you have any concerns about your child’s welfare.
• Health and safety – part of our responsibility to ensure that your child stays safe throughout their time with us is to make sure that we are able to deal with any instances of sickness that arise. It is therefore a requirement that our under-18s have medical insurance that covers their stay with us (for EU students this can be though the EHIC system). By signing this document you agree to our administering any emergency first aid as required.
• See students handbook for list of what to add to this Pre-arrival Checklist –

OFFICE USE ONLY

☐ Parent form signed and returned

☐ Booking approved by Principal and confirmed to parents

☐ Emergency contact details received and spreadsheet updated

☐ ULearn accommodation booked & confirmed to parents / individual accommodation details received

☐ ULearn accommodation – arrival arrangements confirmed by Hosts / information passed to parents

☐ Individual accommodation – contact established / guardian e-mailed about school’s expectations

☐ Airport transfer booked & confirmed to parents / individual transfer details received from parents

☐ Medical insurance booked & confirmed to parents / details received from parents

☐ Student received first day induction and signed ‘under-18s contract’

☐ Student’s local contact details taken / phone number passed on to parents