Safeguarding Policy

Home > Who We Are > Safeguarding Policy

Safeguarding Policy

Qualified Tutor is a limited company that provides professional development for tutors. Its core activity is to provide continuous professional development for tutors. We also run a closed online community where tutors share resources and ideas on tutoring.

In some cases, Qualified Tutor provides training to tutors younger than 18 years of age. For that reason we have provided this safeguarding policy to evidence our regard for keeping children safe in education, safer recruitment and GDPR.

Qualified Tutor believes that all young people have the right to learn in a safe and caring environment. This includes the right to protection from all types of abuse. Those of us in a position of trust have to do everything possible to foster these rights. To do this, certain protections need to be in place to protect children, as well as those who work with them. 

Qualified Tutor takes seriously its responsibility towards safeguarding all young people who engage with us, with the focus being on their safety and welfare. 

Who does the Qualified Tutor Safeguarding Policy apply to? 

The Qualified Tutor Safeguarding Policy applies to everybody who is employed by or delivering Qualified Tutor training and services. The Qualified Tutor Safeguarding Policy is available to all Qualified Tutor personnel who will be required to familiarise themselves with it. In addition, when Qualified Tutor enters into a partnership with another organisation relating to work with young people, the partner will be required to observe  Qualified Tutor Safeguarding Policy and, in turn, Qualified Tutor will receive a copy of the partner’s policy if there is one. 

Policy Statement 

General Principles 

Qualified Tutor acknowledges it has a responsibility for the safety of young people receiving our training, and as members of our community. It also recognises that good safeguarding and child protection policies and procedures are of benefit to everyone involved with our work, including staff, as they can help protect them from erroneous or malicious allegations. 

The purpose of the Qualified Tutor Safeguarding Policy is to establish an environment in which the children with whom Qualified Tutor personnel come into direct or indirect contact are protected from abuse, are safe and are treated with dignity and to create an atmosphere in which all members of our community feel able to discuss openly any concerns they may have or any circumstances which may constitute abuse. The Qualified Tutor Safeguarding Policy seeks to achieve this by setting out a series of behavioural guidelines and a management structure to implement the policy. 

Qualified Tutor is committed to providing a safe environment for children. 

  • The child/ young person’s welfare is paramount.
  • All young people whatever their age, culture, disability, gender, language, racial origin, religious belief and/or sexual identity, have the right to protection from abuse.
  • All suspicions and allegations of inappropriate behaviour will be taken seriously and responded to swiftly and appropriately.
  • As defined in the Children Act 1989, anyone under the age of 18 years should be considered as a child for the purposes of this document. Qualified Tutor is committed to practices which promote the welfare of children and protects children from harm. All staff who have supervised or unsupervised access to or contact with children are required to:
    • recognise and accept their responsibilities; 
    • develop awareness of the issues which can cause children harm; and 
    • report concerns following the procedures below. 

Qualified Tutor will endeavour to safeguard children by:

  1. Adopting safeguarding and child protection procedures and the Guidance on Conduct and Behaviour for all who work on behalf of the organisation; 
  2. Reporting concerns to the appropriate authorities; 
  3. Following carefully procedures for recruitment and selection of staff, tutors and volunteers 
  4. Providing effective management for staff, tutors and volunteers through support and training.
  5. Qualified Tutor is also committed to reviewing its Safeguarding Policy at regular intervals. 

It is Qualified Tutor’s policy that: 

  1. Everybody working on behalf of Qualified Tutor accepts the responsibility to promote the welfare of young people who come into contact with Qualified Tutor in connection with its tasks and functions, and that they will report any concerns about a child or somebody else’s behaviour, using the procedures laid down. 
  2. Julia Silver is Designated Safeguarding Lead (DSL) and Adrian Conway is Deputy to act in Julia Silver’s absence within Qualified Tutor, and they will take action following any expression of concern and the lines of responsibility in respect of child protection are clear. 
  3. The DSL and their Deputy know how to make appropriate referrals to statutory child protection agencies. 
  4. Information relating to any allegation or disclosure will be clearly recorded as soon as possible, and there is a procedure setting out who should record information and the time-scales for passing it on. 
  5. The Children Act 2004 states that “everybody has a duty to co-operate to improve the well-being of children”. This means that considerations of confidentiality which might apply to other situations should not be allowed to override the right of children to be protected from harm. However, every effort should be made to ensure that confidentiality is maintained for all concerned when an allegation has been made and is being investigated, see Information Sharing and appendix C. 

Safer Recruitment

  1. Qualified Tutor Safeguarding Policy will be referred to or included in recruitment, training, moderation and policy materials where appropriate, and the policies are openly and widely available to staff and actively promoted within the organisation. 
  2. A culture of mutual respect between children and those who represent Qualified Tutor in all its activities will be encouraged, with adults modelling good practice in this context. 
  3. All staff, volunteers and anyone in paid or unpaid work on behalf of Qualified Tutor with supervised and unsupervised access to children will be vetted appropriately. 
  4. It is part of Qualified Tutor ’s acceptance of its responsibility of duty of care towards children that anybody who encounters child protection concerns in the context of their work on behalf of Qualified Tutor  will be supported when they report their concerns in good faith.

The role of the DSL is to: 

  1. Know which outside child protection agency to contact in the event of a child protection concern coming to the notice of Qualified Tutor. 
  2. Provide information and advice on safeguarding and child protection within Qualified Tutor and provide regular updates. 
  3. Ensure that appropriate information is available at the time of referral and that the referral is confirmed in writing under confidential cover. 
  4. Liaise with local children’s social care services and other agencies, as appropriate. 
  5. Ensure that a proper record is kept of any referral and action taken, and that this is kept safely and in confidence. 
  6. Review the operation of the Child Protection Policy alongside the trustee responsible for Safeguarding regularly to ensure the procedures are working and that it complies with current best practice. 
  7. The DSL and their Deputy must be appropriately trained and must advise relevant stakeholders within the organisation of any significant legislation changes that may affect Qualified Tutor’s operational activities.
  8. In the DSL’s absence, their Deputy will carry out DSL duties by following all outlined procedures. 

Procedure for Reporting Concerns 

In case of any safeguarding concerns arising within the Qualified Tutor training or community space, staff or community members must contact the Designated Safeguarding Lead or Deputy.

They will be asked to fill in a Concern Form (see appendix) noting what their concern is in clear and objective terms.

Steps will be taken to fully support anyone who in good faith reports his or her concerns about a colleague and every effort will be made to maintain confidentiality for all parties whilst the allegation is considered. 

The DSL will either refer this immediately to the authorities or, after taking appropriate advice, decide not to refer the concerns to the authorities but keep a full record of the concerns. 

This policy was prepared by Julia Silver, NPQH – Founder

This policy was reviewed by Adrian Conway – Non-Executive Director 

This policy was adopted by Qualified Tutor on 27/ 07/20 

Date for review – 12 months from date of adoption

Appendix A – Definitions of Abuse

Domestic Abuse:

Witnessing domestic abuse is child abuse, and teenagers can suffer domestic abuse in their relationships. 

Sexual abuse: 

A child is sexually abused when they are forced or persuaded to take part in sexual activities. This doesn’t have to be physical contact, and it can happen online. 


Neglect is the ongoing failure to meet a child’s basic needs. It’s dangerous and children can suffer serious and long-term harm. 

Online abuse: 

Online abuse is any type of abuse that happens on the web, whether through social networks, playing online games or using mobile phones. 

Physical abuse: 

Physical abuse is deliberately hurting a child causing injuries such as bruises, broken bones, burns or cuts. 

Emotional abuse: 

Children who are emotionally abused suffer emotional maltreatment or neglect. It’s sometimes called psychological abuse and can cause children serious harm. 

Child sexual exploitation: 

Child sexual exploitation is a type of sexual abuse in which children are sexually exploited for money, power or status. 

Female genital mutilation (FGM): 

Female genital mutilation (FGM) is the partial or total removal of external female genitalia for non-medical reasons. Bullying and cyberbullying Bullying can happen anywhere – at school, at home or online. It’s usually repeated over a long period of time and can hurt a child both physically and emotionally. 

Child trafficking: 

Child trafficking is a type of abuse where children are recruited, moved or transported and then exploited, forced to work or sold. 


Children and young people can be groomed online or in the real world, by a stranger or by someone they know – for example a family member, friend or professional. 

Harmful sexual behaviour: Children and young people who develop harmful sexual behaviour harm themselves and others. 


Qualified Tutor has arrangements in place which set out clearly the processes and the principles for sharing information between each other, with other professionals and with the appropriate child protection agencies. 

They can be found within the Information Sharing, Child Protection and Data protection policies and are available to everybody who is employed by or delivering Qualified Tutor service. 

  • The Children Act 2004 states that “everybody has a duty to co-operate to improve the well-being of the children”. This means that considerations of confidentiality which might apply to other situations should not be allowed to override the right of children to be protected from harm.

However, every effort will be made to ensure that confidentiality is maintained for all concerned when an allegation has been made and is being investigated. 

Further details regarding Information Sharing and Data Protection are held within Qualified Tutor Information Sharing and Data Protection Policies. They are available to staff, tutors and volunteers at all times. 

Safer Recruitment Procedures 

Qualified Tutor has adopted appropriate recruitment and selection procedures for staff, tutors and volunteers in the context of safeguarding and child protection and these include the following: 

  1. A clear definition of any role including Child Protection and Safeguarding responsibilities so that the most suitable appointee can be identified. 
  2. Identification of key selection criteria. 
  3. A wide circulation of information about vacancies to ensure equal opportunities. 
  4. Confirmation of the identity of the applicant. 
  5. Requirement to declare previous convictions and obtain an enhanced DBS check, for those candidates whose work will bring them into contact with children or who will have a management responsibility in relation to those whose work does bring them into such contact. 
  6. A clear guarantee that disclosed information will be treated in confidence and not used against applicants unfairly, including adherence to the Disclosure and Barring Service code of practice. 
  7. Documentary evidence of qualifications. 
  8. Use of several selection techniques to maximise the chance of safe recruitment, e.g. interview, references, checks. At least two representatives from Qualified Tutor meeting personally with every applicant, and an exploration of their attitudes towards working with children. 
  9. Written references not testimonials. 
  10. Dates and organisations of a full career history (to include any gaps and associated reasons) 
  11. We have completed the Safer Recruitment NSPCC on-line training, and follow their procedures. 

Appendix C – Responding Appropriately to a Child Making an Allegation of Abuse 

  1. Stay calm. 
  2. Listen carefully to what is said. 
  3. Find an appropriate early opportunity to explain that it is likely that the information will need to be shared with others – do not promise to keep secrets. 
  4. Tell the child that the matter will only be disclosed to those who need to know about it. 
  5. Ask questions for clarification only, and at all times avoid asking questions that suggest a particular answer. 
  6. Reassure the child that they have done the right thing in telling you. 
  7. Tell them what you will do next, and with whom the information will be shared. 
  8. Record in writing what was said, using the child’s own words as soon as possible – note the date, time, any names mentioned, to whom the information was given and ensure that the record is signed and dated. 
  9. It is important to remember that the person who first encounters a case of alleged abuse is not responsible for deciding whether abuse has occurred. That is a task for the professional child protection agencies, following a referral from the Designated Safeguarding Lead in the organisation. 
  10. Report to the settings Designated Safeguarding Lead (or equivalent) as soon as is practically possible. 
  11. Report concern to Qualified Tutor’s DSL as soon as is practically possible who will complete a concern form and follow reporting guidelines. 

Appendix D – Form for Reporting Child Protection Concerns 


Where a referral is made, this form will be sent to the children’s social care services as a written confirmation of the referral with a copy retained by the DSL. 

This form must be completed and given, or sent in a sealed envelope marked “Private & Confidential”, to Qualified Tutor’s Designated Safeguarding Lead, Julia Silver, or Deputy Adrian Conway. 

Name of person reporting a concern

Position in Qualified Tutor

Date of incident

Name of  child/ young person 

Age if known 

Contact details

What prompts your concerns? Please be specific and include the dates and times of any incidents

Were there any physical or behavioural signs? 

Any other causes for concern?  

Have you spoken to the child/ young person? If so, what was said? 

Has anybody been alleged to be the abuser? If so, give details. 

Signature:                                                                       Name:

Today’s date:

Appendix E: Self-Declaration and Disclosure Form 

Private and Confidentia

For roles involving contact with children (under 18 year olds). All information will be treated as confidential and managed in accordance with relevant data protection legislation and guidance. You have a right of access to information held on you under the Data Protection Act 1998. 

For completion by Qualified Tutor


Address and Postcode: 

Telephone/Mobile No: 

Date of Birth: 

Gender: Male / Female 

Identification (tick box below): I confirm that I have seen identification documents relating to this person, and I confirm to the best of my ability that these are accurate. 


  • UK Passport Number and Issuing Office 

  • UK Driving Licence Number (with picture) 


  • National Insurance Card 

  • Current Work Permit Number Signature of authorised Officer: 

Print name: 


Criminal Record Self Declaration form 

There is a requirement that staff of Qualified Tutor complete an annual self-declaration relating to criminal convictions incurred since their previous criminal record check/annual self-declaration. These programmes fall under the provisions of the Rehabilitation of Offenders Act 1974 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 which exempts Healthcare and Education Professionals from the original Act’s non disclosure of spent convictions.

You must complete all sections. You are then required to sign and date the declaration, and return the form to the Safeguarding Lead.

NOTE: If the role you have applied for involves contact with young people (under 18s) you will also be required to provide a valid DBS (Disclosure and Barring Service) certificate which will provide details of criminal convictions; this may also include a Barring List check depending on the nature of the role (see organisational guidance about eligibility for DBS checks). 

Section 1

Name (please print)                ………………………………………….. 

Section 2

Circle appropriate response

Have you received a conviction, caution, reprimand or a warning which has been recorded on a police central record, (includes ‘spent’ and ‘unspent’ convictions) or has any information been held locally by police forces that are grounds to be considered relevant, since your last declaration? This also includes any information that may be held on the DBS’s children and adults barred list.  

No                   If ‘No’ go to Section 3

Yes                 If ‘Yes’ provide the relevant information in the following grids:

Date of offence



Date of caution

Reason for caution

Section 3

Circle appropriate response

Do you wish to provide further information?

No                   If ‘No’ go to Section 4 and complete the declaration

Yes                 If ‘Yes’ provide the relevant information in the following grid

Additional information: 

Proceed to Section 4 and complete the declaration

Section 4


I declare that the information I have provided in relation to criminal convictions, prosecutions pending and cautions is accurate.

I agree that further enquiries that are considered necessary may be undertaken, including a full Disclosure Barring Service check (formerly CRB Criminal Record Bureau).

NAME (please print)             …………………………………………..

Signature                               …………………………………………..

Current address                    …………………………………………..

 Date                                       …………………………………………..

Appendix F:  Zoom Safeguarding Policies

In addition to the improved safeguarding measures embedded within zoom:

We don’t use a personal meeting ID

We don’t allow attendees to join before host

We mute attendees upon joining

We disable screen sharing upon joining

We set up a ‘waiting room’

We don’t publicise our meeting’s link on social media

We have someone whose job it is to ‘manage the room’

This policy was approved by the Qualified Tutor Company Founder Julia Silver


July 2020

Review Frequency: ANNUAL