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Safeguarding Policy​

 

Introduction 

This policy sets out the principles for safeguarding and risk management within Claremont Primary School PTA. It is relevant to all PTA members and those associated and is endorsed by the committee of Claremont Primary School PTA. 

 

Responsibility 

Parent Teacher Associations (PTAs) have a duty of care to consider the safety of children, vulnerable adults and all those associated with PTA and attending their events. This should be taken into consideration when risk assessing a PTA event and the duration of such events. 

It is best practice for PTAs to have a set of procedures in place and guidelines for volunteers to follow at before during and after events, this may be developed with guidance from the school. 

All PTA members should be aware of the person responsible for safeguarding within the school. The school may provide training for PTA members on safeguarding and the procedures to follow, or the PTA may arrange their own training for its volunteers, if deemed required. 

 

What to do if you have concerns about a child? 

You may have concerns about a child because of something you have seen or heard, or a child may choose to disclose something to you. 

If a child discloses information to you, you should: 

  • Listen to the child without displaying shock or disbelief. 

 

  • Accept what is said and reassure the child, do not make promises that you may not be able to keep, e.g. ‘Everything will be alright now.’ 

 

  • Do not ask leading questions and do not interrogate the child – this is not your responsibility to investigate. 

 

  • Explain to the child what you have to do next and who you have to talk to. 

 

  • Take notes, if possible, or write up the conversation as soon as possible afterwards. 

 

  • Contact one of the school’s safeguarding team as soon as possible.  

 

Guidance for Events: 

  • All events should be risk assessed (using the PTA template) by each event coordinator and this assessment should be emailed to the PTA for the Trustee’s approval. The risk assessment should take into account the PTA insurance policy, best practise and lessons learnt from previous events. 

 

  • Once the trustees have approved a risk assessment, the PTA will email this to the school for their approval, well in advance of the event date and any ticket sales.  

 

  • It is the event coordinators responsibility to ensure that all volunteers for their event(s) are briefed on the final approved risk assessment before the event. 

 

  • Every event will be risk assessed and have a dedicated first aider present if deemed necessary. Any dedicated first aider will have access to the PTA first aid supplies. 

 

Events where parents/carers are not present: 

 

  • A register should be available, and children should be checked in and out of the event. The PTA should have a list of any child being collected by another parent/carer or travelling home alone.  

 

  • Exits should be monitored to ensure children cannot leave an event unattended. 

 

  • Contact details for the child’s parent/carer must be collated by the PTA for the event. 

 

  • All data must be handled in accordance with our Privacy Policy. Hard copies of registers and contact details should be destroyed after the event. Digital copies of data must not be kept on any volunteer’s personal devices.  

 

  • Known medical conditions, dietary requirements and additional care needs must be declared to the PTA by the parents/carers before the event to enable volunteers to best care for the children. Parents are always welcome to stay with children needing additional support. The PTA want to be as inclusive as possible but as a charity run by untrained volunteers, there may be times when the PTA insist parents/carers to be present at events to support their child.  

 

  • The ratio of adults to children will be assessed and set as part of the risk assessment for each event. The PTA aims to have a minimum 1:8 ratio, if volunteer availability allows. 

 

  • For the safeguarding of the children, there will always be a minimum of 2 adults in the presence of any single child. 

 

  • If this is a ‘regulated activity’ or an event where parents are not present, the event coordinator volunteer will need an Enhanced DBS check. 

  • All PTA volunteers, those associated and children will be reminded that mobiles cannot be used during such events. The PTA organiser or First aider are allowed to use mobiles in an emergency or should a need arise to call a child’s parent.   

  • No photos should be taken at such events without parental consent. 

 

 

This policy will be reviewed overtime by the Claremont Primary School PTA committee and updated where necessary. 

Updated October 2025 

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If you have any questions about this policy, please contact us at claremonttwpta@gmail.com.

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