Global Safeguarding Policies & Procedures
Children’s Safeguarding Policy for English Outdoors
English Outdoors (EO) abides by the duty of care to safeguard and promote the welfare of children and young people and is committed to safeguarding practices that reflect statutory responsibilities and government guidance that align with best practices.
This policy applies to anyone working on behalf of EO or attending its programs including senior managers, paid staff, sessional workers, agency staff, and students. Failure to comply with these policies and related procedures will be addressed without delay and will result in disciplinary action including, but not limited to, dismissal or exclusion from the organization.
Training and Awareness:
EO ensures an appropriate level of safeguarding training is provided to all employees and any relevant persons linked to the organization (e.g. contractors).
For all employees who are working with children, mandatory pre-program training is provided by EO. This includes awareness training that enables them to:
Understand who the Designated Safeguarding Lead (DSL) is and their role within the organization
Understand what safeguarding is and their role in safeguarding children
Recognize a child potentially in need of safeguarding and take action
Understand how to report a safeguarding alert
Understand dignity and respect when working with children
Have knowledge of all EO Safeguarding Policies and Procedures
For all students attending EO programs, the following are provided to ensure all safeguarding policies and procedures are clearly outlined, provided, and understood by both students and parents/guardians:
Online Pre-Program Orientation
Mandatory completed and signed forms by a parent or guardian:
Teen Health Form & Parental Consent form
Teen Residence Rules form
Teen Program Rules Acknowledgment & Liability Waiver form
Mandatory On-site Student Orientation
Student Manual
Confidentiality and Information Sharing:
EO expects all employees to maintain student confidentiality. Sensitive Information (e.g. students’ names, contact information, health information, etc.) will only be shared in line with the General Data Protection Regulations (GDPR) and Data Protection, where relevant.
Recording and Record Keeping:
A written record must be kept about any concern regarding any student or employee with safeguarding needs. This must include details of the person involved, the nature of the concern and the actions taken, decisions made and why they were made.
All records must be signed and dated. All records must be securely and confidentially stored in line with General Data Protection Regulations (GDPR).
All relevant employment and engagement applications, references, identity verifications, records of Disclosure and Barring Service checks or similar statutory disclosure checks and all relevant and related paperwork will be stored securely for a period of 20 years.
a. The EO safeguarding policy, revisions and records of our safeguarding policy and the training delivered to any person working for EO or on behalf of EO in a role which involves unsupervised access to any person in the care of EO.
b. Any recorded incident or incidents of Abuse including any action taken (such as notifications to the appropriate authorities);
c. Any referral, assessment, treatment and/or care plan (including related correspondence) for any person in the care of EO.
Safe Recruitment & Selection:
EO is committed to safe employment and recruitment practices that reduce the risk of harm to children from people unsuitable to work with them or have contact with them.
At the interview, all candidates are informed that they will be required to sign a ‘Suitability to Work with Children Declaration’ and undergo a background check.
Upon successful interview, two references will be obtained. The reference check includes questions regarding the candidate’s suitability to work with children under the age of 18.
All staff are required to attend training prior to their employment start date to ensure all safeguarding policies and procedures are understood.
During training, all employees will be notified of their designated Welfare Officer (Program Manager), who is responsible for internal safeguarding and welfare of students.
Health and Safety Policy:
EO is committed to upholding the highest standards of the health and safety of students.
Prior to arrival, all students must submit a Health Form completed and signed by their parent or guardian. Health Forms outline any special health requirements including, but not limited to, special diets, known allergies (food or medication), current medications or treatments, and other specific health requirements. The Health Form also authorizes EO to take any appropriate medical action on behalf of the student in cases of illness or injury.
Relevant information from student health forms is provided to designated Camp Counsellors, Residence Managers, and Program Managers. This information is reviewed as a part of mandatory, pre-program training.
In case of medical emergencies or urgent care, the Residence Manager should first get in touch with the designated program emergency contact, the Program Manager. If the issue needs to be escalated, the Program Manager should get in touch with the Program Director.
If any medical intervention is needed (e.g. hospital visits, first aid, etc.), the student’s emergency contact (e.g. a parent or guardian) will be notified and informed as soon as possible. A written record of the event must be submitted to the Program Director as soon as possible.
First-Aid Readiness Policy:
At the start of each program, the on-site Residence or Program manager is given a full medical kit with a checklist of what it contains.
When out of the residence escorting the students on activities, he/she is required to always have this kit with them for the duration of the program. And when at the residence, this kit should be left in a secure place in the Residence Manager’s room.
Only designated program personnel are allowed to distribute items from the medical kit. As part of their training program, on-site Program Managers, Residence Managers, Camp Coordinators, and Camp Counsellors are informed of these procedures and are expected to adhere to them throughout the program duration.
In the event any first aid is rendered, Program Managers will refer to the student’s Health Form for any allergies or special health requirements. The incident will be recorded and submitted to the Program Director as soon as possible. The student’s emergency contact (e.g. a parent or guardian) will also be notified as soon as possible.
Personal Counselling/Ongoing Support:
EO prioritizes the safety and well-being of the student population above everything else. This includes, but is not limited to, student physical health, student mental health, and emotional support.
The on-ground, full-time management team reviews all safeguarding responsibilities & procedures on an ongoing basis, with a formal review taking place annually.
As part of their training program, on-site Program Managers, Residence Managers, Camp Coordinators, and Camp Counsellors are trained on all safeguarding policies and procedures and are expected to adhere to them throughout the program. Failure to do so will result in disciplinary action including, but not limited to, warnings, suspension or termination. A written record of the event must be submitted to the Program Director as soon as possible.
Before each program, all participating students are invited to a pre-program orientation workshop on Zoom where all safeguarding policies and procedures are outlined including how to recognize signs of harm or abuse.
A Residence Rules form is also provided to students ahead of their arrival, which includes written safeguarding policies and procedures. These include, but are not limited to, anti-bullying rules, required adherence to curfews, policy on use of illegal substances, safety guidelines, emergency contact information and procedures, mandatory attendance of all classes and school activities, a zero visitors policy, and the requirement to remain with EO staff at all times. All Residence Rules forms must be read, signed, and submitted to EO prior to student arrival.
Before each program, all participating group leaders are required to attend a pre-program workshop on Zoom where all safeguarding policies and procedures are reviewed including how to recognize signs of harm or abuse.
To report a concern, Camp Counsellors and Residence Managers must immediately inform the Program Manager, both verbally and in writing, to ensure that the concern is fully understood. If necessary, the on-site Program Manager will escalate their concern to the Program Director (the designated lead).
Initially it is the responsibility of the Program Manager to investigate the concern and if necessary, escalate the concern to the Program Director. If in doubt, the Program Manager should seek medical help as soon as is feasibly possible.
Sobriety Policy:
EO does not allow any consumption of alcohol or the use of tobacco/vape products, drugs, or any illegal substances by its staff whilst they are on duty. As part of their training, on-site Program Managers, Residence Managers, Camp Coordinators, and Camp Counsellors are given clear instruction on this policy and are expected to adhere to it throughout the program duration.
Any employee in violation of this policy will be immediately terminated.
Bullying & Harassment Policy:
“Bullying” means written, verbal or physical conduct that adversely affects the ability of one or more students to participate in or benefit from the school’s programs or activities by placing the student(s) in reasonable fear of physical harm.
“Harassment” means written, verbal, or physical conduct that adversely affects the ability of one or more students to participate in or benefit from the school’s programs or activities because the conduct is so severe, persistent, or pervasive. This includes conduct that is based on a student’s actual or perceived race, color, national origin, sex, disability, sexual orientation, gender, religion, or any other distinguishing characteristics.
All allegations of bullying or harassment must be reported to the Program Manager and Program Director immediately. Students found guilty of bullying or harassment are subject to probation and dismissal.
Employees found guilty of any bullying or harassment will be immediately terminated and subject to criminal charges.
Policy on the Use of Illegal Substances:
The possession and use of alcohol, tobacco, vape or any illegal drugs, and the misuse of over the counter and prescribed medications on school premises, at a school-sponsored function, and/or in the residence is strictly prohibited.
All allegations of the use of these substances must be reported to the Program Manager and Program Director immediately. Students found guilty of using illegal substances are subject to probation and dismissal. Employees found guilty of using any illegal substances will immediately be terminated.
Sexual Violence and Misconduct Policy:
EO is committed to providing a safe, respectful, and inclusive environment where any sexual violence or misconduct is not tolerated. This includes any actions, interactions, and behaviors happening at any time or any place throughout the duration of the program.
Sexual violence or misconduct can include any form of unwanted sexual contact, activity, assault, exploitation, or harassment.
Any student or employee who witnesses or hears reports of any kind of sexual violence or misconduct must report it immediately to a Residence Manager or the Program Manager.
Any report of sexual violence or misconduct will be investigated immediately by the Program Manager and Program Director. Any individuals who have been found to have committed an act of sexual violence or misconduct will be held accountable and subject to expulsion, termination, and criminal charges.
Gender Identity and Preferred Pronouns:
To help us provide a safe, respectful, and supportive environment for all students, we ask that families inform us in advance if a student is transgender or has specific gender identity considerations like preferred name, pronouns, and any other relevant information regarding how they wish to be addressed and supported. This information helps our team prepare appropriately and ensure the student’s comfort and well-being throughout the program.
Student Supervision Policy:
EO always enforces strict supervision and accountability measures for all students throughout the duration of the program. This includes constant student supervision by EO staff including at the residence, traveling between destinations, during class, and during afternoon and evening activities.
All students get a lanyard when they arrive on the program, and they’re expected to wear it at all times. The lanyard shows the student’s name and the program’s 24/7 emergency contact: the Program Manager.
At the residence, EO enforces a curfew of 10:30PM every evening. This curfew is enforced and monitored by the Residence Managers with nightly check-ins.
Student-Staff Ratio Policy:
To ensure the continued safety of students, the student-staff ratio policy includes the following ratios:
Class Ratio: 1 staff member to every 8 students
Afternoon & Evening Activity Ratio: 1 staff member to every 15 students
Residence Ratio: 1 staff member to every 10 students [1 to 15 in NYC/Toronto]
These ratios must be always adhered to throughout the duration of the program.
To maintain these ratios, EO recruitment policy for Teachers & Camp Counsellors includes provision for staff sickness or leave. This includes onsite support from additional staff members who can step into roles as needed (e.g. the Head Teacher). EO also hires additional staff members who remain on “standby” in the case of any last-minute needs.
Student Attendance Policy:
Student attendance to all classes and activities is mandatory.
Students are always escorted from and to the residence. Traveling independently to class or activities is not permitted, unless they are attending the Course & Activities Only program, in which case students make their own way to the meeting point in the morning.
It is the responsibility of Camp Counsellors and the Camp Coordinator to ensure that all students remain with them during the off-site classes and activities. All Residence Managers and designated Camp Counsellors are required to check student attendance prior to any travel between locations to ensure every student is accounted for. In the event that a student is not accounted for, the Program Manager should be notified immediately.
Student Sickness Policy:
In the event that a student is sick and is unable to attend class or an activity, the student should immediately inform their Residence Manager.
The Residence Manager will determine if any medical intervention is necessary, following all EO health and safety procedures.
If a student stays behind due to illness, a designated Camp Counsellor will be assigned to remain at the residence with the student.
Phone Policy:
To ensure the continued safety and effective communication with students, EO requires all students to travel with a smart phone. On arrival, all students are required to join the Residence WhatsApp group. EO uses this group to communicate with students throughout the program. The students are also part of a smaller WhatsApp group with their designated Camp Counsellors. These WhatsApp groups contain important staff contact information to ensure students have easy access to emergency contacts.
Students are allowed to keep their phones with them in the evening and at night, but we expect them to be reasonable with their mobile usage after curfew (10.30pm). If a student becomes visibly tired or has trouble being on time in the morning, residence managers will talk to them and may confiscate the phone at night.
For parents worried about mobile phones & social media, we recommend installing a parental control app such as Bark, Qustodio, Net Nanny, Norton Family or Google Family Link.
Missing Person Procedure:
All students are given a lanyard on arrival on the program, which they are expected to wear at all times during the duration of the program. This lanyard includes the name of the student and the name and number of the program’s 24/7 emergency contact, the Program Manager. Students are instructed to contact the program’s emergency contact in any case of emergency.
If a student goes missing, the following procedure will be followed:
The persons responsible at the time the student goes missing (the designated Camp Counsellor or Residence Manager) will contact the Program Manager, who will initially try to contact them via their cell phone and establish their last known location. When possible, the “share location” function on the students’ smart phone will be utilized.
If the on-site team can make contact, they will request that the student stays where they are, and one of the on-site teams will go to collect them and return them to the rest of the group.
If the student is still not located, the police will be informed and a report filed. This should happen without any delay.
Room Allocation Procedure:
In London, students are placed in private semi-ensuite single rooms, with a sink and toilet in the room, and shared showers on the floor.
In New York and Toronto, students are placed in shared en-suite rooms, with the toilet, showers and sink in the en-suite bathroom.
All EO students (whether they attend the program as an individual or as part of a subgroup) are placed together in the residence: girls are supervised by a female Residence Manager, and boys are supervised by a male Residence Manager.
Students are instructed to speak with their Residence Manager with any concerns or complaints about their rooms. No room changes are allowed without prior authorization from the Residence Managers.
Complaint Policy and Procedure:
In the event that a student has a complaint, they can choose to give a verbal or written informal complaint to any EO staff member at any time. That staff member is required to report it to the Program Manager as soon as possible.
If the student prefers to make a formal complaint, they can submit a written complaint to the Program Manager or Program Director at any time.
In the event an employee has a complaint, they should provide their written or verbal complaint to their immediate supervisor or to the Program Director.
All complaints will be dealt with in a timely manner. In the event of a formal complaint, a written response will be given within 2 weeks of the complaint.
Client Management Policy for Subgroups:
Before each program, all participating group leaders must attend an EO pre-program workshop on Zoom where all EO safeguarding policies and procedures are outlined.
Important Contacts:
New York City:
Senior Lead for Safeguarding: Mariane Pena, Program Manager NYC, mariane@englishoutdoors.org
Police Emergency: 911
Police non-emergency: 911
London:
Senior Lead for Safeguarding: Rich Ambler, EO Program Director, rich@englishoutdoors.org
The EO Program Director will have a Designated Safeguarding Lead (Level 3 Safeguarding Children).
Police Emergency: 999
Police non-emergency: 101
NSPCC Helpline: 0808 800 5000
Toronto:
Senior Lead for Safeguarding: Alinser Hoyos, EO Program Manager Toronto, alinser@englishoutdoors.org
Police Emergency: 911
Police non-emergency: 416-808-2222