Safeguarding & Child Protection Policy

Safeguarding & Child Protection Policy

Hilston Park has established a responsible and structured approach to safeguarding that reflects the nature of what we do. We welcome schools, youth groups, and young people onto our site regularly. That comes with a clear and non-negotiable duty of care. This policy sets out how we meet that duty. It applies to every member of staff, every volunteer, every contractor, and every visiting organisation that brings children or young people to Hilston Park.

1. Our Commitment to Safeguarding

Hilston Park believes that every child has the right to be safe, respected and protected from harm. We take all safeguarding concerns seriously, regardless of how they are raised or who they involve. We are committed to:

• Taking every safeguarding concern seriously, regardless of how it is raised
• Acting without delay when a concern is identified
• Maintaining a culture where staff feel confident to report concerns
• Working collaboratively with schools, group leaders and statutory authorities
• Reviewing this policy annually and following any significant incident

2. Who This Policy Covers

This policy applies to all children and young people up to the age of 18, as defined by the Children Act 1989. It covers every part of a visit to Hilston Park, including:

This policy applies to all Hilston Park staff, volunteers, contractors and external activity providers operating on site.

3. Safer Recruitment & DBS Checks

Every member of Hilston Park staff who works with children and young people holds an enhanced Disclosure and Barring Service (DBS) check. No member of staff begins regulated activity before a satisfactory DBS check has been received and recorded. Our recruitment process includes:

• Enhanced DBS check before commencing work with under-18 groups
• Identity and right to work verification
• Employment history review
• References confirmed before appointment
• Safeguarding responsibilities covered during induction

Hilston Park reserves the right to refuse employment, contractor access or volunteer placement where safeguarding concerns are identified during recruitment or operational review.

4. Designated Safeguarding Lead

Hilston Park maintains a Designated Safeguarding Lead (DSL) who is responsible for day-to-day safeguarding matters on site. A deputy DSL is in place to cover any period of absence. The DSL is responsible for:

• Receiving, recording and acting on all safeguarding concerns raised on site
• Liaising with Gwent children's safeguarding services and statutory authorities where required
• Ensuring all staff complete safeguarding training and understand their responsibilities
• Acting as the primary safeguarding contact for visiting schools and group leaders
• Reviewing this policy annually and following any significant incident
• Maintaining secure and accurate records of all safeguarding concerns

Where there is immediate risk or danger, contact emergency services without delay.

5. Responsibilities of Hilston Park Staff

Schools and organisations bringing children to Hilston Park retain their own safeguarding responsibilities throughout the visit. Hilston Park works alongside visiting staff but does not replace the booking organisation's safeguarding structure. All staff are expected to:

• Complete safeguarding training as part of their induction and on an annual basis
• Report any concerns about a child's welfare to the DSL without delay
• Never place themselves in a situation where they are alone with a child away from others
• Maintain professional boundaries with all children and young people at all times
• Record any concerns in writing as soon as possible after the incident

6. Responsibilities of Visiting Schools & Groups

Schools and organisations bringing children to Hilston Park retain their own safeguarding responsibilities throughout the visit. Hilston Park works alongside visiting staff but does not replace the safeguarding structure of the booking organisation. Visiting schools and groups are expected to:

• Provide adequate supervising staff in line with their own safeguarding and risk assessment requirements
• Bring details of any children with additional needs or vulnerabilities that may affect their welfare during the stay
• Report any concerns about a child's welfare to both their own safeguarding lead and the Hilston Park DSL
• Ensure that their own safeguarding policy is in place and followed throughout the visit

7. On-Site Supervision by Hilston Park

All outdoor activities at Hilston Park are led by staff. Hilston Park instructors are present throughout every session. Visiting staff are expected to remain actively involved in supervision during activities and are responsible for their group between sessions, during meals and overnight. Group leaders must ensure:

• Supervision ratios are appropriate for the age and needs of participants at all times
• Children are not left unsupervised in accommodation or activity areas
• Participants understand site rules and behavioural expectations before the visit begins
• Any change in a participant's welfare or behaviour is communicated to Hilston Park staff promptly

Hilston Park staff may intervene where supervision is considered inadequate or where the safety of any child on site is at risk.

8. Accommodation & Residential Safety

Residential stays require heightened safeguarding awareness. Hilston Park manages accommodation with the following considerations in place:

• Room allocation is agreed and confirmed before arrival
• Access to residential areas is controlled throughout the stay
• Unrelated groups are separated within the accommodation where the site is in shared use
• Staff are aware of group occupancy arrangements at all times
• Guests may not enter accommodation areas assigned to other groups without permission

Behaviour that creates intimidation, disruption or safeguarding concerns within residential areas will result in immediate intervention from Hilston Park staff.

9. Allegations Against Staff or Volunteers

Any concern involving the conduct of a staff member, volunteer, contractor or visiting adult will be reported immediately to the Designated Safeguarding Lead. Where appropriate, concerns may be referred to the Local Authority Designated Officer (LADO), police, or safeguarding authorities. Hilston Park may suspend duties or restrict site access while concerns are reviewed.

10. Recognising & Reporting Concerns

Hilston Park operates a zero-tolerance policy regarding child distress, neglect, abuse, exploitation, or any safeguarding concern involving children and young people. If a member of staff, volunteer, contractor, activity instructor, or visiting teacher suspects that a child may be at risk of harm, or if a child makes a direct disclosure during their visit or residential stay, the following statutory safeguarding procedure must be followed immediately.

Step 1 – Internal Recording & Immediate Notification

The individual who observes the concern or receives the disclosure must:

• Remain calm and listen carefully without interruption.
• Avoid asking leading questions or attempting to investigate the matter.
• Record the factual details immediately, including the date, time, location, people present, and the child's own words wherever possible.
• Report the concern verbally to the Designated Safeguarding Lead (DSL) or Deputy DSL within one hour of becoming aware of the concern.

All safeguarding records must be completed accurately and stored securely in accordance with Hilston Park's safeguarding and data protection procedures.

Step 2 – Statutory Local Authority Escalation

Where the Designated Safeguarding Lead determines that the concern meets the threshold of a child being at risk of significant harm, or where immediate statutory intervention is required, Hilston Park will refer the matter directly to the appropriate safeguarding authority without unnecessary delay.

Primary Agency
Monmouthshire Children's Services (Social Services Duty Team)
Telephone: 01291 635669

Out-of-Hours Emergency Duty Team
Telephone: 0800 328 4432

Where appropriate, the Designated Safeguarding Lead will complete and submit the required Multi-Agency Referral Form (MARF) in accordance with Welsh safeguarding procedures.

Step 3 – Emergency Police Intervention

Where a child is believed to be in immediate danger, where a criminal offence has occurred, or where urgent intervention is necessary to protect a child or another individual, emergency services will be contacted without delay.

Emergency Services: Call 999
For non-emergency child protection matters requiring police involvement, Hilston Park will contact:
Gwent Police (Non-Emergency): 101

The Designated Safeguarding Lead will work alongside the police, Children's Services, the visiting school or organisation, and any other relevant statutory agencies throughout the safeguarding process.

Safeguarding Records

Every safeguarding concern raised at Hilston Park will be documented promptly and handled confidentially. Records are maintained securely and are only accessible to authorised personnel who require access as part of their safeguarding responsibilities.

Hilston Park will cooperate fully with statutory agencies throughout any safeguarding investigation and will share information where required by law or where it is necessary to protect the welfare of a child.

11. First Aid & Emergency Procedures

Trained first aiders are present on site at all times during operational hours. First aid provision is maintained across activity areas and within the main building. Visiting organisations must provide the following before arrival:

• Medical conditions relevant to participation
• Medication requirements and administration instructions
• Allergy information
• Accessibility or mobility needs
• Emergency contact details for every participant

In a medical emergency, Hilston Park staff will contact emergency services immediately. The visiting group leader will be notified and is responsible for contacting parents or guardians in line with their own procedures.

12. Health & Safety

Hilston Park has established a structured approach to health and safety that reflects the nature of our outdoor learning and residential environment. We welcome schools, youth groups, families and organised groups onto our site regularly, and we recognise our responsibility to provide a safe and well-managed environment for all visitors.

Hilston Park is committed to:

• Maintaining safe activity environments through effective planning and supervision
• Completing suitable and sufficient risk assessments for activities and site operations
• Ensuring staff have appropriate training and knowledge for their responsibilities
• Reviewing safety procedures regularly and improving them where required

13. Digital Safety & Use of Devices

Phones, cameras and recording devices must be used responsibly throughout a visit to Hilston Park. The following are not permitted on site:

• Photography within private accommodation spaces without permission
• Recording that compromises the privacy or dignity of others
• Online harassment, intimidation or abusive behaviour during a visit
• Unauthorised commercial filming or promotional recording on estate grounds

Commercial photography or media production requires prior written permission from Hilston Park management.

14. Behaviour & Site Restrictions

Hilston Park may restrict site access to any individual whose behaviour raises safeguarding, welfare or safety concerns. This includes behaviour involving:

• Intimidation, harassment or threatening conduct
• Inappropriate interaction with children or young people
• Violence, abuse or safeguarding breaches during a visit
• Possession of prohibited or dangerous items on site

Serious breaches will result in removal from site and referral to external authorities where appropriate.

15. Policy Review

This policy is reviewed annually by Hilston Park's Designated Safeguarding Lead and senior management team. It will also be reviewed following any significant safeguarding incident or relevant change in legislation.