Responding to a Safeguarding Concern

Please see 'Recognising Signs of Abuse'

• Be factual and non-judgmental: Stick to the facts. Don't offer opinions, speculation, or personal feelings. Your role is to manage the process, not to judge the people involved.

• Maintain confidentiality: Do not share their information with anyone unless advised to do so by the safeguarding team or a professional. This protects everyone and manages expectations.

• Reassure, but don't promise: Reassure people that they will be supported and that the process is designed to protect them but never promise a specific outcome or confidentiality you can't guarantee.

• Use a calm and measured tone: Your tone of voice and body language should convey professionalism and empathy, helping to keep a difficult conversation grounded.

It’s important to record accurate and detailed notes on any concerns you have about a child or adult at risk. In addition, the following principles should be considered: 

• Do not investigate or ask any leading questions

• Make notes as soon as is practicable after receiving the disclosure or observing the incident, and report this within 24 hours at the most

• Be clear and factual in your recording of the incident or disclosure

• Avoid giving your opinion or feelings on the matter

• Do not share this information with anyone else except the Safeguarding Lead

You must share these with the Safeguarding Lead and include:

• The child’s details (name, age, address)

• What the child said or did that raised the cause for concern (if the child made a verbal disclosure, write down their exact words)

• Any information the child has given you about the person reported to have carried out the abuse

Next Steps: Transfer your notes to the official Recording a Cause for Concern Form (SV Safeguarding Policy -Appendix 7) and follow Stirling Vineyard's guidelines for confidential data storage.

Where the first four Rs deal with managing the concern, Reflect ensures that every safeguarding situation drives growth, accountability, and a safer organisational environment. Please speak to the Safeguarding Lead if you need any further support, resources or training.