Safeguarding Procedures

Bournemouth Youth Marching Band (BYMB) Safeguarding Procedures

1. Purpose

These procedures support the Bournemouth Youth Marching Band (BYMB) Safeguarding Policy and provide clear guidance for volunteers, parents, members and visitors.

The procedures aim to:

• Protect all children and young people participating in band activities.

• Promote a culture of safety, inclusion and respect.

• Ensure that concerns are identified and acted upon promptly.

• Provide clear reporting arrangements.

• Define the responsibilities of staff, volunteers, parents and members.

• Balance safeguarding responsibilities with the band's commitment to developing independence, confidence and life skills.

These procedures apply to all band activities, including:

• Weekly rehearsals.

• Concerts.

• Parades and carnivals.

• Residential camps.

• Tours.

• Fundraising activities.

• Social events.

• Online activities.

• Travel by coach, ferry, rail or other forms of transport.

2. Safeguarding Principles

BYMB believes that:

• The welfare of the child is paramount.

• Every child has the right to participate in a safe environment.

• Every child should be treated with dignity and respect.

• Safeguarding is everyone's responsibility.

• Children should be encouraged to develop independence in a manner appropriate to their age and maturity.

• Concerns should always be taken seriously.

• Early intervention can prevent more serious concerns from developing.

3. Safeguarding Roles and Responsibilities

Management Team

The Team are responsible for:

• Approving safeguarding policies and procedures.

• Ensuring appropriate safeguarding arrangements are in place.

• Ensuring safeguarding training is available.

• Monitoring safeguarding practices.

• Reviewing safeguarding incidents and identifying lessons learned.

• Receiving safeguarding concerns

• Making referrals to the Designated Safeguarding Lead when necessary.

• Providing safeguarding advice to volunteers.

• Maintaining safeguarding records

Volunteers and Adult Leaders

Volunteers must:

• Read and follow safeguarding policies and procedures.

• Maintain appropriate professional boundaries.

• Report concerns in a timely manner.

• Never ignore concerns or assume someone else will act.

• Challenge inappropriate behaviour.

• Promote a positive and respectful environment.

Parents and Carers

Parents are responsible for:

• Providing accurate emergency contact information.

• Informing the band of relevant medical information.

• Ensuring members understand behavioural expectations.

• Supporting the band's safeguarding arrangements.

Young People

Members are expected to:

• Treat others with respect.

• Follow instructions.

• Report concerns to a trusted adult.

• Follow activity-specific rules.

• Respect personal boundaries.

4. Recruitment and Vetting

All volunteers working regularly with children should:

• Complete an application process.

• Provide references where appropriate.

• Undergo an enhanced DBS check.

• Complete safeguarding training.

• Read and acknowledge safeguarding policies.

Volunteers should not begin unsupervised activities until all required checks have been completed.

5. Code of Conduct for Adults

Adults must:

• Treat all members fairly.

• Use appropriate language.

• Avoid favouritism.

• Maintain appropriate physical boundaries.

• Challenge bullying and inappropriate behaviour.

• Respect confidentiality.

Adults must not:

• Be alone with a child where it can reasonably be avoided.

• Exchange inappropriate messages.

• Use humiliating language.

• Engage in rough physical play.

• Develop exclusive relationships with members.

6. Supervision Procedures

Weekly Rehearsals

At least two adults should be present whenever children are participating.

Volunteers should:

• Monitor all activity areas.

• Ensure members remain within designated areas.

• Be aware of who is present.

• Monitor entrances and exits.

Registers should be maintained to record attendance.

Toilets and Changing Areas

Adults should:

• Avoid entering toilets or changing areas unless necessary.

• Knock and announce themselves before entering.

• Ensure members have privacy.

Collection Procedures

Children should only leave with:

• A parent.

• A nominated adult.

• An adult identified through prior parental agreement.

If a child is not collected:

• Two adults should remain with the child.

• Parents should be contacted immediately.

• The child should never be taken home by a volunteer without authorisation.

7. Managing Free Time and Independence

BYMB recognises that developing independence is an important part of personal development.

Free time should be:

• Age and maturity appropriate.

• Risk assessed.

• Supervised through agreed procedures.

When allowing members independent time:

• Minimum ages should be clearly defined.

• Maturity should be considered.

• Minimum group sizes should be established.

• Geographic boundaries should be identified.

• Return times should be agreed.

• Emergency contact arrangements should be confirmed.

Members should understand:

• Where they are allowed to go.

• Who they should remain with.

• How to seek assistance.

• How to contact band staff.

8. Transport Procedures

Coach Travel

Before departure:

• Registers should be completed.

• Emergency contact information should be available.

• Seating arrangements should be monitored.

During travel:

• Seat belts should be worn when fitted.

• Gangways should remain clear.

• Behaviour should be monitored.

Before departure from any location:

• Head counts should be completed.

• Registers should be checked.

Walking Between Venues

Leaders should:

• Brief members on the route.

• Identify road-crossing points.

• Allocate adults throughout the group.

Members should:

• Follow instructions.

• Remain with the group.

• Cross roads only when directed.

9. Residential Camps and Tours

Residential activities require additional safeguarding measures.

Procedures should include:

• Separate sleeping arrangements for adults and young people.

• Appropriate male and female supervision.

• Night-duty arrangements.

• Room allocation procedures.

• Curfew arrangements.

• Emergency procedures.

• Adults should never share sleeping accommodation with a young person unless exceptional circumstances exist and appropriate authorisation has been obtained.

• Night-duty volunteers should:

• Conduct welfare checks.

• Respond to emergencies.

• Record incidents.

10. Bullying Procedures

Bullying includes:

• Verbal abuse.

• Physical intimidation.

• Social exclusion.

• Cyberbullying.

• Humiliating or degrading behaviour.

Any reports of bullying should be:

• Taken seriously.

• Investigated promptly.

• Recorded.

• Addressed proportionately.

• Parents should be informed when appropriate.

• Repeated or serious incidents should be referred to the Band Management Team

11. Online Safety Procedures

Official communication should occur only through approved communication channels.

Volunteers should not:

• Use personal social media to communicate privately with members.

• Send inappropriate messages.

• Share inappropriate content.

Photographs and videos should:

• Follow consent arrangements.

• Be appropriate.

• Be stored securely.

Members should be encouraged to report:

• Inappropriate messages.

• Online bullying.

• Unwanted contact.

12. Photography and Social Media

Photographs should:

• Reflect positive and appropriate participation.

• Avoid unnecessary identification of young people.

• Respect privacy.

Photographs should not be taken in:

• Toilets.

• Changing facilities.

• Sleeping areas.

Parents should understand how images may be used in:

• Promotional material.

• Social media.

• The band website.

13. First Aid and Medical Procedures

Medical information should be:

• Collected before activities.

• Accessible to authorised adults.

• Kept confidential.

Accidents should be:

• Recorded.

• Reported to parents when appropriate.

Medication should only be administered according to the band's medication procedures.

Medical emergencies should follow established emergency response procedures.

14. Reporting Safeguarding Concerns

Any concern should be reported immediately.

Concerns may relate to:

• Abuse.

• Neglect.

• Bullying.

• Inappropriate behaviour by adults.

• Self-harm concerns.

• Online safety concerns.

Volunteers should:

Recognise

• Observe.

• Listen.

• Identify concerns.

Respond

• Remain calm.

• Reassure the child.

• Avoid making promises.

Record

Record:

• Dates.

• Times.

• Exact words whenever possible.

• Observations.

• Actions taken.

Report

Pass concerns immediately to the Band Management Team

Volunteers should never:

• Conduct their own investigation.

• Ask leading questions.

• Promise confidentiality.

15. Allegations Against Adults

Any allegation involving a volunteer or adult must be:

• Treated seriously.

• Reported immediately to the Band Management Team

• Escalated according to safeguarding procedures.

• The welfare of the child must remain the primary consideration.

• Confidentiality should be maintained throughout any investigation.

16. Record Keeping

Safeguarding records should be:

• Accurate.

• Factual.

• Secure.

• Accessible only to authorised individuals.

Records should include:

• Incident reports.

• Actions taken.

• Communications.

• Referrals.

17. Visitors and External Adults

Visitors should:

• Sign in when attending activities.

• Be supervised when necessary.

• Follow safeguarding expectations.

Unknown adults should not be permitted unsupervised access to members.

18. Review of Procedures

These procedures should be reviewed:

• Annually.

• Following a significant safeguarding incident.

• Following legislative or regulatory changes.

• After major activities such as tours or residential camps.

• Lessons learned should be incorporated into future safeguarding arrangements.

August 2026

Review Due August 2027