Young Persons and Vulnerable Adults policy

Safeguarding Policy & Processes for the Protection of Vulnerable Persons

Policy

Ludshott Photographic Club expects that all Club Members and members of the public will be treated with respect, consideration and dignity.  It also recognises a special responsibility for children, young persons and vulnerable adults (collectively, Vulnerable persons), be they Club Members or members of the public.  This policy provides guidance to Members on their responsibilities to provide a safe environment for Vulnerable Persons and their behaviour towards them at Club meetings and activities.  Definitions of abuse can be found at Appendix A.

It also includes a process for dealing with allegations or suspicions of abuse. The policy will be brought to the attention of Members through announcement, website and referenced to the job descriptions of Committee Members where appropriate.  New Members will also receive a copy in the Welcome Pack. Acceptance of the Ludshott Photographic Club Safeguarding Policy is part of the conditions of membership of Ludshott Photographic Club.

Process

Membership

  • For the purposes of this policy a “young person” shall refer to anyone below the age of 18 years and are referred to in club rules as ‘Junior Members’. Membership of the Club is not open to children under the age of fourteen.
  • Young Persons under the age of eighteen are welcome to join the Club with the proviso that written authority is obtained from a parent or legal guardian and those under sixteen are accompanied at all times by a Responsible Person. (See Appendix B)
  • It is accepted that Young Persons between the ages of sixteen and eighteen already have a degree of autonomy and freedom in their day-to-day life. It is preferred that they attend club activities with their parent or guardian but can attend club activities on their own providing appropriate consent is given by their parent, legal guardian or other adult approved by them.
  • Vulnerable adults are similarly welcome with the proviso that written authority is obtained where possible from their carer if they have one.
  • The parent/guardian/carer may wish to specify (required in the case of someone under the age of sixteen) that the new Member may only attend Club activities if accompanied by the   parent/guardian/carer or a nominated Responsible Person. (See Appendix B).
  • Note: ‘a Vulnerable Adult is one that
  • has needs for care and support (whether or not the local authority is meeting any of those needs)
  • is experiencing, or at risk of, abuse or neglect
  • because of this, is unable to protect themselves from either the risk of, or the experience of abuse or neglect
  • Note that any person may be vulnerable at times so this section of this policy may be applicable to anyone.
  • The Club will ascertain if a new member is a Vulnerable Adult and, in some cases, it will be a matter of judgement.

Operation

  • The Club will discourage bad language, especially around Vulnerable persons.
  • The Club will not allow images of a suggestive, indecent or extremely disturbing nature to be displayed at Club activities.
  • The Club will not organise activities that may allow the taking of suggestive, indecent or extremely disturbing images.
  • All activities organised by the Club should have at least one Committee member present who is familiar with this policy. He or she must be prepared to terminate any activity that starts to run the risk of such images being seen or photographed.
  • At activities such as portrait sessions, any participation of Vulnerable Persons as models, be they club members or members of the public, must only be allowed under the direct supervision of a parent, guardian or carer who should sign a form agreeing to this activity. For further guidance see Appendix C.
  • Members of the club are sometimes invited by organisers of community events to take photographs. The club encourages individual members to respond to such invitations as it supports the community and gives members wider photographic experiences.  Community events may include ones in which children or vulnerable adults are taking part.  If members are photographing these events by invitation, then it is the responsibility of the inviting organisation to get permission for the photography from parents, guardians or carers if required. Asking permission from all parents, guardians or carers may not be possible and it is sufficient to have notices at the event that photography has been arranged. These could give a contact point for people who do not want photographs taken at the event. The member dealing with the initial request should ask the organisers to ensure that such arrangements are in place. This should be done such that the request and reply are on record, for example by email.
  • Always work in an open environment: a Vulnerable Person should not be left alone with less than two other adults. This is particularly important when providing mentoring or offering transport on outings when the parent, guardian or carer must be present.
  • Vulnerable Persons should not be allowed to operate any equipment, including the tea/coffee making facilities.
  • Permission to use any photographs of Vulnerable Persons for publicity or general circulation must be given by the parent, guardian or carer before being used.
  • Other than for these provisions for protecting Vulnerable Persons, they should be treated in the same way as other Members.

Acceptability of images and conduct of club members

  • During the Club’s Annual Programme, portfolios of work covering a wide range of photographic styles and content are frequently shown at meetings. The range of content of these images is expected to be similar to those shown to the public in exhibition galleries. Whether or not images are inappropriate should be judged within this context.
  • Whilst the portrayal of the nude form is an established and valid form of photography, Junior Members should not be encouraged to view or capture such images during club activities. This does not mean that the Junior Member should be barred from club sessions where nude images may be displayed but no undue emphasis should be given to the subject.
  • It is the Ludshott Photographic Club’s policy to always make an announcement beforehand when it is known that there will be images / material that may give offence.
  • All Members should be made aware of the provisions in the safeguarding policy and be reminded of their responsibilities in this respect with some emphasis placed on acceptable language and general behaviour when Junior Members or other young persons or vulnerable adults are present.

 

Reporting of Incidents or Allegations

  • If Members have concerns about an incident involving a Vulnerable Person that seems untoward or unusual, they must report their concerns as soon as possible to the Safeguarding Officer, Chair or any Committee member. Parents, Guardians or Carers should also be informed of the incident as soon as possible. Report, record and inform if the following occur:

 

  • If a Vulnerable Person is hurt.
  • If a Vulnerable Person seems distressed in any manner.
  • If a Vulnerable Person misunderstands or misinterprets something you have said or done.
  • If a member witnesses or suspects an instance of abuse within the Club environment, be it sexual, emotional or physical, it must be reported to the Safeguarding Officer, Chair or a Committee Member as soon as possible and action must be taken. Regardless of the Vulnerable Persons view it remains the responsibility of the Member to take whatever action is required to ensure the safety of that person.
  • If a Vulnerable Person discloses an infringement of this policy to a Member in the course of club events or activities, that Member shall communicate this to the club’s Safeguarding Officer or, in their absence, another member of the committee as soon as possible. Prompt, appropriate steps must then be taken to support the Vulnerable Person, and any person responsible for them, if they wish to inform a relevant authority. An investigation may be required, gathering times, dates, Members present or witnessing the abuse.
  • If the Vulnerable Person discloses abuse outside of the club environment, they should be asked about the nature of it at the earliest opportunity. Care must be taken not to ask leading questions of the victim but to allow them to tell their story in their own way and only ask questions for clarification. A written record should be made of the disclosure. The disclosure should be reported immediately to the Safeguarding Officer, or in their absence to any member of the committee.
  • The Vulnerable Person should be reassured that they are doing the right thing in reporting the abuse and tell them that it will be reported only to those who need to know. In all cases the Chair should convene a meeting with the Safeguarding Officer to consider the best course of action.  This will depend on the nature and severity of the abuse but could include a verbal or written warning, suspension or expulsion from the Club for an offending Member and reporting the matter to social services or the police.
  • If the Vulnerable Person is at immediate risk of serious harm the police should be informed immediately using the 999 system.

 

Code of Good Practice

  • Always have a minimum of two adults present when in the company of a Vulnerable Persons.
  • Treat all Vulnerable Persons equally and with respect and dignity.
  • Never do anything for a Vulnerable Person of a personal nature.
  • Adults should wear appropriate clothing at all times.
  • Notify those in attendance before showing material that may cause offense or is inappropriate for the age group present.
  • Ensure appropriate use of new technology including internet use, use of photographs, video/digital equipment and websites including chat rooms and forums when Young Persons are involved.
  • Do not explicitly identify a Young Person in any publicity or promotional material without the parent/guardian’s permission.
  • During club activities, only allow photographs to be taken of suitable subjects in appropriate situations.
  • It would be inappropriate for any member to ask a child or Young Person who is a member or guest to act as a model without also involving the parent or guardian in that request.
  • The parent, legal guardian or responsible adult should always accompany Junior Members under the age of sixteen years whilst attending club activities. If such a person is temporarily involved in other activities within the club, then alternative supervision arrangements will need to be made, possibly involving two or more club members taking on the supervision role for that period. Consider situations when the Young Person may need to attend the toilet.

 

 

Appendix A.

Abuse  is the “violation of a person’s human and civil rights by any other person(s). It may be a single or repeated act(s), physical verbal, psychological, sexual, institutional, discriminatory, or financial, an act of neglect or failure to act”. 

Types of abuse 

  • Self-neglect – this covers a wide range of behaviour neglecting to care for one’s personal hygiene, health or surroundings and includes behaviour such as hoarding.
  • Physical abuse e.g. assault, hitting, slapping, pushing.
  • Domestic violence e.g. psychological, physical, sexual, financial, emotional.
  • Sexual abuse – including inappropriate looking or touching, indecent exposure and sexual harassment.
  • Psychological abuse e.g., threats of harm, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, cyber bullying, isolation.
  • Financial or material abuse e.g., theft, fraud, internet scamming, coercion in an adult’s financial affairs/arrangements, including with wills, property, inheritance or finances, or the misuse/misappropriation of property, possessions or benefits.
  • Discriminatory abuse including harassment, slurs, or similar treatment because of race, gender and gender identity, age, disability, sexual orientation or religion.
  • Organisational abuse – including neglect in relation to care provided at home. This may be a one-off incident or on-going ill-treatment, through neglect or poor professional practice.
  • Neglect and acts of omission – including ignoring medical, emotional or physical care needs, failure to provide access to appropriate health, care and support or educational services, withholding of medication, adequate nutrition and heating.

 

 

 

 

 

Appendix B.

Authority for Junior Membership of Ludshott Photographic Club

As parent/guardian/carer for   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , I confirm that I have read the Policy for Protection of Vulnerable Individuals.  I agree to him/her joining Ludshott Photographic Club and taking part in the Club activities without my supervision.

 Signed . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Parent/Guardian/Carer)

 

Or

 

As parent/guardian/carer for   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , I confirm that I have read the Policy for Protection of Vulnerable Person.  I agree to him/her joining Ludshott Photographic Club and taking part in the Club activities accompanied at all times by myself or the Responsible Person I have nominated below. I understand that I am not required to join the Club but may be required to pay any fee that non club members pay when they attend.

Signed . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Parent/Guardian/Carer) and, if required,

Name of Responsible Person …………………………………..

As the Responsible Person nominated to accompany . . . . . . . . . . . . . . . . . . . . . to Ludshott Photographic Club I undertake to accompany them at all times during Club activities and to ensure that they have safe passage to and from these activities.  I understand that I am not required to join the Club but may be required to pay any fee that non club members pay when they attend,

 Signed . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Responsible Person)

 

 

 

Appendix C.

Portrait Sessions and Models

  • Portrait sessions and workshops are sometimes included in the club programme.  Where the model is under 18 years of age, written consent must be obtained from a parent or legal guardian before the taking photos or videos of the model.
  • The consent form must specify how the photos and videos will be used (e.g., for competitions, club website, social media) and for how long they will be stored. It must be made clear to the parent or legal guardian that consent can be withdrawn at any time. While it can be difficult to remove images already posted online, the club will do its best to honour the request.
  • The model must not be pressured to pose in a way that may be age inappropriate
  • Portrait photographs of young persons or vulnerable individuals are only permitted under the direct supervision of the parent or legal guardian.
  • Anyone over 18 can attend portrait sessions as a model if they sign the consent/release form. However, models should be encouraged to be accompanied by a close friend or relative

 

Website of the Ludshott Photographic Club