The Writers Workshop - Child & Vulnerable Adult Safeguarding Policy


Last updated: September 2026 Review date: September 2027


  1. The Writers Workshop “The Workshop” is a company limited by guarantee that delivers writing activities to the public. Our workshops are open to all, and this can include vulnerable adults, children and young people. 

  2. This policy applies to workshops and events delivered within the registered address of The Writers Workshop: Workshop 14, Orchard Square, Sheffield, S1 2FB and events delivered by The Workshop at alternative venues and online, including specifically events held at Zest Community Centre.  

  3. The Workshop is committed to providing a safe learning environment for those who use our services (“attendees”) and our Professional Members so that they will feel secure and able to engage fully in our workshops and events. 

  4. The Workshop recognises that safeguarding is everyone's responsibility and that anybody can become the victim of abuse, therefore, we aim to provide a safe environment for all. The aim this policy is to: explain the general measures The Workshop has in place to protect everyone involved in our services from abuse and harm; explain the specific duties The Workshop has in place to safeguard children and adults who may be an adult at risk. 

  5. This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. A summary of the key legislation and guidance is available from nspcc.org.uk/child protection. The Workshop also upholds the 2013 Care Act and 2005 Mental Health Act in ensuring the protection of vulnerable adults. A summary of key legislation and guidance is available from Sheffield Council here. 

  6. This policy has been drafted and agreed by the Designated Safeguarding Lead and Directors of the company.. 

  7. We will seek to keep children and young people safe by: valuing, listening to and respecting them; appointing a nominated child protection lead for children and young people and a member of the board; adopting child protection, vulnerable adult and safeguarding best practice; providing effective supervision and support for our freelancers and volunteers; undertaking all necessary checks for safe staff recruitment e.g. DBS checks for those working with children, references where appropriate; recording and storing and using information professionally and securely, in line with data protection legislation and guidance e.g. ensuring any personal details are password protected or locked away when not in use if physical copies; making sure that children, young people and their families know where to go for help if they have a concern; using our safeguarding and child protection procedures (see below) to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately; using our procedures to manage any allegations against staff and volunteers appropriately; creating and maintaining an anti-bullying environment and ensuring that we have a policy and procedure to help us deal effectively with any bullying that does arise; ensuring that we have effective complaints and whistleblowing measures in place; ensuring that we provide a safe physical environment for our children, young people, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance; building a safeguarding culture where staff and volunteers, children, young people and their families, treat each other with respect and are comfortable about sharing concerns; building a safeguarding culture where staff, volunteers and children know how they are expected to behave and feel comfortable about sharing concerns. E.g. writing exercises about feelings. Taking children seriously, treating their writing with respect

  8. We will be alert for any signs of physical, sexual or emotional abuse or neglect e.g. changes in behaviour, inappropriate clothing, injuries or concerning writing content.

  9. We recognise that: all children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse; some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues; extra safeguards may be needed to keep children who are additionally vulnerable safe from abuse; the welfare of children is paramount in the work we do and decisions we take; working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.

  10. The Workshop  is committed to providing a safe learning environment for those who use our services and this includes vulnerable adults. The Writers Workshop upholds the 2014 Care Act values to make safeguarding personal, meaning it should be person-led and outcome-focused. It requires that the person is engaged in a conversation about how best to respond to their safeguarding situation in a way that involves them and gives choice and control as well as improving quality of life, wellbeing and safety.

  11. Under the Mental Capacity Act 2005, people must be assumed to have capacity to make their own decisions and be given all practicable help to do so before anyone treats them as not being able to make their own decisions. For adults, this means that they have the capacity to choose how they live and make decisions about their safety, even if we do not agree with certain decisions.

  12. Where a safeguarding disclosure or concern relates to an adult at risk engaged in activities within The Writers Workshop, it is the responsibility of all staff to act on any concerns.

  13. Any issues relating to child welfare and protection or that of vulnerable adults should be referred to our Designated Safeguarding Lead. The Designated Safeguarding Lead is responsible for ensuring that children and vulnerable adults are safe within the environment of The Writers Workshop. The Writers Workshop Directors have ultimate responsibility for safeguarding within the Workshop. 

  14. Any issues relating to the Designated Safeguarding lead will be referred to the Lead Director for Safeguarding. 

    Lead Director for Safeguarding
    Harley Ryley
    07764565684
    harley@thewritersworkshop.co.uk

    Designated Safeguarding Lead
    Carmel Page
    07530528665
    carmelpage@zoho.eu

The Writers Workshop - Child & Vulnerable Adult Safeguarding Policy

Last updated: September 2026 Review date: September 2027

Procedure for responding to concerns about a person's welfare or disclosures by a child or vulnerable adult

  1. Any disclosures or concerns about a child, young person or vulnerable adult will be dealt with discretely and professionally. If someone tells you they are experiencing abuse, it’s important to reassure them that they’ve done the right thing in telling you. Abuse is never their fault. Never promise that you will keep the things they’re telling you a secret. Explain that you need to share what they’ve told you with someone who will be able to help.

  2. Find a quiet space to talk to the person. We will ask them open questions but not interrogate. For example, “tell me about it.” “Explain it to me.” “Describe what happened.”

  3. For children, if it is considered safe to do so, parents will be notified of any concerns. Members of staff should notify the DSL of the concerns or contact Sheffield Safeguarding Hub (here for reports involving children or here for reports involving adults), or in an emergency, call 999 to contact the emergency services. The DSL will confirm relevant action to be taken. 

  4. The following information is to be recorded every time there is a concern, if possible. If you do not have full personal details of the person you are concerned about, you should still record as much information as possible: Person’s full name; D.O.B; Address; Date and time of incident; Description of incident. Use exact words if possible. Note where you were and who else was present. If written content was part of the concern I suggest include a copy of the writing if you can; Your name; Your role; Your contact details; Date; Signature.

  5. A template to complete in the case of a disclosure from a child will be held on the Google Drive via the Safeguarding Reporting Form. 

Procedure for Managing allegations made against a child

  1. A child or young person may be abusive towards others, and they might not realise they are doing so. In such circumstances, we must:

    1. Consider everyone’s needs, do not take sides, everyone involved will be in need of support.

    2. Use the behaviour code to talk about the situation. It should include bullying. 

    3. Record and report as you would for any other safeguarding concern. 

Procedure for Behaviour code for children and young people

  1. Children will be made aware of behavioural expectations in an age-appropriate and informal way during writing workshops. Discriminatory or offensive behaviour and/or bullying will not be tolerated. Any issues will be dealt with in the sessions. Where necessary, parents will be informed of any unacceptable behaviour and children may be excluded from future workshops if their behaviour is inappropriate.

Procedure for Managing concerns about or allegations made against staff or volunteers

  1. Any such allegations must be recorded and reported to the DSL or Safeguarding Officer who MUST contact the Local Authority Designated Officer in the case of allegations. 

  2. An allegation is when you hear or believe that someone has, or might, harm a child or vulnerable adult. It could be past abuse, present abuse or the risk of future abuse. To note, a complaint may include an allegation, but not all complaints are allegations (see below).

Procedure for Managing Complaints and whistleblowing

  1. If the complaint is not about past, present or possible future abuse, it is not an allegation but should still be taken seriously. For example, dissatisfaction with a service provided or an issue with a booking would not be an allegation but should be handled as a complaint. All complaints should be referred to the Directors of The Writers Workshop. 

  2. Staff and associates should be made aware that whistleblowing will be treated seriously and not prejudice work security. 

Procedure for Recording concerns and information sharing

  1. Information relating to child protection or the protection of vulnerable adults will be recorded via the Safeguarding Reporting Form and only shared with safeguarding leads at The Writers Workshop and/or the Local Authority or Police where necessary.

  

Code of conduct for staff and volunteers

  1. All staff and volunteers will be aware of safeguarding policies and procedures and will treat all workshop attendees and fellow associates with respect. New associates will be required to read the Safeguarding Policy and have a short introductory conversation with Carmel about safeguarding adults and children. Carmel will lead an annual refresh conversation for all associates. 

 

Procedure for Taking, storing and sharing photographs and images, including of children

  1. From time to time, The Writers Workshop will take photographs and videos at an event to record activity undertaken by members and associates. Where photographs are being taken at an event or workshop, The Writers Workshop will seek permission to share content on social media or online using a photograph consent form. 

  2. In most circumstances there will be no need to photograph children. Children should be asked not to photograph each other at events unless their parents and carers are present and consent. Photographs of children’s writing should only be taken with their and their parents’ consent

  3. Photographs will only be permitted by the facilitator in accordance with WW consent guidelines, including parental consent for children. Consent will be recorded on a photograph consent form, to be retained by The Writers Workshop. Individuals, including children and their parents hold the right to withdraw consent at any time. 

Procedure for recruiting the right people to volunteer or work with children

  1. Any freelancers or volunteers recruited will need to provide verification of identity and address as well as two references and a DBS, where they will specifically be working with children. 

Procedure for Making sure all your activities and events are run safely

  1. Any facilitator running a session in The Writers Workshop will check the space to ensure safety before welcoming visitors and will be up to date with safety procedures. All sessions will be booked in advance to ensure the Workshop is aware of who is using the space at all times. 

  2. In the event of fire, children will be chaperoned to the nearest exit. Fire instructions are on display in the Workshop. 

  3. Facilitators will make sure that phones are charged and in good working order. Orchard Square security can be contacted on: 0114 2759992.

  4. The First Aid Kit is in the dresser, along with the Accident Record Form. 

Adult to child ratios for supervising children effectively

  1. There will be two adults present when anyone is working with children. In cases where an adult is working alone, another member of staff will be available by phone. In cases of lone working, adults must remain visible within the room and in view at all times.  There will always be two adults present when anyone is working with children.

  2. For sessions held at Zest Centre, children should use the disabled toilet adjacent to the cafe seating area.

Statement about confidentiality

  1. Any concerns must be kept confidential and should not be discussed with anyone other than the safeguarding lead or relevant professionals if required. However, you must share any concerns you have about a child with the safeguarding lead, even if the child or vulnerable adult asks you not to.