Effective: September, 2019; Updated: October, 2024

The Farnborough Symphony Orchestra (FSO) is a charitable organization (unincorporated association) whose mission is to advance the aesthetic education of the public by the study and practice of orchestral music and the public performance of such music. In the pursuit of our mission, we interact with members, supporters, volunteers and other organisations. We are committed to the safeguarding and wellbeing of our members, supporters, volunteers and others who may interact with us.  This policy describes our commitment to safeguarding, how we manage any concerns, and our code of conduct.

Farnborough Symphony Orchestra – Safeguarding Policy

This policy consists of two documents based on the Making Music templates:

1. Safeguarding policy – an overview document setting out the Farnborough Symphony Orchestra’s commitment to safeguarding
2. Ground rules, ways of working and procedures document – this covers the practical aspect of the policy in more detail.

Appendix:

FSO Safeguarding Code of Behaviour

Named members of the Farnborough Symphony Orchestra:

• FSO Chairperson: Peter Birkett
• FSO Safeguarding Officer: Alissa Andrews
• FSO Deputy Safeguarding Officer: Alison Wyld
• FSO Artistic Director William Carslake
• FSO Leader Julia Wilson
• FSO Safeguarding Verifier Julian Martin

Terminology:

• Making Music – the National Federation of Music Societies. A company limited by guarantee. Registered in England no. 308632 Registered Charity in England no. 249219 and in Scotland no. SC038849. 8 Holyrood Street, London SE1 2EL. Tel 020 393 6030
• People at risk – this term is used to include children, young people and adults at risk
• Safeguarding – the process of protecting all individuals, but primarily children, young people and adults at risk from harm, whether the harm is caused by accidents, deliberate abuse (physical, emotional, sexual), neglect, bullying, discrimination or prejudice or failure to help individuals take part in activities that are open to most of their peers.
• Safeguards – measures put in place to help reduce the risk of children, young people and adults at risk being harmed.
• Member – a playing member of the orchestra who pays an annual subscription (includes Committee members)
• Staff – a paid member of the orchestra, such as Artistic Director, Guest Conductors, Leader, Extras at concerts
• Volunteers – e.g. front of house staff

Safeguarding Policy – The Farnborough Symphony Orchestra – Overview

1. Commitment to safeguarding: The Farnborough Symphony Orchestra, hereafter referred to as FSO, believes that a child, young person or adult at risk should never experience abuse of any kind. We recognise that we have a responsibility to promote the welfare of all children, young people and adults at risk. We are committed to safeguarding the well-being of all children, young people and adults at risk we come into contact with and to protecting them from harm.
2. About this policy
   • This policy applies to: all members, staff (whether employees or freelancers), volunteers and anyone working on behalf of the FSO or taking part in FSO activities.
   • The purpose of this policy is to provide members, staff and volunteers with the overarching principles that guide our approach to the protection of vulnerable people.
   • This policy recognises vulnerable people as:
     • Children up to the age of 16 or young people aged 16-18.
     • Adults aged over 18 defined as at risk by the Care Act 2014 and subsequent Care and Support Statutory Guidance – updated 27 August 2021; safeguarding duties apply to an adult who has needs for care and support and, is experiencing, or at risk of, abuse or neglect and as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect.
   • This policy aims to:
     • Protect children, young people and adults at risk who are members of, receive services from, or volunteer for FSO or are present in any capacity at any gathering held by the FSO.
     • Ensure members, staff and volunteers working with children, young people and adults at risk are carefully recruited and understand and accept responsibility for the safeguarding of those vulnerable individuals they are interacting with.
     • Ensure that safeguarding of children, young people and adults at risk is a primary consideration when FSO undertakes any activity, event or project.
3. How FSO might work with vulnerable people: membership is open to those over 16 years of age. We run regular rehearsals for members and put on concerts for the general public. As such our involvement with vulnerable people is regarded as “low level” and might include, but is not limited to
   • Members of the FSO who attend rehearsals and concerts
   • Relatives and friends of members who attend rehearsals and concerts in a volunteering capacity
   • Audience members at public concerts
   • Children (4+) and young people welcomed to take part in organised Open Sessions
4. Named FSO Safeguarding Officer and Deputy: a named member of FSO has responsibility for safeguarding issues. All queries and concerns relating to safeguarding should be referred to the FSO Safeguarding Officer in the first instance or, if not available, to the Deputy Safeguarding Officer. Any projects, events or other activities that will involve vulnerable people must be planned with the involvement of the FSO Safeguarding Officer and Deputy and in line with established procedures and ground rules (see below).
5. Procedures and ground rules: As per Appendix 1 ‘FSO Safeguarding Code of Behaviour’ below, this must be adhered to at all times by individuals. A further document – ‘Ground rules, ways of working and procedures’ is available and forms part of this policy.
6. Policy review: This policy will be reviewed and amended (if necessary) in September every 3 years by the FSO Committee. It will also be reviewed in response to changes in relevant legislation, good practice, or in response to an identified failing in its effectiveness.

Safeguarding Policy – The Farnborough Symphony Orchestra- Ground rules, ways of working and procedures

This document forms part of the FSO Safeguarding policy.

• The policy applies to: all members, staff (whether employees or freelances), volunteers and anyone working on behalf of the FSO or taking part in FSO activities.
• The purpose of this policy is to provide members, staff and volunteers with the overarching principles that guide our approach to the protection of vulnerable people.
• This policy recognises vulnerable people as:
  • Children up to the age of 16 or young people aged 16-18.
  • Adults aged over 18 defined as at risk by the Care Act 2014 and subsequent Care and Support Statutory Guidance – updated 27 August 2021; safeguarding duties apply to an adult who has needs for care and support and, is experiencing, or at risk of, abuse or neglect and as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect.

This document includes:

1. Recruitment practices around safeguarding
2. Ground rules and ways for working regarding safeguarding of vulnerable people
3. Procedures for raising safeguarding concerns and incidents of abuse
4. Procedures for dealing with concerns and incident of abuse

1) Recruitment practices around safeguarding

If an existing or potential new member, staff member or volunteer will be working with people at risk as part of the FSO activities, the appropriate level of DBS will be requested before that work is undertaken.  Most members of FSO will not require a DBS check. The level of DBS check required will be in line with the DBS rules regarding related activity (see Appendix – Regulated Activity) and therefore the level required is Enhanced with barring Check for Child Workforce. The results of any check to inform a decision will be used confidentially. A check including adult workforce is not required for FSO as regulated activities for adults only cover caring activities which are not performed within FSO.

A previously obtained DBS check may be used, as long as the appropriate level of check has been obtained and it is within a 3-year date from the end of their FSO activities. The only exclusion to this date requirement, is if the individual has subscribed to the update service continuously since the DBS check was obtained.

Due to the complexities involved in undertaking a check on an international individual, a risk assessment may be used in place of a DBS check if deemed appropriate by the FSO committee. This will be largely based on the time duration the individual will be involved with the FSO, e.g. guest conductor who will only be involved in whole group rehearsals for a short period of time may only require a risk assessment if deemed appropriate.

The FSO will follow relevant Making Music guidelines when recruiting its Artistic Director and Leader

2) a) Ground rules and ways for working regarding safeguarding of vulnerable people

All members and staff members of the FSO will be required to read the FSO Safeguarding Policy each year.

When the FSO organises an activity or event where it will be responsible for children, young people and adults at risk it will ensure:

• Planning is carried out in line with this policy and procedures.
• The event is attended by an appropriate number of DBS checked adults – this will be a minimum of one but more when practically possible.
• Where practically possible the total number of adults in attendance (not necessarily DBS checked) compared with the total number of children will be in line with the ratio table below – as per Ofsted recommendations.
• There is a main contact for safeguarding on the day – this will be an individual who has been DBS checked. (The FSO maintains a list, updated annually, of members who have voluntarily shared their DBS status with the FSO.)
• The main contact has access to emergency contact details and other relevant details (e.g. information about dropping off and picking up arrangements for vulnerable people).
• That, if vulnerable people of different gender will be taking part in activities, adults of different gender will be in attendance too.
• A vulnerable person is not to be left alone with an adult, unless that adult is DBS checked and carrying out regulated activity.
• Two adults (Safeguarding Officer or Deputy + one other) should be the last to leave a venue once the activity has finished and will be responsible for ensuring vulnerable people leave the event according to its safeguarding plan and risk assessment.
• There is an appropriate Safeguarding Code of Behaviour which is available to all adults. It will set out how FSO members, children, young people and adults at risk will treat each other and work together. This will be made available to FSO members and parents/guardians/carers, as appropriate, at the time of the event.

Child to adult ratio table

2) b) Working with parents/guardians: 

• If a vulnerable person wishes to take part in FSO activities written permission (email is fine) should be obtained from parents/guardians where appropriate, and before the activity takes place. Written permission should include emergency contact details, any relevant drop off and pick-up arrangements, including permission for another adult to pick up the vulnerable person after the activity has finished. Letters should only be sent after prior checking from the Safeguarding Officer or Deputy Safeguarding Officer.
• All communication for members who are children, young people or adults at risk will be via their parent/guardian/carer. The FSO email addresses of these members will be directed automatically to their parent/guardian/carer.
• Children, young people and adults at risk will not be admitted to any FSO social media groups but their parent/guardian/carer will be admitted, should they request this.
• Occasionally members of the FSO are photographed whilst undertaking orchestra-related activities. The permission of the parent/guardian/carer will be sought before any such image of a person at risk is used by the FSO

3) Procedures for raising safeguarding concerns and incidents of abuse

• If any member, staff or volunteer of FSO witnesses, suspects or is informed of a witnessed or suspected case of abuse they should immediately report it to the named FSO Safeguarding Officer or their Deputy
• If neither named person is available or is involved in, or connected to, the abuse, it should be reported to the FSO Chairperson, in the first instance, or a DBS checked adult from the list held by the FSO Safeguarding Verifier.
• If a vulnerable FSO member wishes to report an incident of abuse against themselves they should report it to the named Safeguarding Officer or an individual they trust.

4) a) Procedures for dealing with concerns and incidents of abuse

i)       If the disclosure of abuse is reported to an orchestra member or staff member, in the first instance do not agree or disagree with what is disclosed but:

1. Allow them to speak without interruption, and accept what they say
2. Be understanding and reassuring – do not give your opinion
3. Tell them you will try to help but must pass the information on
4. Take them to the Safeguarding Officer, the Deputy Safeguarding Officer or the FSO Chairperson as quickly as possible

ii)      The Safeguarding Officer will first make a decision based on the immediacy of the concern and the following two factors:

1.   If the vulnerable person is in immediate danger or needs emergency medical attention – call the police and/or ambulance service.
2.   If the person at the centre of the allegation is working with vulnerable persons at the current time – remove them, in a sensitive manner, from direct contact with vulnerable people and follow the procedures below.

If none of the above applies the Safeguarding Officer, together with one other DBS checked FSO member, will:

• Sit with the vulnerable person who is making a disclosure and make a note of the concerns reported to them on the FSO pro forma
• Speak with the Chairperson, or other committee members if the allegation is against the Chairperson, to decide how to handle the reported abuse, excluding any committee members who are involved in the incident.
• Escalate the report by either:
  • Raising concerns with the police – for serious or possible criminal offences;
  • Requesting an assessment by the local authority social care department about whether a vulnerable person is in need of protection;
  • Conducting an internal investigation – for less serious incidents where they feel internal mediation will be successful.
• Where cases are escalated the committee will cooperate with the police or local authority in dealing with the reported incident.
• Where an internal investigation takes place the committee will:
  • Inform all parties involved of the reported abuse as soon as possible.
  • Inform the family/guardians, of the person reported as having been abused, of the incident.
  • Arrange separate meetings with both parties within 10 days of the reported incident. A joint meeting may be arranged if appropriate.
    • Both parties should be given the chance to bring a friend or representative to the meeting.
    • Meetings will be attended by the named Safeguarding Officer and at least one other committee member.
    • All parties will also be invited to submit a written statement in advance of the meeting.
  • Once meetings have taken place the committee will decide on next steps and communicate them to all parties in writing within 5 days. The next steps will be either:
    • Escalate the incident to the relevant authority.
    • Further investigation – with established procedures and timelines to work towards a resolution.
    • A decision or resolution.

4) b) Resolution and disciplinary action

• If abuse is found to have taken place any final resolution or decision will be taken in the best interest of the person who has suffered the abuse and the best interests of the FSO.
• Membership of the FSO may be terminated at the discretion of the Committee.

5) Welcome letter for people at risk

• The first “welcome” letter/email from the orchestra leader should have some Safeguarding information in it and be sent to the young member’s parent/guardian/carer via the Safeguarding Officer.
• A typical paragraph regarding safeguarding should include:

“We are delighted to be welcoming your son/daughter as a member of the orchestra.  When ……….. applied online to join the orchestra, we asked her/him for your name and email address as all correspondence between the orchestra and a member who is under 18 years old has to go via the young person’s parent/guardian/carer.

We take the safeguarding of children, young people and adults at risk very seriously; you can find the full FSO Safeguarding Policy on our website. Our Safeguarding Officer is …………… and s/he will introduce her/himself to ………….  at the first rehearsal so that s/he knows who to approach in the event of any safeguarding issue.  S/he will also write to you with some further Safeguarding information before or shortly after the first rehearsal that ………….  attends.”

• On application to become a member of the orchestra, individuals at risk should be identified by either their date of birth (for children under the age of 18) or by asking via an appropriately worded question if they are an ‘adult at risk’ as defined by the previous definition.

Appendix 1   FSO Safeguarding Code of Behaviour

When the FSO is involved in an activity where there are children, young people and/or adults at risk:

A) Each member, staff member and volunteer should:

1. remember that they are a role model
2. remember that they are in a position of trust
3. follow the adult-to-young person ratios at all times
4. treat everyone with dignity and respect
5. treat all children, young people and adults at risk equally – do not show favouritism
6. act within appropriate boundaries, even in difficult circumstances
7. ensure any contact with a child, young person, or adult at risk outside rehearsals, is always written and via an appropriate form of communication e.g. via parental/designated guardian email address
8. ensure physical contact with children, young people and adults at risk is kept to a minimum and is appropriate and relevant to the work of the particular activity
9. encourage an open and transparent culture, where people can challenge inappropriate attitudes or behaviours
10. create an environment where children, young people and adults at risk feel safe to voice their concerns
11. report immediately all allegations, suspicions and concerns related to all forms of abuse, including non-physical
12. respect a child/young person/adult at risk’s right to personal privacy as far as possible, recognising that in some cases it may be necessary to break confidentiality in order to follow child/adult protection procedures; if this is the case it is important to explain this to the individual at the earliest opportunity
13. remember that someone may misinterpret their actions

and should:

1. not plan to be alone with a child, young person or adult at risk
2. not smoke or drink alcohol when they are directly responsible for children, young people or adults at risk
3. not trivialise abuse or let it go unreported
4. not overstep the boundaries between themselves and people at risk by engaging in friendships or sexual relationships
5. not allow activities that encourage bullying behaviour
6. not use inappropriate, suggestive or threatening language, whether verbal, written or online
7. not rely on their reputation or position to protect them

B) Each member who is a child, young person and/or adult at risk should:

1. be able to rely on the appropriate behaviour of everyone at the FSO and behave appropriately themselves
2. know who to go to if the behaviour of anyone at the FSO causes them anxiety
3. feel confident that they will be listened to and supported in accordance with the FSO Safeguarding Policy
4. ensure that any correspondence with the FSO is written and via their parent/guardian/care