Guidance for Committee Members with Under-18 Members

As a committee member of a group with an under-18 participant, it’s important to understand how to keep everyone safe and comfortable. This guidance outlines key points to help protect both you and the young person.

1. Know Your Responsibilities
   You have a duty of care to ensure the safety and wellbeing of under 18’s in your group.
   always Follow the Union’s Safeguarding Policy.
2. Appropriate Behaviour and Boundaries
   Maintain clear and appropriate boundaries in all interactions.
   Avoid being alone with an under 18 member in unobserved situations. Always have a second adult or peer nearby.
3. Social Activities
   Plan activities that are suitable for all ages in your group.
   Avoid activities that involve alcohol or environments focused on drinking.
   If you’re unsure about an activity or what’s allowed, seek advice from the Student Activities team.
4. Photos and Videos
   Never take photos or videos of U18 members without first getting prior consent through the Student Activities team.
   Plan any filming or photography so that U18s are excluded where possible. If it is not possible, seek advice from the Student Activities team about permissions and use of the images,
   Don’t put any photos or videos of U18 members on social media.
5. Reporting Concerns
   If an under 18 discloses any concerns or if you witness behaviour that worries you, report immediately to the Union’s Safeguarding Lead (Head of Student Support and Representation).
   Do not investigate concerns yourself.
6. Communication
   Be clear and open in your communication with under 18s, using language they understand.
   Respect their privacy but understand you may need to share information if their safety is at risk.
7. Training and Support
   Attend any safeguarding training provided by the Union.
   Contact the Student Activities Manager if you have any questions or need support.
8. Activities Restrictions
   Don’t allow U18 members to take part in any club or society organised activities on the Union’s banned list or any that are illegal for them to participate in, or require parental consent.
   If you’re unsure, check with the Student Activities team.

Responding to a Safeguarding Disclosure

If you receive an allegation that a child or vulnerable person is being abused, has been abused, or is at risk of abuse you should:

• Listen carefully and stay calm.

• Ensure that you do not ‘quiz’ the child/vulnerable person. However, if necessary, you may seek to clarify, using open questions and without putting words into the child’s mouth but only to the extent that you understand what the child/ vulnerable person is telling you.

• Reassure the child/ vulnerable person that by telling you they have done the right thing.

• Inform the child/ vulnerable person that you must pass the information on, but that only those that need to know about it will be told.

• Inform the child/ vulnerable person to whom you will report the matter.

• Make a detailed note of the date, time, place, what the child/ vulnerable person said and did and the questions asked of the child/ vulnerable person. You should not investigate concerns or allegations but should report them immediately in accordance with reporting procedures below.

How to Report a Safeguarding Concern

Step 1: Concern Identified
Someone has concerns about a child (under 18) or a vulnerable person.

Step 2: Disclosure Made?
If a child or vulnerable person discloses abuse or neglect:

• Do not ask further questions.
• Use open questions only if clarification is absolutely needed.
• Make a clear, factual record of what was said (who/what/when/where).
• Do not investigate further yourself.

Step 3: Initial Reporting
Report your concern to the Union’s Safeguarding Lead using the safeguarding reporting form linked below:

Union Safeguarding Lead – Head of Student Support and Representation

Step 4: Escalation to the University
The Union’s Safeguarding Lead will report concerns to the University Safeguarding Team.

Step 5: Urgent and Can't Reach Union Safeguarding Lead?
If you are unable to contact the Union’s Safeguarding Lead and the concern requires urgent action, report directly to the University’s Designated Safeguarding Officer (the Associate Director of Student Support Services).

Step 6: Immediate Risk and No Safeguarding Officers Available?
If there appears to be an immediate risk to a child or adult at risk and no one can be reached:

• Contact Children’s Social Care (Hillingdon) on 01895 556006
• Or call 999 for the Police

Safeguarding Reporting Form

If you need to report a concern, use the Safeguarding Reporting form here.