Safeguarding policy

Safeguarding Policy

Approved 6th July 2021

1. SCOPE AND PURPOSE

Trajectory Theatre [acknowledged as ‘ the organisation] is a charity organisation based in the South East. Our ambition is to advance digital arts by combining immersive technologies like augmented and virtual reality with traditional theatre practice.

We think differently about the world we live in. We challenge the tradition by looking beyond the auditorium. And we view diversity as the key for creativity. That is why diversity, equality, and inclusion is at the heart of our [organisation] and the wider Trajectory community.

At Trajectory, we work hard to ensure that we are fair and accessible to everyone, including people who are:

creating [and/or delivering] digital art as part of Trajectory Theatre;
experiencing [and/or participating] in the digital art created by Trajectory Theatre;
engaging with Trajectory Theatre, either as an employee or prospective employee, contractor supplying goods or services, or people volunteering with us

Or to put it more simply: Everyone’s invited to be part of the Trajectory community.

The organisation requires that everyone engaging with us in any manner adheres to, and is covered by, our Diversity, Equality and Inclusion Policy. The policy is shared on our website for easy access of all stakeholders.

This policy applies to all personnel including and not limited to; to all permanent and temporary employees, the board, any freelance and seasonal employees, trainees, agency staff, volunteers or anyone working on behalf of Trajectory Theatre.

This document provides guidelines for all workers to keep themselves and the people they work with safe, the way we work and the culture within the organisation. It should be read in partnership with our other policies including our digital safeguarding policy. The policy aims to protect our people from any harm arising directly or indirectly within the organisation.

This includes harm arising from:

The conduct of Trajectory Theatre personnel (e.g sexual abuse in the workplace, harrassment, financial abuse)
The scope of any work or activity carried out by the organisation.
Any other form of harm not specified within these parameters.

This may also include any harm from activities indirectly associated with Trajectory Theatre, for example:

Any harm committed by personnel we are working in association with during our activity (e.g bullying, harassment, self-harm).
By other people in association with the people that we work with during our activity (e.g domestic abuse, bullying, physical abuse).
Any other form of harm not specified within these parameters.
The organisation recognises that safeguarding impacts all areas of work and activities. The safety of our personnel is paramount to core principles within the organisation. Therefore, this policy sets a high standard and commits to continual review and development of our safeguarding practice to ensure that we fulfil our commitment to keeping our personnel safe.

Designated Lead Safeguarding Officer: Roderick Morgan

Deputy Safeguarding Officer: Designated on project by project basis

Board Member for Safeguarding: Jo Kerr

1.2 Policy Position

The organisation is committed to ensuring the safeguarding of everyone who connects to the work that we carry out. We commit to taking reasonable steps and courses of action to prevent harm and promote an economy of safety within our organisation. This includes work carried out in person or digitally. We will ensure that procedure is in place allowing us to take appropriate steps to take action if we have concerns about personnel. This is true for anyone including children and young people, and people regardless of age, race, gender, ethnicity, sexual orientation, ability, disability, class, background. We are committed to supporting people who may be less able to protect their rights.

The organisation is committed to an environment of physical and psychological safeguarding. This means that;

Harm is prevented.
Our personnel are encouraged to collaborate, communicate and thrive safely.
Our personnel are able to raise concerns without fear of ramification and within the knowledge that they will be listened to and action taken accordingly.
The safeguarding policy and other relevant policies are present, understood and promote both within the workplace and beyond.
Imbalances of power acknowledged and addressed.

The organisation acknowledges that safeguarding breaches are a consequence of, in part or fully, imbalance of power, systems of patriarchy or fear of raising concern due to systematic oppression.

Trajhe organisation maintains a zero tolerance approach. Therefore, we will deal with all complaints and breaches of policy with a duty of care and take a robust approach to our action. We will not tolerate any abuse, harassment, or bullying in any form and will apply disciplinary procedures.

A summarised version of this policy will be developed during review of this document and will come into effect immediately.

1.3 Legal Framework

This policy has been drawn up under the guidance of:

Data Protection Act 2018
Equalities Act
Human Rights Act 1998
Digital Economy Act 2017
Children and Families Act 2014
Company 3 Safeguarding Policy for remote working
Scottish Youth Theatre’s Safeguarding Policy 2021
Out Of Bounds Theatre’s Safeguarding Policy 2020
Turn2Us Safeguarding Policy
NSPCC Safeguarding Policy
General Data Protection Regulation 2019

1.4 Additional Policies

This policy should read alongside Trajectory Theatre policies on:

Digital Safeguarding
Volunteering
Equality, Diversity and Inclusion
Health and Safety
UK General Data Protection Regulation
General Conduct Policy

Additional policies may be added in support of existing documents.

2. SURVIVOR-CENTRED APPROACH TO SAFEGUARDING

2.1 Obligations

A survivor-centred approach allows the organisation to act within the interest of the complainant (the ‘survivor). The organisation has an obligation to respond to concerns or complaints that an individual is being put at risk of harm or abuse.

The organisation must immediately act to ensure the safety of the survivor and help the survivor on their recovery and next steps as a survivor of abuse. The organisation has a duty of care to refer the individual to other organisations or mechanisms that will provide help.

2.2 Procedures to support a ‘Survivor-Centred’ Approach

A risk-assessment will be undertaken to ensure that the survivor feels safe and secure following an incident and that they are able to shape the investigation. No further action or recommendations will be made until it is safe to do so.
The organisation will refer the survivor to organisations that can help.
The organisation will demonstrate confidentiality and empathy towards the survivor and offer a point of contact for the survivor.
The organisation will suspend any personnel causing harm to the survivor and draw up a plan of reintroduction into the environment.
The survivor’s experience will shape our future learning and development.
The organisation understands that no two survivors are the same and each will be afforded the appropriate level of care, compassion and resources based on their needs and on a case by case basis.

There is no time limit for a survivor bringing forward allegations. Each allegation will be treated on a case by case basis and the survivor will be offered a support plan tailored to each investigation.

The organisation will carry out robust investigations that protect the rights of all involved, ensuring that confidentiality is maintained and that the wellbeing of all is protected.

3. CONFIDENTIALITY CHARACTER

The organisation recognises the importance of maintaining confidentiality at all stages of the safeguarding and complaints procedure.

3.1 investigating complaints

Information related to an open compliant case should be treated in accordance with General Data Protection Regulation (GDPR) and on a “need to know” basis. This means that only the designated Safeguarding Officer should handle the complaint and will inform individuals with discretion where necessary.

Information shall only be shared with someone else if:

The individual will provide evidence that will/ may support the investigation.
The individual holds overall accountability for the investigation.
The individual has been appointed as an external moderator for the investigation.

In these circumstances, the individual will only receive information necessary/ relevant to their involvement within the independent investigation.

Any breach of regulation shall be independently investigated and the safeguarding officier replaced to continue the investigation of the initial complaint. Disciplinary action shall be undertaken by a senior safeguarding officer.

3.2 Data security when dealing with safeguarding incidents

The organisation will comply with its UK General Data Protection Regulation Policy while handling, gathering or storing compliant material in relation to safeguarding. The organisation will refer to those guidelines while sharing any data related to a safeguarding incident.

3.3 Confidentiality when dealing with safeguarding concerns

The organisation has a duty of care for its personnel to ensure the safety of others within our environments and during our activity. Safeguarding complaints shall be assessed independently, and where necessary action will be taken, ensuring that the safety and protection of the complainant and any other persons is paramount. For example, where some is at an immediate risk of harm or danger.

4. ROLES AND RESPONSIBILITIES

The organisation, its personnel and responsible safeguarding leaders have a duty to uphold the organisation’s cultural values and economy of safeguarding. The responsibilities are outlined below.

4.1 Organisational responsibilities

Responsibilities include, but are not limited to any of the following.

Trajectory Theatre accepts that as an organisation it will;

Ensure that all its personnel shall receive induction and training on the Safeguarding Policy.
Ensure that the Safeguarding Policy is widely available to its personnel and implemented.
Ensure that the organisation implements high quality safeguarding in its activity.
Ensure that an economy of accountability is core to the organisation’s culture.
Ensure that a high quality of safeguarding is in place for all recruitment processes and that candidates are aware of such procedures.
Ensure that all activity is designed and implemented in a manner mitigating any risk of harm.
Ensure that any complaints, concerns and breaches of policy are acted on promptly, with respect and care, following the appropriate channels and procedures.
Embrace and adopt a survivor-centred approach to safeguarding. The individual who brings a compliant, concern of breach of safeguarding to the organisation shall inform our response and shall be supported by our structures.
Ensure that we are open to learning from our experiences, as an organisation, to inform, review and adapt our approach to safeguarding. The organisation shall commit to a review of the safeguarding policy annually, or following any documented incident, in order to best equip our future responses.

4.2 Personnel responsibilities

Responsibilities include, but are not limited to any of the following.

Personnel within the organisation accept(s) that they will:

Ensure all behaviour undertaking Trajectory Theatre’s work will uphold and implement the organisation’s values.
Adhere to this policy and other relevant policies outlined within the document.
Attend all relevant safeguarding training relevant to their delivery of work.
Ensure that they uphold, promote and support other personnel and participant well-being and safeguarding.
Follow the appropriate procedures outlined within the document in handling complaints, concerns and breaches.

4.3 Safeguarding responsibilities

Responsibilities include, but are not limited to any of the following.

The Designated Lead Safeguarding Officer is:

Responsible for the overall accountability and implementation of Trajectory Theatre safeguarding policy and work.
Responsible for communicating with the board on behalf of the organisation on safeguarding.
Responsible for implementation of the complaints and safeguarding procedure.
Responsible for writing up and incident report with 24 hours on an incident occurring

The Deputy Safeguarding Officer is:

Responsible for creating a culture of safeguarding and well-being within the organisation’s activities.
Responsible for the development and implementation of the organisation’s safeguarding plan.
Responsible for policies and referral systems are embedded within the organisation.
Act as a first point of contact for personnel.

Board Member for Safeguarding is:

Responsible for the overall accountability and implementation of the Trajectory Theatre’s safeguarding policy and work.
Responsible for overseeing and finalising decisions taken during investigation or disciplinary procedures.
Responsible for the review and implementation of any amendments to the working policy.

4.4 Line Managers

Responsibilities include, but are not limited to the following.

Where appointed to carry out the organisations work, a Line Manager accepts that they will:

Ensure that any safeguarding concerns are managed following the system of referral. The Manager will initiate the procedures in place by making contact with a Safeguarding Officer, and ensure that those directly or indirectly raising the concern, complaint or breach are made to feel safe and well-being is prioritised.
Ensure that they create an environment built upon the organisations core principles and embed a moral economy of well-being and safety.
Ensure that they are following safeguarding procedures and mitigating for their direct reports and personnel becoming at any risk of harm.
Ensure that their direct reports and personnel are aware of their roles and responsibilities in making their workplace a safe environment.
Ensure that all direct reports and personnel receive the appropriate safeguarding training and inductions in line with the policy.
If/when recruiting, ensure that all procedures in place to mitigate for recruitment of any personnel who may place anyone at harm from entering the organisation.
Ensure that they set a positive example for their direct reports and embed the culture of accountability and safeguarding within their team.

5. DEFINITIONS AND SYMPTOMS OF ABUSE

The following highlights the definitions and symptoms of abuse described within the policy. The purpose of this section is to highlight the key phrases for personnel in their safeguarding work.

5.1 Definitions

Definitions of Abuse Types
Abuse	Abuse is an umbrella term for harm or risk posed to anyone. Abuse can happen to any individual and may take the following forms: Cyber: Abuse that takes place online that includes but is not limited to; stalking, spamming, inappropriate comments urging an individual to undertake harmful action, or use of fake account to harass an individual. Discriminatory: This is on the grounds of an individuals personal traits or characteristics. This includes slurs, harassment, exclusion or any other relevant actions. Domestic: A sole incident or catalogue of behaviours, actions or otherwise between two people entered into a relationship (e.g marriage, civil partnerships, co-inhabiting or otherwise). The pattern of behavior or action may include some of the following categories including violence, financial or verbal abuse. Financial: Including theft, fraud, scamming, and coercion in relation to financial affairs such as property or financial transactions. Hate Crime: A criminal act of abuse motivated by a prejudice of a person(s) characteristics including gender, race, religion, ethnicity or other identifying factors. Neglect: Ignorance of personal, physical, psychological, emotional or welfare needs. A form of abuse that is a failure of fulfilling basic human rights. Organisational: Poor or malpractice within an organisation that may be systemic. Including failure to provide sufficient working conditions. Physical: Violence or physical harm caused to an individual. Including; slapping, punching, withholding food or water, inducing illness, inappropriate physical restraint or sanctions. Psychological: Including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, cyber-bullying, isolation, or unreasonable and unjustified withdrawal of supportive networks. Self-Harm: Intention physical damage caused by an individual onto themselves as a method coping with or relieving emotional or psychological distress. Self-Neglect: A wide-ranging term that includes but is not limited to neglecting one’s personal hygiene, health or environment. Sexual: Forceful or deceitful action in order to encourage someone of any ages or gender to participate in sexual behaviours whether they are aware of the behaviours or not. This includes, but is not limited to; indecent exposure, inappropriate physical touching, sexual acts, rape, harassment, sexual exploitation without consent, obtaining indecent images or otherwise. Sexual abuse or harassment that is organisational or systemic. Trajectory Theatre prohibits personnel from engaging in sexual activity with anyone under 16 years of age, or any participant of Trajectory Theatre activity. Failure to follow this guidance will result in immediate dismissal and criminal prosecution. Substance: Misuse or illegal use of substances. Including alcohol, narcotics or misuse of medication resulting in impairment or overdose, or requiring medical attention. Verbal: This includes abuse that involves discriminatory slurs, comments or actions displayed verbally by one individual to another.
Adult	An adult is anyone aged 18 and over.
Child	A child is anyone aged 17 and under.
Child Abuse	All forms of abuse, harassment, physical, verbal, emotional, psychological or other harm towards a child, or child-at-risk, that could or may result in damaging consequences on a child’s health, or otherwise. The main categories of abuse are defined by the World Health Organisation as physical abuse; sexual abuse; psychological abuse; and neglect. An abused child will often experience more than one type of abuse, and it often happens over a period of time rather than being a one-off event.
Exploitation	An abuse of trust, power of position in order for personal gain. This includes, but is not limited to; profiting, moniterary, sexual (see below), or otherwise. Sexual exploitation: The exploitation of an individual by a person in a position of power or influence in order to gain sexually. (See definitions of sexual abuse)
Harassment	An umbrella term that describes a plethora of systemic abuses. The include: Abuse related to a person(s) characteristics. Sexual Harassment: Abuse of a person for sexual exploitation or gain. less favourable treatment of a worker because they submit to, or reject, sexual harassment or harassment related to sex or gender reassignment
Safeguarding	The obligation of the organisation to put procedures and policy in place to protect its personnel and participants from harm. A policy that actions mitigations to ensure that no harm arises in its organisation, in a physical or digital workspace. Digital Safeguarding: An obligation to put procedures and policy in place to protect personnel and participants specifically in a digital space.
Other Definitions
Complainant	An individual raising a concern or making a complaint. It may be a survivor or third party who is aware of and communicating an allegation.
Complaint	The allegation or grievance raised by an individual or third party against another person who believes that the actions against them are a form of misconduct. A complaint can be made by any personnel whether directly or indirectly impacted.
Concern	Concern is the definition adopted by Trajectory Theatre regarding a concern prior to formal proceeding. A complainant may raise a concern that will formally commence the complaints procedure and protocol.
Gender-based Violence (GBV)	GBV is an umbrella term for harm caused against an individual where their gender or the social, physical or psychological differences between gender is the contributing factor.
Grooming	Grooming is when an individual deliberately tries to gain a child’s or adult’s trust for the purpose of carrying out sexual abuse or exploitation.
LGBTQI+	LGBTQI+ is an acronym describing a person identifying as Lesbian, Gay, Bisexual, Transgender, Queer, Instersexual, plus any other identifying characteristics.
Modern Slavery	This describes labour exploitation ranging from employment malpractice to trafficking of personnel. Furthermore, this includes Child Sexual Exploitation and Child Labour.
Protected Characteristics	As detailed in the Equality Act 2010, the following characteristics are someone’s protected characteristics: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation.
People for who/whom we exist	This describes the people who connect with the organisation.
Personnel	This includes, but is not limited to; staff (full-time, part-time and fixed-term), volunteers, members of the Board, partners, consultants.
Subject of Concern	The person alleged to have carried out harm or abuse.
Survivor	The direct individual who has experienced abuse, harassment or exploitation.
Survivor-Centred Approach	A survivor-centred approach puts the ‘survivor’ at the heart of the response. This acts within the best interests of the survivor, where their well-being is paramount.
Trafficking	A process of enslaving people without a way out, often related to labour or sexual misconduct.
Transactional Sex	The exchange of sexual favours in order to obtain money, goods, or services.

5.2 Symptoms of Abuse

Symptoms of Abuse: Child
Physical	Bruises, bites, burns or other marks on the skin that do not have an accidental explanation. Self-Harm traits: cuts, wounds or scratches on the skin (often show around the forearms and legs), other marks or signs. Physical signs of substance abuse. Physical injuries that are not concurrent with ordinary circumstances. Hesitancy in participating in physical activities due to injury or fear of presenting those injuries.
Psychological	Sudden or unexplained changes in psychological behaviour. This includes but is not limited to; Unexplained changes in mood Emotionally withdrawn or clinginess Obsessions Phobias Anxiety symptoms such as nervousness Fear of presence of individual Fatigue Underachievement or lack of attention Inappropriate relationships with peers or adults Attention seeking behaviours Unexplained characteristics including, but not limited to; tendency to steal, bully, or cause retaliatory harm.
Neglect	Stealing food Under-nourishment and lack of growth Gorging food Lack of care and hygiene Persistent illness Unexplained illness Clinginess to adults
Sexual	A child who is sexually proactive with adults or peers Fear of a particular individual Fears and Phobias Disrupted sleeping pattern Eating disorders Allegations of sexual abuse
Symptoms of Abuse: Adult
Discriminatory	Unexplained changes in mood, including but not limited to; Withdrawal Fear Phobias Demonstration of anger Low Self-Esteem Expectation of discriminatory remark or experience of discriminatory remarks Self-deprecating remarks, including but not limited to; Gender Sexuality Class Disability Existing Health Condition Other Protected Characteristics
Domestic	Controlling or coercive relationships with partner Unexplained bruises, scars and marks on skin
Financial	Disappearance of financial accounts or unexplained loss of money Disparity between living conditions and financial status Missing personal assets Inability to pay for bills, necessities and other items
Neglect	Lack of care and personal hygiene Deteriorating health and well-being Malnourishment Smell of dirt, urine and/or fecal matter in a person(s) environment Suffering from depression
Modern Slavery	Acting on instruction of someone else or lack of autonomy for decision making Fear of seeking help or failure to accept help Lack of personal possessions and documentation, including but not limited to; ID (Driving License, Passport, Residency Permits) Bank/ Credit Cards Utility Bills/ Bank Statements
Organisational	Poor professional practices Lack of confidence in complaints procedure Withdrawal from professional activity Sudden or unexplained changes in mood Previous experiences of abuse or harm in a workplace
Sexual	Sexually explicit behaviour Unexplained pregnancy Difficulty in walking/ sitting and obvious symptoms of physical abuse Sign of intimidation by a particular person Full or partial disclosure of sexual misconduct allegations Sexual transmitted infections Changes in mood, attitude and behaviours Low self-esteem Implausible stories
Self-Harm	Frequent and unexplained accidents Denial of injuries Covering of arms and legs with clothing, especially on warm days Sharp objects on their person Low Self-Esteem and symptoms of depression Sense of helplessness Challenging romantic or friendship relationships

6. REPORTING SAFEGUARDING CONCERNS

6.1 Reporting

The organisation will work to ensure that means of reporting within the organisation are safe, accessible, appropriate, and that individuals who come forward to report shall be treated fairly, with respect and care. Any one person(s) reporting shall be believed and the organisation shall act swiftly and within their best interest.

The organisation will accept complaints or concerns from external personnel including other organisations and the public.

All personnel within the organisation have a duty to uphold the culture set in place for safeguarding. This includes to report or disclose any suspicion or evidence of abuse or risk to harm immediately to the appropriate channel.

Information of safeguarding policies, including this document, complaints procedures and any other relevant materials shall be made public via our appropriate platforms, including on our website, social media and any other channels.

Reporting can be via any of the following channels:

Lead Safeguarding Officer (roderick@trajectorytheatre.com)
Discussing with the appropriate and appointed Line Manager, whom in turn will forward your complaint confidentially to the Safeguarding or Lead Safeguarding Officer.
Emailing the following inbox confidentially and the Safeguarding or Lead Safeguarding Officer shall respond, confirming the initiation of the procedure within 24 hours. (safeguarding@trajectorytheatre.com)

Reporting can be in-person, via the telephone or over email. If you do not feel comfortable reporting to your Line Manager, Safeguarding or Lead Safeguarding Officer, you can approach any other Line Managers or directly to the Board Member responsible for Safeguarding. The personnel you approach with your concern and the organisation shall treat your concern or complaint seriously and act accordingly.

A safeguarding reporting form will be created and attached to this document. All personnel shall be inducted and training on using the form shall be undertaken.

6.2 False or malicious complaints

The organisation acknowledges that false or malicious complaints are rare.

However, it is important to acknowledge that in the instance of a false or malicious complaint being made against other personnel, the organisation shall take the following steps.

An independent investigation shall commence into the false and malicious allegations.
The personnel responsible will be subject to disciplinary action and their contract may be terminated following the report.
Externally, legal action may commence and the organisation shall support and supply evidence towards this.

6.3 Retaliation against complainants.

Retaliation against complainants is incredibly serious and a breach of safeguarding. Retaliation includes, but is not limited to;

Harassment
Bullying [including cyber-bullying, threatening behaviours physically and verbally]
Intimidation

Survivors, witnesses and complainants should report any concerns to the appropriate Safeguarding Officer leading their investigation immediately. Retaliation against any individual investigation the breach shall be reported to a senior Safeguarding Officer or directly to the board.

If any personnel are found or suspected to be retaliating against complainants or investigators, then they will face an additional investigation leading to disciplinary action, dismissal or external investigation including by Law Enforcement. Evidence will be supplied to support any external legal action.

7. RESPONDING TO SAFEGUARDING COMPLAINTS

The following section outlines the appropriate response within the organisation. All personnel must comply with all of these steps.

7.1 Immediate response to complaints

Recognise: Identity that the individual may be describing an incident of abuse, harassment or cause of harm. Understand that these may not be explicit.

Reassure: Ensure that you stay calm and composed. Ensure that you are using ‘active listening’ and demonstrate empathy. Communicate that the allegation and/or account of harm will be taken seriously and that you have a duty to report the incident for future investigation. Reassure the person(s) that they are safe and you will do all you can to ensure their safety. Assure the individual that you believe them and are taking their complaint or concern seriously.

Respond: Take notes throughout the conversation. Try to capture the conversation verbatim. Ensure that your notes are digitised and stored securely, in order to be passed on to the appropriate channel. The notes must be kept confidentially and any physical documentation stored and disposed of following GDPR guidance.

Report: Contact the appropriate Safeguarding Officer, Safeguarding team or Line Manager immediately. Once the complaint has been lodged, ensure that all notes have been turned over and any physical documentation destroyed.

A safeguarding reporting form will be developed and attached to this document. All personnel shall be trained and informed as per this policy.

7.2 Incident management

The organisation has a duty to follow up any safeguarding complaints and concerns in accordance with its policies and procedures. The organisation will impose proportionate disciplinary measures against any personnels who are in breach of the safeguarding policy.

The organisation outlines the following principles will be adopted when conducting an investigation in response to a concern, complaint or breach:

All complaints, concerns or breaches will be investigated thoroughly, confidentially and ensuring that the complainants safety is paramount.
All complaints, concerns or breaches will be treated as a priority, action taken swifty by the appropriate team and shall be dealt with on a “need to know” basis.
All concerns will be triaged by the initial safeguarding contact. A decision shall be taken on whether further investigation is appropriate.
The investigator shall be experienced or fully trained, otherwise an external investigator shall be appointed.
If the safeguarding concern, complaint or breach is deemed to be severe or serious, then the evidence and complaint shall be made to law enforcement or other safeguarding organisations immediately and assistance shall be provided in their external investigation.
The organisation reserves the right to suspend personnel while an investigation is underway and until the conclusion of that investigation.
Where an investigation concludes that a breach to the safeguarding policy has been made, the organisation shall move forward with disciplinary procedures.
The Safeguarding team shall ensure that lessons have been learnt throughout the investigation. They shall then formally document their findings, submit a report to the board and begin the procedure of reviewing the safeguarding policy before submitting to the board for approval.
Further support shall be provided to all parties in the investigation.

Any external referrals in the incident of a severe or serious concern, complaints or breaches shall be made immediately by a senior Safeguarding Officer. The referral must be made via a confidential and secure channel, including but not limited to telephone, secure organisation email or in person. Any handover of documentation should be made under the guidance of the external investigator. The organisation shall continue its internal investigation and disciplinary procedure. The organisation acknowledges and supports cooperation with external parties during an investigation.

7.3 Out-of-hours response

The organisation acknowledges that due to the nature of its activity in the workplace, it does not operate on conventional working hours. Working hours may be infrequent and unsociable in order to support flexible working.

However, it supports a conventional working day of 9.00am to 5.30pm and the Safeguarding team will be available during these times.

If any safeguarding concerns or complaints are made outside of these hours will be dealt with the next working day, or at the discretion of the Safeguarding contact. If there is an immediate risk of harm, you must contact a Safeguarding Officer or Line Manager immediately by telephone.

If you consider there to be an immediate risk of harm, you must call the emergency services on 999 and alert the ambulance service. The ambulance service reserves the right to inform the Police on your behalf.

Out-of-hours incidents shall be recorded on the next working day or within 24 hours.

7.4 Referral system

A referral shall be made using the following guidance. The reasoning shall be outlined to any personnel involved in the investigation for a referral.

Initial Response: An initial complaint, concern or breach shall be made safely and securely. The notes shall be recorded verbatim, where possible, and the information passed confidentially to the Safeguarding Officer, or any senior Safeguarding report. Following the initial response procedure, the Safeguarding team will then take full responsibility for actioning a response. This must take place within the first 24 hours.
Triage Investigation: The Safeguarding Officer will triage the investigation but evidence gathering, making contact with any relevant personnel. The Safeguarding Officer has 48 hours to gathering evidence before making a recommendation for further investigation if necessary. At this stage in proceedings, the organisation may reserve the right to suspend any individual until further notice. A referral to an external authority can be made.
Full investigation: A full investigation must begin and an external investigator appointed if required. Further evidence gathering may occur and interviews can commence. All evidence and transcripts must be documented and accounts sent to personnel for approval and amendment before any further investigation.
Closure of Investigation: Investigations will be declared closed and the Safeguarding team will have 72 working hours to reach a decision. All personnel will be informed immediately. A further referral to external organisations can be made, if necessary.
Post investigation support: Further support will be provided where necessary to any individual within the investigation. The organisation can refer personnel to external support structures.

The organisation acknowledges that an investigation can be a distressing time and will work to ensure that all safety, security and well-being principles are in place. The organisation will ensure that any risk of harm is mitigated and investigations will not proceed if causing an imminent risk of harm to an individual.

Lessons from the investigation process will be learned and inform further investigations.

8. TRAINING, INDUCTION AND RAISING AWARENESS

Trajectory Theatre acknowledges that there is a requirement for continued development, training and awareness of safeguarding procedures. The organisation has an obligation to inform all of its personnel and equip them for safeguarding in the workplace.

8.1 Training

All personnel must complete an initial induction to safeguarding within the organisation. Training will form a core aspect of the organisations activity and will inform all personnel of channels of reporting, spotting signs of harm, mitigating harm in the workplace, whistleblowing process and other obligations.

Training will be a participatory process encouraging conversation in an open environment led by personnel. Training will be designed to enhance individuals’ understanding of safeguarding.

Refresher training shall be provided annually in line with review of the policy.

Any individual requiring additional training due to the nature of their work in an organisational environment shall be arranged at the earliest convenience.

All safeguarding materials and training aids will be kept up-to-date and stored securely by the organisation. This will be made available upon request.

Evidence of training must be recorded and a record of completion must be available in case of an audit.

The organisation encourages all personnel to participate in additional training outside of the workplace. The organisation will support any personnel in doing so by arranging time off for their participation and any material required to be made available. The organisation will encourage the individual to feedback any usual information to inform our future development.

8.2 Raising Awareness

All personnel will be provided with an updated safeguarding policy to read.
Any questions will be answered by a Safeguarding Officer.
The safeguarding policy will be under rolling and yearly review. The organisation embeds a culture of continued development to ensure that we are always learning and new approaches to safeguarding shall be implemented.
All personnel will be aware that they have an equal responsibility for implementation and design of the safeguarding policy.
Safeguarding will be embedded in everyday activity.

9. ENSURING SAFETY IN ACTIVITY

Trajectory Theatre acknowledges that we create work for the people for whom we exist. Our personnel are integral to our work as an organisation, and thus, we consider them throughout our activity.

Personnel responsible for programming, designing or curation of our activities shall act with safeguarding as a priority. All of our programmes shall be designed with our core values in mind.

9.1 Organisational obligations

The organisation has an obligation to prevent harm through safeguarding protocols within our activities. The organisation will:

Ensure that where content may require lived experiences to better inform our work, the organisation will seek to employ experts to provide experience, guidance and support to personnel (e.g Intimacy Coordinators, Well-Being Officers, SLI’s)
Commit to equality, inclusion and transparency in casting offering written, verbal or in-person feedback at every juncture.
Commit to casting/ employing personnel with the above principles in place (e.g casting Transgender/ Non-Binary personnel for those parts)
Ensure that risk assessments are undertaken and in place before activity commences (Line Manager will be responsible for undertaking such risk assessment and all personnel are responsible for implementing this)
Ensure that safeguarding practices are up-to-date and an environment of learning is maintained.
Ensure that all personnel are trained and inducted into the organisations safeguarding culture.
Ensure that an environment of transparency, safety and confidentiality is created allowing personnel to make a complaint, or raise a concern of alleged breach without fear or hesitancy.
Create a safe space for all personnel to consult and monitor activity, and share concerns.
Have a safeguarding plan in place for all activity, outlining any safeguarding concerns and putting in place mitigation measures to ensure that risk of harm does not arrive during delivery.
Ensure transparency, accessibility and integrity in safeguarding investigation and cooperate with all personnel internally and external organisations. Ensure that complaints are treated as a matter or urgency and a resolution reached swifty, following robust and thorough investigation.
Ensure that well-being is paramount for all personnel. Promote a culture of open recruitment and professional development supporting our people in taking their next career steps.
Ensure that well-being and safeguarding is paramount for all personnel during their employment to Trajectory Theatre. Encourage all personnel to take appropriate time off work, support their outside ventures and promote a healthy work-life balance.
Ensure that assistance and outside referral is in place for any individual involved in any organisation investigation.
Ensure that all personnel acknowledge and embed the culture of safeguarding within the organisation’s activity. Understand that it is paramount to prevent any risk of harm, abuse, harassment or other breaches from occurring. Understand the culture of personnel and organisational accountability.
Ensure that the policy will be provided physically and digitally to all personnel on request and during organisational activity. Any participants are welcome to receive a copy of the policy on request.
Ensure that all personnel and participants are aware of their rights at all points during their affiliation with the organisation. Participants and personnel are made aware of how to raise concerns, complaints or breaches.

9.2 Risk Assessment

Trajectory Theatre recognises that Risk Assessment is paramount in order to ensure safety, security and a positive safeguarding culture is maintained. A safeguarding risk assessment will be completed before and during activity by the designated personnel (this may include a Safeguarding Officer, Line Manager or designated personnel).

Risk Assessment will allow the organisation and its personnel to ensure that any necessary measures are put in place to prevent any risk of harm for our personnel or people we exist to serve. Conducting a Risk Assessment at the planning stage allows for a comprehensive plan to be put in place. The Risk Assessment should be updated during activity and any action taken swiftly.

If it is not possible to mitigate any safeguarding concerns, then the activity must not proceed until it is safe to do so.

A full Safeguarding Risk Assessment will be designed and attached to the document once developed.

The Safeguarding Risk Assessment shall be made publicly available during all relevant channels.

9.3 Digital Risk Factors

Trajectory Theatre acknowledges that in light of current public health events, and as an organisation with digital at its core, that a risk of harm in a digital setting should be accounted for. The organisation understands that digital risk incorporates previous stated risk but extends to other risks including cyber security, well-being and device usage risk factors.

Trajectory Theatre will commission a separate digital safeguarding policy to directly address these risks and include digital in our safeguarding learning.

9.4 Accountability via Monitoring, Learning and Evaluation

The culture and moral economy of learning and professional development is key to the organisations growth mindset. Throughout activity it is paramount that the organisation embeds procedures to continually monitor, evaluate and account for its safeguarding. Throughout activities the organisation will monitor safeguarding procedures in action (including but not limited to; referrals, Risk Assessment, Complaints Procedures). Monitoring will allow the organisation to make relevant amendments to continue the growth of the safeguarding policy.

The organisation will:

Collect feedback from participants and personnel during and after activities to inform its cultural practice. All feedback will be anonymous and confidential. It shall be treated on a need-to-know basis.
Internal personnel feedback shall be generated formally via biannual sense check surveys.
Encourage an environment of continual feedback provided by personnel directly to the core of the organisation. Personnel are encouraged to bring feedback directly to Line Managers or other senior personnel within the organisation.
Share its findings and learning with appropriate channels including senior personnel and the Board, and publically share its finding through appropriate channels.
Take other relevant actions.

9.5 Incident Management Mechanism Design

The Safeguarding Officers in conjunction with the Board are responsible for the continued development of Incident Management Mechanisms. The personnel responsible will work to make any amendment to the Mechanisms via feedback and commitment to continued learning in a safeguarding culture.

Any amendments to Incident Management Mechanisms will be put in place following a review period.

The purpose of the amendments is to ensure that all processes are streamlined and work as efficiently as possible continuing our duty of care to personnel and participants.