Policies & Documents
List of publically accessible policies that apply to Oblong Ltd
Memorandum & Articles of Association of Oblong Ltd.
Memorandum of Association of Oblong Ltd
Companies Acts 1985 & 1989
Company limited by guarantee and not having a share capital
1. Name
The name of the Company is Oblong ('the Charity')
2. Registered Office
The registered office of the Charity is to be in England and Wales
3. Objects
“ Oblong aims to develop the capacity and skills of people living in socially and economically disadvantaged areas
in such a way that they are better able to identify, and help meet, their needs and to create active flourishing
communities , and to run a community centre, primarily for the benefit of the Woodhouse , Little London and Hyde
Park areas”
4. Powers
4.0. The Charity has the following powers, which may be exercised only in promoting the Objects:
4.1. To promote or carry out research
4.2. To provide advice
4.3. To publish or distribute information
4.4. To cooperate with other bodies
4.5. To support, administer or set up other charities
4.6. To raise funds
4.7. To borrow money and give security for loans (but only in accordance with the restrictions imposed by the Charities Act 1993)
4.8. To acquire or hire property of any kind
4.9. To let or dispose of property of any kind (but only in accordance with the restrictions imposed by the Charities Act 1993)
4.10. To make grants or loans of money and to give guarantees
4.11. To set aside funds for special purposes or as reserves against future expenditure
4.12. To deposit or invest funds in any manner (but to invest only after obtaining advice from a financial expert and having regard to the suitability of investment and the need for diversification)
4.13. To delegate the management of investments to a financial expert, but only on terms that:
4.13.1. The investment policy is set down in writing for the financial expert by the Trustees
4.13.2. Every transaction is reported promptly to the Trustees
4.13.3. The performance of the investment is reviewed regularly with the Trustees
4.13.4. The Trustees are entitled to cancel the delegation arrangement at any time
4.13.5. The investment policy and the delegation arrangement are reviewed at least once a year
4.13.6 All payments due to the financial expert are on a scale or at a level which is agreed in advance and are notified promptly to the Trustees on receipt
4.13.7 The financial expert must not do anything outside the powers of the Trustees
4.14. To arrange for investments or other property of the Charity to be held in the name of a nominee (being a corporate body registered or having an established place of business in England and Wales) under the control of the Trustees or of a financial expert acting under their instructions and to pay any reasonable fee required
4.15. To insure the property of the Charity against any foreseeable risk and take out other insurance policies to protect the Charity when required
4.16. To insure the Trustees against the cost of a successful defence to a criminal prosecution brought against them as charity trustees or against personal liability incurred in respect of any act or omission which is or is alleged to be a breach of trust or breach of duty, unless the Trustee concerned knew that, or was reckless whether, the act or omission was a breach or trust or duty.
4.17. Subject to clause 5, to employ paid or unpaid agents, staff or advisers
4.18. To enter into contracts to provide service to or on behalf of other bodies
4.19. To establish subsidiary companies to assist or act as agents for the Charity
4.20. To pay the costs of forming the Charity
4.21. To do anything else within the law∙ which promotes or helps to promote the Object
5. BENEFITS TO MEMBERS AND TRUSTEES
5.1 The property and funds of the Charity must be used only for promoting the Objects and do not belong to the
Charity but
5.1.1 Members who are not Trustees may be employed by or enter into contracts with the Charity and
receive reasonable payment for goods and services
5.1.2 Members (including Trustees) may be paid interest at a reasonable rate on money lent to the Charity
5.1.3 Members (including Trustees) may be paid a reasonable rent or hiring fee for property let or hired to
the Charity
5.1.4 Individual members who are not Trustees but who are beneficiaries may receive charitable benefits in
that capacity
5.2 A Trustee must not receive any payment of money or other material benefit (whether directly or indirectly) from
the Charity except
5.2.1 as mentioned in clauses 4.16, 5.1.2, 5.1.3 or 5.3
5.2.2 Reimbursement of reasonable outofpocket
expenses (inc1uding hotel and travel costs) actually
incurred in running the Charity
5.2.3 An indemnity in respect of any liabilities properly incurred in running the Charity (including the costs of
a successful defence to criminal proceedings)
5.2.4 Payment to any company in which a Trustee has no more than a 1 per cent shareholding.
5.2.5 in exceptional cases, other payments or benefits (but only with the written approval of the Commission
in advance)
5.3 Any Trustee (or any firm or company of which a Trustee is a member or employee) may enter into a contract
with the Charity to supply goods or services in return for a payment or other material benefit but only if
5.3.1 The goods or services are actually required by the Charity
5.3.2 The nature and level of the remuneration is no more than is reasonable in relation to the value of the
goods or services and is set in accordance with the procedure in clause 5.4
5.3.3 No more than one half of the Trustees are subject to such a contract in any financial year
5.4 Whenever a Trustee has a personal interest in a matter to be discussed at a meeting of the Trustees or a
committee the Trustee concerned must:
5.4.1 Declare an interest at or before discussion begins on the matter
5.4.2 Withdraw from the meeting for that item unless expressly invited to remain in order to provide
information
5.4.3 Not be counted in the quorum for that part of the meeting
5.4.4 Withdraw during the vote and have no vote on the matter
5.5 This clause may not be amended without the prior written consent of the Commission
6. LIMITED LIABILITY
The liability of members is limited
7. GUARANTEE
Every member promises. if the Charity is dissolved while he, she or it remains a member or within 12 months
afterwards, to pay up to £1 towards the costs of dissolution and the liabilities incurred by the Charity while the
contributor was a member
8. DISSOLUTION
8.1 If the Charity is dissolved the assets (if any) remaining after provision has been made for all its liabilities must be
applied in one or more of the following ways:
8.1.1 By transfer to one or more other bodies established for exclusively charitable purposes within, the
same as or similar to the Objects
8.1.2 Directly for the Objects or charitable purposes within or similar to the Objects
8.1.3 In such other manner consistent with charitable status as the Commission approve in writing in
advance
8.2 A final report and statement of account must be sent to the Commission
9. INTERPRETATION
9.1 Words and expressions defined in the Articles have the same meanings in this Memorandum.
9.2 References to an Act of Parliament are references to the Act as amended or reenacted
from time to time and
to any subordinate legislation made under it.
Articles of Association of Oblong Ltd
Companies House Act 1985 & 1989
Company Limited by Guarantee and Not having a share capital
Registered Office: 197 Woodhouse Street, Leeds, LS6 2NY
1. MEMBERSHIP
1.1 The number of members with which the company proposes to be registered is unlimited .
1.2 The Charity must maintain a register of members
1.3 Membership of the Charity is open to any individual or organisation interested in promoting the Objects who
1.3.1 Applies to the Charity in the form required by the Trustees
1.3.2 Is approved by the Trustees and
1.3.3 Signs the Register of members or consents in writing to become a member either personally or (in the
case of a member organisation) through an authorised representative.
1.4 The Trustees may establish different classes of membership and prescribe their respective privileges and
duties and set the amounts of any subscriptions
1.5 Membership is terminated if the member concerned
1.5.1 Gives written notice of resignation to the Charity
1.5.2 Dies or (in the case of an organisation) ceases to exist
1.5.3 Is six months in arrears in paying the relevant subscription (but in such a case the member may be
reinstated on payment of the amount due) or
1.5.4 is removed from membership by resolution of the Trustees on the ground that in their reasonable
opinion the members continued membership is harmful to the Charity ( but only after notifying the member
in writing and considering the matter in the light of any written representations which the member concerned
puts forward within 14 clear days after receiving notice)
1.6 Membership of the Charity is not transferable
2. GENERAL MEETINGS
2.1 Members are entitled to attend general meetings either personally or (in the case of an organisation) by an
authorised representative. General meetings are called on at least clear 21 days written notice specifying the
business to be discussed
2.2 There is a quorum at a general meeting if the number of members or authorised representatives personally
present is at least 5 (or 5%of the members if greater)
2.3 The Chairperson or if the Chairperson is unable or unwilling to do so) some other members elected by those
present presides at a general meeting
2.4 Except where otherwise provided by the Act, every issue is decided by a majority of votes cast
2.5 Except for the chairman of the meeting, who has a second or casting vote, every member present in person or
through an authorised representative has one vote on each issue
2.6 A written resolution signed by all those entitled to vote at a general meeting is as valid as a resolution actually
passed at a general meeting (and for this purpose the written resolution may be set out in more than one document
and will be treated as passed on the date of the last signature)
2.7 The Charity must hold an AGM in every year which all the members are entitled to attend. The first AGM may be
held within 18 months after the Charity's incorporation
2.8 At an AGM the members:
2.8.1 Receive the accounts of the Charity for the previous financial year
2.8.2 Receive the Trustees' report on the Charity's activities since the previous AGM
2.8.3 Accept the retirement of those Trustees who wish to retire or who are retiring by rotation
2.8.4 Elect persons to be Trustees to fill the vacancies arising
2.8.5 Appoint auditors for the Charity
2.8.6 May confer on any individual the honorary title of Patron, President or VicePresident
of the Charity and
2.8.7 Discuss and determine any issues of policy or deal with other business put before them
2.9 Any general meeting which is not an AGM is an EGM
2.10 An EGM may be called at any time by the Trustees and must be called within 28 days on a written request
from at least 10 members
3. THE TRUSTEES
3.1 The Trustees as charity trustees have control of the Charity and its property and funds
3.2 The Trustees when complete consists of at least three and not more than twelve individuals, all of whom
must be members
3.3 The subscribers to the Memorandum are the first Trustees of the Charity
3.4 Every Trustee must sign a declaration of willingness to act as a charity trustee of the Charity before he or she is
eligible to vote at any meeting of the Trustees .
3.5 All Trustees must retire at each AGM.
3.6 A Trustee's term of office automatically terminates if he or she:
3.6.1 Is disqualified under the Charities Act 1993 from acting as a charity trustee
3.6.2 is incapable, whether mentally of physically, of managing his or her own affairs
3.6.3 is absent from three consecutive meeting of the Trustees
3.6.4 Ceases to be member but such a person may be reinstated by resolution passed by all the other
Trustees on resuming membership of the Charity before the next AGM
3.6.5 Resigns by written notice to the Trustees (but only if at least two Trustees will remain in office)
3.6.6 Is removed by resolution passed by at least 75% of the members present and voting at a general
meeting after the meeting has invited the views of the Trustee concerned and considered the matter in the
light of any such views
3.7 The Trustees may at any time coopt
any person duly qualified to be appointed as a Trustee to fill a vacancy in
their number or as an additional Trustee, but a coopted
Trustee holds office only until the next AGM
3.8 A technical defect in the appointment of a Trustee of which the Trustees are unaware at the time does not
invalidate decisions taken at a meeting
4. PRPCEEDINGS OF TRUSTEES
4.1 The Trustees must hold at least 4 meetings each year
4.2 A quorum at a meeting of the Trustees is 3 Trustees
4.3 A meeting of the Trustees may be held either in person or by suitable electronic means agreed by the Trustees
in which all participants may communicate with all the other participants
4.4 The Chairperson or (or if the Chairperson is unable or unwilling to do so) some other Trustee chosen by the
Trustees present presides at each meeting
4.5 Every issue may be determined by a simple majority of the votes cast at a meeting but a written resolution
signed by all the Trustees is as valid as a resolution passed at a meeting (and for this purpose the resolution may
be contained in more than one document and will be treated as passed on the date of the last signature)
4.6 Except for the chairperson of the meeting who has a second or casting vote, every Trustee has one vote on
each issue
4.7 A procedural defect of which the Trustees are unaware at the time does not invalidate decisions taken at a
meeting
5. POWER OF TRUSTEES
The Trustee5.1 to appoint (and remove) any member (who may be a Trustee) to act as Secretary to the Charity in
accordance with the Act
5.2 To appoint a Chairperson, Treasurer and other honorary officers from among their number
5.3 To delegate any of their functions to committees consisting of two or more individuals appointed by them (but at
least 1 member of every committee must be Trustee and all proceedings of committees must be reported promptly
to the Trustees)
5.4 To make Standing Orders consistent with the Memorandum, these Article, and the Act to govern proceedings at
general meetings
5.5 To make Rules consistent with the Memorandum, these Articles and the Act to govern proceedings at their
meetings and at meetings of committees
5.6 To make Regulations consistent with the Memorandum, these Articles and the Act to govern the administration
of the Charity and the use of its seal (if any)
5.7 To establish procedures to assist the resolution of disputes within the Charity
5.8 To exercise any powers of the Charity which are not reserved to a general meeting
6. RECORDS & ACCOUNTS
6.1 The Trustees must comply with the requirements of the Act and of the Charities Act 1993 as to keeping financial
records, the audit of accounts and the preparation and transmission to the Registrar of Companies and the
Commission of:
6.1.1 Annual reports
6.1.2 Annual returns
6.1.3 Annual statements of account
6.2 The Trustees must keep proper records of
6.2.1 All proceedings at general meetings
6.2.2 All proceedings at meetings of the Trustees
6. 6.2.4 all professional advice obtained
6.3 Accounting records relating to the Charity must be made available for inspection by any Trustee at any
reasonable time during normal office hours and may be made available for inspection by members who are not
Trustees if the Trustees so decide ..
6.4 A copy of the Charity's latest available statement of account must be supplied on request to any Trustee or
member or to any other person who makes a written request and pays the Charity's reasonable costs within two
months
7. NOTICES
7.1 Notices under these Articles may be sent by hand, or by post or by suitable electronic means or (where
applicable to members generally) may be published in any suitable journal or newspaper or any newsletter
distributed by the Charity .
7.2 The only address at which a member is entitled to receive notices is the address shown in the register of
members
7.3 Any notice given in accordance with these Articles is to be treated for all purposes as having been received
7.3.1 24 hours after being sent by electronic means or delivered by hand to the relevant address
7.3.2 Two clear days after being sent by first class post to that address
7.3.3 Three clear days after being sent by second class or overseas post to that address
7.3.4 On the date of publication of a newspaper containing the notice
7.3.5 On being handed to the member (or, in the case of a member organisation, its authorised
representative) personally or if earlier.
7.3.6 as soon as the member acknowledges actual receipt
7.4 A technical defect in the giving of notice of which the Trustees are unaware at the time does not invalidate
decisions taken at a meeting
8. DISSOLUTION
The provisions of the Memorandum relating to dissolution of the Charity take effect as though repeated here
2.3 All reports of committees and
9. INTERPRETATION
In the Memorandum in and in the Articles:
9.1 'The Act’ means the Companies Act 1985
'AGM' means an annual general meeting of the Charity
'Authorised representative' means an individual who is authorised by a member organisation to act on its
behalf at meetings of the Charity and whose name is given to the Secretary
'Chairperson' means the chairperson of the Trustees
'the Charity' means the company governed by these articles
'charity trustee' has the meaning prescribed by section 97 (1) of the Charities Act 1993
'clear day' means 24 hours from midnight following the relevant event
'the commission' means the Charity Commissioners for England and Wales
'EGM' means an extraordinary general meeting of the Charity
'financial expert' means an individual, company or firm who is an authorised person or an
exempted person within the meaning of the Financial Services Act 1986
'material benefit' means a benefit which may not be financial but has a monetary value
'member' and 'membership' refer to membership of the Charity means the Charity's memorandum of
'Memorandum association
'month' means calendar month
'the objects' means the Objects of the Charity as defined in clause 3 of the Memorandum
'Secretary' means the Secretary of the Charity
'Trustee' means a director of the Charity and 'Trustees' means all of the directors
'Written' or 'in writing' means the Secretary of the Charity
'Year' means calendar year
9.2 Expressions defined in the Act have the same meaning
9.3 References to an Act of Parliament are to the Act as amended or reenacted
from time to time and to any
subordinate legislation made under it
Acceptable Behaviour and Problem Solving Policy
Equality and Diversity Policy
Ethical and Environmental Policy
Expenses and Benefits Policy
Financial Controls Policy
Health & Safety Policy
Maternity, Paternity, Adoption, Parental, Caring and Compassionate Leave Policy
Redundancy and Reduction of hours Policy
Complaints Policy
Confirmation of Insurance (PLI and ELI)
Lone Working Policy and guidelines
Running Childrens Activities
Running Childrens Activities
Guidance & Policy Document
0. Introduction
Every group that is run in the centre has a duty to safeguard the children and young people that attend. This includes making sure that all children who attend events and activities are kept safe, whether they are regular or one-off.
This document aims to act as a guide for any activities that are run at the centre by community members for children and young people from 0-18 years of age and includes procedures that must be followed when running sessions.
Groups are also required to adhere to Oblong’s child safeguarding policy whilst using the centre.
0.1. Why it matters:
When working with children, we should recognise that they need and want to take risks when they play. Children cannot grow and thrive without learning to cope with the possibility that things can sometimes go wrong. As volunteers and staff, we need to successfully manage risks and keep children and young people safe, while simultaneously providing the benefits of adventurous and healthy activities. In this way, we can enable those we work with to take control of their own activities and thus learn to negotiate some of life’s risks and challenges.
0.2. You may find these principles helpful:
0.2.1. Distinguish between serious risks to children’s health (like head injuries, spinal injuries, burns and scalds) and more minor injuries that are simply part of growing up for active children (like grazed or bruised knees). Focus most of your energies on preventing serious accidents, such as those that lead to hospital admission.
0.2.2. Understand that accidents are closely linked to children’s ages and stages of development. This will help your group to understand how children and young people can suffer accidental injury – and to keep one step ahead as they grow and develop.
0.2.3. Think about which accidents are most likely to cause serious injury to children and young people. This will help you to focus on preventing the most common serious accidents for those in your group (like hot drink scalds). It may also enable you to model safe behaviour, which young people and families can maintain on an everyday basis.
0.2.4 Take account of the fact that children’s understanding of risk and consequences develops over time. While helping children to develop skills to recognise and manage risks, you need to protect them from serious harm that they may not yet understand. For example, children aged under nine find it hard to judge the speed of traffic, so will need help from an adult crossing the road. But there is a lot you can do while out walking with younger children to help them build road safety skills.
0.2.5. Weigh up the risks and benefits of activities and, where there are clear benefits, consider options that will recognise both. Some activities can lead to injuries but can also be great fun and can yield benefits in terms of children’s health, confidence and wellbeing. Rather than banning them altogether, is there a way of supporting and educating children to learn how to do them safely?
0.2.6. When working with young people with additional care and support needs, it is important to understand whether and how their needs impact on their capacity to assess risk and live independently. It is also important to use this knowledge in such a way as to maximise their choices and independence.
1. Organisational Duties
1.1. Vetting Volunteers Working With Children
The volunteers leading groups that work with children should be adequately vetted, below are the procedures that must be followed to enable this
1.1.1. Verifying references
References can help us make an informed decision about an applicant’s suitability to be a volunteer lead working with children.
References should be taken from people who know the volunteers in a professional capacity (not friends or family)
Ask referees about the potential volunteers:
- suitability and ability to work with children and young people
- knowledge and understanding of child protection and safeguarding.
Ensure information provided in the reference is consistent with the information provided by the candidate. Follow up any discrepancies, concerns, or vague statements.
1.1.2. Enhanced with barred list checks
Volunteers leads working with children at the community centre will either need to have an Enhanced DBS with Childrens Barring check or be supervised by a volunteer or staff member who has one.
It is advisable that at least two volunteers at any session being run have an Enhanced DBS with Childrens barring check.
1.2. Letting third parties use our premises
We have a responsibility when third parties are using our premises to make sure they are taking the right steps to keep children safe.
This applies regardless of the size of the room(s) people are using and whether or not they are paying us to use the venue.
1.2.1. Sharing policies and procedures
We need to ensure that the groups using our facilities are doing everything they can to safeguard and protect children.
We will:
1.2.1.1. Ask groups to share their safeguarding and child protection policy and procedures with you and check that these are adequate.
1.2.1.2. Share our own safeguarding and child protection policy with the groups and ask them to comply with it.
Groups must put adequate health and safety measures in place, carry out risk assessments and have the right insurance. Please see and complete Appendix 1 to confirm.
We will give everyone hiring our venue the contact details for the child protection lead.
1.2.2. Sharing information and resources
We will:
1.2.2.1. Arrange an induction to familiarise the club/activity leader with the venue and share relevant safety information, for example where the fire exits and fire extinguishers are located.
1.2.2.2. Share our safeguarding and child protection policies with the groups using our premises, to make sure they are taking the right action to promote the welfare of children and protect them from harm.
1.2.3. Shared facilities and toilets
Children’s and adult’s groups should always have separate spaces. Make sure adults from other groups cannot walk through rooms where children and young people are meeting.
1.2.3.1. We do not have separate facilities such as toilets for children and adults, groups should consider this before they start to use our premises.
1.2.3.2. You should wait until adults have left the bathroom before children and young people use them, and vice versa.
1.2.3.3. When going to the toilet, children below the age of 13 should be supervised by an adult who has had the appropriate checks. There must be enough adults to supervise the activity and take children to the bathroom. For older children, a risk assessment should be carried out to consider if it is appropriate for them to go to the bathroom unsupervised. The child’s age, ability and development stage and the location of the bathroom should be taken into consideration.
2. Planning and Running A Session for Oblong
Things to consider
Whenever a session is going to be run, it is important that a staff member works with volunteers to plan and risk assess. There are generic requirements for running sessions with children that apply to all organisations and settings and some that are specific to Woodhouse Community Centre. There are also policies and procedures in regards to health and safety.
Some activities may present additional challenges and risks, which make safeguarding more complex. For example, if an event:
- includes larger numbers of people than you are used to working with,requires you to take children to a different venue and location, sometimes for an overnight stay, or involves activities that are less structured than your normal programme
- is organised with other groups, companies and/or individuals who may not be used to working with children and young people.
- A group in which there is a significant age range between the eldest and youngest children.
2.1. Safeguarding and child protection plan
The volunteers leading the activity will be required to speak with the Safeguarding lead to draw up a safeguarding and child protection plan for the activity.
2.1.1. What to cover
The safeguarding and child protection plan should include information about:
2.1.1.1. Oblong’s overarching safeguarding and child protection policy.
2.1.1.2. who has overall responsibility for child protection at the event or activity and how to contact them on the day
2.1.1.3. how staff and volunteers should respond to any welfare or child protection concerns that may arise during the event or activity
2.1.1.4. how we will respond to any allegations of abuse made against an adult or a child involved with the group during the event or activity.
2.1.1.5. our whistleblowing procedures
2.1.1.6. where to go for safeguarding advice and guidance during the event or activity (for example the NSPCC Helpline on 0808 800 5000 or the number of your local child protection services).
All staff and volunteers who will be taking part in the event or activity must be aware of and understand this plan.
2.2. Parental consent and attendance registers
It is a requirement that parental consent forms are completed when children take part in a group or activity so that we have the relevant information for each child, such as parental/carer contact details and whether the child has any particular needs, such as Special Educational Needs, regular medication or allergies. We have a standard form that needs to be completely filled out before children can take part in activities.
2.2.1. All information we collect will be securely held in line with our data protection policy.
2.2.2. If a child has any particular needs, make sure you discuss how you will address these with parents and carers
2.2.3. A register of attendance must be taken each day/session
2.3. Emergency information
You must: Create a list of emergency contact numbers for each child and make sure this is easily available to the staff or volunteers who are responsible for the child.
2.3.1. Make sure group leaders know the procedures for contacting the emergency services if they need to. Give parents and carers a number they can call if they need to contact you or their child in an emergency.
2.4. Health and safety & Risk assessments
Staff members will work with volunteers running activities, to understand health and safety procedures in the community centre and complete a comprehensive risk assessment for the group, activity or event.
2.4.1. As part of this it is good practice to make sure parents or carers know about all the activities their children will be involved in, any risks that might occur and what steps you’ve taken to keep children and young people safe. For example, explain what you will do if there are adverse weather conditions that would make an outdoor activity more dangerous. Remind parents or carers about any special kit their child will need, for example safe footwear or waterproof clothing.
2.4.2. Talk to children and young people and explain how you expect them to behave. This is especially important if their behaviour might have an impact on their safety, for example whilst travelling to a venue or taking part in an adventurous activity.
2.5. Supervision
You should:
Make sure you provide the right number of adults to supervise the children and young people participating, depending on their age, group size, the activity they are involved in and any specific needs that the children may have.
Never allow anyone under the age of 18, or without an enhanced DBS check, be in sole charge of other children.
Take into account what would happen if a member of staff or volunteer has to leave e.g. to accompany a child to hospital.
2.6. Who's who
You should:
Make it clear which adults are ‘working’ (whether paid or volunteers) and which are not . This is important in case of an emergency. It also helps children and young people recognise trusted adults they can talk to if they have any concerns.
2.6.1. Recommended adult to child ratios
We’ve put together some best practice guidance to help work out how many adults are needed to supervise children safely.
We recommend having at least two adults present when working with or supervising children and young people. We recommend the following adult to child ratios as the minimum numbers to help keep children safe:
- 0 - 2 years - one adult to three children
- 2 - 3 years - one adult to four children
- 4 - 8 years - one adult to six children
- 9 - 12 years - one adult to eight children
- 13 - 18 years - one adult to ten children
Depending on the needs and abilities of the children, and the nature of the activity, you may need to have more adults than the minimum.
At least two adults need to be present, even with smaller groups.
If young people are helping to supervise younger children only people aged 18 or over should be included as adults when calculating adult to child ratios.
2.7. Children with additional needs or disabilities
If you are working with children and young people who have special educational needs or disabilities (SEND) you may need more supervision than the minimum ratios above.
For each activity you should undertake a risk assessment to help you decide on supervision ratios. The assessment should take into account children and young people’s behaviour, ability and mobility. As far as possible, include input from children and young people and their parents and carers in risk assessments to ensure children’s needs are met.
2.8. Toilet ratios
Adults who haven't previously volunteered and haven't had the necessary vetting checks shouldn't be left alone with children or take them to the toilet unaccompanied.
In larger groups of children, encourage groups to take a comfort break together with one responsible adult while the other adult(s) supervises the remaining children and keeps a head count.
2.9. First aid ratios
We recommend that at least one adult is trained in first aid.
If you're running one-off events you will need to carry out a first-aid and medical risk assessment.
2.10. Lost or missing children
Think about what measures you can put in place to prevent children getting lost and make sure you have clear procedures to follow if children go missing during your event or activity. Things you should consider include:
2.10.1. whether you will have a designated meeting point for lost children, where this will be, how you will make sure children know about it and how it will be supervised
2.10.2. how you will contact parents or carers to inform them that their child is lost or has been found
2.10.3. how you will verify that adults coming forward to collect a child are the child’s parents or carers
2.10.4. whether any of the children you are working with might need extra supervision to prevent them going missing, for example if they have a history of running away, or if a learning disability means they get confused in unfamiliar places
2.10.5. who will coordinate the initial search for a missing child
2.10.6. who is responsible for contacting the police if necessary, and when this should happen.
You may wish to contact your local safeguarding agencies, who should be able to provide you with more detailed advice.
Appendix 1 - Confirmation document for Co-ordinators of Children’s events
Safeguarding Vulnerable Adults Policy
Safer Spaces statement
As a safe and welcoming space we expect everyone in the building to:
Respect other people and to treat them equally
Be sensitive to the needs of others
Be friendly and helpful
We will not tolerate:
Intimidation and harassment of any kind
Racism, sexism, homophobia and any other form of discrimination and prejudice
Violence or the threat of violence
The theft of other people’s belongings
We will do our best to make the space as safe as possible.
Let us know about any problems
If anyone is being abusive, offensive, disruptive or insensitive, we will let them know clearly. If they don’t stop, we will ask them to leave. If they respond with hostility or threatening behaviour, they will be banned from the centre for at least a month.