This policy is based upon all our responsibilities to make arrangements to ensure that AIS functions are discharged responsibly with regard to the need to safeguard and promote the welfare of children, young people, and vulnerable adults.

AIS Recognizes that

The welfare of children, young people, and disadvantaged adults is paramount.

All children, regardless of age, disability, gender, racial heritage or religious belief, have the right to be safe, happy and receive equal protection from all types of harm or abuse.

Working in partnership with children, young people, their parents, carers and other agencies is essential in promoting children’s, young people’s and disadvantaged adults’ welfare.

Aims Of The Policy

  • Clarify the roles and responsibilities of all parties working within AIS.
  • Support the promotion of a safe working environment and a culture of care in which the rights of all children, young people and adults, and vulnerable adults are protected and respected.
  • Promote best practice in how employees and associated workers interact with children, young people and adults, and vulnerable adults while providing services.
  • Develop clear guidelines and procedures for those employees working with children, young people, and adults and ensure through training and support that they are aware of these and able to implement them.
  • Provide a framework for developing partnerships with appropriate external bodies to ensure that the policy continues to reflect legal and best practice requirements in respect of the responsibility of the care of children, young people and vulnerable adults.

Scope Of The Policy

The policy acknowledges respects and defines AIS responsibility towards children and young people, legally defined as any person under the age of 18. From this point, the terms child or children will be used to refer to this group.

  • Vulnerable adults defined, for the purposes of this policy, as anyone over the age of 18 who because of a disability or illness may be in need of community care services and who may be unable to take care of themselves or protect themselves from significant harm or exploitation.
  • Adults within the working environment who are employed or working in the voluntary capacity The employees of AIS who have dealings with children, young people and vulnerable adults and who are required to act in a position of trust and to act responsibly and within the law.
  • The employees and any volunteers of AIS who, while not required to act in a position of trust will come into contact with members of these groups on a regular basis during the course of their work.
  • All the functions and services of AIS, staff, and contractors.
  • The policy does not cover health and safety issues related to safeguarding children such as the use of play equipment or the provision of food at events. Separate guidance on this and appropriate behaviors when dealing with children and vulnerable adults which AIS has developed should be read in conjunction with this policy.

What is abuse?

A person may abuse a child, adult, or vulnerable adult by inflicting harm, or by failing to act to prevent harm. Children adults or vulnerable adults may be abused in a family or in an institutional or community setting; by those known to them or, more rarely, by a stranger.

Physical abuse: may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating, or otherwise causing physical harm, including by fabricating the symptoms of, or deliberately causing, ill-health.

Emotional abuse: is the persistent emotional ill-treatment of a child, adult or vulnerable adults such as to cause severe and persistent adverse effects on the victim’s emotional development or self-esteem. It may involve conveying to the victim that they are worthless or unloved, inadequate, or valued only in so far as they meet the needs of another person. It may involve age or developmentally inappropriate expectations being imposed, causing the victim frequently to feel frightened, or the exploitation or corruption of children or vulnerable adults. It may involve deprivation of contact, control, coercion, intimidation or harassment.

Bullying: is not always easy to define; it can take many forms and is usually repeated over a period of time. The three types are physical (e.g. hitting, kicking, theft), verbal (e.g. racist or homophobic remarks, threats, name-calling) and emotional (e.g. isolating an individual from activities). Bullying will include: 1) deliberate hostility and aggression towards a victim, 2) a victim who is weaker and less powerful then the bully or bullies and 3) an outcome which is always painful and distressing for the victim. Bullying may include Other forms of violence, sarcasm, spreading rumors, persistent teasing, tormenting, ridiculing, humiliation, racial taunts, graffiti, gestures, etc.

Sexual abuse: involves forcing or enticing a child or vulnerable adult to take part in sexual activities, whether or not the victim is aware of what is happening. The activities may involve physical contact, an ad may include involving the victim is looking at, or in the production of, pornographic material, or encouraging them to behave in sexually inappropriate ways

Neglect: is the persistent failure to meet a child’s or vulnerable adult’s basic physical and/or psychological needs, likely to result in the serious impairment of their health or development, such as failing to provide adequate food, shelter, and clothing, or neglect of, or unresponsiveness to basic emotional needs. Invulnerable adults may appear to be a result of self-neglect but still requires action.

Financial abuse: is particularly relevant to vulnerable adults and may include theft, fraud, exploitation and pressure in connection with wills, property or inheritance or financial transactions. It may include the misuse or misappropriation of property, possessions or benefits by someone who has been trusted to handle their finances or who has assumed control of their finances by default.

Who Is Responsible For Protecting Children, Adults And Vulnerable Adults?

The responsibility for the implementation of this policy lies at all levels of AIS work.

AIS Management is responsible for ensuring that AIS has a policy, which adequately provides protection for children and vulnerable adults in receipt of its services and for the regular review of this policy in the light of changes to legislation.

In addition:

  • Employees, volunteers and other workers dealing with these groups are adequately trained and aware of their responsibilities in this area.
  • External contractors are aware of and abide by the standards of behavior expected of all AIS employees.
  • Carers and/or parents of the children and vulnerable adults are aware that, in providing services, AIS employees are not acting in loco parentis.
  • This policy is made available to carers and/or parents of the children and vulnerable adults to whom AIS is providing services.
  • Any evidence or complaint of abuse or lack of care is reported to the appropriate body e.g. the AIS Management and the Police.
  • Appropriate levels of confidentiality are maintained in the transfer of information relating to dealings with children, young persons, adults, and vulnerable adults.

In Addition To The Above, AIS Management Is Responsible For:

  • Ensuring that they are familiar with and understand all policies and procedures relating to their work with or in the vicinity of children, young people and vulnerable adults.
  • Ensuring that they feel confident in working within this environment and working with their managers to ensure that they have the knowledge and skills to carry out their tasks in this context.
  • Treating all those children, young people, adults and vulnerable adults with whom they come into contact while carrying out their work equally and with respect.
  • Reporting to their line manager any concerns they may have about abuse or a lack of care of children, young people and vulnerable adults either from other staff, from carers, parents or those in loco parentis or between members of the group.
  • Participating in any training or development opportunities offered to them to improve their knowledge of skills in this area.

Volunteers, Contractors, And Other Workers Are Responsible For:

  • Working with employees of AIS, to the same standard, in ensuring the safety and well-being of children, young people and vulnerable adults within their scope.
  • Participating in any training or development opportunities offered to them to improve their knowledge of skills in this area.

Questions And Answers

AIS believes that all children, young people, adults, and vulnerable adults have the right to be safe, happy and healthy and deserve protection from abuse and will fully support and protect anyone, who in good faith, reports a concern about abuse.

If you think a child, young person, adult or vulnerable adult is in immediate danger or a crime has been committed then always contact the management. Report your action to your line manager and a member of AIS management. Otherwise, discuss your concerns with your line manager or a member of AIS management who will help you complete the appropriate form.


  • Stay calm.
  • Listen carefully
  • Find an appropriate, early opportunity to explain that it is likely that the information will need to be shared, but only with people who need to know and who can help
  • Allow the victim to continue at their own pace
  • Ask questions for clarification only and at all times avoid asking questions that suggest a particular answer.
  • Reassure the victim that they have done nothing wrong in telling you
  • Tell them what you will do next and with whom the information will be shared
  • After the victim has disclosed, record in writing what was said using the victim’s own words as soon as possible. Note the date and time, any names mentioned and to whom the information was given. Ensure the record is signed and dated. Try not to take notes at the time this can be intimidating.
  • Relay this information as soon as possible to your line manager or a member of the AIS management.

  • Dismiss the concern
  • Panic
  • Allow your shock or distaste to show
  • Probe for more information than is offered
  • Make promises you cannot keep: such as agreeing not to tell someone else, keeping secrets
  • Speculate or make assumptions
  • Approach or contact the alleged abuser
  • Make negative comments about the accused person
  • Pass on the information to anyone other than those with a legitimate “need to know” such as your line manager or a member of AIS management if the incident involves a member of staff.
  • Delegate to others as the victim has specifically chosen you to talk to.
  • Remember that you are not responsible for deciding whether or not abuse has occurred. This is the task of the police and child or adult protection agencies following referral to them.

Any member of staff who suspects that a colleague may be abusing children, young people, adult or vulnerable adults should act on their suspicions. Action should also be taken if it is felt that colleagues are not following the published codes of conduct for dealing children, young people, and vulnerable adults.

This action will serve not only to protect children and vulnerable adults but also colleagues from false accusations. In the event of an incident, you should:

  • Write down the details of the incident
  • Pass this report to your line manager and a member of AIS management committee at the earliest opportunity.
  • The manager should then take appropriate action to ensure the safety of the child, young person, adult or vulnerable adult and any other people who may be at risk.
  • The matter should then be evaluated by AIS management who will then consider whether the matter is an issue relating to poor practice, or to abuse.
  • If the matter relates to poor practice, procedures relating to misconduct should be followed. If
  • The matter relates to abuse the matter should be referred to the appropriate authorities who may involve the Police, and the employee must be suspended pending the outcome of an investigation into the allegations.).

AIS acknowledges that this is an extremely sensitive issue for staff and assures all staff and persons working on its behalf that it will fully support and protect anyone, who in good faith, reports a concern that a colleague is, or may be, abusing a child, young person or vulnerable adult.

There is always a commitment to work in partnership with parents/carers where there are concerns about their children or adults in their care and in most circumstances it would be important to talk to parents/carers to clarify any initial concerns. For example if a child, young person, adult or vulnerable adult seemed withdrawn, there may be a reasonable explanation; they may have experienced an upset in the family.

BUT if you are suspicious that the parents or carer may be the abuser or you believe that the parent/carer may not be able to respond appropriately to the situation, speaking to them regarding the matter might place the child or vulnerable adult at greater risk. You should report the suspicion to your line manager or a member of AIS management and advice will be sought from the appropriate authorities with respect to consulting parents/careers.

  • Clear guidance is given to all staff on the administration of medicines.
  • There are sufficient numbers of appropriately trained staff to manage and administer medicines.
  • There are suitable and sufficient facilities and equipment available to aid the safe management, storage and administration of medicines.
  • The above provisions are clear and shared with all who may require them.

Parental Responsibility

The administration of medicines to any pupil is the overall responsibility of the parents/guardians of that pupil.

Administering of prescribed medicines and records

When deciding upon the administration of prescribed medicines (e.g. antibiotics, inhalers), maintenance and emergency medicine needs for pupils AIS will discuss and agree the requirements with the parents and make reasonable decisions about the level of care required.

Any pupil required to have prescribed medicines is to have an Administration Of Prescribed Medicines & Treatment Consent Form (Appendix 1) signed by the parent and a Record Of Prescribed Medicines Given To A Pupil Form (Appendix 2) will be completed each time the medicine is administered. These will be kept on file in the Medical Room.

In addition, for pupils requiring prescribed maintenance medicines (e.g. insulin), a Health Care Plan (Appendix 1 reverse page) will be completed for the child concerned. These are to be reviewed with the parents at the beginning of each term to ensure continuing suitability.

In addition, for emergency medicines, for example:
  • Injections of adrenaline for acute allergic reactions.
  • Rectal diazepam for major fits.
  • Injections of Glucagan for diabetic hypoglycaemia professional training and guidance of school staff from a competent source will be undertaken before commitment to such administration is accepted.
  • Prescribed medicines must be administered strictly in accordance with the prescriber’s instructions. The sick bay will be used for medicine administration and treatment purposes.
  • No medicines may remain in the classroom environment
  • If a child refuses to take prescribed medication the Principal is to be informed and parents are to be informed at the earliest opportunity.
Emergency services:

When a medical condition causes a pupil to become ill and/or requires emergency administration of prescribed medicines, an ambulance is to be called and the parents notified, a member of staff is to remain with the pupil at all times.

The procedure for notifying parents will be to use all telephone numbers available to contact them and leave a message should the parents not be contactable.

In the event that parents cannot be contacted and a message has been left, AIS will continue to attempt to make contact with the parents every hour. In the interim a qualified first aider or another member of staff will remain with the child until the parents can be contacted and arrive.

In the event that the child requires hospital treatment and the parents cannot be contacted prior to attendance, the qualified first aider or another member of staff will:
  • Accompany the child to hospital.
  • Take copies to the hospital of the pupil’s medical and admission forms.
  • Record of Prescribed medicines given to a pupil.
  • Remain with the child until the parents can be contacted and arrive at the hospital.
  • In addition to the administration of treatment records, any medical condition requiring external or hospital treatment are to be recorded in accordance with AIS’s Health and Safety Policy.

Where staff are required to carry out non-routine or more specialised administration of medicines or emergency treatment to children, appropriate professional training and guidance from a competent source will be sought before commitment to such administration is accepted. Refresher training is to be scheduled at appropriate intervals.

Storage and disposal of prescribed medicines:

The storage of medicines will be undertaken in accordance with product instructions and in the original container in which the medicine was dispensed.

It is the responsibility of all staff to ensure that the received medicine container is clearly labelled with the name of the child, the name and dose of the medicine, the frequency and method of administration, any potential side effects and expiry date.

Prescribed medicines, clearly marked with the pupil’s name, are to be kept in the Sick Bay out of reach of pupils.

All prescribed medicines requiring cool storage are to be kept in the refrigerator in the staff kitchen It is the responsibility of the parents to provide medicine that is in date. This should be agreed with the parents at the time of acceptance of on-site administration responsibilities.

It is the responsibility of the parents to ensure that all medicines no longer required including those which are date-expired are returned to a pharmacy for safe disposal.

At the end of each term all remaining prescribed medicines held for pupils, whether or not in date, are to be returned to the pupils’ parents.