Learning by Heart Safeguarding

We take the safeguarding of our pupils very seriously at Learning By Heart. We want all pupils to feel safe and comfortable in their learning environment, and we have established a safeguarding policy and safeguarding procedures for all of our tutors to follow, outlined below.


 

Safeguarding Policy

 

These policies should be read in conjunction with the Code of Conduct and the Safeguarding Procedures.

 

1.0 INTRODUCTION
 

  1. Learning By Heart (LBH) is committed to ensuring the highest possible standard of safeguarding. The personal safety and wellbeing of each student and tutor using Learning By Heart is paramount.

  2. Our service was developed with the aim of ensuring that lessons take place in a safe environment. This is reflected in a defined set of Safeguarding Policies and Safeguarding Procedures for the students, parents/responsible adults and tutors who use this service. Every tutor is made aware of the Safeguarding policy and procedures and also receives safeguarding training.
     

2.0 LEGISLATIVE FRAMEWORK/RELATED POLICIES

 

  1. These policies and Safeguarding Procedures aim to ensure that all persons using the Learning By Heart services can do so safely within child safeguarding standards and UK law.

 

3.0 AIMS

 

  1. The aim of this policy is to safeguard all students and other persons using Learning By Heart services whilst they are within a lesson session.

  2. This policy document contains the responsibilities of all persons using Learning By Heart including tutors, students, parents/responsible adults and the management team.

  3. It is important that all persons using or working on behalf of Learning By Heart are aware of this policy and have familiarised themselves with the detailed Safeguarding Procedures.

  4. This policy should be read and understood before engaging in any activity arranged through Learning By Heart and the responsibilities and Safeguarding Procedures therein adhered to. Contravention of the Safeguarding Policy document could lead to suspension and/or barring from the services (see Compliance section).
     

4.0 REGISTRATION OF TUTORS
 

  1. Learning By Heart conducts a video interview with all tutors as part of the selection process. 

  2. We ask tutors to provide evidence that they have DBS checks when they apply. If they do not have a DBS check we facilitate this for them. Parents/carers are entitled to ask the tutor to verify that they have a DBS check during the first session. 

  3. Learning By Heart encourages ratings and we encourage students and parents to provide feedback about their sessions on our website. This enables Learning By Heart to continually review the service we are providing and make any necessary changes.

 

5.0 PRIVACY
 

  1. The tutor will only be given the email address of the student/parent/responsible adult after written permission to share their email address has been provided by the student/parent/responsible adult. 

  2. If the student is under the age of 18, all email communication between the tutor and student will be copied to the parent/responsible adult and the Learning By Heart email.

  3. All personal details about the student and parents, (excluding email address which can be shared with the tutor following written approval to do so) will remain private and confidential and will not be available to the tutor.

  4. All personal details about the tutor, (excluding email address which can be shared with the student/parent/responsible adult following written approval to do so) will remain private and confidential and will not be available to the student/parent/responsible adult.

  5. All data held by LBH is in accordance with the Data Protection Act 1998 (also see Privacy Policy available on our website).

Roles and Responsibilities of persons using Learning By Heart:
 

6.0 THE TUTOR
 

  1. The tutor shall:

    1. Ensure that their environment does not display any inappropriate images or documentation capable of being viewed by the student or parent/responsible adult when conducting a session.

    2. Treat students fairly and without prejudice or discrimination; students who have a disability or come from a minority ethnic or cultural group can easily become victims of discrimination and prejudice which may be harmful to the student’s wellbeing.

    3. Always ensure language is appropriate and not offensive or discriminatory.

    4. Ensure any contact with the student is appropriate to their role as a tutor and confined to the relevant lesson session.

    5. Not make any improper suggestions to a student.

    6. Not send unsolicited communications to the student or parent/responsible adult.

    7. Value and take students’ contributions seriously.

    8. Report any dispute with a student, parent/responsible adult, or another tutor to Learning By Heart, in accordance with the Safeguarding Procedures document.

    9. Report any inappropriate behaviour or illegal activity identified within a lesson session by the student or third party, in accordance with Safeguarding Procedures set out in Safeguarding Procedures.

    10. Ensure that if no parent/responsible adult is present during a lesson session that the student is comfortable to continue the session; if not, they can terminate the session.
       

7.0 THE STUDENT
 

  1. Students can register with the service themselves. However, if they are under the age of 18 they will need to provide the contact details of a sponsor/parent/guardian/carer over the age of 18 who will hold the legal relationship with the site.

  2. The student shall:

    1. Treat the tutor with respect and fairness, and not subject them to abusive behaviour or language.

    2. Not make any improper suggestions to the tutor.

    3. Have no inappropriate communication with the tutor outside the lesson session (also see Section 9 below).

    4. Report any dispute with a tutor to a parent/responsible adult in accordance with Section 3 of Safeguarding Procedures.

    5. Report any inappropriate behaviour or illegal activity by a tutor within a session in accordance with the Section 3 of Safeguarding Procedures.
       

8.0 PARENT/RESPONSIBLE ADULT
 

  1. The parent/responsible adult shall:

    1. Be responsible for making any reasonable checks to ensure the tutor is suitable for the student (including, if required, reviewing the student’s DBS certification documentation during the first session).

    2. Ensure the student is fully aware of the Learning By Heart Safeguarding Policy.

    3. Always be responsible for the welfare of the student during the session.

    4. Always be responsible for the physical environment of the pupil during the session ensuring it is safe and appropriate.

    5. If they consider it appropriate, be present or available during a tutor session so any concerns encountered by the student can be reported as soon as possible and ensure the student and tutor are behaving in an appropriate manner.

    6. Ensure that tutors will be treated with respect and fairness by the student and will not be subjected to abusive behaviour or language.

    7. Ensure that no improper suggestions are made by either the tutor or student.

    8. Ensure the student has no inappropriate communication with the tutor outside the lesson session.

    9. Report any unsolicited communications between the tutor and student if appropriate.

    10. Report any dispute with a tutor to Learning By Heart in accordance with Safeguarding Procedures.

    11. Report any inappropriate behaviour or illegal activity by a tutor in accordance with Safeguarding Procedures.
       

9.0 MANAGEMENT OF LEARNING BY HEART SERVICES
 

  1. The Management of Learning By Heart shall:

    1. Conduct a video interview with tutors before they are permitted to join the Learning By Heart community (also see Section 4 of Registration of Tutors).

    2. Ensure that any dispute between persons using the Learning By Heart services is handled efficiently and fairly without discrimination in accordance with the Safeguarding Procedures.

    3. Deal with reports of possible illegal activity promptly, ensuring the safety and wellbeing of the student and/or tutor in accordance with the Safeguarding Procedures.

    4. If appropriate, employ the services of an independent Child Protection consultant to review a report concerning the welfare of a student ensuring an appropriate course of action is taken.

    5. Regularly review the Safeguarding Policy and Safeguarding Procedures to ensure they are relevant and adequate to safeguard all persons using the Learning By Heart services.
       

10.0 COMPLIANCE
 

  1. All persons using the Learning By Heart services have a responsibility to familiarise themselves with the Safeguarding Policy.

  2. Any tutor reported for a breach of the Safeguarding Policy will be suspended from the Learning By Heart team until the incident has been investigated by the appropriate authority. The reporter may be informed of the resolution if appropriate.

  3. The final decision on action taken for minor breaches of the Safeguarding Policy will be the responsibility of Learning By Heart.

  4. Any person reported for illegal activity whilst using the Learning By Heart services will be reported to police and will be barred from the service.

  5. Any person reported for causing harm to a student or subjecting the student to sexual abuse will be reported to police and barred from the service.
     

11.0 REVIEW
 

  1. The Safeguarding Policy and Safeguarding Procedures will be reviewed by the LBH management team and safeguarding lead every 6 months to ensure it is adequate and relevant to safeguarding standards.

 

Safeguarding Procedures

 

These policies should be read in conjunction with the Learning By Heart Code of Conduct and the Safeguarding Policy. 

 

1.0 INTRODUCTION
 

  1. Learning By Heart (LBH) is committed to ensuring the highest possible standard of safeguarding. The personal safety and wellbeing of each student and tutor using LBH is paramount.

  2. Our service was developed with the aim of ensuring that lessons take place in a safe environment. This is reflected in a defined set of policies and procedures for the students, parents/responsible adults and tutors who use this service.

  3. The following sections set out the procedures that should be followed if an incident occurs.

  4. The safety and wellbeing of any student or other person using Learning By Heart is paramount. These procedures aim to ensure a prompt response to any incident and to minimise any further harm to a student or other person.

  5. There are differing severities of behaviour which could be witnessed during a lesson session. Some behaviour would warrant only a report to Learning By Heart; other behaviour may be of a more serious nature where a direct report to the police may be necessary.

  6. Each section below sets out the recommended procedure which should be followed. It is always the responsibility of the person alerted to the incident to take some action to protect the student or other person. Learning By Heart will not be responsible for any non-compliance with the recommended procedure.

  7. The procedures are not an exhaustive list; therefore if an incident occurs that is not covered in this document you are advised to contact Learning By Heart, or the police if you believe that it may be a criminal matter.
     

2.0 TUTORS
 

If a tutor sees/experiences:

 

2.1 Inappropriate language

The tutor will request, in a polite manner, that the student or other persons using inappropriate language refrains from doing so during the lesson session. If the language continues the tutor will explain that they will terminate the session due to the language and will report the matter to Learning By Heart who will decide on any further use of the service by the student or other person involved. The tutor will have no further contact with the student unless by mutual agreement with Learning By Heart. Any unsolicited contact from the student or other persons following the termination of the session should be reported to Learning By Heart.

 

2.2 Inappropriate behaviour

The tutor will request, in a polite manner, that the student or other persons involved in the inappropriate behaviour refrains from the behaviour during the lesson session. If the behaviour continues the tutor will explain that they will terminate the session due to the behaviour and will report the matter to Learning By Heart who will decide on any further use of the service by the student or other person involved. The tutor should have no further contact with the student unless by mutual agreement with Learning By Heart. Any unsolicited contact from the student or other persons following the termination of the session should be reported to Learning By Heart.

 

2.3 Inappropriate or abusive images

  1. Any display of adult pornographic images whilst in the presence of a student may constitute an offence under UK law. Any tutor witnessing the display of adult pornographic images by or towards a student should explain that the images should not be displayed during a lesson session, terminate the session and report the matter to Learning By Heart.

  2. Any display of child abuse images or indecent images of a child (for these purposes, a ‘child’ is defined as anyone under the age of 18 years) is an offence under UK law. Any tutor witnessing a display of indecent images of a child by or in the presence of a student should explain that due to the nature of the images they will terminate the session. The tutor should then inform the UK police. The tutor should also inform Learning By Heart of the incident. The tutor should have no further contact with the student or any other person involved in the incident. Any unsolicited contact from the student or other persons following the termination of the session should be reported to the police and Learning By Heart immediately.

  3. This action should be taken so that the correct authorities can be alerted and can deal appropriately with the incident.

  4. The display of any other images perceived to be inappropriate, either due to the age of the student or the content of the image shall be reported to Learning By Heart at the discretion of the parent/responsible adult.
     

2.4 Disclosure of/witness to abuse towards or in the presence of a student

  1. Any physical or sexual abuse of a child is an offence under UK law. If a tutor receives information about such abuse from the student or other person present they should reassure the person that they can get assistance for them. It is the responsibility of the tutor to contact the UK police and report what has been witnessed.

  2. If the tutor witnesses any such abuse first-hand they should immediately contact the police and report the incident. The tutor should also inform Learning By Heart of the incident. The tutor should have no further contact with the student or other person involved in the incident. Any unsolicited contact from the student or other persons following the termination of the session should be reported to the police and Learning By Heart immediately.
     

2.5 Disclosure of inappropriate/sensitive information

  1. During a lesson session, sensitive information may be offered by a student or other person present. If the information relates to any kind of abuse the tutor should refer to ‘Disclosure of/witness to abuse towards or in the presence of a student’, above. The student or other person present should be discouraged from disclosing sensitive information by the tutor. If the information continues to be shared the tutor will determine the impact of the information and decide whether to continue or terminate the session and report the incident to Learning By Heart.

  2. Any information disclosed regarding the safety of a child should always be reported immediately to the UK police
     

3.0 STUDENTS


If a student sees/experiences:

 

3.1 Inappropriate language

  1. The student will inform a parent/responsible adult of the tutor using inappropriate language. The parent/responsible adult should ask the tutor to refrain from using inappropriate language during the lesson session. If the language continues the parent/responsible adult should explain that they will terminate the session and will report the matter to Learning By Heart, who will decide on any further use of the service by the tutor. The student and parent/responsible adult should have no further contact with the tutor unless by mutual agreement with Learning By Heart. Any unsolicited contact from the tutor after termination of the session should be reported to Learning By Heart.

  2. If a parent/responsible adult is not present or readily available the student should report the language as soon as possible to a parent/responsible adult who will take the decision to report the incident.
     

3.2 Inappropriate behavior

  1. The student will inform a parent/responsible adult of the tutor using inappropriate behaviour. The parent/responsible adult should ask the tutor to refrain from using inappropriate behaviour during the lesson session. If the behaviour continues the parent/responsible adult will explain that they will terminate the session due to the behaviour and will report the matter to Learning By Heart who will decide on any further use of the service by the tutor. The student and parent/responsible adult should have no further contact with the tutor unless by mutual agreement with Learning By Heart. Any unsolicited contact from the tutor after termination of the session should be reported to Learning By Heart.

  2. If a parent/responsible adult is not present or readily available the student should report the behaviour as soon as possible to a parent/responsible adult who will take a decision to report the incident.

  3. If the behaviour is of a sexual nature towards a student by a tutor, the student should immediately inform a parent/responsible adult and terminate the session. The parent/responsible adult should inform the UK police and Learning By Heart immediately.
     

3.3 Inappropriate or abusive images

  1. Any display of adult pornographic images whilst in the presence of a student may constitute an offence under UK law. Any student witnessing the display of adult pornographic images by a tutor should immediately terminate the session and report this to a parent/responsible adult who should inform the UK police.

  2. Any display of child abuse images or indecent images of a child (for these purposes, a ‘child’ is defined as anyone under the age of 18 years) is an offence under UK law. Any student witnessing a display of indecent images of a child should immediately terminate the session and report this to a parent/responsible adult, who should inform the UK police.

  3. The parent/responsible adult should also inform Learning By Heart of the incident to ensure that any recordings can be preserved and made available for any police investigation. The student and parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited contact from the tutor following the discontinuation of the session should be reported to the police and Learning By Heart immediately.

  4. This action should be taken so that the correct authorities can be alerted and can deal appropriately with the incident.

  5. The display of any other images perceived to be inappropriate either due to age of the student or content of the image shall be reported to Learning By Heart at the discretion of the parent/responsible adult.
     

3.4 Disclosure of/witness to abuse

  1. Any physical or sexual abuse of a person is an offence under UK law. If a student receives information about such abuse from the tutor or other person present they should immediately inform a parent/responsible adult. It is the responsibility of the parent/responsible adult to contact the UK police and report what was witnessed.

  2. If the student witnesses any such abuse first-hand they should immediately contact a parent/responsible adult who should immediately inform the UK police. The student, parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited contact from the tutor following the termination of the session should be reported to the parent/responsible adult immediately.

  3. This action should be taken so the correct authorities can be alerted and can deal appropriately with the incident.
     

3.5 Disclosure of inappropriate/sensitive information

  1. During a lesson session, sensitive information may be offered by a tutor (If the information relates to any kind of abuse the student should refer to ‘Disclosure of/Witness to abuse’). The tutor should be discouraged from disclosing sensitive information by the student, parent/responsible adult. The parent/responsible adult will determine the impact of the information and decide whether to continue or terminate the session and report the incident to Learning By Heart.

  2. Any information disclosed regarding the safety of a child should always be immediately reported to the UK police.

  3. Any tutor reported by a parent/responsible adult will be suspended from the site until the incident has been investigated by the appropriate authority. The parent/responsible adult may be informed of the resolution if appropriate.
     

4.0 PARENTS/RESPONSIBLE ADULTS

  1. As per the policy document, the parent/responsible adult has primary responsibility for the welfare and safety of the student during a lesson session and should be present or available to deal with any concerns or incidents reported by the student.

  2. It is also the duty of the parent/responsible adult to ensure the wellbeing of the child if they have been affected by anything said or done by the tutor.

  3. If a parent/responsible adult is alerted by the student to any inappropriate behaviour/language or information by the student or they witness any inappropriate behaviour/language or information by the tutor, they should immediately speak to the tutor, state their concern and inform them they are terminating the session. The incident should then be reported to Learning By Heart to take appropriate action.

  4. The parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited communication from the tutor should be reported to the police and Learning By Heart as soon as possible.

  5. If a parent/responsible adult is alerted by the student to any inappropriate or abusive images or they witness any inappropriate or abusive images displayed by the tutor, they should immediately speak to the tutor, state their concern and inform them they are terminating the session. The parent/responsible adult should inform the UK police (if appropriate) and (in all cases) Learning By Heart of the incident.

  6. The parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited communication from the tutor should be reported to the police and Learning By Heart as soon as possible.

  7. Any tutor reported by a parent/responsible adult will be suspended from the site until the incident has been investigated by the appropriate authority. The parent/responsible adult will be informed of the resolution if appropriate.
     

5.0 DIRECTOR/MANAGEMENT LEARNING BY HEART SERVICES

  1. The Safeguarding Policy and Safeguarding Procedures of Learning By Heart are the responsibility of the Founder and management.

  2. Any report of a contravention of the Safeguarding Policy will be reviewed by Learning By Heart, who may engage independent Child Protection consultants to ensure that an appropriate course of action is taken.

  3. Any incident reported to Learning By Heart shall be reviewed as soon as possible to ensure a timely resolution.

  4. If a report concerns minor breach of the Safeguarding Policy, Learning By Heart can make a decision as to appropriate action which may include barring the reported person from using Learning By Heart services (also see Safeguarding Policy Section 12.0 Compliance).

  5. If a report is received by Learning By Heart which concerns the immediate safety of a student or any illegal activity during a lesson session, they will be required to contact UK police and report the incident (also see Safeguarding Policy Section 12.0 Compliance).