Child Protection Policy

Child Protection Policy

1. Implementation

1.1 Responsibility for updating this document (“Policy”) is allocated to Rob Earnshaw

1.2 This Policy has been approved on 28^th September 2009 by the Company

2. Introduction

1.1 The CastingWebsite.com is a site operated by Robert J. Earnshaw Limited (“the Company”). The Company is registered in England and Wales under company number 06959757, trading as TheCastingWebsite and with its registered office at 3 Hollinswood Court, Stafford Park 1, Telford, Shropshire TF3 3BD.

2.1 This Policy is intended to act as a clear guide for both Staff and Members alike. It sets out the responsibilities, obligations and prohibitions placed on Staff of the Company who are working with Members.

2.2 The Casting Website.com is committed to safeguarding its Staff, participants and Members at all times. All Staff have an individual responsibility to be aware of this Policy and have a duty to uphold it. As the majority of our Members are minors this Policy is to be considered with the utmost importance.

2.3 Staff should implement this Policy using the guidelines set out in this Policy when conducting work that involves Members. This will protect the safety and well-being of the Members and Staff.

2.4 For all activity and events involving Members in an audition or workshop, at least one member of Staff should lead on child protection. Members of Staff who are to take a lead on child protection will be appointed by the Company from time to time and other Staff will be made aware of who the appointed members of Staff are. Appointed members of Staff will be responsible for raising awareness of this Policy and its guidelines among other Staff, Members and parents.

2.5 Where Staff are likely to engage with a Member on a one-to-one basis, it is required that he/she is appropriately child protection trained, and is subject to an Enhanced Criminal Records Board “CRB” check.

3. Interpretation and Definitions

3.1 The definitions and rules of interpretation in this clause apply in this – the Child Protection Policy:

3.2 The term ‘Child’ or ‘Children’ will be used to describe all children and young people under the age of 18 years old participating in Company led activities.

3.3 The term ‘Staff’ will be used to describe those employed on a contract of employment or consultancy contract with of Robert J Earnshaw Limited including those working on a voluntary/unpaid basis.

3.4 The term ‘Site’ is used to refer the sites located at www.TheCastingWebsite.com and www.TheCastingWebsite.co.uk on the World Wide Web.

3.5 The term “Casting & Production “will be used to describe those who use our service to post breakdowns to our members including those working on a voluntary/unpaid basis.

3.6 The ‘Designated Officer’ referred to in this Policy is Rob Earnshaw Company Director, or, his absence, the company secretary.

3.7 The term ‘Members’ refers to any person be they a Child or Young Adult who is registered on the Site.

3.8 The term ‘Young Adult’ refers to a person above the age of 18.

4. Staff Conduct

4.1 All Staff working with the Company are required to familiarise themselves with, and comply with the following at all times when working with Members and other Staff members:

4.1.1 Risk assess all situations, activities, buildings and trips in accordance with the Company Health and Safety Policy to ensure all potential dangers have been identified and risk minimised

4.1.2 Information is to be provided for parents/legal guardians/carers from the start stating the terms and conditions of using the Site, direct all persons to the Terms and Conditions of Use, the Members Registration and Saftey Policy and the Privacy Policy. A Consent Form must be signed and handed to a member of Staff signed by the Young Adult or in the case of a Child under the age of 16 a parent/legal guardian/carer, before they attend an audition / workshop. Refer to Schedule 1 of the Member Registration and Safety Policy

4.1.3 All suspicions and allegations of abuse, refer to Clause 12, must be taken seriously and responded to swiftly and appropriately. All Staff have a responsibility to report concerns to the appropriate child protection lead member of Staff

4.1.4 All members of Staff must first inform any young person making a disclosure to them that they will be obliged to pass on the information to the head office where we will take the appropriate action, and the Local Social Services advised. In the event of an emergency the local SSD office must be contacted immediately. Local Social Service departments can be found by contacting the local council contact details can be found http://www.direct.gov.uk/en/dl1/directories/localcouncils/index.htm

4.1.5 Ensure that the member of Staff, Member, parent/guardian of the Member etc, raising the matter is made aware that the matter is being treated seriously

4.1.6 Create an environment which encourages both young people and adults to feel comfortable and confident in challenging attitudes or behaviour which they feel to be discriminatory, abusive or inappropriate in any way. In this way Staff should remain sufficiently and appropriately approachable and supportive.

5. Prohibitions

5.1 Staff working for or on behalf of the Company should never:

5.1.1 Permit, accept, encourage or ignore abusive and discriminatory or abusive behaviour by a fellow Staff, Member or group of Members ;

5.1.2 Engage in inappropriate behaviour towards or contact with or in front of a Member. This include inappropriate physical, verbal or sexual behaviour, horseplay, and rowdy or boisterous play;

5.1.3 Engage in sexual contact or relationship with any Member, including verbal, gestures, or suggestions;

5.1.4 Give personal money to a Member;

5.1.5 Invite any Member to the Staff’s private address

5.1.6 Show favouritism in any way;

5.1.7 Undermine or criticise fellow Staff in front of Members;

5.1.8 Use or promote the use of alcohol, drugs or any substance which may alter personality or impede judgement when working;

5.1.9 Promote a particular belief, religion or political standing;

5.1.10 Call, text or exchange email addresses with a Member for personal purposes outside of the business objectives of the Company.

6. The Casting Website.com Intake auditions.

6.1 To ensure the highest quality of standards, The Casting Webiste.com auditions each member before inviting them into the directory. This will involve a one-to-one audition / meeting with the Member.

6.2 All the clauses addressed in this Policy must be strictly followed.

6.3 For the protection of the Staff and member the audition will be filmed and Staff must be visible on camera at all times.

6.4 If the Member is under the age of 16 they will require consent from a parent / guardian / Carer before allowed to audition. If the parent / guardian / Carer wishes to be in the room whilst their son / daughter auditions they may do so. Any member above the age of 16 will also be given the right to request another individual of their choice in the room. In addition the Staff member will then be required to also locate another individual of their choice to also be present.

7. Criminal Records Bureau Disclosure

7.1 Before work can commence, each member of Staff must co-operate with the Company to apply for Enhanced Disclosure from the Criminal Records Bureau (CRB). No member of Staff will be permitted to work should they be deemed a risk to young people.

8. Use of photographic/filming equipment

8.1 Written consent to take and use images of Members should be obtained prior to the taking of photographs and/or video footage.

8.2 A Consent Form must be signed and handed to a member of Staff signed by the Member if over 16 or a parent/legal guardian/carer if they are under 16, before any use of photographic / filming equipment is used

8.3 The footage shall primarily be used on the Site for the casting directors and production to view Parents should be made aware of when, where and how the images may be used in order to give their informed consent. This includes comprehensive information regarding use of images e.g. in print, multi-media, broadcast; for what purpose e.g. promotion, publicity, evaluation, audit, review; and where possible an indication of who the audience will be e.g. the general public, the participating Members and their families, other organisations and institutes.

8.4 Photos or films that are considered inappropriate will not be tolerate and the strictest of disciplinary procedure will be pursed.

9. Casting Directors and Production

9.1 To ensure volume of castings posted on the Site we allow many casting directors and production companies post casting breakdowns on the Site. Before a casting director or production team can view, browse and contact our members they must first:

9.1.1. Provide us with a paid casting call / breakdown opportunity to post of the Site;

9.1.2 Provide us with evidence that they have worked professionally in the industry for more than 2 years; and

9.1.3 Must co-operate with the Company to apply for an Enhanced Disclosure from the Criminal Records Bureau (CRB). Should they be deemed a risk to young people they will not be allowed to publish a breakdown.

10. What is abuse?

10.1 Child Abuse A term to describe a range of ways in which people, usually adults, harm children. Often the adult is a person who is known and trusted by the child. Child abuse is neglect, physical injury, sexual abuse or emotional abuse inflicted or knowingly not prevented, which causes significant harm or death. NSPCC (1999)

10.2 There are a number of ways in which abuse becomes apparent:

10.2.1 A Member discloses abuse;

10.2.2 Someone else discloses that a Member has told him/her or that he/she strongly believes a Member has been or is being abused;

10.2.3 A Member may show signs of physical injury for which there appears to be no satisfactory explanation;

10.2.4 A Member’s behaviour may indicate that it is likely that he/she is being abused; or

10.2.5 A member of Staff’s behaviour or in the way in which he/she relates to a Member causes concern.

11. Guidelines for Staff

11.1 Reporting abuse

11.1.1. If a Member discloses, indicates or complains that he or she is being abused or information is obtained which raises concerns about the welfare of a Member, immediate action should always be taken. In the first instance, this means reporting concerns to the Designated Child Protection Officer.

11.1.2 The flow chart in Appendix A sets out the reporting procedures if there are concerns about the welfare of a Member. The procedure is based on the responsibility to report concerns to appropriately trained personnel and partner agencies so that they can be investigated.

11.1.3 Information provided to the Designated Child Protection Officer concerning potential abuse will be shared with Children’s Services and the Police. (See the reporting procedure in Appendix A for more detail).

11.1.4 Information provided about concerns, allegations or disclosures needs to be as clear and detailed as possible as it may be used in any subsequent investigation. The reporting form (Appendix B) should contain the following information:

Member’s name, address, date of birth;
The nature of the allegation;
The Member’s account of what has happened ;
A description of any bruising or other physical injuries and / or emotional state of the Member;
Relevant times, locations, dates or other relevant information;
Clarity about what are the facts and what is opinion or hearsay;
Information about what knowledge the reporter has about the Member and their relationship to the Member;
Information about the person who is alleged to be responsible for the abuse; and
i. A record of the report, who the information was passed to and then should be retained by the person reporting the information in a confidential and secure area such as a locked drawer or filing cabinet or secure and confidential electronic area.

11.2 Dealing with a disclosure of abuse

11.2.1 If a disclosure is made to a member of Staff, you should:

Listen carefully and calmly and never stop someone who is freely recalling events;
Let them know that they have done the right thing in telling you;
Take the name, address and date of birth of the person making the disclosure;
Let them know that someone else will have to be told in order for you to help them;
Reassure them that they’re not to blame;
Write down any allegations verbatim, that is exactly as they were spoken and avoid interpretation of what they said;
Report it immediately to your Designated Child Protection Officer but do not tell anyone else within any branch of the Company, especially not the person against whom the allegation is made. Confidentiality is of utmost importance and must be maintained at all time;
You also have a duty to report abuse to the Children’s Services Department of the relevant County Council; and
Write an accurate record of the suspicions or allegations made including dates, times, nature of incident, action taken (for example reporting it) as soon as possible. Date the form and sign it . Use the form in Appendix B. Stick to facts and actual statements. Make a note of the timing, setting and any other people present during the discussion with the person making allegations. This information will be subject to the Data Protection Policy and must be kept strictly confidential and held securely.

11.2.2 If a disclosure is made to you, you should NOT:

Panic or make assumptions;
Push for information or try to investigate the allegation yourself. This could jeopardise an investigation. Keep questions short and clear to clarify points;
Promise them that you’ll keep it confidential;
Approach the alleged perpetrator;
Ignore anything a Member says to you – they may not have told anyone else. Even if you are worried that there is no substance in your concerns, you must follow the procedure; and
Share any information with anyone outside the reporting procedures.

12 Dealing with an allegation of abuse made against someone from the Company

12.2 Report it immediately to the Chief Executive and the Designated Child Protection Officer but do not tell anyone else within the Company. Confidentiality must be maintained.

12.3 The alleged perpetrator will then be notified and temporarily suspended whilst the allegation is being investigated. The alleged perpetrator will be supported through this process. Physical, emotional or sexual abuse of anyone is totally unacceptable and will be treated as gross misconduct and could result in dismissal. If the matter is serious and if the advice indicates that we should do so, then the member of Staff will be suspended on pay pending the conclusion of the investigation. A member of Staff will be suspended if there is a risk of further misconduct and we need to safeguard Members or where the member of Staff’s presence at work compromises the investigation. Suspension is not an indication or presumption of guilt.

12.4 The Child Protection Officer will then liaise with the Police. If the investigation progresses down a Child Protection route, Children’s Services and the Police will determine the process and events including sharing information with the Child Protection Officer.

12.5 If the statutory agencies assess that the allegations do not warrant a child protection investigation, then the matter will refer back to the Company.

12.6 The Company’s capability and disciplinary procedures may be used to deal with any conduct which is not deemed to meet the standards required, which are detailed in this policy.

13 Support for the alleged victim and the alleged perpetrator of abuse.

13.2 The Company will:

13.2.1 Take all appropriate steps to ensure that the alleged victim and their family are provided with appropriate professional support.

13.2.2 Ensure that those reporting concerns are kept informed about the progress of any investigation within the guidelines advised by the statutory agencies.

13.2.3 Acknowledge the difficulty in reporting concerns and will fully support and protect anyone who in good faith reports a concern about a colleague.

13.2.4 Ensure that the alleged perpetrator is offered appropriate support and kept informed of any progress within the guidelines advised by the statutory agencies.

13.2.5 Maintain confidentiality, other than with the relevant agencies.

14 Ongoing Training

14.2 The Company is responsible for ensuring that Staff are aware of and comply with this Policy and best practice in this area. Therefore all Staff, but particularly those directly responsible for work with young people, are required to comply with this Policy.

Copies of Appendix A and Appendix B can be requested by contacting info@thecastingwebsite.com