Policy for Safeguarding members under 18 years

 

Introduction

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Lewes and District Visual Arts Association (LADVAA) is a charity committed to the practice of art for adults and people aged between 16-18 in the Lewes area. The objectives of the Association are to promote, improve, develop and maintain public education in, and appreciation of, the art and science of the visual arts including practical participation in artistic activities.

As a charity that provides studio space to members to hire and hold workshops and classes, LADVAA is committed to ensuring our premises are safe and appropriate for all users — including members under 18 years of age.

The purpose of this policy is:

• to ensure members who are under 18 may use LADVAA’s premises free from harm.

• to clarify the overarching principles that guide our approach to child protection.

• to seek to ensure all members feel safe, respected and valued when using the premises, regardless of age, disability, gender, race ethnicity, religion or belief, sex or sexual orientation.

This policy applies to all LADVAA members while using the premises.

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Responsibilities

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LADVAA promotes safeguarding within the charity by:

· sharing this policy statement with members by including it on its website, trustee and tutor inductions, and workshop booking agreements.

· reviewing and updating the policy as necessary to reflect changes in practice/processes or legislation guidance

· ensuring members hiring the premises for workshops that include under 18s have relevant DBS checks, and any assistants to them are either DBS checked or have been risk assessed

· ensuring trustees providing oversight to contractors on site take care to ensure there is no unsupervised contact with under 18s

· ensuring all tutors complete a risk assessment

· providing clear hire terms that include safeguarding responsibilities

· designating a nominated trustee or trustees responsible for safeguarding

· recording, storing and using relevant personal information in line with data protection legislation and guidance

· providing a safe and clean premises environment

· providing up to date policies for making complaints, using social media, health and safety

 

Responding to safeguarding concerns about a young person:

In the instance of an under 18 making a disclosure of abuse, an alleged incident or concern we recognise that it is vital that person is able to speak out, and that whoever they tell takes them seriously, and that appropriate action is taken promptly.

Any disclosure made - whether directly or indirectly - to any member whilst at the LADVAA premises, must be reported to the Safeguarding Lead Trustee or the Chair and recorded accurately and stored securely in accordance with data protection legislation.

 

Expectations and responsibilities of Tutors working with under 18s:

· Adhere to current NSPCC guidance on recommended adult/child supervision ratio, which is presently a minimum of 1 adult to a maximum of 10 under18s

· Follow good practice for supervision and behaviour

· Take responsibility for participant welfare during the hire

· Report any disclosures or concerns about under 18s to the LADVAA safeguarding trustee, and make the person under 18 aware they have a duty to do so

· Gain appropriate parent/guardian permissions and emergency contact details

· Ensure no photos or videos of under 18s are taken without the written permission of a parent/guardian

· Have appropriate first aid awareness and induction

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Confirmed by committee, July 2025​

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