Safeguarding policy

Summary

This policy outlines the University’s position on safeguarding Children and Adults at Risk within the Higher Education context by defining responsibilities, reporting processes and staff duties. 

1. Updates to this policy

1.1. Amendments have been made to the policy as recommended by the Safeguarding Internal Audit.

1.2. Role holder names have been updated as necessary.

1.3. Reference to regulatory condition E6 (Harassment and sexual misconduct) has been included.

1.4. The definition of Adults at Risk has been updated.

1.5. Reporting routes are formalised with clearer escalation steps, including when and how to raise concerns with senior University leadership.

1.6. New rules governing children visiting campus, including prohibitions on attendance at teaching activities and use as a substitute for childcare have been included.

1.7. This policy has been updated to align to the new University of Bristol policy management framework. 

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2. Introduction

2.1. The University is committed to ensuring a safe and supportive environment for Students, Staff and visitors. The primary purpose of the University is educating adults; however, the University recognises that there are Students and Staff who may be Children (those aged under 18) or Adults with care or support needs.  The University also recognises that in the course of its activities there are circumstances in which Children and Adults with care and support needs come onto University premises or have contact with University Students, Staff or Contractors. Ultimate responsibility for Children will continue to rest with parents and guardians.

2.2. This policy sets out the University’s approach to safeguarding Children and Adults with care or support needs and provides links to guidance and procedures in relation to activities or areas of perceived risk including how to report and deal with a cause for concern.

2.3. The University aims to provide a safe environment for all, with particular regard for Children and Adults with care and support needs. There is no legislation in this area that is directed specifically at Higher Education Institutions. The University recognises the definitions set out in Working Together to Safeguard Children 2022, Keeping Children Safe in Education 2025 and the Care Act 2014. The University will follow best practice by putting reasonable structures in place to support safeguarding and will take all concerns seriously, respond to concerns promptly and refer to the local authority and/or police as appropriate.

2.4. The University has responsibility under the Counter Terrorism and Security Act 2015 to follow the Prevent Duty and protect individuals from the risk of radicalisation.

2.5. The University has an obligation to ensure compliance with OfS Condition E6.

2.6. It is expected that departments and divisions of the University which deal frequently with Children and Adults with care and support needs, and/or which work directly with members of the public, will have in place their own detailed procedures for safeguarding, relevant to their particular activities. It is the responsibility of each relevant department and division to ensure that such procedures are in place, accord with this policy and are approved in consultation with the relevant Safeguarding Officer/s. 

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3. Scope

3.1. The policy, along with associated guidance and procedures, applies to all University activities involving Children and Adults with care and support needs, including online interactions facilitated by the University. The policy applies to all University Staff, Students and Contractors who may come into contact with Children or Adults with care and support needs as part of their work.   

3.2. For guidance in relation to the admission of Students under the age of 18 please refer to the  Under 18s policy 2026 (PDF, 138kB)

3.3. For guidance in relation to preventing harm in research please refer to the University policy.

3.4. The University recognises that students and visitors who do not fall within the above definitions may still require safeguarding from harm and there are processes in place to enable this. All concerns regarding risk to individuals will be taken seriously and should be reported via the Serious Concerns form. 

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4. Definitions

4.1. Students: Any person registered to study with the University, whether in Bristol or elsewhere.

4.2. Staff: Any person employed by the University or acting under the auspices of the University, whether paid or voluntary.

4.3. Contractors: Any person undertaking work for the University under the terms of a contract for services who is not employed by the University.

4.4. Children or Child: Individuals who are aged under 18 years old.

4.5. Adults with Care and support needs: Any adult who, because of mental or physical illness, physical or intellectual disability or frailty, needs practical support, also known as social care services, whether or not this is currently provided. This support might be living in a nursing or residential home, living in a supported living placement, receiving help in their own home to carry out personal care or daily living tasks, or help to access the community.

4.6. Adult at risk: Individuals over the age of 18 and who cannot protect themselves from abuse or neglect because of their care and/or support needs. The law no longer labels adults as vulnerable but defines the activities which might lead to an adult being considered vulnerable at that particular time. The focus is on the activities required by an Adult and not on the setting in which the activity is received.

4.7. Safeguarding: Actions taken to promote the wellbeing of Children and Adults at risk and protect them from harm. Safeguarding is everyone’s responsibility. Safeguarding applies if a Child or an Adult at risk is experiencing or is at risk of abuse and neglect.

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5. Responsibilities

5.1. See detailed Roles and responsibilities, section 7. 

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6. Aims

6.1. The aims of this policy are as follows: 

1. To actively promote and safeguard the welfare of Children and Adults at risk.
   
   
2. To raise Staff and Student awareness about the University's safeguarding expectations.
   
   
3. To signpost to the procedures in place for dealing with and referring concerns about a Child or Adult at risk.
   
   
4. To signpost to the procedures in place to identify and appropriately support students and staff who might be at risk of radicalisation or exploitation.
   
   
5. To ensure Staff are competent to carry out their safeguarding responsibilities and feel supported in this role.
   
   
6. To ensure consistent good safeguarding practice throughout the University.
   
   
7. To create a culture of safety, equality and protection.

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7. Roles and responsibilities

Board of Trustees

7.1. The University of Bristol Board of Trustees is responsible for overseeing the safeguarding policies and practices within the university. The Board of Trustees will ensure that the university’s commitment to safeguarding is reflected in its governance and decision-making processes.

Safeguarding Lead

7.2. The University will appoint a Safeguarding Lead who will have leadership responsibility for the University's safeguarding arrangements. The Safeguarding Lead is currently the Executive Director for Education and Students.

Safeguarding Officers

7.3. The University will appoint one Safeguarding Officer with operational responsibility for staff safeguarding, currently this is the Director of People Operations and Central Support or their delegated nominees.

7.4. The University will appoint two Safeguarding Officers with operational responsibility for all other safeguarding. Currently they are the Director of Student Support and Wellbeing, and the Assistant Director: Complex Casework and Safeguarding, or their delegated nominees.  

7.5. The Director of Student Support and Wellbeing is also the Prevent Duty Single Point of Contact. 

7.6. The Safeguarding Officers will be responsible for: 

1. Implementing and promoting this policy.
   
   
2. Ensuring that the policy is monitored and reviewed in accordance with changes in legislation and guidance on the protection of Children and Adults.
   
   
3. Acting as the main contact within the University for safeguarding concerns.
   
   
4. Ensuring that appropriate University Staff are provided with information, advice and training on the protection of Children and Adults with care and support needs.
   
   
5. Establishing and maintaining contacts with external agencies including local Children’s and Adult Social Care Services departments and Police.
   
   
6. Referring concerns to the University Prevent Duty Single Point of Contact, where appropriate.
   
   
7. Maintaining confidential records of relevant cases and action taken.

7.7. The Safeguarding Officers will take advice from Legal Services on the legal aspects of the above responsibilities.

All staff

7.8. All staff have a duty to work within the University’s Safeguarding processes, follow guidance provided and to undertake the training relevant to their role. Staff with direct student contact are expected to undertake the Prevent Duty in Higher Education and the Safeguarding for All e-learning units (housed on Develop), every three years. See Appendix 3: Staff guidance and training.

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8. Procedure

8.1. Reports of safeguarding concerns related to the University may be submitted by any person, internal or external to the University.  

8.2. Concerns about registered students should in the first instance be reported via the Serious Concerns form.

8.3. Concerns about staff members should be reported to the Director of People Operations and Central Support by email.  

8.4. Concerns about any other person or group, institutional processes or where it is felt that previously reported concerns have not received an appropriate response, should be reported to the Director of Student Support and Wellbeing, and the Assistant Director: Complex Casework and Safeguarding, by email. 

8.5. Where it is felt that there has not been an appropriate response from the Director of Student Support and Wellbeing, and the Assistant Director: Complex Casework and Safeguarding, concerns should be reported to the Executive Director for Education and Students. 

8.6. Where it is felt that there has not been an appropriate response from the Director for Education and Students, the Chair of the Board of Trustees should be contacted via governance@bristol.ac.uk. 

8.7. The Safeguarding Procedure can be found in Appendix 2: Reporting procedure.  

8.8. In order to safeguard its Students and Staff, the University recognises the need to work closely with external agencies (e.g. Social Services, Police, local Safeguarding Boards, NHS, and the Prevent Channel programme) as appropriate. 

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9. Risk assessment

9.1. Risk assessment procedures in relation to allegations of misconduct against students are set out in the Student Disciplinary Regulations (PDF, 295kB). The Initial Risk Assessment Group (IRAG) and the Risk Assessment Panel (RAP) procedures are also be used to consider allegations regarding staff and safeguarding concerns, including risk of radicalisation or exploitation.

9.2. All Staff that intend to, or may be put in the position of, working with Children and Adults with care and support needs should ensure that they understand the implications of this policy before commencing any programme, event, visit or other activity.

9.3. A designated member of Staff should complete a risk assessment before any new or changed programme, event, visit or any other activity involving Children or Adults with care and support needs, or before admitting or employing an under-18.

9.4. All those involved in the risk assessment process should understand that the risk assessment is not only a way to mitigate or remove any potential risks but may also be a prompt to consider alternative working practices.

9.5. There is guidance for staff on the Human Resources webpages relating to providing work experience placements, including guidance on completing risk assessments.

9.6. The University’s Widening Participation Team has a separate Widening Participation, undergraduate & postgraduate recruitment safeguarding policy: UoB WP, UG & PG Recruitment Safeguarding Policy 2024-25 (PDF, 586kB), relating to student workers and summer schools, including guidance on completing risk assessments. 

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10. Children visiting campus

10.1. ‘Children’ for the purposes of this section are people under the age of 18 who are not registered students of the University.

10.2. Children must be accompanied at all times by a responsible adult.

10.3. Children cannot attend lectures, labs, workshops, or studios unless the activity is specifically designed for them.

10.4. Children must not be brought to campus as a substitute for childcare.

10.5. Children are not permitted as guests in university managed accommodation.

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11. Children involved in structured activities 

11.1. In circumstances where children are invited for structured activities, such as work experience, outreach, widening participation, summer schools and school liaison, the following conditions apply: 

1. There must be parental/guardian consent in place.
   
   
2. Staff and volunteers must receive adequate training to understand their responsibilities and reporting routes.
   
   
3. Activities must be planned and risk assessed.
   
   
4. Clear internal, external reporting and emergency procedures must be in place.
   
   
5. A named supervisor, who may require a DBS check, must be appointed for every work experience placement.
   
   
6. Work experience pupils must not be exposed to hazardous environments or sensitive material.

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12. Recruitment, selection and employment procedure

12.1. The University’s Guidelines on recruitment, selection and employment procedures can be found here.

12.2. The University will take all appropriate steps during the recruitment and selection process to ensure that unsuitable people are prevented from working with Children and Adults with care and support needs.

12.3. The University will ensure that any Staff or Student who will have substantial one-to-one contact with Children and Adults with care and support needs and whose role falls within the eligibility criteria will be checked for relevant criminal convictions by undertaking a Disclosure and Barring Service (“DBS”) check. See eligibility guidance for guidance on eligibility for DBS checks or contact Legal Services for detailed advice. 

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13. Record keeping

13.1. It is the responsibility of the Safeguarding Officers to maintain appropriate records of safeguarding concerns raised and actions taken.

13.2. All records created in accordance with this policy are managed in accordance with the University's policies that apply to the retention and destruction of records.

13.3. Information about any allegations or suspicions of abuse must be shared on a need-to-know basis only. Documentation related to allegations or suspicions of must be stored in a secure place which is only accessible to those with appropriate knowledge of the suspicions or allegations.

13.4. Details of completed risk assessments relating to activities involving Children or Adults with care and support needs must be retained by the relevant department whilst an activity or event is ongoing and for a minimum of five years after it has ceased (or the risk assessment has been superseded).

13.5. The University will undertake a regular review of this policy and the University's safeguarding procedures, including an update and review of the effectiveness of procedures and their implementation and the effectiveness of inter-agency working. 

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14. Reporting 

14.1. The Safeguarding Officers will report to the Safeguarding Oversight Group:

1. A summary of the Safeguarding Discussion Log, including those that are Prevent related.
   
   
2. Safeguarding related reports, including a Prevent Report and associated data to support the University’s annual Office for Students Accountability Data Return, before the report is endorsed by the Board of Trustees.

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