Professional Documents
Culture Documents
P&P Manual
P&P Manual
Policy Procedure
Manual
Sanctuary Homes
Prepared by:
Sanctuary Homes
Address?
Tel (LAN):?
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TABLE OF CONTENTS
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5.1.1 Introduction........................................................................................................33
5.2 Admission Procedures....................................................................................................33
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14.2 Purpose...........................................................................................................................49
14.3 Procedures......................................................................................................................49
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17.3 Procedures......................................................................................................................55
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20.3.1 Responsibilities...................................................................................................61
20.3.2 Risk Assessment..................................................................................................61
20.3.3 Health and Safety Measures...............................................................................61
20.3.4 Staff Training and Competence...........................................................................61
20.3.5 Emergency Procedures.......................................................................................61
20.3.6 Reporting and Recording....................................................................................61
20.3.7 Communication and Consultation......................................................................61
20.3.8 Review and Continuous Improvement...............................................................62
20.4 Review............................................................................................................................62
21.0 Safeguarding.........................................................................................................62
21.1 Policy Statement.............................................................................................................62
21.2 Purpose...........................................................................................................................63
21.3 Procedures......................................................................................................................63
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43.2.1 Prevention........................................................................................................108
43.2.2 De-escalation Techniques.................................................................................108
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48.2.1 Responsibilities.................................................................................................119
48.2.2 Designated Staff................................................................................................119
48.2.3 First Aid Coordinator.........................................................................................119
48.2.4 First Aid Training...............................................................................................119
48.2.5 First Aid Kits and Supplies.................................................................................119
48.3 First Aid Procedures......................................................................................................119
48.4 Record Keeping.............................................................................................................119
48.5 Communication with Parents or Legal Guardians.........................................................120
48.6 Review and Training Updates.......................................................................................120
49.0 Complaints Procedure.........................................................................................121
49.1 Policy Statement...........................................................................................................121
49.2 Procedure.....................................................................................................................121
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65.2.1 Responsibilities.................................................................................................155
65.2.2 Prevention Measures........................................................................................155
65.2.3 Detection and Reporting...................................................................................155
65.2.4 Investigation.....................................................................................................156
65.2.5 Consequences of Fraud....................................................................................156
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66.1.1 Procedure.........................................................................................................157
67.0 Safeguarding Policy and Complaints procedure...................................................158
67.1 Policy Statement...........................................................................................................158
67.2 Procedure.....................................................................................................................159
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70.2 Procedure.....................................................................................................................163
young women and men to visualize what they're able to achieve. Our three-pronged approach
consists of Empowerment, Confidence and Self-Actualization. By empowering Child to
be the best that they can be, we help to shape and mould the women and men they become.
We focus on enhancing their resilience which helps them to cope, exceed and excel in there
adult life. We provide and create a range of tools, and tailor support and guidance to embed the
self-actualisation of the Child we engage, goals and dreams. This is achieved by
coaching and mentoring young women and men to visualise what they're able to achieve.
At Sanctuary Homes the safety of our residents is paramount. Considering this, we
take safety pertaining to Covid-19 very seriously and all our properties are subject to regular
cleaning and sanitisation especially in communal and high traffic areas.
Our staff have been trained extensively in keeping the resident's living space and their
workspace corvid safe.
Upon entry to our premise’s residents are provided with a welcome pack, moreover, the properties
are regularly checked due to the high turnover of Child to ensure all amnesties are in
working order and that any issues are swiftly resolved, and any repairs are managed as a priority.
1.3 Philosophy, Purpose, and Objectives of the Home
Sanctuary Homes is committed to safeguarding and enhancing the resilience of all Child we engage. Our
mission is to instill tools that will enable Child to excel in their adult life, empowering them to be the best
that they can be. We focus on enhancing their resilience, which helps them to cope, exceed, and excel in
their lives.
1.4 Child with Challenging Behaviors
Sanctuary Homes is designed to support Child with challenging behaviors, including potential gang activity
and grooming, sexual exploitation, and drug pushing. We provide holistic emergency support that ensures
Child, especially young women, are safe and can achieve their best outcomes.
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We understand that the use of restraint can be distressing for Child and will ensure that restraint is used in
the least restrictive way possible. We will review any incidents of restraint and provide a full debriefing to
the young person and their social worker.
1.23 Sanctions
At Sanctuary Homes, we use a range of sanctions to promote positive behaviour among Child in our care.
Sanctions are used to discourage negative behaviour and encourage Child to make positive choices. We
ensure that all sanctions are age-appropriate and proportionate to the behaviour displayed.
We will discuss any sanctions with the young person and their social worker and ensure that they
understand the reasons behind the sanctions. We will also review any sanctions regularly and ensure that
they are having a positive impact on the young person's behaviour.
1.24 Procedure for Dealing with Children Missing from Care
At Sanctuary Homes, we understand the risks associated with Child going missing from care. We have
procedures in place to manage any incidents of Child going missing from our care, and we will work closely
with the police and other agencies to ensure their safe return.
We will review any incidents of Child going missing and identify any underlying issues that may have
contributed to the incident. We will also ensure that appropriate measures are put in place to reduce the
risk of further incidents.
1.25 Concerns and Complaints
At Sanctuary Homes, we welcome feedback from Child, parents, and families, and we have a robust
complaints procedure in place. We understand that concerns and complaints can be stressful for all parties
involved and will ensure that all concerns and complaints are dealt with sensitively and promptly.
1.26 Child Protection and Bullying
At Sanctuary Homes, we understand the importance of child protection and bullying prevention. Our staff is
trained to recognize and report any signs of bullying or abuse. We also have a rigorous risk assessment
process in place to assess the needs of each young person to ensure the placement and support package is
suitable for them. We work with services to support the young person into post-18 accommodation.
1.27 Education
We believe education is crucial in empowering Child to be the best that they can be. Our staff works with
the Child to identify their educational goals and create an individualized plan to achieve them. We also have
a thorough understanding of Child who are deemed 'Looked After' and need thorough Pathway Plans,
Statutory Reviews, and ensure attendances and reports for all essential meetings.
1.28 Reviews
We carry out regular reviews to ensure the Child's needs are being met, and we are providing the best
support possible. Our staff works closely with the Child to identify any issues and address them promptly.
We also work with the Child's families and other services involved to ensure they are receiving the best care
and support.
1.29 Consultation with Child/Wishes and Feelings
At Sanctuary Homes, we understand the importance of consulting Child and considering their wishes and
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feelings. We provide a safe space for Child to express themselves and be heard. Our staff works with the
Child to ensure they are fully involved in the decision-making process and their opinions are valued.
1.30 Leaving Care
We work with the Child to support them into post-18 accommodation. Our staff helps the Child to identify
suitable accommodation and works with services to ensure they have access to the necessary support. We
also provide ongoing support to the Child to ensure they are fully equipped to live independently.
1.31 Diversity
Our directors at Sanctuary Homes all live within multicultural diverse areas of London and have worked
within numerous diverse Local Authorities. We celebrate diversity and ensure that all Child, regardless of
their background, feel valued and respected.
1.32 Conclusion
At Sanctuary Homes we are committed to providing a safe and supportive environment for Child who are
vulnerable and at high risk of contextual safeguarding concerns. Our staff is trained to provide the best care
possible, and we work closely with services to ensure Child receive the best support. We aim to instill the
tools within Child to excel in their adult life and achieve their goals and dreams.
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2.7 Bullying
We have a zero-tolerance policy towards bullying. We want to create a safe and inclusive environment
where everyone feels respected and valued. If you ever experience or witness bullying, please inform a staff
member immediately. We are here to protect and support you.
Equal Opportunities: We believe in equal opportunities for everyone. Regardless of your background,
ethnicity, gender, or abilities, you will be treated with fairness and respect. We celebrate diversity and
encourage everyone to embrace their unique qualities and talents.
2.8 Complaints
If you have any concerns or complaints, we want to hear from you. Our doors are always open for open and
honest communication. We value your feedback and will take it seriously to continuously improve our
services.
2.9 If You Run Away (Unauthorized Absences)
Running away from Sanctuary Homes is dangerous and can put you at risk. We strongly discourage
unauthorized absences, as our priority is your safety and well-being. If you are feeling unhappy or have any
concerns, please talk to our staff, who are here to help.
2.11 Fire
Fire safety is crucial to us. We have implemented strict fire safety measures, including regular fire drills and
the presence of fire extinguishers throughout the facility. Our staff is trained to handle emergencies and will
ensure your safety in the event of a fire.
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2.12 Visitors
Your friends and family are important to us. We welcome approved visitors who have been authorized by
your parents or guardians. All visitors must sign in and out and follow our safety protocols to ensure the
well-being of everyone in the center.
2.13 Records
Keeping track of your progress and well-being is essential to providing you with the best care possible. Our
staff maintains a daily logbook called a "daily log" where they record important information about you. This
helps us keep track of your health, activities, and any special needs or requests you may have. Rest assured
that these records are kept confidential and are only accessible to authorized personnel.
2.14 Food
We understand the importance of nutritious and delicious meals in promoting your growth and well-being.
Our multicultural staff team takes pride in providing a variety of cuisines to cater to diverse tastes and
preferences. We ensure that our meals are balanced, healthy, and prepared with care.
2.15 Activities
While you are living at Sanctuary Homes, we will engage you in a wide range of fun and enriching activities.
These activities are designed to promote your physical, emotional, and social development. From arts and
crafts to sports, music, and educational outings, there's something for everyone to enjoy and explore their
interests.
In-House Activities Include:
Creative arts and crafts projects
Outdoor games and sports activities
Music and dance sessions
Storytelling and reading clubs
Science experiments and educational workshops
Movie nights and group discussions
We believe that through these activities, you will not only have a great time but also learn new skills,
build friendships, and discover your passions.
At Sanctuary Homes we are dedicated to providing you with a warm and nurturing environment where you
can grow, learn, and thrive. Our team is committed to your well-being and happiness. If you have any
questions, concerns, or need support, please don't hesitate to reach out to our caring staff. Together, we
will create a safe and joyful home for you.
Once again, welcome to Sanctuary Homes We are excited to embark on this journey with you and look
forward to creating wonderful memories together.
Best regards,
Sanctuary Homes
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3.0 Introduction
3.1 Purpose of the Manual
The purpose of this Policy Procedure Manual is to establish clear guidelines, standards, and procedures for
the operations and activities of Sanctuary Homes a Children's Healthcare Center. The manual serves as a
comprehensive resource to ensure the consistent implementation of policies and procedures across the
organization. It aims to promote the safety, well-being, and optimal care of the Child under the center's
supervision.
3.2 Scope and Application
This manual applies to all staff members, volunteers, and stakeholders involved in the operations of
Sanctuary Homes. It provides guidance and instructions for carrying out various tasks and responsibilities
related to the care, support, and management of Child in the facility. The policies and procedures outlined
in this manual are binding and must be adhered to at all times to maintain a safe and nurturing
environment for the Child.
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development, and create a harmonious atmosphere where children can thrive. This policy aligns with the
regulatory requirements set forth by Ofsted.
6.2 Objectives
To create a positive and inclusive environment that fosters respectful behavior among children, staff,
and parents.
To promote self-discipline, self-regulation, and the development of appropriate social skills in children.
To ensure that behavior management strategies are fair, consistent, and age-appropriate.
To prevent and address challenging behavior promptly and effectively.
To collaborate with parents/guardians in managing behavior and addressing any concerns.
To provide ongoing training and support to staff members on behavior management techniques.
6.3 Procedures
6.3.1 Positive Behavior Promotion
Encourage and model positive behavior by using positive reinforcement, praise, and recognition.
Set clear expectations for behavior and communicate them to children, parents, and staff.
Implement age-appropriate activities that promote self-esteem, empathy, and emotional intelligence.
Provide a range of stimulating and engaging activities to minimize boredom and reduce the likelihood
of challenging behavior.
Foster a sense of belonging and community through group activities, circle time, and teamwork.
6.3.2 Consistent Approach
Establish a consistent approach to behavior management across all staff members.
Ensure that all staff members understand and adhere to the agreed-upon behavior management
strategies. Regularly communicate and reinforce the policies and procedures related to behavior
management.
Maintain accurate and up-to-date records of any incidents, observations, or interventions related to
behavior management.
6.3.3 Positive Role Modeling
Staff members will act as positive role models for children, demonstrating respect, empathy, and
appropriate behavior.
Staff will engage in effective communication techniques, actively listening to children and addressing
their concerns.
Encourage open and respectful dialogue between children, staff, and parents to promote a supportive
environment.
6.3.4 Challenging Behavior Intervention
Address challenging behavior promptly, emphasizing prevention and early intervention.
Implement strategies such as redirection, positive reinforcement, and visual cues to manage
challenging behavior.
Utilize calm and non-confrontational approaches to defuse potential conflicts and de-escalate
situations.
Apply appropriate consequences or time-outs when necessary, ensuring they are proportionate to the
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7.3 Procedures
7.3.1 Health and Hygiene Practices
Maintain cleanliness and hygiene standards by implementing regular cleaning and sanitizing routines.
Promote and educate children about good personal hygiene practices, including handwashing, dental
care, and proper nutrition.
Ensure that there are adequate handwashing facilities available, including soap, water, and disposable
towels.
Encourage staff members to model and reinforce healthy habits and practices.
7.3.2 Illness Prevention and Management
Establish protocols for monitoring and identifying symptoms of illness in children and staff members.
Maintain up-to-date records of immunizations and health information for each child in our care.
Implement procedures for exclusion and reintegration of children who are ill, following guidelines from
local health authorities.
Notify parents/guardians promptly if their child shows signs of illness or has been exposed to
contagious diseases.
Provide a designated area for children who become ill while in our care, with appropriate supervision
and comfort.
7.3.3 Medication Administration
Obtain written consent from parents/guardians for administering prescribed medications, including
proper dosage instructions.
Maintain a record of medications administered, including date, time, dosage, and any side effects or
reactions.
Ensure medications are stored securely, out of children's reach, and properly labeled with the child's
name and instructions.
Train staff members on safe and accurate medication administration techniques, including the handling
and storage of medication.
7.3.4 First Aid and Emergency Procedures
Designate trained staff members responsible for administering first aid and responding to emergencies.
Maintain fully stocked first aid kits in easily accessible locations throughout the facility.
Conduct regular drills and training sessions to ensure staff members are familiar with emergency
procedures, including evacuation plans.
Develop and communicate emergency contact lists, including contact information for
parents/guardians, emergency services, and medical professionals.
7.3.5 Health Communication and Parental Involvement
Establish effective communication channels with parents/guardians to exchange information regarding
their child's health, medical conditions, and allergies.
Request and update emergency contact information for each child, ensuring it remains current and
easily accessible.
Notify parents/guardians promptly of any incidents, accidents, injuries, or illnesses that occur while
their child is in our care.
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Seek parental input and collaborate on health-related matters, including individual care plans or
accommodations for children with specific medical needs.
7.3.6 Staff Training and Resources
Provide staff members with appropriate training on health and safety practices, including first aid, CPR,
and emergency response.
Offer regular professional development opportunities to ensure staff members stay updated on current
health care practices and regulations.
Maintain a library of resources and references related to health care, hygiene, and child well-being for
staff members.
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9.4.4 Redirection
Staff members may redirect a child's behavior by guiding them towards alternative activities or
behaviors that are more appropriate and constructive.
9.4.5 Restitution
In cases involving damage or harm caused by a child's behavior, the child may be required to take
responsibility and make restitution.
This may involve helping to repair the damage or engaging in an activity to restore the harm caused.
9.4.6 Withdrawal of Participation
If a child's behavior poses a risk to their own or others' safety, it may be necessary to temporarily
remove the child from an activity or group until they can demonstrate improved behavior.
9.4.7 Parent/Guardian Involvement
When appropriate, parents/guardians will be notified and involved in addressing the child's behavior.
Their input and collaboration will be sought to ensure consistency between home and the childcare
setting.
9.4.8 Recording and Reporting
All incidents involving disciplinary measures will be recorded accurately and objectively in the child's
individual record, including the behavior, the implemented measure, and any outcomes or follow-up
actions taken.
If a disciplinary measure is used repeatedly or for a prolonged period, the management team will
review the situation and, if necessary, develop a specific behavior management plan in collaboration
with relevant professionals and the child's parents/guardians.
Serious incidents that involve the use of disciplinary measures will be reported to the designated
safeguarding officer, in compliance with relevant child protection procedures and regulations.
9.4.9 Training and Support
Sanctuary Homes will provide regular training and support to all staff members regarding appropriate
behavior management techniques, positive discipline, and the implementation of permitted disciplinary
measures. This training will ensure that staff members are equipped with the necessary
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physical intervention to manage challenging behaviors and prevent harm to children, staff, or others in the
child care home.
10.3 Principles
Restrictive physical intervention will only be used as a last resort when there is an immediate risk of
harm to the child, other children, staff, or others present.
The decision to use restrictive physical intervention will be made based on a careful assessment of the
situation and in compliance with legal requirements and Ofsted guidelines.
Restrictive physical intervention will only be used by trained staff members who have received
appropriate training and are competent in the techniques and procedures.
10.4 Procedures
10.4.1 Risk Assessment
A comprehensive risk assessment will be conducted to identify potential risks and triggers that may lead
to challenging behaviors requiring physical intervention.
The risk assessment will include strategies for prevention, de-escalation, and alternative interventions
to minimize the need for physical intervention.
10.4.2 Training
All staff members involved in the care of children will receive regular training in de-escalation
techniques, positive behavior management, and the use of restrictive physical intervention.
Training will cover the legal framework, the principles of least restrictive practice, ethical
considerations, and techniques for minimizing the risk of harm during physical intervention.
10.4.3 Consent and Communication
Written consent from parents/guardians will be obtained at the time of enrollment, acknowledging that
restrictive physical intervention may be used when necessary to ensure the immediate safety of the
child.
Clear and open communication channels will be maintained with parents/guardians to inform them of
any incidents involving restrictive physical intervention and to seek their input and collaboration.
10.4.4 Documentation
Any incident involving the use of restrictive physical intervention will be documented accurately and
objectively, including the reason, the techniques used, the duration, and any injuries sustained.
The incident report will be shared with parents/guardians and kept as part of the child's individual
record, in compliance with data protection regulations.
10.4.5 Debriefing and Review
Following any incident involving restrictive physical intervention, a debriefing session will be held with
the staff members involved to discuss the incident, review the techniques used, and identify areas for
improvement.
The management team will conduct a thorough review of the incident to assess the appropriateness
and effectiveness of the intervention, identify any patterns or underlying causes, and implement
preventive measures to minimize future incidents.
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10.5 Reporting
Incidents involving restrictive physical intervention will be reported to Ofsted in accordance with their
reporting guidelines.
The management team will maintain accurate records of all incidents and submit the necessary reports
to regulatory authorities as required.
10.6 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance with
regulations, and alignment with best practices in managing challenging behaviors and promoting the safety
and well-being of the children in our care.
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11.4 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance
with regulations, and alignment with best practices
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13.2 Purpose
The purpose of this policy is to establish a framework for preventing and responding to bullying incidents,
ensuring the well-being and safety of all children within Sanctuary Homes.
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13.3 Procedures
13.3.1 Prevention Measures
The management team will implement proactive measures to promote a positive and inclusive
environment that discourages bullying behaviors.
This includes educating staff, children, and parents/guardians about bullying, its impact, and strategies
to prevent it.
The child care home will establish clear expectations for behavior, emphasizing respect, empathy, and
kindness through written policies, codes of conduct, and age-appropriate discussions.
13.3.2 Staff Training
All staff members will receive training on identifying and addressing bullying behaviors, including how
to differentiate between typical conflicts and bullying incidents.
Staff training will also focus on proactive strategies for fostering positive relationships, conflict
resolution, and promoting empathy and understanding among children.
13.3.3 Reporting and Response
Staff members will encourage children to report any incidents of bullying they witness or experience,
providing multiple channels for reporting such as anonymous reporting boxes, designated staff
members, or trusted peers.
All reports of bullying will be taken seriously and responded to promptly and appropriately. Staff
members will document and investigate each report thoroughly, maintaining confidentiality throughout
the process.
The child's parents/guardians will be informed of any reported incidents and the steps taken to address
the situation.
13.3.4 Support and Intervention
The child care home will provide appropriate support and intervention to children involved in bullying
incidents, both as victims and as perpetrators.
Victims will be offered emotional support, reassurance, and strategies to build resilience. Perpetrators
will receive education and interventions focused on understanding the impact of their actions, empathy
building, and developing alternative conflict resolution skills.
Collaboration with external professionals, such as counselors or therapists, may be sought to provide
specialized support when necessary.
13.3.5 Disciplinary Measures
Disciplinary measures will be implemented when necessary, considering the severity and frequency of
the bullying behavior.
Such measures will comply with the child care home's behavior management policy and adhere to
relevant laws and regulations.
Disciplinary actions will aim to educate, rehabilitate, and promote the child's understanding of the
consequences of their actions, rather than solely focusing on punitive measures.
13.3.6 Awareness and Education
Regular awareness campaigns and educational activities will be conducted within Sanctuary Homes to
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raise awareness about bullying, promote empathy, and teach children appropriate ways to resolve
conflicts.
Parents/guardians will be involved in educational initiatives, receiving information and resources to
support conversations about bullying and its prevention at home.
13.3.7 Monitoring and Review
The management team will monitor and evaluate the effectiveness of anti-bullying measures and
intervention strategies regularly.
Incident reports, feedback from children, parents/guardians, and staff members will be used to identify
trends, assess the impact of implemented measures, and make necessary adjustments to the policy and
procedures.
13.4 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance
with regulations, and alignment with best practices in countering bullying and promoting a safe and
inclusive environment.
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15.0 Confidentiality
15.1 Policy Statement
Sanctuary Homes recognizes the importance of maintaining confidentiality in order to protect the privacy,
dignity, and rights of children, families, and staff. This policy outlines the procedures and guidelines for
ensuring the confidentiality of sensitive information in compliance with the regulations and guidelines set
forth by Ofsted (Office for Standards in Education, Children's Services and Skills) in the United Kingdom.
15.2 Purpose
The purpose of this policy is to establish a framework for safeguarding confidential information, promoting
trust, and maintaining the privacy of individuals within Sanctuary Homes.
15.3 Procedures
15.3.1 Data Protection and Information Handling
All staff members will receive training on data protection regulations, including the General Data
Protection Regulation (GDPR) and the Data Protection Act (DPA), to ensure compliance with the legal
requirements for handling personal information.
Personal information will be collected, stored, and processed in accordance with the principles of data
protection, including consent, accuracy, security, and limited access.
15.3.2 Confidentiality Agreement
Upon employment, all staff members will be required to sign a confidentiality agreement,
acknowledging their responsibility to maintain the confidentiality of sensitive information encountered
during their employment.
The confidentiality agreement will emphasize the importance of not disclosing or discussing confidential
information outside of the child care home, unless required by law or with explicit consent from the
individual involved.
15.3.3 Access to Confidential Information
Access to confidential information will be strictly limited to authorized individuals who require the
information to perform their job duties.
Staff members will only access and share confidential information on a need-to-know basis and in a
secure manner, such as through password-protected systems or locked storage areas.
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16.2 Purpose
The purpose of this policy is to establish a framework for the responsible administration of finances,
including budgeting, record-keeping, and financial reporting, to support the effective operation and
financial stability of Sanctuary Homes.
16.3 Procedures
16.3.1 Financial Responsibilities
The management team will designate a qualified staff member to be responsible for the administration
of finances, ensuring they possess the necessary skills and knowledge.
The designated staff member will oversee financial operations, including budgeting, invoicing,
payments, and financial reporting.
16.3.2 Budgeting
An annual budget will be prepared, outlining projected income and expenditure for Sanctuary Homes.
The budget will consider all relevant factors, including staffing costs, facility maintenance, resources,
training, and other operational expenses.
The budget will be reviewed and approved by the management team, ensuring it aligns with the goals
and objectives of the child care home.
16.3.3 Financial Records
Accurate and comprehensive financial records will be maintained, documenting all financial
transactions and activities of Sanctuary Homes.
Financial records will include income statements, invoices, receipts, payment records, bank statements,
and any other relevant documentation.
All financial records will be stored securely and be easily accessible for auditing purposes.
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17.2 Purpose
The purpose of this policy is to establish a framework for the prompt, efficient, and effective management
of repairs and maintenance to ensure the safety, functionality, and cleanliness of the facilities at Sanctuary
Homes.
17.3 Procedures
17.3.1 Reporting of Repairs and Maintenance Issues
All staff members will be responsible for promptly reporting any repairs or maintenance issues they
identify within the child care home.
A designated staff member, such as the facilities manager or a specified contact person, will be
responsible for receiving and documenting the reports.
17.3.2 Assessment and Prioritization
Reported repairs and maintenance issues will be assessed promptly by the designated staff member to
determine their severity and urgency.
A prioritization system will be established to address repairs and maintenance based on the level of
risk, potential impact on health and safety, and impact on the functioning of the child care home.
17.3.3 Action and Resolution
Repairs and maintenance issues will be addressed in a timely manner by qualified and authorized
personnel.
Depending on the nature and complexity of the issue, internal staff or external contractors may be
engaged to carry out the necessary repairs or maintenance.
All repairs and maintenance work will be completed in compliance with relevant regulations, industry
standards, and health and safety requirements.
17.3.4 Communication and Updates
Staff members will be informed about the progress and completion of repairs and maintenance work
relevant to their areas of responsibility.
Regular updates will be provided to the management team regarding ongoing repairs, maintenance
activities, and any significant issues or delays.
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18.2 Purpose
The purpose of this policy is to establish a framework for preventing, preparing for, and
responding to fire incidents and other emergencies to ensure the safety and well-being of all
individuals within Sanctuary Homes.
18.3 Procedures
18.3.1 Risk Assessment
A comprehensive fire risk assessment will be conducted in accordance with the Regulatory
Reform (Fire Safety) Order 2005 and other applicable regulations.
The risk assessment will identify potential fire hazards, assess the level of risk, and establish
appropriate control measures to mitigate the identified risks.
18.3.2 Fire Prevention
Fire prevention measures will be implemented, including regular maintenance of electrical
systems, heating systems, and fire safety equipment such as fire extinguishers and smoke
detectors.
Staff members will receive training on fire prevention, including the proper storage and
handling of flammable materials, the importance of keeping fire exits clear, and the prohibition
of smoking within the premises.
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compliance with regulations, and alignment with best practices in fire and emergency procedures
within a child care home setting.
19.2 Purpose
The purpose of this policy is to establish measures to mitigate and address risks associated with the size of
Sanctuary Homes ensuring the effective supervision, care, and well-being of children, as well as promoting a
positive and supportive environment.
19.3 Procedures
19.3.1 Staff-to-Child Ratio
The child care home will maintain an appropriate staff-to-child ratio as required by Ofsted regulations.
The ratio will consider the age, needs, and developmental stage of the children.
The staff-to-child ratio will be consistently maintained and adhered to during all operational hours,
including regular activities, mealtimes, outdoor play, and field trips.
19.3.2 Staffing Qualifications and Training
All staff members will possess the necessary qualifications, skills, and training to ensure the safety and
well-being of the children in accordance with Ofsted requirements.
Ongoing professional development and training opportunities will be provided to staff members to
enhance their knowledge and skills in managing risks associated with the size of the child care home.
19.3.3 Supervision and Monitoring
Adequate supervision will be provided to ensure the safety and security of children at all times, both
indoors and outdoors.
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Staff members will closely monitor children's activities and interactions to identify and address any
potential risks promptly.
19.3.4 Effective Communication
Clear communication channels will be established among staff members to ensure effective
coordination, particularly in situations where children are distributed across different areas or rooms
within the child care home.
Regular staff meetings, briefings, and communication tools will be utilized to share important
information, concerns, and updates related to the size and operation of the child care home.
19.3.5 Child Protection and Safeguarding
Robust child protection and safeguarding policies and procedures will be in place to identify and
respond to any concerns or risks related to the size of the child care home.
Staff members will receive training on child protection and safeguarding practices to ensure they can
effectively counter risks associated with the size of the child care home.
19.3.6 Health and Safety Measure
Health and safety measures will be implemented to minimize risks associated with the size of the child
care home, such as ensuring clear pathways, maintaining unobstructed emergency exits, and
conducting regular safety checks of the premises.
Risk assessments will be conducted to identify and mitigate any hazards or potential risks arising from
the size and layout of the child care home.
19.3.7 Continuous Improvement
Regular reviews and evaluations of the child care home's operations will be conducted to identify areas
for improvement in countering risks associated with its size.
Feedback from staff, parents/guardians, and external inspections will be considered to enhance the
effectiveness of the measures in place and ensure ongoing compliance with regulations.
19.4 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance with
regulations, and alignment with best practices in countering risks associated with the size of a child care
home.
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20.2 Purpose
The purpose of this policy is to create a comprehensive framework for promoting and maintaining health
and safety practices, minimizing risks, and safeguarding the well-being of all individuals within Sanctuary
Homes.
20.3 Procedures
20.3.1 Responsibilities
All staff members are responsible for adhering to health and safety procedures and guidelines.
Designated staff members will have specific responsibilities for overseeing health and safety, including
risk assessments, maintaining records, conducting training, and implementing control measures.
20.3.2 Risk Assessment
A thorough risk assessment will be conducted regularly to identify potential hazards and assess the
level of risk associated with activities, premises, and equipment.
Control measures will be implemented to minimize risks, and risk assessments will be reviewed and
updated as necessary.
20.3.3 Health and Safety Measures
Adequate measures will be implemented to maintain a safe and healthy environment, including regular
maintenance of premises, equipment, and facilities.
All equipment and furniture will be safe, suitable for use, and regularly inspected for potential hazards.
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21.0 Safeguarding
21.1 Policy Statement
Sanctuary Homes is dedicated to safeguarding and promoting the welfare of children in its care. This policy
outlines the procedures and guidelines for ensuring the safety, protection, and well-being of children, in
accordance with the regulations and guidelines set forth by Ofsted (Office for Standards in Education,
Children's Services and Skills) in the United Kingdom.
21.2 Purpose
The purpose of this policy is to establish a comprehensive framework for safeguarding children and
promoting their welfare within Sanctuary Homes. This policy aims to prevent abuse, protect children from
harm, and provide a safe and nurturing environment for their development.
21.3 Procedures
21.3.1 Designated Safeguarding Lead (DSL)
A Designated Safeguarding Lead will be appointed within Sanctuary Homes who will have overall
responsibility for safeguarding and child protection. ii. The DSL will receive appropriate training and
support to fulfill their role effectively.
21.3.2 Child Protection and Safeguarding Training
All staff members, volunteers, and regular visitors will receive training on child protection and
safeguarding practices.
Training will cover recognizing signs of abuse, responding to concerns, reporting procedures, and
understanding the local safeguarding arrangements.
21.3.3 Safer Recruitment
Robust recruitment procedures will be in place to ensure that all individuals working with children are
suitable and safe.
This includes conducting background checks, verifying qualifications, and obtaining references.
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Any breach of conduct or behavior that raises concerns will be taken seriously and addressed following
the appropriate disciplinary procedures.
22.3 Individual Support and Maintaining Boundaries
Staff members will receive guidance and training on maintaining appropriate boundaries with Child to
prevent any potential harm or abuse.
Support and supervision will be provided to staff members to ensure their emotional well-being and to
address any issues that may arise in their interactions with Child.
22.4 Allegations and Suspicions of Abuse - Reporting Concerns
All staff members are obligated to report any allegations, suspicions, or concerns regarding the welfare
or safety of a child immediately to the designated Safeguarding Lead.
Reports will be made following the established child protection procedures and in accordance with
statutory guidelines.
22.5 Concerns Regarding Employees or Volunteers
Sanctuary Homes will respond promptly and appropriately to any concerns raised regarding the
behavior, conduct, or suitability of employees or volunteers.
All concerns will be thoroughly investigated, following the designated procedures and in line with
statutory requirements.
Any necessary action, such as disciplinary measures or referral to the appropriate authorities, will be
taken based on the outcome of the investigation.
22.6 Receiving a Disclosure
Staff members receiving a disclosure from a child about abuse or any safeguarding concern should
respond calmly, sensitively, and supportively.
Staff members must follow the established child protection procedures for reporting and recording the
disclosure, ensuring the child's safety and well-being.
22.7 Use of Camera, Recording Equipment, and Mobile Phones
The use of camera, recording equipment, and personal mobile phones for capturing images or videos of
children in the child care home is strictly prohibited unless authorized for specific purposes, such as
record-keeping or educational activities.
Staff members must adhere to the organization's policies on the use of such equipment, ensuring the
privacy and safety of children.
22.7.1 Deprivation of Liberty Safeguards (DOLS)
Sanctuary Homes will
implement the Deprivation of Liberty Safeguards (DOLS) in accordance with legal requirements and best
practices.
Staff members will receive training on recognizing situations where a child's liberty may be restricted and
understanding the necessary procedures for obtaining authorization if required.
Any restrictions on a child's liberty will be regularly reviewed and monitored to ensure they are necessary,
proportionate, and in the best interest of the child.
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25.6 Record-Keeping
Incidents or concerns related to the Prevent Strategy will be accurately recorded, including the date,
time, individuals involved, and a description of the incident or concern.
Records will be securely stored in accordance with data protection regulations and made available to
relevant authorities if required.
25.7 Referral and Support
If there is a significant concern about a child's vulnerability to radicalization or extremism, the
designated Safeguarding Lead will make a referral to the local authority's Channel Panel or other
appropriate agencies.
Sanctuary Homes will cooperate fully with any investigation or inquiries by relevant authorities and
provide all necessary information and support.
25.8 Confidentiality and Information Sharing
Staff members must follow the confidentiality procedures outlined in the Confidentiality Policy and
adhere to data protection regulations when sharing information regarding concerns related to the
Prevent Strategy.
Information should only be shared on a need-to-know basis and with the appropriate authorities.
25.9 External Support and Partnerships
Sanctuary Homes will maintain strong partnerships with external agencies, such as local authorities,
the police, and the local Prevent coordinator, to ensure effective implementation of the Prevent
Strategy.
Staff members will collaborate with external professionals, seeking advice and guidance when
necessary.
25.10 Review
This appendix will be reviewed annually by the management team to ensure its effectiveness, compliance
with regulations, and alignment with best practices in implementing the Prevent Strategy. Any updates or
amendments to the procedures will be communicated to all staff members, and appropriate training will be
provided as needed.
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Name: [Name of Designated Safeguarding Lead] Contact Details: [Phone number and email address]
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All reports of abuse will be documented accurately and confidentially using the appropriate reporting
forms and procedures.
32.2.4 Collaborative Approach
Sanctuary Homes will collaborate with relevant external agencies, such as local child protection
services, to ensure that the child receives appropriate support and intervention.
The designated Safeguarding Lead will act as the main point of contact and facilitate communication
between the organization and external agencies.
32.2.5 Supportive Environment
Sanctuary Homes will provide a safe, nurturing, and supportive environment for children who have
experienced abuse, ensuring their emotional and physical well-being.
Staff members will be trained to respond sensitively and empathetically to the needs of the child,
respecting their privacy and autonomy.
Age-appropriate support services, such as counseling or therapy, will be made available to children who
require them, with the consent of their parents/guardians, in consultation with appropriate agencies.
32.2.6 Record-Keeping
Detailed and accurate records will be maintained for all incidents and actions taken in relation to
children who have experienced abuse.
Records will be securely stored, and access will be restricted to authorized personnel as outlined in the
Confidentiality Policy.
32.2.7 Training and Development
Staff members will receive regular training on recognizing and responding to child abuse, including
updates on current safeguarding practices and legislation.
Training will also focus on building staff members' knowledge and understanding of trauma-informed
care and the impact of abuse on children's well-being.
32.3 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance with
regulations, and alignment with best practices in supporting children who have experienced abuse. Any
updates or amendments to the policy will be communicated to all staff members, parents/guardians, and
relevant stakeholders, and appropriate training will be provided as needed.
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including key duties, areas of responsibility, and any specific requirements or tasks.
Each staff member will be assigned a designated area or group of children to ensure continuity and
familiarity for both the staff and the children.
33.2.4 Communication of Rosters
Rosters will be communicated to staff members in a timely manner, providing sufficient notice to allow
for planning and preparation.
Rosters will be accessible to staff members through a secure and easily accessible platform, such as an
electronic scheduling system or notice boards.
33.2.5 Shift Handovers
Shift handovers are crucial for effective communication and continuity of care.
All staff members are required to adhere to the following shift handover procedures
The incoming staff member will report to the outgoing staff member at the designated handover point.
The outgoing staff member will provide a detailed update on any relevant information, including the
children's well-being, any incidents or changes during the shift, and specific instructions or
requirements.
The incoming staff member will acknowledge and document the information provided, seeking
clarification if needed. iv. Any concerns, incidents, or important matters discussed during the shift
handover will be accurately recorded in the shift handover log or appropriate documentation.
33.2.6 Handover Documentation
A shift handover log or electronic system will be maintained to record all relevant information discussed
during shift handovers.
The shift handover log will include details such as the date and time of the handover, staff members
involved, important information shared, and any specific instructions or tasks.
The shift handover log will be securely stored and easily accessible to authorized personnel.
33.2.7 Review and Evaluation
The management team will regularly review the effectiveness of the rostering and shift handover
procedures to ensure they meet the needs of Sanctuary Homes and comply with relevant regulations.
Feedback from staff members and observations of shift handovers will be used to identify areas for
improvement and implement necessary changes.
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Children will be allocated suitable sleeping spaces that promote privacy, dignity, and a sense of security.
34.2.4 Bed-Time Routine
Sanctuary Homes will establish a consistent bed-time routine that supports healthy sleep habits and
promotes a calm and soothing environment.
The bed-time routine may include activities such as bedtime stories, quiet play, toothbrushing, and any
other age-appropriate practices that facilitate a smooth transition to sleep.
34.3 Night Supervision Procedures
Night staff members will conduct regular checks and observations throughout the night to ensure the
safety and well-being of the children.
Staff members will remain awake and alert during their designated shifts to respond promptly to any
emergencies, disturbances, or needs of the children.
Night staff members will document all significant observations, incidents, and interventions in the night
log or appropriate documentation.
34.3.1 Communication and Handover
Night staff members will receive a detailed handover from the day staff, including information on any
specific needs, medical requirements, or concerns related to the children.
Night staff members will communicate effectively with each other during shift changes to ensure a
seamless transition and transfer of information.
34.3.2 Emergency Response
Sanctuary Homes will have clear procedures in place for responding to emergencies during sleeping-in
and bed-time hours, including fire safety, medical emergencies, or other critical incidents.
Staff members will be trained in emergency response protocols and procedures, ensuring they are
equipped to handle various situations effectively.
34.3.3 Review and Evaluation
The management team will regularly review and evaluate the effectiveness of the sleeping-in, bed-time,
and night supervision procedures to ensure compliance with regulations and best practices.
Feedback from staff members, children, and any incidents or near-miss events will be used to identify
areas for improvement and implement necessary changes.
34.3.4 Training and Support
Night staff members will receive comprehensive training on night supervision, sleep routines,
emergency response, and other relevant topics to enhance their knowledge and skills in providing
effective night-time care.
34.4 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance with
regulations, and alignment with best practices in sleeping-in, bed-time, and night supervision. Any updates
or amendments to the policy will be communicated to all staff members, parents/guardians, and relevant
stakeholders,
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35.2 Purpose
The purpose of this policy is to ensure that physical contact between staff members and children is
respectful, appropriate, and in line with the child's well-being and individual needs.
The policy aims to prevent any form of physical contact that may be misconstrued, misunderstood, or
potentially harmful.
35.3 Professional Boundaries
Staff members will maintain professional boundaries with children at all times.
Physical contact should be limited to instances where it is necessary for the child's well-being, safety, or
comfort, and should be carried out in a respectful and appropriate manner.
35.4 Types of Physical Contact
35.4.1 Appropriate physical contact
Assisting with personal care activities, such as toileting, dressing, or hygiene routines, following
individual care plans and the child's preferences.
Providing comfort and reassurance, such as consoling a distressed child with appropriate physical
gestures, such as a comforting touch on the shoulder or a gentle hug.
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Engaging in age-appropriate play activities, such as holding hands during outdoor activities or
participating in physical games or sports.
In all instances, physical contact should be non-intrusive, respectful, and considerate of the child's
personal boundaries and cultural norms.
35.4.2 Inappropriate Physical Contact
Inappropriate physical contact is strictly prohibited and includes any action that may cause distress,
discomfort, or harm to the child.
Examples of inappropriate physical contact include, but are not limited to:
Touching a child in a sexual or intimate manner.
Using physical force as a form of punishment or discipline.
Engaging in physical contact that is inconsistent with the child's cultural or religious beliefs.
Encouraging or engaging in physical contact that may be perceived as excessive, intrusive, or
unwelcome by the child.
35.4.3 Consent and Communication
Staff members will always seek verbal or non-verbal consent from the child before engaging in physical
contact, ensuring the child's comfort and willingness.
Children have the right to refuse or withdraw consent for physical contact at any time, and staff
members must respect their boundaries and choices.
35.4.4 Training and Education
Sanctuary Homes will provide comprehensive training and guidance to all staff members regarding
appropriate physical contact, professional boundaries, and understanding the individual needs of
children in their care.
Staff members will receive training on recognizing and responding to inappropriate physical contact, as
well as reporting procedures in case of concerns or allegations.
35.5 Reporting and Record-Keeping
Any concerns, incidents, or allegations related to inappropriate physical contact must be reported
immediately to the designated safeguarding officer or management team.
All incidents or concerns will be documented accurately and promptly, maintaining confidentiality and
following the facility's safeguarding and reporting procedures.
35.6 Review and Evaluation
This policy will be reviewed periodically to ensure its effectiveness, compliance with regulations, and
alignment with best practices in maintaining appropriate physical contact between staff members and
children.
Feedback from staff members, children, parents/guardians, and any incidents or near-miss events will
be used to identify areas for improvement and implement necessary changes.
35.7 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance with
regulations, and alignment with best practices in promoting appropriate physical contact between staff
members and clients.
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The exact ratio will depend on the age, needs, and specific requirements of the children, as determined
by relevant regulations and risk assessments.
37.2.5 Individual Preferences and Cultural Considerations
Staff members will be attentive to individual preferences and cultural considerations when providing
care to children of the opposite sex.
Cultural practices, religious beliefs, and family values will be respected, and caregivers will make efforts
to accommodate specific requests or requirements within reason and without compromising the child's
safety.
37.2.6 Professional Boundaries
Staff members will maintain professional boundaries with children of the opposite sex at all times.
Physical contact, if necessary, will be limited to what is appropriate, non-intrusive, and within cultural
and individual boundaries, following the guidelines outlined in the "Physical Contact Between Staff and
Child" policy.
37.2.7 Communication and Transparency
Open and transparent communication will be maintained with parents/guardians regarding care
practices towards children of the opposite sex.
Parents/guardians will be informed about the facility's commitment to equal and respectful care, and
any concerns or questions raised by parents/guardians will be addressed promptly and professionally.
37.2.8 Documentation and Reporting
Any incidents, concerns, or disclosures related to care practices towards children of the opposite sex
must be reported immediately to the designated safeguarding officer or management team, following
the facility's safeguarding and reporting procedures.
Documentation of any incidents or concerns will be accurate, detailed, and maintained confidentially,
as per the facility's record-keeping policies.
37.2.9 Review and Evaluation
This policy will be reviewed periodically to ensure its effectiveness, compliance with regulations, and
alignment with best practices in providing care practices towards children of the opposite sex.
Feedback from staff members, parents/guardians, and any incidents or near-miss events will be used to
identify areas for improvement and implement necessary changes.
37.3 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance with
regulations, and alignment with best practices in providing care practices towards children of the opposite
sex. Any updates or amendments to the policy will be communicated to all staff members,
parents/guardians, and relevant stakeholders.
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38.3 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance
with regulations, and alignment with best practices in meeting the needs of children from minority
ethnic groups. Any updates or amendments to the policy will be communicated to all staff members,
parents/guardians, and relevant stakeholders.
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Confidential information should not be shared or accessed in public spaces where it may be
compromised.
40.2.4 Viruses
Staff members must exercise caution when opening email attachments or downloading files from the
internet to prevent the introduction of viruses or malware.
Any suspected viruses or malware should be reported immediately to the ICT support team.
40.2.5 Telephony (Voice) Equipment Conditions of Use
Telephony equipment, including desk phones and mobile devices, should be used for work-related
purposes only.
Personal use of telephony equipment should be kept to a minimum and should not interfere with work
responsibilities.
Staff members should respect the privacy and confidentiality of phone conversations and avoid
discussing sensitive or confidential information in public areas.
40.2.6 Compliance and Consequences
Violation of this ICT acceptable usage policy may result in disciplinary action, up to and including
termination of employment.
Sanctuary Homes reserves the right to monitor ICT usage to ensure compliance with this policy and
investigate any suspected violations.
Staff members are encouraged to report any concerns or suspected policy violations to the ICT support
team or their line manager.
40.2.7 Training and Awareness
All staff members will receive training on this ICT acceptable usage policy and their responsibilities in
safeguarding ICT resources and information.
Regular updates and reminders will be provided to staff members to reinforce compliance with this
policy.
40.3 Review and Evaluation
This policy will be reviewed periodically to ensure its effectiveness, compliance with regulations, and
alignment with best practices in ICT usage.
Feedback from staff members and any incidents or near-miss events will be used to identify areas for
improvement and implement necessary changes.
40.4 Review
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance with
regulations, and alignment with best practices in ICT usage. Any updates or amendments to the policy will
be communicated to all staff members and relevant stakeholders.
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On-call staff members are required to have their mobile phones or designated communication devices
with them and be prepared to respond to urgent calls or notifications.
The on-call staff member must be knowledgeable about emergency procedures, policies, and contact
information for relevant stakeholders, including emergency services, local authorities, and
management.
In case of an emergency or urgent situation, staff members should contact the on-call personnel, who
will assess the situation, provide guidance, and take necessary actions.
The on-call staff member will document the incident, actions taken, and any follow-up requirements,
ensuring accurate and thorough records are maintained.
Regular reviews and evaluations will be conducted to assess the effectiveness of the on-call procedure
and identify areas for improvement.
42.3 Reviews
This policy will be reviewed annually by the management team to ensure its effectiveness, compliance
with regulations, and alignment with best practices.
Feedback from staff members, incidents or near-miss events, and changes in circumstances or
regulations will be considered during the review process.
Any updates or amendments to the policy will be communicated to all staff members and relevant
stakeholders.
42.4 Compliance
All staff members are expected to comply with this policy and follow the established procedures for
delegated authority, notifications, and the on-call process. b. Failure to comply with this policy may
result in appropriate disciplinary actions, as per the organization's policies and procedures.
42.5 Implementation and Communication
This policy will be communicated to all staff members upon their employment or contract
commencement, and regular training and updates will be provided to ensure their understanding and
compliance.
New or updated versions of this policy will be disseminated to all staff members, and a record of policy
acknowledgments will be maintained.
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Incident reports should be submitted to the designated supervisor or management as per the reporting
procedures.
43.2.4 Support Measures
Staff members who experience or witness aggression or violence will receive appropriate support and
debriefing from the designated supervisor or management.
Counselling services or referrals to external support organizations may be provided to individuals
affected by aggressive incidents, as deemed necessary.
Staff members involved in an aggressive incident will be offered opportunities for reflection, self-
assessment, and further training to enhance their skills in managing such situations.
43.2.5 Disciplinary Measures
Aggressive behavior or acts of violence are strictly prohibited within Sanctuary Homes.
Any staff member found to engage in aggression or violence will be subject to disciplinary action,
following the organization's disciplinary policy and procedures.
Disciplinary measures may include verbal or written warnings, suspension, termination, or legal action,
depending on the severity and frequency of the behavior.
43.2.6 Continuous Improvement
Sanctuary Homes will regularly review and evaluate the effectiveness of the procedures outlined in this
policy.
Feedback from staff members, incident analysis, and emerging best practices will be considered to
identify areas for improvement and update the policy as necessary.
43.2.7 Implementation and Communication
This policy will be communicated to all staff members during their orientation and training.
Regular training sessions, refresher courses, and updates will be provided to ensure staff members'
familiarity with the policy and their ability to respond appropriately to aggression and violence.
New or revised versions of this policy will be disseminated to all staff members, and a record of policy
acknowledgments will be maintained.
43.3 References
policy is aligned with relevant legislation, regulations, and guidelines, including but not limited to OSfted
regulations, Health and Safety at Work Act, and relevant safeguarding protocols.
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44.0 Risk-Taking
44.1 Policy Statement
Sanctuary Homes recognizes the importance of allowing children to engage in age-appropriate and
supervised risk-taking activities to support their development, independence, and learning. This policy
outlines the procedures for assessing, managing, and promoting responsible risk-taking within the facility
while ensuring the safety and well-being of the children.
44.2 Procedure
44.2.1 Definition of Risk-Taking
Risk-taking refers to engaging in activities that have the potential for physical, emotional, or social
challenges and may involve a degree of uncertainty or potential harm.
Risk-taking activities are carefully planned, supervised, and supported to ensure the children's safety
and promote their personal growth and development.
44.2.2 Risk Assessment and Management
Prior to engaging in any risk-taking activity, a thorough risk assessment will be conducted to identify
potential hazards, assess the level of risk involved, and develop appropriate risk management
strategies.
Risk assessments will consider factors such as the age, maturity, abilities, and individual needs of the
children, as well as the availability of necessary equipment, resources, and staff supervision.
Risk assessments will be documented and regularly reviewed to ensure they remain current and reflect
any changes in the environment or circumstances.
44.2.3 Supervision and Staff Training
Staff members responsible for supervising risk-taking activities will receive comprehensive training on
risk assessment, management, and supervision techniques.
Staff members will have a clear understanding of their roles and responsibilities in overseeing risk-
taking activities and ensuring the safety and well-being of the children.
Adequate staff-to-child ratios will be maintained to ensure effective supervision and support during
risk-taking activities.
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access.
47.2.4 Medication Audits
Regular medication audits will be conducted to ensure accurate records, appropriate storage
conditions, and compliance with medication policies and procedures.
Audits will be carried out by designated staff members to identify any discrepancies or issues and take
appropriate action.
47.2.5 Changes to Medication
Any changes to a child or young person's medication, including dosage adjustments or changes in
prescribed medications, will be promptly communicated to the designated staff member responsible
for medication administration.
The updated information will be recorded accurately in the medication records.
47.2.6 Storage of Medication
Medication will be stored in a secure, designated area that is inaccessible to children and unauthorized
personnel.
Storage conditions will comply with medication instructions, including temperature control, light
sensitivity, and appropriate storage containers.
47.2.7 Consent and Capacity
Written consent from parents or legal guardians will be obtained before administering any medication
to a child or young person.
Staff members will consider the capacity of the child or young person to understand and participate in
the decision-making process regarding their medication, in accordance with applicable legislation and
best interests’ principles.
47.2.8 Encouraging Child to Take Medication
Staff members will use appropriate strategies to encourage and support children and young people to
take their medication, considering their individual needs, preferences, and abilities.
Non-coercive methods, such as providing a supportive and comfortable environment, offering
incentives, or seeking assistance from healthcare professionals, will be employed to facilitate
medication administration.
47.2.9 Self-Administration of Medicines
Children and young people who are capable of self-administering medication, in line with their age and
level of understanding, will be encouraged and supported to do so.
The decision regarding self-administration will be made in collaboration with parents, healthcare
professionals, and the child or young person, considering their capacity and safety.
47.2.10 Administration
Medication will be administered according to the prescribing instructions, dosage guidelines, and any
specific requirements outlined by healthcare professionals.
Medication administration will be documented accurately and promptly in the child or young person's
individual medication record.
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47.3 Review
This Medication Storage and Administration Policy will be reviewed annually or as deemed necessary by
Sanctuary Homes to ensure compliance with OSfted regulations and any updates in relevant legislation or best
practices. Any changes to the policy will be communicated to all staff members, and appropriate training will be
provided.
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First aid kits will contain essential supplies, including bandages, dressings, adhesive tape, antiseptic
solutions, gloves, and any additional items recommended by the training provider.
First aid kits will be regularly checked, restocked, and maintained by the First Aid Coordinator.
48.3 First Aid Procedures
In the event of an injury, illness, or medical emergency, designated staff members will provide
immediate first aid assistance.
The designated staff member will assess the situation, provide appropriate first aid treatment, and seek
medical assistance if necessary.
Communication with emergency services and parents or legal guardians will be established promptly,
providing accurate information about the situation and location.
48.4 Record Keeping
Accurate and detailed records of all first aid incidents will be maintained, including the date, time,
nature of the incident, treatment provided, and any referrals made.
Incident reports will be completed for all significant first aid incidents and kept confidentially in
accordance with data protection laws.
48.5 Communication with Parents or Legal Guardians
Parents or legal guardians will be promptly informed of any first aid incidents involving their child, the
treatment provided, and any subsequent actions taken.
Written records or incident reports will be shared with parents or legal guardians upon their request,
while maintaining confidentiality and adhering to relevant privacy laws.
48.6 Review and Training Updates
This First Aid Policy will be reviewed annually or as deemed necessary by Sanctuary Homes to ensure
compliance with regulatory requirements and best practices.
Designated staff members will receive regular updates and training to maintain their first aid skills and
knowledge.
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Monitoring mechanisms will be in place to assess the effectiveness of the policy's implementation.
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Staff will promptly respond to any e-safety concerns or incidents, following our reporting procedures.
Staff will be role models by demonstrating responsible and appropriate use of technology.
59.2.2.2 Resident Responsibilities
Residents are responsible for using technology in a safe, respectful, and responsible manner.
Residents should report any concerns or incidents related to e-safety to staff members.
Residents must adhere to the established guidelines and rules for using technology within our facility.
Residents should respect the privacy and digital well-being of others, refraining from engaging in
cyberbullying, harassment, or any harmful activities.
59.2.2.3 Monitoring and Filtering
We will implement appropriate monitoring and filtering systems to minimize exposure to inappropriate
content and online risks.
Monitoring activities will be carried out in accordance with relevant legislation and guidelines to protect
the privacy and rights of residents.
59.2.2.4 Reporting and Responding to Incidents
Any e-safety incidents or concerns should be reported to designated staff members immediately.
Staff members will document and report incidents following our established procedures.
Appropriate actions will be taken to address incidents, including providing support to the affected
residents and involving relevant authorities if necessary.
59.3 Review and Evaluation
This E-Safety Policy will be reviewed annually or as needed to ensure its relevance and effectiveness.
Regular evaluations and assessments of our e-safety practices will be conducted to identify areas for
improvement.
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information and supporting documentation for the Board members to make informed decisions.
61.5.8 Board Deliberation and Decision-Making
During Board meetings, the identified matters requiring approval will be presented to the Board
members.
The Board will deliberate on each item, considering the relevant information, risks, and implications.
Board members may seek clarifications or request additional information before making a decision.
61.5.9 Board Approval
Once the Board has thoroughly discussed and evaluated the matters, a formal vote or consensus shall
be reached to approve or reject each item.
The Board shall document the decisions made, including any conditions, restrictions, or further actions
required.
61.5.10 Communication and Implementation
The decisions made by the Board of Directors shall be communicated to the relevant stakeholders,
including the executive management team, staff members, and other parties affected by the decisions.
The necessary actions and implementation steps shall be initiated as per the approved decisions.
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Assessing potential suppliers and business partners based on their commitment to ethical practices,
human rights, and compliance with anti-slavery legislation.
Conducting regular audits and inspections of suppliers' premises and practices to verify compliance with
the organization's anti-slavery policies.
Implementing contractual provisions that require suppliers and business partners to comply with the
Modern Slavery Act 2015 and ensure that they have appropriate policies and procedures in place.
Engaging with suppliers and business partners to promote awareness and encourage their commitment
to combating modern slavery.
Investigating and responding to any reports or suspicions of modern slavery within the organization's
supply chains.
62.3 Training and Awareness
The organization will provide training and awareness programs to its employees and relevant
stakeholders to ensure their understanding of modern slavery, its indicators, and the organization's
commitment to eradicating it.
Training programs will cover topics such as identifying signs of modern slavery, reporting procedures,
and the legal obligations and consequences related to modern slavery offenses.
62.3.1 Reporting and Whistleblowing
The organization encourages all employees and stakeholders to report any concerns or suspicions of
modern slavery promptly.
The organization will ensure that such reports are treated with confidentiality and without fear of
reprisals.
The organization will provide clear channels for reporting, including an anonymous reporting
mechanism, and will investigate all reports of modern slavery promptly and thoroughly.
62.3.2 Compliance Monitoring and Review
The organization will regularly monitor and review its policies, procedures, and practices to ensure
ongoing compliance with the Modern Slavery Act 2015 and the effectiveness of its measures in
preventing modern slavery.
Compliance monitoring may include internal audits, third-party assessments, and continuous evaluation
of supply chain practices.
62.3.3 Communication and Stakeholder Engagement
The organization will communicate its commitment to combating modern slavery to all relevant
stakeholders, including employees, suppliers, contractors, and business partners.
The organization will engage with stakeholders to raise awareness, share best practices, and foster
collaboration in addressing modern slavery risks.
The organization will work with industry associations, NGOs, and other relevant bodies to promote a
collective effort in combating modern slavery and share knowledge and resources to enhance prevention
and response measures.
62.3.4 Review and Improvement
The organization will regularly review and update this Modern Slavery Act 2015 Statement and associated
policies and procedures to ensure their continued effectiveness and alignment with best practices and
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Training will cover topics such as identifying potential red flags, reporting procedures, and the
consequences of non-compliance with the Anti-Bribery and Corruption Policy.
64.2.4 Reporting Violations
Any employee, contractor, or stakeholder who suspects or becomes aware of a potential violation of
this policy procedure must report it immediately to their manager, supervisor, or the designated person
responsible for handling such reports.
Reports may be made anonymously, and Sanctuary Homes will protect the identity of the
whistleblower, in accordance with its Whistleblowing Policy.
64.2.5 Compliance and Monitoring
Sanctuary Homes will monitor and review its compliance with the Anti-Bribery and Corruption Policy on
an ongoing basis.
The organization will conduct periodic risk assessments to identify and address bribery and corruption
risks and implement appropriate control measures.
64.2.6 Consequences of Non-Compliance
Any employee, contractor, or stakeholder found to have violated this policy procedure may be subject
to disciplinary action, up to and including termination of employment or contract.
Sanctuary Homes reserves the right to report any suspected bribery or corruption activities to the
relevant authorities and cooperate fully with any investigations.
64.2.7 Communication and Accessibility
This Anti-Bribery and Corruption Policy will be communicated to all employees, contractors, and
stakeholders upon their engagement with Sanctuary Homes.
The policy procedure will be made available to all individuals through the organization's internal
communication channels and accessible on the company's intranet or other relevant platforms.
64.3 Review and Updates
Sanctuary Homes will review and update this policy procedure as necessary to ensure its continued
effectiveness and compliance with changing laws and regulations.
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4.1 Sanctuary Homes will identify and document the lawful basis for processing personal data, which may
include consent, contractual necessity, legal obligations, vital interests, public task, or legitimate interests.
Data Subject Rights
5.1 Right to Access: Individuals have the right to access their personal data and obtain information about its
processing.
5.2 Right to Rectification: Individuals have the right to request the correction or update of their personal
data if it is inaccurate or incomplete.
5.3 Right to Erasure: Individuals have the right to request the deletion of their personal data in certain
circumstances, such as when the data is no longer necessary or when consent is withdrawn.
5.4 Right to Restrict Processing: Individuals have the right to request the restriction of processing their
personal data under certain conditions.
5.5 Right to Data Portability: Individuals have the right to receive their personal data in a structured,
commonly used, and machine-readable format and to transmit it to another data controller.
5.6 Right to Object: Individuals have the right to object to the processing of their personal data in certain
situations, including direct marketing.
Data Breach Management
6.1 Sanctuary Homes has established procedures to detect, assess, and respond to data breaches promptly.
Any suspected or actual data breaches will be reported to the relevant authorities and affected individuals,
as required by law.
Training and Awareness
7.1 Sanctuary Homes will provide training and awareness programs to staff and relevant individuals on data
protection principles, GDPR requirements, and their responsibilities in ensuring data protection and privacy.
Review and Updates
8.1 This policy procedure will be reviewed periodically to ensure its compliance with GDPR requirements.
Updates will be made as necessary to reflect changes in regulations or organizational practices.
Approved by:
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