P&P Manual

LOGO
Policy Procedure
Manual
Sanctuary Homes
18 May 2023 00 Title
Date Rev. Description Approved
Prepared by:
Sanctuary Homes
Address?
Tel (LAN): ?
LOGO Tel (Fax): ?

Tel (Cell): ?
Doc. No. X-XX-XXX-XX-XXXX-XX
LOGO Policy Procedure Manual Date 18 May 2023
Rev. No. 00
DOCUMENT REVISION RECORD

Rev. Chapter
Date Page No. Amendment Detail Reasons for Amendment
No. No.
Rev. No. 00
TABLE OF CONTENTS
Chapter Title Page

No.
1.0 Statement of Purpose ......................................................................................... 25
1.1 Introduction ..................................................................................................................... 25
1.2 Mission Statement ........................................................................................................... 25
1.3 Philosophy, Purpose, and Objectives of the Home ......................................................... 25
1.4 Child with Challenging Behaviors .................................................................................... 25
1.5 Name and Address of Responsible Body ......................................................................... 26
1.6 Details of Children to be Accommodated at the Home .................................................. 26
1.7 Admission Criteria............................................................................................................ 26
1.8 Referrals ........................................................................................................................... 26
1.9 Emergency Placements.................................................................................................... 26
1.10 Organizational Structure of the Home ............................................................................ 26
1.11 Deployment, Supervision, Training, and Development of Staff ...................................... 26
1.12 Staff Experience and Qualifications ................................................................................. 26
1.13 Facilities at the Home ...................................................................................................... 26
1.14 Activities .......................................................................................................................... 26
1.15 Health Care ...................................................................................................................... 26
1.16 Fire Precautions & Associated Emergency Procedures ................................................... 27
1.17 Arrangements for Religious Observance ......................................................................... 27
1.18 Equal Opportunities and Anti-discrimination Practice .................................................... 27
1.19 Working in Partnership with Parents and Families ......................................................... 27
1.20 Visitors to the Home ........................................................................................................ 27
1.21 Care and Control/Behavior Management ....................................................................... 27
1.22 Restraint........................................................................................................................... 27
1.23 Sanctions .......................................................................................................................... 28
1.24 Procedure for Dealing with Children Missing from Care ................................................. 28
1.25 Concerns and Complaints ................................................................................................ 28
1.26 Child Protection and Bullying........................................................................................... 28
1.27 Education ......................................................................................................................... 28
1.28 Reviews ............................................................................................................................ 28
1.29 Consultation with Child/Wishes and Feelings ................................................................. 28
Rev. No. 00
1.30 Leaving Care..................................................................................................................... 29

1.31 Diversity ........................................................................................................................... 29
1.32 Conclusion........................................................................................................................ 29
2.0 Children’s Guide .................................................................................................. 29
2.1 Welcome to Sanctuary Homes ........................................................................................ 29
2.2 What We Can Do for You ................................................................................................. 29
2.3 What Are the Rules of the Home? ................................................................................... 29
2.4 Your Own Bedroom Space ............................................................................................... 29
2.5 How Are You Feeling? ...................................................................................................... 30
2.6 Your Keyworker ............................................................................................................... 30
2.7 Bullying ............................................................................................................................ 30
2.8 Complaints ....................................................................................................................... 30
2.9 If You Run Away (Unauthorized Absences) ..................................................................... 30
2.10 Discipline & Behavior ....................................................................................................... 30
2.11 Fire ................................................................................................................................... 30
2.12 Visitors ............................................................................................................................. 31
2.13 Records ............................................................................................................................ 31
2.14 Food ................................................................................................................................. 31
2.15 Activities .......................................................................................................................... 31
3.0 Introduction ........................................................................................................ 32
3.1 Purpose of the Manual .................................................................................................... 32
3.2 Scope and Application ..................................................................................................... 32
4.0 Registered Home Policies and Procedures ........................................................... 32
4.1 Important Telephone Contacts ........................................................................................ 32
4.2 Semi-Independent Provision - Key Principles .................................................................. 32
4.3 Foreword ......................................................................................................................... 32
4.4 Other Central HR Policies and Procedures ...................................................................... 33
5.0 Admission and Moving on Procedures ................................................................. 33
5.1 Administration of Young Person's Admission .................................................................. 33
Introduction ......................................................................................................... 33
5.2 Admission Procedures ..................................................................................................... 33
Referral and Initial Assessment ........................................................................... 33

5.3 Application and Documentation ...................................................................................... 33
5.4 Pre-Admission Visit .......................................................................................................... 33
Rev. No. 00
5.5 Admission Decision .......................................................................................................... 34

5.6 Administration of Young Person's Admission .................................................................. 34
Welcome and Settling In...................................................................................... 34

5.7 Individual Care Plan ......................................................................................................... 34
5.8 Administration of Young Person Moving On ................................................................... 34
Transition Planning .............................................................................................. 34

5.9 Support and Preparation ................................................................................................. 34
6.0 Behavior Management Policy .............................................................................. 34
6.1 Policy ................................................................................................................................ 34
6.2 Objectives ........................................................................................................................ 35
6.3 Procedures ....................................................................................................................... 35
Positive Behavior Promotion ............................................................................... 35

Consistent Approach ........................................................................................... 35
Positive Role Modeling ........................................................................................ 35
Challenging Behavior Intervention ...................................................................... 35
Collaboration with Parents/Guardians ................................................................ 36
Staff Training and Support ................................................................................... 36
Review and Monitoring ....................................................................................... 36
7.0 Health Care Policy ............................................................................................... 36
7.1 Policy Statement .............................................................................................................. 36
7.2 Objectives ........................................................................................................................ 36
7.3 Procedures ....................................................................................................................... 36
Health and Hygiene Practices .............................................................................. 36

Illness Prevention and Management ................................................................... 37
Medication Administration .................................................................................. 37
First Aid and Emergency Procedures ................................................................... 37
Health Communication and Parental Involvement ............................................. 37
Staff Training and Resources ............................................................................... 38
8.0 Education Policy .................................................................................................. 38
8.2 Objectives ........................................................................................................................ 38
8.3 Procedure ........................................................................................................................ 38
Curriculum Design and Implementation ............................................................. 38

Learning Environment ......................................................................................... 38
Individualized Learning ........................................................................................ 39
Rev. No. 00
Assessment and Progress Monitoring ................................................................. 39

Parent/Guardian Involvement ............................................................................. 39
Professional Development and Support .............................................................. 39
Continuous Improvement.................................................................................... 40
Safety and Well-being.......................................................................................... 40
Record-Keeping and Documentation .................................................................. 40
Compliance with Ofsted Regulations................................................................... 40
8.4 Review and Monitoring ................................................................................................... 40
9.0 Permitted Disciplinary Measures ......................................................................... 41
9.2 Purpose ............................................................................................................................ 41
9.3 Principles.......................................................................................................................... 41
9.4 Permitted Disciplinary Measures..................................................................................... 41
Verbal Warning .................................................................................................... 41

Time-out .............................................................................................................. 41
Loss of Privileges .................................................................................................. 41
Redirection........................................................................................................... 42
Restitution ........................................................................................................... 42
Withdrawal of Participation ................................................................................ 42
Parent/Guardian Involvement ............................................................................. 42
Recording and Reporting ..................................................................................... 42
Training and Support ........................................................................................... 42
10.0 Restrictive Physical Intervention Policy................................................................ 42
10.2 Purpose ............................................................................................................................ 42
10.3 Principles.......................................................................................................................... 43
10.4 Procedures ....................................................................................................................... 43
Risk Assessment ................................................................................................... 43

Training ................................................................................................................ 43
Consent and Communication .............................................................................. 43
Documentation .................................................................................................... 43
Debriefing and Review ......................................................................................... 43
Monitoring and Oversight ................................................................................... 44
10.5 Reporting ......................................................................................................................... 44
10.6 Review.............................................................................................................................. 44
11.0 Recording of Files Pertaining ............................................................................... 44
Rev. No. 00

11.2 Purpose ............................................................................................................................ 44
11.3 Procedures ....................................................................................................................... 44
File Creation and Maintenance ........................................................................... 44

Confidentiality and Data Protection .................................................................... 44
Documentation and Recording ............................................................................ 45
Retention and Disposal ........................................................................................ 45
Access and Sharing of Information ...................................................................... 45
Record Keeping Review ....................................................................................... 45
Training and Staff Awareness .............................................................................. 45
11.4 Review.............................................................................................................................. 45
12.0 Care and Placement Planning .............................................................................. 46
12.2 Purpose ............................................................................................................................ 46
12.3 Procedures ....................................................................................................................... 46
Assessment and Planning .................................................................................... 46

Placement Matching ............................................................................................ 46
Continuity of Care ................................................................................................ 46
Individual Care Planning ...................................................................................... 46
Multidisciplinary Collaboration ........................................................................... 47
Monitoring and Review ....................................................................................... 47
Transitions and Discharge.................................................................................... 47
13.0 Countering Bullying ............................................................................................. 47
13.2 Purpose ............................................................................................................................ 47
13.3 Procedures ....................................................................................................................... 47
Prevention Measures........................................................................................... 47
Staff Training........................................................................................................ 48
Reporting and Response ...................................................................................... 48
Support and Intervention .................................................................................... 48
Disciplinary Measures .......................................................................................... 48
Awareness and Education ................................................................................... 48
Monitoring and Review ....................................................................................... 48
13.4 Review.............................................................................................................................. 49
14.0 Log Books and Statutory Recording ..................................................................... 49
Rev. No. 00
14.2 Purpose ............................................................................................................................ 49

14.3 Procedures ....................................................................................................................... 49
Log Books ............................................................................................................. 49

Statutory Recording ............................................................................................. 49
Review and Audit ................................................................................................. 50
Training and Staff Awareness .............................................................................. 50
14.4 Review.............................................................................................................................. 50
15.0 Confidentiality .................................................................................................... 50
15.2 Purpose ............................................................................................................................ 51
15.3 Procedures ....................................................................................................................... 51
Data Protection and Information Handling ......................................................... 51

Confidentiality Agreement .................................................................................. 51
Access to Confidential Information ..................................................................... 51
Confidentiality of Personal Records .................................................................... 51
Sharing Information ............................................................................................. 51
Communication with Parents/Guardians ............................................................ 51
Breach of Confidentiality ..................................................................................... 52
Record Retention and Disposal ........................................................................... 52
15.4 Review.............................................................................................................................. 52
16.0 Administration of Finance ................................................................................... 52
16.2 Purpose ............................................................................................................................ 53
16.3 Procedures ....................................................................................................................... 53
Financial Responsibilities ..................................................................................... 53

Budgeting ............................................................................................................. 53
Financial Records ................................................................................................. 53
Payment and Invoicing ........................................................................................ 53
Financial Reporting .............................................................................................. 53
Internal Controls .................................................................................................. 53
Auditing and Compliance..................................................................................... 54
Training and Professional Development.............................................................. 54
16.4 Review.............................................................................................................................. 54
17.0 Repairs and Maintenance .................................................................................... 54
Rev. No. 00
17.2 Purpose ............................................................................................................................ 55

17.3 Procedures ....................................................................................................................... 55
Reporting of Repairs and Maintenance Issues .................................................... 55

Assessment and Prioritization ............................................................................. 55
Action and Resolution.......................................................................................... 55
Communication and Updates .............................................................................. 55
Preventive Maintenance...................................................................................... 55
Documentation and Record-Keeping .................................................................. 55
Health and Safety Considerations ....................................................................... 56
Review and Evaluation......................................................................................... 56
17.4 Review.............................................................................................................................. 56
18.0 Fire and Emergency Procedures ........................................................................... 57
18.2 Purpose ............................................................................................................................ 57
18.3 Procedures ....................................................................................................................... 57
Risk Assessment ................................................................................................... 57

Fire Prevention .................................................................................................... 57
Emergency Evacuation Plan ................................................................................. 57
Fire Drills and Training ......................................................................................... 57
Fire Safety Equipment ......................................................................................... 58
Communication and Emergency Contact ............................................................ 58
Special Considerations ......................................................................................... 58
18.4 Review.............................................................................................................................. 58
19.0 Countering Risks Associated with Size ................................................................. 59
19.2 Purpose ............................................................................................................................ 59
19.3 Procedures ....................................................................................................................... 59
Staff-to-Child Ratio .............................................................................................. 59

Staffing Qualifications and Training..................................................................... 59
Supervision and Monitoring ................................................................................ 59
Effective Communication .................................................................................... 59
Child Protection and Safeguarding ...................................................................... 59
Health and Safety Measure ................................................................................. 60
Continuous Improvement.................................................................................... 60
19.4 Review.............................................................................................................................. 60
Rev. No. 00
20.0 Health and Safety Policy ...................................................................................... 61

20.2 Purpose ............................................................................................................................ 61
20.3 Procedures ....................................................................................................................... 61
Responsibilities .................................................................................................... 61
Risk Assessment ................................................................................................... 61
Health and Safety Measures ................................................................................ 61
Staff Training and Competence ........................................................................... 61
Emergency Procedures ........................................................................................ 61
Reporting and Recording ..................................................................................... 62
Communication and Consultation ....................................................................... 62
Review and Continuous Improvement ................................................................ 62
20.4 Review.............................................................................................................................. 62
21.0 Safeguarding ....................................................................................................... 63
21.2 Purpose ............................................................................................................................ 63
21.3 Procedures ....................................................................................................................... 63
Designated Safeguarding Lead (DSL) ................................................................... 63

Child Protection and Safeguarding Training ........................................................ 63
Safer Recruitment ................................................................................................ 63
Creating a Culture of Vigilance ............................................................................ 63
Responding to Concerns ...................................................................................... 63
Confidentiality and Information Sharing ............................................................. 64
Risk Assessment and Management ..................................................................... 64
Record Keeping .................................................................................................... 64
Partnership with Parents/Guardians ................................................................... 64
Staff Code of Conduct ...................................................................................... 64
21.4 Review.............................................................................................................................. 64
22.0 Staffing Policy ..................................................................................................... 65
22.1 Staff Selection and Vetting .............................................................................................. 65
22.2 Barring, Criminal Offences, and Staff Suitability ............................................................. 65
Induction and Training ......................................................................................... 65

Staff Conduct ....................................................................................................... 65
22.3 Individual Support and Maintaining Boundaries ............................................................. 65
22.4 Allegations and Suspicions of Abuse - Reporting Concerns ............................................ 65
Rev. No. 00
22.5 Concerns Regarding Employees or Volunteers ............................................................... 66

22.6 Receiving a Disclosure ..................................................................................................... 66
22.7 Use of Camera, Recording Equipment, and Mobile Phones............................................ 66
Deprivation of Liberty Safeguards (DOLS) ........................................................... 66

22.8 Responsibilities Summary ................................................................................................ 66
22.9 Review.............................................................................................................................. 67
23.0 Behaviour Management Guidelines ..................................................................... 68
23.2 Positive Behavior Management....................................................................................... 68
23.3 Proactive Strategies ......................................................................................................... 68
23.4 De-escalation Techniques ................................................................................................ 68
23.5 Positive Reinforcement and Rewards.............................................................................. 68
23.6 Consequences and Limits ................................................................................................ 68
23.7 Recording and Reporting ................................................................................................. 69
23.8 Support and Intervention ................................................................................................ 69
23.9 Training and Continuous Professional Development ...................................................... 69
23.10 Review ....................................................................................................................... 69
24.0 Types and Indicators of Abuse ............................................................................. 70
24.2 Types of Abuse ................................................................................................................. 70
Physical Abuse ..................................................................................................... 70

Emotional Abuse .................................................................................................. 70
Sexual Abuse ........................................................................................................ 70
Neglect ................................................................................................................. 70
Bullying ................................................................................................................ 70
Indicators of Abuse .............................................................................................. 70
Training and Awareness....................................................................................... 71
24.3 Review.............................................................................................................................. 71
25.0 The Prevent Strategy ........................................................................................... 72
25.2 Understanding Prevent .................................................................................................... 72
25.3 Awareness and Training................................................................................................... 72
25.4 Promoting British Values ................................................................................................. 72
25.5 Identifying and Reporting Concerns ................................................................................ 72
Rev. No. 00
25.6 Record-Keeping................................................................................................................ 72
25.7 Referral and Support ....................................................................................................... 72
25.8 Confidentiality and Information Sharing ......................................................................... 73
25.9 External Support and Partnerships .................................................................................. 73
25.10 Review ....................................................................................................................... 73
26.0 LADO Workflow .................................................................................................. 74
26.2 Definition of the Local Authority Designated Officer (LADO) .......................................... 74
26.3 Reporting Allegations ...................................................................................................... 74
26.4 Cooperation and Confidentiality ..................................................................................... 74
26.5 Initial Response ................................................................................................................ 74
26.6 Risk Assessment and Decision-Making ............................................................................ 74
26.7 Investigation .................................................................................................................... 74
26.8 Outcome and Record-Keeping......................................................................................... 75
26.9 Communication ............................................................................................................... 75
26.10 Review and Learning ................................................................................................. 75
26.11 Review ....................................................................................................................... 75
27.0 Reporting Workflow ............................................................................................ 76
27.2 Incident, Concern, and Accident Reporting ..................................................................... 76
27.3 Immediate Response ....................................................................................................... 76
27.4 Reporting to the Designated Safeguarding Lead ............................................................. 76
27.5 Recording and Documentation ........................................................................................ 76
27.6 Notification and Communication .................................................................................... 76
27.7 Investigation and Follow-up ............................................................................................ 77
27.8 Review and Learning ........................................................................................................ 77
27.9 Review.............................................................................................................................. 77
28.0 Key Safeguarding Contacts and Information ........................................................ 78
28.2 Designated Safeguarding Lead (DSL) ............................................................................... 78
28.3 Deputy Designated Safeguarding Lead ............................................................................ 78
28.4 Local Authority Designated Officer (LADO) ..................................................................... 78
28.5 Local Authority Children's Services .................................................................................. 78
28.6 Local Police ...................................................................................................................... 78
Rev. No. 00
28.7 Local Health Services ....................................................................................................... 79

28.8 Ofsted .............................................................................................................................. 79
28.9 Safeguarding Policies and Procedures ............................................................................. 79
28.10 Additional Contacts and Resources .......................................................................... 79
28.11 Communication and Training .................................................................................... 79
28.12 Review ....................................................................................................................... 79
29.0 Arrangements for Regulating and Vetting Visitors ............................................... 80
29.2 Definition of Visitors ........................................................................................................ 80
29.3 Visitor Registration and Identification ............................................................................. 80
29.4 Identification and Verification ......................................................................................... 80
29.5 Supervision of Visitors ..................................................................................................... 80
29.6 Restricted Access Areas ................................................................................................... 80
29.7 Child Protection Considerations ...................................................................................... 80
29.8 Reporting Concerns ......................................................................................................... 81
29.9 Record Keeping ................................................................................................................ 81
29.10 Review and Training .................................................................................................. 81
29.11 Review ....................................................................................................................... 81
30.0 HIV, AIDS, Hepatitis B, and Serious Infections ...................................................... 82
30.2 Risk Assessment ............................................................................................................... 82
30.3 Confidentiality and Disclosure ......................................................................................... 82
30.4 Staff Training and Awareness .......................................................................................... 82
30.5 Preventive Measures ....................................................................................................... 82
30.6 Managing Accidental Exposure........................................................................................ 82
30.7 Immunizations ................................................................................................................. 83
30.8 Review and Communication ............................................................................................ 83
30.9 Review.............................................................................................................................. 83
31.0 Recruitment Practices Policy ............................................................................... 84
31.2 Equal Opportunities ......................................................................................................... 84
31.3 Job Descriptions and Person Specifications..................................................................... 84
31.4 Advertising Vacancies ...................................................................................................... 84
31.5 Application and Shortlisting............................................................................................. 84
Rev. No. 00
31.6 Interview Process............................................................................................................. 84

31.7 References and Background Checks ................................................................................ 84
31.8 Appointment and Induction ............................................................................................ 85
31.9 Probationary Period ......................................................................................................... 85
31.10 Review ....................................................................................................................... 85
32.0 Support of Child Who Have Been Abused ............................................................ 86
32.2 Procedure ........................................................................................................................ 86
Identification and Reporting ................................................................................ 86

Immediate Response ........................................................................................... 86
Communication and Reporting............................................................................ 86
Collaborative Approach ....................................................................................... 86
Supportive Environment ...................................................................................... 86
Record-Keeping.................................................................................................... 86
Training and Development .................................................................................. 87
32.3 Review.............................................................................................................................. 87
33.0 Rostering/Shift Handovers .................................................................................. 88
33.2 Procedure ........................................................................................................................ 88
Rostering Process................................................................................................. 88
Consideration of Staff Availability and Preferences ............................................ 88
Allocation of Roles and Responsibilities .............................................................. 88
Communication of Rosters .................................................................................. 88
Shift Handovers ................................................................................................... 88
Handover Documentation ................................................................................... 89
Review ................................................................................................................. 89
34.0 Sleeping-In, Bed-Time, and Night Supervision ...................................................... 90
34.2 Procedure ........................................................................................................................ 90
Night Supervision Staff ........................................................................................ 90

Sleep Environment............................................................................................... 90
Bed-Time Routine ................................................................................................ 90
Rev. No. 00
34.3 Night Supervision Procedures.......................................................................................... 90
Communication and Handover ............................................................................ 90

Emergency Response ........................................................................................... 91
34.4 Review.............................................................................................................................. 91
35.0 Physical Contact Between Staff and Child ............................................................ 92
35.2 Purpose ............................................................................................................................ 92
35.3 Professional Boundaries .................................................................................................. 92
35.4 Types of Physical Contact ................................................................................................ 92
Appropriate physical contact............................................................................... 92

Inappropriate Physical Contact............................................................................ 92
Consent and Communication .............................................................................. 92
Training and Education ........................................................................................ 93
35.5 Reporting and Record-Keeping ........................................................................................ 93
35.6 Review and Evaluation..................................................................................................... 93
35.7 Review.............................................................................................................................. 93
36.0 Spending One-to-One Time Alone with Child ....................................................... 94
36.2 Purpose ............................................................................................................................ 94
36.3 Procedure ........................................................................................................................ 94
One-to-one time .................................................................................................. 94

Alone .................................................................................................................... 94
Parent/Guardian Consent .................................................................................... 94
Age-Appropriate Activities................................................................................... 94
Boundaries and Professional Conduct ................................................................. 95
Documentation and Reporting ............................................................................ 95
Training and Education ........................................................................................ 95
37.0 Care Practices Towards Child of the Opposite Sex ................................................ 96
37.2 Procedure ........................................................................................................................ 96
Equal Treatment .................................................................................................. 96

Staff Awareness and Training .............................................................................. 96
Rev. No. 00
Privacy and Dignity .............................................................................................. 96

Individual Preferences and Cultural Considerations ........................................... 96
Professional Boundaries ...................................................................................... 96
Communication and Transparency ...................................................................... 97
37.3 Review.............................................................................................................................. 97
38.0 Needs of Child from Minority Ethnic Groups ........................................................ 98
38.2 Procedure ........................................................................................................................ 98
Cultural Awareness and Competence ................................................................. 98

Individualized Care .............................................................................................. 98
Language and Communication ............................................................................ 98
Cultural Inclusion ................................................................................................. 98
Staff Diversity....................................................................................................... 99
Parent and Family Engagement ........................................................................... 99
38.3 Review.............................................................................................................................. 99
39.0 Practices in the Home to Combat Racism ........................................................... 100
39.1 Policy Statement ............................................................................................................ 100
39.2 Procedure ...................................................................................................................... 100
Zero Tolerance for Racism ................................................................................. 100

Promoting Diversity and Inclusion ..................................................................... 100
Staff Training and Awareness ............................................................................ 100
Cultural Competence ......................................................................................... 100
Anti-Racist Education......................................................................................... 100
Positive Role Models ......................................................................................... 100
Creating Safe Spaces .......................................................................................... 101
Reporting and Addressing Racism ..................................................................... 101
Collaboration with Families ............................................................................... 101
Review and Evaluation................................................................................... 101
39.3 Review............................................................................................................................ 101
40.0 Information Communication Technology (ICT) Acceptable Usage Policy ............. 102
Rev. No. 00

40.2 Procedure ...................................................................................................................... 102
Internet and Email Conditions of Use ................................................................ 102

Clear Desk and Clear Screen Policy .................................................................... 102
Working Off-Site ................................................................................................ 102
Viruses ............................................................................................................... 102
Telephony (Voice) Equipment Conditions of Use .............................................. 102
Compliance and Consequences ......................................................................... 103
Training and Awareness..................................................................................... 103
40.3 Review and Evaluation................................................................................................... 103
40.4 Review............................................................................................................................ 103
41.0 Actions upon Termination of Contract ............................................................... 104
41.2 Procedure ...................................................................................................................... 104
Exit Procedure.................................................................................................... 104

Return of Property ............................................................................................. 104
Access and System Accounts ............................................................................. 104
Confidentiality and Data Protection .................................................................. 104
Handover of Responsibilities ............................................................................. 104
Final Settlement and Documentation ............................................................... 105
Exit Interview ..................................................................................................... 105
Post-Employment Contact ................................................................................. 105
Compliance ........................................................................................................ 105
41.4 Review............................................................................................................................ 105
42.0 Delegated Authority, Notifications, and On-Call Procedure ................................ 106
42.2 Procedure ...................................................................................................................... 106
Delegated Authority .......................................................................................... 106

Notifications....................................................................................................... 106
On-Call Procedure for This Home ...................................................................... 106
42.3 Reviews .......................................................................................................................... 107
42.4 Compliance .................................................................................................................... 107
42.5 Implementation and Communication ........................................................................... 107
43.0 Dealing with Aggression and Violence ............................................................... 108
Rev. No. 00

43.2 Procedure ...................................................................................................................... 108
Prevention ......................................................................................................... 108

De-escalation Techniques .................................................................................. 108
Reporting and Documentation .......................................................................... 108
Support Measures ............................................................................................. 108
Disciplinary Measures ........................................................................................ 109
Continuous Improvement.................................................................................. 109
Implementation and Communication ............................................................... 109
43.3 References ..................................................................................................................... 109
44.0 Risk-Taking........................................................................................................ 110
44.2 Procedure ...................................................................................................................... 110
Definition of Risk-Taking .................................................................................... 110

Risk Assessment and Management ................................................................... 110
Supervision and Staff Training ........................................................................... 110
Informed Consent .............................................................................................. 110
Safety Measures ................................................................................................ 110
Communication with Children ........................................................................... 111
Continuous Evaluation and Improvement ......................................................... 111
44.3 References ..................................................................................................................... 111
45.0 Dealing with Sexuality and Personal Relationships ............................................ 112
45.2 Procedure ...................................................................................................................... 112
Respect and Non-Discrimination ....................................................................... 112

Education and Awareness ................................................................................. 112
Open and Supportive Communication .............................................................. 112
Appropriate Boundaries .................................................................................... 112
Reporting and Safeguarding .............................................................................. 112
Parental Involvement and Consent ................................................................... 112
46.0 Working with Parents/Carers ............................................................................ 114
46.2 Procedure ...................................................................................................................... 114
Parent/Carer Engagement ................................................................................. 114

Communication Channels .................................................................................. 114
Rev. No. 00
Collaborative Approach ..................................................................................... 114

Parental Involvement in Decision-Making......................................................... 114
Confidentiality and Information Sharing ........................................................... 114
Parental Feedback and Complaints ................................................................... 114
Cultural Sensitivity and Inclusion....................................................................... 115
47.0 Medication Storage and Administration Policy .................................................. 116
47.2 Procedure ...................................................................................................................... 116
Introduction and Relevant Other Guidance ...................................................... 116

Training and Competence of Staff to Administer Medication........................... 116
Signing In/Out of Medication ............................................................................ 116
Medication Audits.............................................................................................. 116
Changes to Medication ...................................................................................... 116
Storage of Medication ....................................................................................... 116
Consent and Capacity ........................................................................................ 117
Encouraging Child to Take Medication .............................................................. 117
Self-Administration of Medicines ...................................................................... 117
Administration ............................................................................................... 117
Record Keeping .............................................................................................. 117
Errors in Administration and/or Recording ................................................... 117
Disposal of Medication .................................................................................. 117
Consent and Agreement for Medication Administration .............................. 118
Medication List (Example) ............................................................................. 118
47.3 Review............................................................................................................................ 118
48.0 First Aid Policy .................................................................................................. 119
48.2 Procedure ...................................................................................................................... 119
Responsibilities .................................................................................................. 119

Designated Staff................................................................................................. 119
First Aid Coordinator ......................................................................................... 119
First Aid Training ................................................................................................ 119
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
Rev. No. 00
48.6 Review and Training Updates ........................................................................................ 120

49.0 Complaints Procedure ....................................................................................... 121
49.2 Procedure ...................................................................................................................... 121
Definition of a Complaint................................................................................... 121

Confidentiality and Impartiality ......................................................................... 121
Complaints Handling Process ............................................................................ 121
Record Keeping .................................................................................................. 122
Learning and Improvement ............................................................................... 122
49.3 Review............................................................................................................................ 122
50.0 Smoking Policy and Alcohol Policy ..................................................................... 123
50.2 Procedure ...................................................................................................................... 123
Alcohol Policy ..................................................................................................... 123

Staff Responsibilities.......................................................................................... 123
Enforcement and Consequences ....................................................................... 123
50.3 Review............................................................................................................................ 123
51.0 Drugs and Substance Abuse Policy ..................................................................... 125
51.2 Procedure ...................................................................................................................... 125
Prohibited Substances ....................................................................................... 125

Staff Responsibilities.......................................................................................... 125
Drug Testing ....................................................................................................... 125
Reporting and Confidentiality............................................................................ 125
Support and Rehabilitation................................................................................ 125
Enforcement and Consequences ....................................................................... 126
51.3 Review............................................................................................................................ 126
52.0 Gifts Policy ........................................................................................................ 127
52.2 Procedure ...................................................................................................................... 127
Definition of Gifts .............................................................................................. 127

Guidelines for Acceptance ................................................................................. 127
Prohibited Gifts .................................................................................................. 127
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Reporting and Disclosure................................................................................... 127

Handling of Gifts ................................................................................................ 127
52.3 Confidentiality and Privacy ............................................................................................ 128
52.4 Review............................................................................................................................ 128
53.0 Whistle-Blowing by Staff ................................................................................... 129
53.2 Procedure ...................................................................................................................... 129
Reporting Mechanism ....................................................................................... 129

Scope of Whistleblowing ................................................................................... 129
Protection of Whistleblowers ............................................................................ 129
Confidentiality and Anonymous Reporting ....................................................... 129
Investigation and Follow-up .............................................................................. 129
Non-Retaliation.................................................................................................. 130
53.3 Review............................................................................................................................ 130
54.0 Transport Policy ................................................................................................ 131
54.2 Procedure ...................................................................................................................... 131
Vehicle Safety and Maintenance ....................................................................... 131

Driver Qualifications and Training ..................................................................... 131
Passenger Safety ................................................................................................ 131
Journey Planning and Risk Assessment ............................................................. 131
Supervision and Ratios....................................................................................... 131
Emergency Preparedness .................................................................................. 131
Consent and Communication ............................................................................ 132
Record Keeping .................................................................................................. 132
54.3 Review............................................................................................................................ 132
55.0 Running Away or Missing from Home or Care .................................................... 133
55.2 Procedure ...................................................................................................................... 133
Risk Assessment and Response ......................................................................... 133

Immediate Actions ............................................................................................. 133
Search and Investigation ................................................................................... 133
Internal Communication and Support ............................................................... 133
Review and Evaluation....................................................................................... 133
Record Keeping .................................................................................................. 133
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Training and Education ...................................................................................... 134

56.0 Equality and Diversity Policy.............................................................................. 135
56.2 Procedure ...................................................................................................................... 135
Equality and Diversity Principles ........................................................................ 135

Implementation Methods.................................................................................. 135
57.0 Home Data Protection Policy ............................................................................. 137
57.2 Procedure ...................................................................................................................... 137
Data Protection Principles ................................................................................. 137

Data Protection Officer ...................................................................................... 137
Data Collection and Processing ......................................................................... 137
Data Security...................................................................................................... 138
Data Sharing and Transfers................................................................................ 138
Data Breach Response ....................................................................................... 138
Data Retention and Disposal ............................................................................. 138
57.3 Staff Responsibilities ...................................................................................................... 138
57.4 Data Subject Rights ........................................................................................................ 138
57.5 Monitoring and Compliance .......................................................................................... 138
57.6 Review and Updates ...................................................................................................... 139
58.0 Child's Rights Policy ........................................................................................... 140
58.2 Procedure ...................................................................................................................... 140
Best Interest of the Child ................................................................................... 140

Right to Non-Discrimination .............................................................................. 140
Right to Safety and Protection........................................................................... 140
Right to Participation ......................................................................................... 140
Right to Privacy .................................................................................................. 140
Right to Education and Development................................................................ 140
Right to Health and Well-being ......................................................................... 141
Right to Family and Social Connections ............................................................. 141
Reporting Concerns and Allegations ................................................................. 141
Training and Awareness ................................................................................ 141
58.3 Review and Monitoring ................................................................................................. 141
59.0 E-Safety Policy................................................................................................... 142
59.1 Policy statement ............................................................................................................ 142
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59.2 Procedure ...................................................................................................................... 142
Supporting our Residents to Use Technology Safely ......................................... 142

Responsibilities of All Staff and Residents ......................................................... 142
60.0 Code of Conduct (Staff) ..................................................................................... 144
60.1 Professionalism and Ethical Behavior ............................................................................ 144
60.2 Child-Centric Approach .................................................................................................. 144
60.3 Professional Boundaries ................................................................................................ 144
60.4 Confidentiality and Data Protection .............................................................................. 144
60.5 Health and Safety........................................................................................................... 144
60.6 Continuous Professional Development ......................................................................... 144
60.7 Teamwork and Collaboration ........................................................................................ 144
60.8 Compliance with Policies and Regulations .................................................................... 145
60.9 Reporting Concerns and Safeguarding .......................................................................... 145
60.10 Social Media and Online Presence .......................................................................... 145
60.11 Consequences of Violations .................................................................................... 145
61.0 Schedule of Matters Reserved for Approval by the Board of Directors ............... 146
61.2 Procedure ...................................................................................................................... 146
Strategic Direction and Planning ....................................................................... 146

61.3 Governance and Board Composition............................................................................. 146
61.4 Financial Oversight ........................................................................................................ 146
61.5 Risk Management and Compliance ............................................................................... 146
Major Partnerships and Collaborations ............................................................. 146

Organizational Policies and Procedures ............................................................ 146
External Representation and Advocacy ............................................................. 147
Performance Monitoring and Evaluation .......................................................... 147
Mergers, Acquisitions, and Dissolutions............................................................ 147
Identification of Matters Requiring Board Approval ......................................... 147
Board Meeting Agenda ...................................................................................... 147
Board Deliberation and Decision-Making.......................................................... 147
Board Approval .................................................................................................. 147
Communication and Implementation ........................................................... 147
Documentation and Record-Keeping ............................................................ 148
61.6 Regular Review and Updates ......................................................................................... 148
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62.0 Modern Slavery Act 2015 Statement ................................................................. 149

62.2 Procedure ...................................................................................................................... 149
Risk Assessment ................................................................................................. 149

Due Diligence ..................................................................................................... 149
62.3 Training and Awareness................................................................................................. 149
Reporting and Whistleblowing .......................................................................... 150

Compliance Monitoring and Review ................................................................. 150
Communication and Stakeholder Engagement ................................................. 150
Review and Improvement ................................................................................. 150
63.0 Business Ethics Policy ........................................................................................ 151
63.2 Procedure ...................................................................................................................... 151
Conflicts of Interest ........................................................................................... 151

Bribery and Corruption ...................................................................................... 151
Fraud Prevention ............................................................................................... 151
Gifts and Hospitality .......................................................................................... 151
Confidentiality ................................................................................................... 151
Professional Conduct ......................................................................................... 152
Reporting Violations .......................................................................................... 152
Compliance and Monitoring .............................................................................. 152
64.0 Anti-Bribery and Corruption Policy .................................................................... 153
64.2 Procedure ...................................................................................................................... 153
Prohibited Activities........................................................................................... 153

Reporting Violations .......................................................................................... 153
Compliance and Monitoring .............................................................................. 153
Consequences of Non-Compliance .................................................................... 153
Communication and Accessibility ...................................................................... 154
65.0 Prevention of Fraud .......................................................................................... 155
65.2 Procedure ...................................................................................................................... 155
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Prevention Measures......................................................................................... 155
Detection and Reporting ................................................................................... 155
Investigation ...................................................................................................... 156
Consequences of Fraud ..................................................................................... 156
Communication and Training ............................................................................ 156
66.0 (GDPR)General Data Protection Regulation Policy ............................................. 157
Procedure .......................................................................................................... 157

67.0 Safeguarding Policy and Complaints procedure ................................................. 159
67.2 Procedure ...................................................................................................................... 159
Designated Safeguarding Lead (DSL) ................................................................. 159

Safer Recruitment .............................................................................................. 159
Recognizing and Responding to Concerns ......................................................... 159
Child Protection Plans ........................................................................................ 159
68.0 Complaints Procedure ....................................................................................... 160
68.2 Procedure ...................................................................................................................... 160
Reporting a Complaint ....................................................................................... 160

Investigation and Resolution ............................................................................. 160
Appeal Process................................................................................................... 160
69.0 Equalities Police ................................................................................................ 161
69.2 Procedure ...................................................................................................................... 161
Equalities Principles ........................................................................................... 161

Inclusion ............................................................................................................. 161
Dignity and Respect ........................................................................................... 161
Positive Action ................................................................................................... 161
69.3 Responsibilities .............................................................................................................. 161
Senior Management .......................................................................................... 161

Staff and Volunteers .......................................................................................... 161
Children and Parents/Carers ............................................................................. 161
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Monitoring and Evaluation ................................................................................ 162

Reporting and Complaints ................................................................................. 162
70.0 Location Risk Assessment .................................................................................. 163
70.2 Procedure ...................................................................................................................... 163
Risk Assessment Process ................................................................................... 163

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1.0 Statement of Purpose

1.1 Introduction
Sanctuary Homes is an emergency and out of hours’ home in the UK which accepts Child between the ages
of 10-18 who are vulnerable and at high risk of contextual safeguarding concerns, including experiences of
CSE and grooming. Our aim is to provide therapeutic intensive one-to-one intervention, ensuring the safety
of the Child in our care while promoting their well-being and development.
1.2 Mission Statement
Our Model aims to safeguard, build confidence and enhance the resilience of all Child we
engage.
Instilling the tools within them to excel in their adult life. Our three-pronged approach supports
and guides Child to self-actualize their goals and dreams. We teach, coach and mentor
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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1.5 Name and Address of Responsible Body

Sanctuary Homes is run by a team of experienced professionals ranging from police, social workers, and
counsellors. Our home is based in East London and easily accessible.
1.6 Details of Children to be Accommodated at the Home
Sanctuary Homes provides short-term accommodation for up to 7 weeks maximum for Child who need
emergency housing, which can include transition to a new accommodation or are deemed high risk and
unable to match at contextual Children's homes due to the risk and vulnerabilities to other Child.
1.7 Admission Criteria
We assess the needs of each young person to ensure that the placement and package of support is suitable
for the young person and the services involved. We work with services to support the young person into post-
18 accommodation.
1.8 Referrals
We accept referrals from local authorities, social services, and other relevant services.
1.9 Emergency Placements
We provide emergency placements to Child who are at high risk of harm.
1.10 Organizational Structure of the Home
Sanctuary Homes is fully staffed 24 hours per day, and our accommodation is based across inner and outer
London. We carry out risk assessments and assess the needs of each young person to ensure that the
placement and package of support is suitable for the young person and the services involved.
1.11 Deployment, Supervision, Training, and Development of Staff
We ensure that our staff are trained extensively in keeping the resident's living space and their workspace
Covid safe.
1.12 Staff Experience and Qualifications
Our team comprises professionals from various backgrounds, including police, social workers, and
counsellors. We ensure that our staff have the relevant qualifications and experience required to provide
effective support to Child with challenging behaviors.
1.13 Facilities at the Home
Our 4-bedroom home is fully furnished and decorated to a high standard, providing a comfortable and safe
environment for Child in our care.
1.14 Activities
We provide a range of activities to engage Child and promote their well-being and development.
1.15 Health Care
We provide comprehensive health care support to Child, including access to medical professionals and
counselling services.
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1.16 Fire Precautions & Associated Emergency Procedures

We have robust fire safety procedures in place to ensure the safety of all Child in our care.
1.17 Arrangements for Religious Observance
We respect the cultural and religious beliefs of all Child in our care and make arrangements for religious
observance.
1.18 Equal Opportunities and Anti-discrimination Practice
We are committed to promoting equal opportunities and anti-discrimination practice, ensuring that all
Child in our care are treated with dignity and respect.
1.19 Working in Partnership with Parents and Families
At Sanctuary Homes, we recognize the importance of working in partnership with parents and families to
provide the best care for Child. We understand that families play a vital role in the lives of Child, and their
involvement in the care planning and decision-making process is crucial. Therefore, we actively encourage
parents and families to participate in the care planning process, attend reviews, and stay in regular contact
with us.
We believe in maintaining an open and transparent communication channel with parents and families to
ensure that they are informed about their child's progress and any significant events that may occur. We
understand that building a trusting relationship with parents and families is essential to providing quality care
for Child.
1.20 Visitors to the Home
Visitors are an essential part of a young person's life, and we encourage Child to maintain contact with their
friends and family members. However, to ensure the safety and security of all Child in our care, we have a
strict visitors' policy.
All visitors to the home must be authorized by the young person's social worker, and their details must be
recorded in the visitors' book. Visitors must sign in and out of the home, and their identity will be verified by
staff members. We will not allow any visitors to stay overnight without prior authorization from the
responsible body.
1.21 Care and Control/Behavior Management
At Sanctuary Homes, we believe in promoting positive behaviour among Child in our care. Our staff members
are trained to use positive behaviour management strategies that encourage Child to make positive choices
and take responsibility for their actions.
We understand that Child in our care may display challenging behaviour, and we have procedures in place to
manage such behaviour safely and appropriately. Our staff members are trained in de-escalation techniques
and will use physical restraint only as a last resort to ensure the safety of Child and staff members.
1.22 Restraint
At Sanctuary Homes, we recognize that physical restraint is a sensitive issue and that it must be used only in
exceptional circumstances. Our staff members are trained in the safe use of restraint techniques and will use
physical restraint only as a last resort when all other alternatives have been exhausted.
We understand that the use of restraint can be distressing for Child and will ensure that restraint is used in
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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
feelings. We provide a safe space for Child to express themselves and be heard. Our staff works with the Child
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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.
2.0 Children’s Guide

2.1 Welcome to Sanctuary Homes
Dear Children,
Welcome to our brand-new Young Children Health Care Center in London! We are thrilled to have you here
and want to ensure that your time with us is filled with happiness, growth, and a sense of belonging. Our
dedicated team is here to provide you with a safe and nurturing environment where you can thrive.
2.2 What We Can Do for You

At Sanctuary Homes, we are committed to taking care of your well-being and ensuring that you receive the
best possible care. Our experienced staff is trained to meet your individual needs, providing you with
personalized attention and support. Whether it's your physical health, emotional well-being, or educational
development, we are here to help you reach your full potential.
2.3 What Are the Rules of the Home?

To ensure a harmonious living environment, we have a set of rules that everyone must follow. These rules
are designed to promote respect, safety, and cooperation among all residents. Our staff will guide you
through these rules and explain them to you in a clear and understandable way.
2.4 Your Own Bedroom Space

We believe in the importance of having a personal space that feels like your own. Each of you will have your
own bedroom, where you can decorate and make it a comfortable and welcoming place for yourself. It's a
space where you can relax, reflect, and have some privacy.
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2.5 How Are You Feeling?

Your feelings and emotions matter to us. We understand that everyone experiences different emotions, and
it's essential to express them. We encourage you to share how you're feeling with our staff, who are here to
listen, understand, and support you. Your well-being is our priority.
2.6 Your Keyworker
To ensure individualized care, you will be assigned a keyworker who will work closely with you. Your
keyworker will be there to listen, support, and advocate for you. They will be your main point of contact and
will help you navigate your time at Sanctuary Homes.
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.
2.10 Discipline & Behavior

We believe in positive discipline that encourages personal growth and responsibility. We do not use
prohibited sanctions or punishment to discipline you. Instead, we focus on guidance, understanding, and
helping you develop healthy coping mechanisms.
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.
4.0 Registered Home Policies and Procedures

4.1 Important Telephone Contacts
The safety and well-being of the Child in Sanctuary Homes are of utmost importance. In this section, a
comprehensive list of important telephone contacts will be provided. This includes emergency services such
as police, fire department, and medical services, as well as key contacts within the organization such as the
designated safeguarding officer, on-call staff, and management personnel. These contacts should be readily
accessible to all staff members and prominently displayed in the facility for quick reference during
emergencies or critical situations.
4.2 Semi-Independent Provision - Key Principles
Sanctuary Homes recognizes the importance of supporting Child in their transition to independent living. This
section will outline the key principles and guidelines that govern the semi-independent provision within the
facility. It will cover areas such as eligibility criteria, assessment and support planning, life skills development,
education and employment support, financial management, and promoting independence. The policies and
procedures in this section aim to provide a structured and supportive environment for Child as they prepare
for life beyond the facility.
4.3 Foreword
The foreword section provides an introductory message from the management or governing body of
Sanctuary Homes. It may include a statement of the organization's mission, values, and commitment to
providing quality care and support to Child. The foreword also serves as an opportunity to express gratitude
to the staff, volunteers, and stakeholders for their dedication and contributions to the well-being of the Child
in the facility.
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4.4 Other Central HR Policies and Procedures

Sanctuary Homes operates within a larger organizational framework that includes various central human
resources (HR) policies and procedures. This section will outline the key HR policies and procedures that are
relevant to the operation of the Sanctuary Homes. It may include policies on recruitment and selection, staff
training and development, code of conduct, performance management, grievance procedures, and
disciplinary measures. These policies ensure that the staff members and volunteers adhere to the highest
standards of professionalism, ethics, and accountability in their roles within the organization.
By addressing these sections, the Sanctuary Homes Policies and Procedures manual provides a solid
foundation for the efficient and effective operation of Sanctuary Homes ensuring the safety, well-being, and
positive development of the Child under its care.
5.0 Admission and Moving on Procedures

5.1 Administration of Young Person's Admission
Introduction
Sanctuary Homes is committed to providing a safe and nurturing environment for children in our child care
home, following the regulations set by Ofsted (Office for Standards in Education, Children's Services and
Skills). This policy outlines the procedures for admitting young persons into our facility and facilitating their
smooth transition when moving on from our care.
5.2 Admission Procedures
Referral and Initial Assessment
Referrals for admission to Sanctuary Homes may come from local authorities, social workers, parents/legal
guardians, or other relevant professionals.
Upon receiving a referral, an initial assessment will be conducted to determine the suitability of our facility
to meet the needs of the young person.
The assessment will consider factors such as age, gender, special needs, cultural background, and any specific
requirements of the young person.
5.3 Application and Documentation
If the initial assessment indicates that Sanctuary Homes can provide appropriate care, an application form
will be provided to the parent/legal guardian or relevant authority.
The application form will require relevant personal information, medical history, emergency contacts, and
any other necessary details.
Additionally, all relevant legal and consent forms, including consent for medical treatment and sharing of
information, will be provided and must be completed before admission.
5.4 Pre-Admission Visit
A pre-admission visit will be arranged to allow the young person and their parent/legal guardian to familiarize
themselves with Sanctuary Homes.
During the visit, information about our facility, staff, routines, and policies will be provided.
The young person and their parent/legal guardian will have the opportunity to ask questions and discuss any
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concerns they may have.

5.5 Admission Decision
The final admission decision will be made based on the assessment, application, and pre-admission visit.
The decision will consider the best interests of the young person, the availability of appropriate resources
and staff, and the compatibility with existing residents.
The decision will be communicated to the parent/legal guardian or relevant authority in a timely manner.
5.6 Administration of Young Person's Admission
Welcome and Settling In
On the day of admission, a designated staff member will warmly welcome the young person and their
parent/legal guardian.
The staff member will provide a tour of the facility, introduce the young person to other residents and staff,
and show them their assigned living space.
A settling-in period will be provided to help the young person adjust to their new surroundings.
During this period, staff will provide additional support, reassurance, and information to ensure a smooth
transition.
5.7 Individual Care Plan
Within the first week of admission, an individual care plan will be developed for each young person.
The care plan will be created in consultation with the young person, their parent/legal guardian, relevant
professionals, and staff members.
The plan will outline the young person's specific needs, goals, support requirements, and any necessary
adaptations to the facility or routines.
5.8 Administration of Young Person Moving On
Transition Planning
When a young person is ready to move on from Sanctuary Homes a transition plan will be developed.
The plan will be created collaboratively, involving the young person, their parent/legal guardian, relevant
professionals, and staff members.
The transition plan will consider the young person's educational, vocational, housing, and support needs in
preparation for their move.
5.9 Support and Preparation
Sanctuary Homes will provide the necessary support and guidance to prepare the young person for their
transition.
This may include helping them with applications for further education, training, or employment
opportunities.
6.0 Behavior Management Policy

6.1 Policy
Sanctuary Homes is committed to providing a safe and nurturing environment for children in our care. Our
Behavior Management Policy aims to promote positive behavior, encourage social and emotional
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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
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.
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.
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.
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
behavior and age-appropriate.
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• Document and communicate any incidents to parents/guardians, ensuring their involvement in

addressing and resolving behavior concerns.
Collaboration with Parents/Guardians
• Maintain open lines of communication with parents/guardians regarding their child's behavior.
• Share information on behavior management strategies, expectations, and any incidents promptly and
transparently.
• Seek parental input and collaborate on developing consistent approaches to behavior management
between home and the childcare facility.
• Provide parents/guardians with resources, guidance, and support in managing behavior at home.
Staff Training and Support
• Provide regular training and professional development opportunities to staff members on behavior
management techniques, child development, and identifying early signs of challenging behavior.
• Foster a culture of ongoing learning and reflection, encouraging staff to share experiences and best
practices. Offer support, guidance, and supervision to staff members dealing with challenging behavior
situations.
• Review and update the behavior management policy periodically to incorporate any new insights,
research, or regulatory changes.
Review and Monitoring
• This policy will be reviewed annually or as necessary to ensure it remains relevant and effective
7.0 Health Care Policy

7.1 Policy Statement
Sanctuary Homes is committed to ensuring the health, safety, and well-being of children in our care. Our
Health Care Policy outlines the procedures and guidelines that will be followed to maintain a healthy
environment, provide appropriate medical care, and promote the overall well-being of children. This policy
aligns with the regulatory requirements set forth by Ofsted.
7.2 Objectives
• To maintain a clean and hygienic environment that minimizes the risk of illness and infection.
• To promote healthy habits and practices among children, staff, and visitors.
• To ensure appropriate medical care and support is provided in case of illness or emergencies.
• To establish effective communication channels with parents/guardians regarding health-related
matters.
• To provide staff members with training and resources necessary to implement and uphold the health
care procedures.
7.3 Procedures
Health and Hygiene Practices
• Maintain cleanliness and hygiene standards by implementing regular cleaning and sanitizing routines.
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• 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.
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.
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.
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.
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.
• Seek parental input and collaborate on health-related matters, including individual care plans or
accommodations for children with specific medical needs.
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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.
8.0 Education Policy

Sanctuary Homes is dedicated to providing a high-quality educational program that fosters the holistic
development and learning of children in our care. Our Education Policy outlines the procedures and
guidelines that will be followed to create a stimulating and inclusive learning environment, promote age-
appropriate curriculum, and ensure effective teaching practices. This policy aligns with the regulatory
requirements set forth by Ofsted.
8.2 Objectives
• To provide a comprehensive and developmentally appropriate curriculum that supports children's
cognitive, physical, social, and emotional growth.
• To create a positive and inclusive learning environment that nurtures children's curiosity, creativity, and
love for learning.
• To implement effective teaching strategies and practices that cater to individual learning needs and
styles.
• To engage parents/guardians in their child's education and maintain open lines of communication
regarding their progress and achievements.
• To provide ongoing professional development and support to staff members to enhance their teaching
skills and knowledge.
8.3 Procedure
Curriculum Design and Implementation
• Develop a curriculum framework that reflects the Early Years Foundation Stage (EYFS) requirements and
promotes learning across all areas of development.
• Plan and implement a balanced and varied program that includes both child-initiated and adult-led
activities.
• Provide a range of learning opportunities, including indoor and outdoor experiences, to stimulate
children's exploration, problem-solving, and critical thinking skills.
• Incorporate cross-curricular activities and themes that encourage creativity, imagination, and
connections across different subject areas.
• Regularly review and evaluate the curriculum to ensure it remains relevant, engaging, and aligned with
children's interests and needs.
Learning Environment
• Create an inviting and well-organized learning environment that reflects children's interests and supports
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their independent exploration and discovery.

• Provide a variety of age-appropriate learning materials, resources, and manipulatives that promote
hands-on learning experiences.
• Designate spaces for different learning areas, such as reading corners, art centers, and sensory play areas,
to encourage children's active engagement and participation.
• Ensure the learning environment promotes inclusivity, cultural diversity, and respect for individual
differences.
Individualized Learning
• Assess and identify each child's unique strengths, interests, and learning needs through observations,
assessments, and parent/guardian input.
• Develop and implement individualized learning plans or accommodations, when necessary, to support
children with additional learning needs.
• Differentiate instruction and learning experiences to cater to individual learning styles, abilities, and
preferences.
• Provide opportunities for children to set goals, make choices, and take ownership of their learning.
Assessment and Progress Monitoring
• Use a variety of assessment methods, including observations, checklists, and portfolios, to gather
evidence of children's learning and development.
• Maintain accurate and up-to-date records of children's progress, achievements, and areas for
improvement.
• Regularly share assessment information with parents/guardians, providing opportunities for parent-
teacher conferences and progress discussions.
• Use assessment data to inform future planning, set learning goals, and adapt teaching strategies to
meet individual and group needs.
Parent/Guardian Involvement
• Foster a collaborative partnership with parents/guardians, recognizing their role as a child's first and most
influential educators.
• Communicate regularly with parents/guardians through newsletters, meetings, and digital platforms to
share information, curriculum updates, and upcoming events.
• Provide opportunities for parental involvement in classroom activities, field trips, and special events.
• Seek and value parental input regarding their child's interests, cultural background, and individual needs
to ensure a holistic approach to education.
Professional Development and Support
• Provide ongoing professional development opportunities for staff members to enhance their knowledge
and skills in early childhood education.
• Encourage staff members to engage in reflective practice and participate in relevant training, workshops,
and conferences.
• Support staff members in staying updated with current research, best practices, and educational trends
in early years education.
• Foster a culture of collaboration and sharing among staff members, providing opportunities for peer
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mentoring and learning.

Continuous Improvement
• Regularly evaluate the effectiveness of the educational program, including curriculum, teaching practices,
and learning outcomes.
• Seek feedback from staff members, parents/guardians, and children to identify areas for improvement
and implement necessary changes.
• Conduct regular self-assessment and external evaluations to ensure compliance with Ofsted regulations
and standards.
• Utilize assessment data and feedback to set goals, develop action plans, and continuously enhance the
quality of education provided.
Safety and Well-being
• Ensure that the learning environment and materials are safe, age-appropriate, and regularly inspected
for hazards.
• Promote positive relationships and a nurturing atmosphere that supports children's social and emotional
well-being.
• Implement strategies to address and prevent bullying, discrimination, and inappropriate behavior.
• Provide opportunities for children to develop self-regulation skills, conflict resolution strategies, and
empathy towards others.
Record-Keeping and Documentation
• Maintain accurate and confidential records of children's attendance, progress, assessments, and any
significant incidents or concerns.
• Comply with data protection regulations and confidentiality policies when handling and storing sensitive
information.
• Regularly review and update documentation, including policies, procedures, and educational resources,
to reflect current practices and regulatory requirements.
Compliance with Ofsted Regulations
• Ensure full compliance with the regulatory requirements and standards set by Ofsted for early years
education.
• Stay informed about any updates or changes to Ofsted regulations and adjust policies and practices
accordingly.
• Prepare for and cooperate with Ofsted inspections, providing necessary documentation, evidence, and
access to the premises.
8.4 Review and Monitoring
• This policy will be reviewed annually or as necessary to ensure it remains relevant and effective, reflecting
changes in educational practices, research, and regulatory requirements.
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9.0 Permitted Disciplinary Measures

Sanctuary Homes is committed to maintaining a safe and nurturing environment for all children in our care.
This policy outlines the permitted disciplinary measures, also known as sanctions, that may be implemented
when necessary to promote positive behavior and ensure the well-being of the children. All disciplinary
measures will be implemented 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.
9.2 Purpose
The purpose of this policy is to provide clear guidelines on the permitted disciplinary measures that may be
used by Sanctuary Homes. These measures aim to promote appropriate behavior, encourage self-discipline,
and maintain a safe and respectful environment for all children and staff members.
9.3 Principles
• Discipline measures should be proportionate to the child's age, development, and the severity of the
behavior.
• Discipline should always focus on teaching appropriate behavior rather than punishment.
• Measures should be applied consistently and fairly, taking into account individual circumstances and
needs.
• The welfare and well-being of the child must be the primary consideration at all times.
• Discipline measures will be communicated clearly to children, parents/guardians, and staff members.
9.4 Permitted Disciplinary Measures
The following disciplinary measures may be used, when necessary, as permitted by Ofsted regulations:
Verbal Warning
• A verbal warning will be issued to a child to address inappropriate behavior.
• The staff member will explain the behavior that needs improvement and discuss the consequences of
continued misbehavior.
Time-out
• A time-out may be used as a temporary separation from the activity or group to allow the child to calm
down and reflect on their behavior.
• Time-outs will be brief and age-appropriate, ensuring the child's safety and well-being.
Loss of Privileges
• In situations where a child's behavior warrants consequences, specific privileges or activities may be
temporarily revoked.
• This measure will be proportionate to the behavior, and the child will be informed of the reason for the
loss of privileges.
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Redirection
• Staff members may redirect a child's behavior by guiding them towards alternative activities or
behaviors that are more appropriate and constructive.
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.
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.
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.
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.
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
10.0 Restrictive Physical Intervention Policy

Sanctuary Homes is committed to providing a safe and caring environment for all children in our care. This
policy outlines the procedures and guidelines for the use of restrictive physical intervention, also known as
physical restraint, when necessary to ensure the immediate safety of children and others 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.
10.2 Purpose
The purpose of this policy is to establish a framework for the appropriate and responsible use of restrictive
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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
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.
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.
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.
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.
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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Monitoring and Oversight

• The management team will regularly monitor the use of restrictive physical intervention, reviewing
incident reports, and conducting spot checks to ensure compliance with this policy and Ofsted
regulations.
• Any concerns or complaints regarding the use of restrictive physical intervention will be promptly
investigated and addressed by the designated safeguarding officer.
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.
11.0 Recording of Files Pertaining

Sanctuary Homes is dedicated to maintaining accurate and comprehensive records pertaining to the children
in our care, their families, and the operations of the child care home. This policy outlines the procedures and
guidelines for the recording and management of files 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.
11.2 Purpose
The purpose of this policy is to ensure the consistent and secure recording, storage, and management of files
pertaining to children, families, and the child care home. This policy aims to safeguard sensitive information,
facilitate effective communication, and support compliance with regulatory requirements.
11.3 Procedures
File Creation and Maintenance
• A separate file will be created for each child enrolled in Sanctuary Homes. This file will include personal
and contact information, enrollment forms, consent documents, medical records, incident reports, and
any relevant assessments or evaluations.
• Family files will be maintained to record communication, parental consent, and other relevant
information regarding the child's family, emergency contacts, and authorized pick-up persons.
• An administrative file will be maintained to document licensing, staff records, policies, procedures, staff
training records, and any other administrative documents.
Confidentiality and Data Protection
• All files will be treated with the utmost confidentiality and stored securely to prevent unauthorized
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access. Access to files will be limited to authorized staff members.

• Personal and sensitive information will be handled in compliance with data protection regulations,
including the General Data Protection Regulation (GDPR) and relevant national legislation.
• Parents/guardians will be informed of the confidentiality measures in place and their rights regarding
access to and disclosure of information.
Documentation and Recording
• All files will be accurately and promptly recorded, ensuring the information is legible, dated, and signed
by the appropriate staff members.
• Documentation will include but not be limited to enrollment forms, consent forms, assessments,
observations, incident reports, accident records, and communication logs.
• Information related to child development, milestones, achievements, and any specific needs or
interventions will be recorded as appropriate to support individualized care.
Retention and Disposal
• Files will be retained for the duration specified by Ofsted regulations and any applicable legal
requirements. Upon the child's departure from Sanctuary Homes or the closure of the child care home,
files will be securely stored for the required retention period and then properly disposed of to maintain
confidentiality and data protection.
Access and Sharing of Information
• Access to files will be limited to authorized staff members who require the information for the purpose
of providing care, ensuring the child's safety, and supporting effective communication.
• Information may be shared with external professionals, agencies, or regulatory authorities when
necessary and in compliance with data protection regulations and parental consent.
Record Keeping Review
• Regular audits of the file management system will be conducted to ensure compliance with this policy,
Ofsted regulations, and data protection requirements.
• The management team will review and update file management procedures as necessary to reflect
changes in regulations and best practices.
Training and Staff Awareness

• All staff members will receive training on file management procedures, including confidentiality, data
protection, record keeping, and compliance with Ofsted regulations.
• New staff members will receive orientation and training on file management practices as part of their
onboarding process.
• Ongoing staff training and awareness programs will be provided to promote adherence to the policy and
enhance the understanding of file management responsibilities.
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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12.0 Care and Placement Planning

Sanctuary Homes is committed to providing high-quality care and support to children in our facility. This
policy outlines the procedures and guidelines for care and placement planning, ensuring that each child's
unique needs, well-being, and development are effectively addressed 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.
12.2 Purpose
The purpose of this policy is to establish a systematic and child-centered approach to care and placement
planning, ensuring that each child receives appropriate care, support, and guidance during their stay at
Sanctuary Homes.
12.3 Procedures
Assessment and Planning
• Upon enrollment, a comprehensive assessment will be conducted to gather information about the child's
background, development, health, and any specific needs or challenges.
• The assessment will involve collaboration with the child's parents/guardians, relevant professionals, and
agencies involved in the child's care to ensure a holistic understanding of the child's circumstances and
support requirements.
• Based on the assessment findings, an individualized care and placement plan will be developed to address
the child's physical, emotional, social, educational, and developmental needs.
Placement Matching
• When assigning a child to a specific placement within Sanctuary Homes efforts will be made to match the
child's needs, preferences, and any specific requirements with the available resources, staff expertise,
and the overall environment of the home.
• Consideration will be given to factors such as the child's age, gender, cultural background, any known
preferences or sensitivities, and the compatibility with other children already placed in the home.
Continuity of Care
• To promote stability and continuity for the child, efforts will be made to maintain consistency in the
child's primary caregiver, key staff members, and significant relationships.
• Changes in placement or staffing will be minimized whenever possible, and transition plans will be
developed and implemented to ensure a smooth adjustment for the child.
Individual Care Planning

• Individual care plans will be developed for each child, outlining specific goals, strategies, and
interventions to address their unique needs.
• The care plans will encompass areas such as health and well-being, education, social development,
emotional support, and any additional services or interventions required.
• Care plans will be reviewed and updated regularly, involving input from relevant professionals,
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parents/guardians, and the child themselves as appropriate.

Multidisciplinary Collaboration
• Collaboration and coordination will be fostered among professionals and agencies involved in the child's
care, including social workers, educators, healthcare professionals, therapists, and any other relevant
individuals or organizations.
• Regular communication and sharing of information will take place to ensure a holistic approach to the
child's care, address any emerging needs or concerns, and promote effective intervention strategies.
Monitoring and Review
• Ongoing monitoring and evaluation will be conducted to assess the effectiveness of the care and
placement plan and to measure progress toward achieving the identified goals.
• Regular reviews involving the child, parents/guardians, relevant professionals, and staff members will be
held to discuss the child's development, address any concerns, and make adjustments to the care plan as
needed.
• Reviews will comply with Ofsted regulations and requirements for reporting and documenting.
Transitions and Discharge
• When the child's placement at Sanctuary Homes comes to an end, a transition plan will be developed and
implemented to ensure a smooth transition to their next placement or reunification with their family.
• The transition plan will include considerations for ongoing support, continuity of care, necessary
documentation transfer, and collaboration with receiving agencies.
13.0 Countering Bullying

Sanctuary Homes is committed to providing a safe and inclusive environment for all children in our care.
This policy outlines the procedures and guidelines for countering bullying behaviors, promoting positive
relationships, and fostering a culture of respect and kindness 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.
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.
13.3 Procedures
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.
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• 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.
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.
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.
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.
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.
Awareness and Education
• Regular awareness campaigns and educational activities will be conducted within Sanctuary Homes to
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.
Monitoring and Review
• The management team will monitor and evaluate the effectiveness of anti-bullying measures and
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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
with regulations, and alignment with best practices in countering bullying and promoting a safe and
inclusive environment.
14.0 Log Books and Statutory Recording

Sanctuary Homes is committed to maintaining accurate and comprehensive log books and statutory records
to ensure the safety, well-being, and effective management of our child care home. This policy outlines the
procedures and guidelines for the consistent recording and management of log books and statutory records
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.
14.2 Purpose
The purpose of this policy is to establish a standardized approach to recording and maintaining log books
and statutory records, ensuring compliance with legal requirements and providing a valuable source of
information for effective operation and oversight of Sanctuary Homes.
14.3 Procedures
Log Books
• A central log book will be maintained to record significant events, incidents, accidents, and any notable
occurrences within the child care home.
• The log book will be kept in a secure and easily accessible location, ensuring confidentiality and
authorized access for staff members. iii. Entries in the log book will be made in a clear, legible, and timely
manner, providing accurate information about the event, date, time, persons involved, actions taken,
and any follow-up required.
• The log book will be reviewed regularly by the management team to identify patterns, address concerns,
and inform decision-making.
Statutory Recording
Statutory records will be maintained as required by Ofsted regulations and other relevant legislation. These
records may include, but are not limited to:
• Children's personal information and emergency contact details.
• Staff records, including qualifications, background checks, and training records.
• Safeguarding and child protection records.
• Health and medical records, including immunizations and allergies.
• Incident and accident reports.
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• Fire safety and evacuation records.

• Risk assessments and risk management records.
• Complaints and feedback records.
• Equipment maintenance and inspection records.
• Documentation related to policies, procedures, and staff communications.
• Statutory records will be securely stored, ensuring confidentiality and compliance with data protection.
regulations.
• Records will be updated regularly, reflecting any changes, incidents, or relevant information. It is
important to maintain accurate, dated, and signed records.
• Retention periods for statutory records will be followed as required by Ofsted regulations and relevant
legislation.
• Records will be securely stored for the specified duration and disposed of appropriately when no longer
required.
Review and Audit
• The management team will conduct regular reviews and audits of log books and statutory records to
ensure their accuracy, completeness, and compliance with regulations.
• The review process will include verifying the quality of recording, identifying any gaps or inconsistencies,
and addressing any issues promptly.
• External audits and inspections conducted by Ofsted or other regulatory bodies will be facilitated,
providing access to log books and statutory records upon request.
Training and Staff Awareness
• All staff members will receive training on the importance of accurate and timely recording, as well as
the specific requirements for maintaining log books and statutory records.
• Training will cover confidentiality, data protection, record-keeping guidelines, and familiarity with
relevant forms and templates.
• Ongoing staff training and awareness programs will be provided to promote adherence to the policy
and enhance the understanding of log book and statutory recording responsibilities.
14.4 Review
regulations, and alignment with best practices in log book and statutory recording in a child care home
setting.
15.0 Confidentiality
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.
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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
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.
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.
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.
Confidentiality of Personal Records

• Personal records of children, families, and staff, including medical information, contact details, and any
other sensitive data, will be stored securely and kept confidential.
• Access to personal records will be restricted to authorized staff members, and appropriate measures will
be in place to prevent unauthorized access, loss, or disclosure.
Sharing Information
• Sharing of confidential information will be done in accordance with legal requirements and professional
guidelines, including obtaining informed consent from individuals involved, unless there are safeguarding
or legal concerns that require immediate action.
• Staff members will ensure that any sharing of information is done on a need-to-know basis and that the
recipient is also aware of their responsibilities regarding confidentiality.
Communication with Parents/Guardians
• Clear communication with parents/guardians will be established regarding the confidentiality of their
child's information.
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• Parents/guardians will be informed about the types of information that may be shared, the purpose of
sharing, and their rights to access and update their child's records.
Breach of Confidentiality
• Any breach of confidentiality, whether intentional or unintentional, will be taken seriously and addressed
promptly.
• Staff members who breach confidentiality may be subject to disciplinary action, which may include
verbal/written warnings, retraining, suspension, or termination, depending on the severity and repetition
of the breach.
Record Retention and Disposal
• Confidential records will be retained in accordance with legal requirements and best practices for record
retention.
• When records are no longer required, they will be disposed of securely to prevent unauthorized access
or disclosure.
15.4 Review
with regulations, and alignment with best practices in maintaining confidentiality within a child care
home setting.
16.0 Administration of Finance

Sanctuary Homes is committed to maintaining transparent, efficient, and accountable financial practices. This
policy outlines the procedures and guidelines for the administration of finance within the child care home,
ensuring compliance with the regulations and guidelines set forth by Ofsted (Office for Standards in
Education, Children's Services and Skills) in the United Kingdom.
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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
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.
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.
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.
Payment and Invoicing

• Payments to suppliers, contractors, and service providers will be made promptly and accurately,
following the approved procedures and terms of payment.
• Invoices received from suppliers will be reviewed, verified, and processed in a timely manner.
• All payments and invoicing will be recorded and reconciled with financial records.
Financial Reporting
• Regular financial reports will be prepared and shared with the management team to provide an overview
of the financial status of Sanctuary Homes.
• Financial reports will include income and expenditure statements, balance sheets, and any other
necessary reports as required by Ofsted or other regulatory bodies.
• Financial reports will be accurate, reliable, and transparent, enabling effective decision-making and
ensuring compliance with financial regulations.
Internal Controls
• Internal controls will be established and maintained to safeguard the financial resources of Sanctuary
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Homes mitigate the risk of fraud or misappropriation, and ensure compliance with financial policies and
procedures.
• Internal controls may include segregation of duties, authorization and approval procedures, regular
internal audits, and ongoing monitoring of financial activities.
Auditing and Compliance
• Regular internal audits will be conducted to assess the effectiveness of financial controls, verify the
accuracy of financial records, and identify areas for improvement.
• External audits, as required by Ofsted or other regulatory bodies, will be facilitated, providing access to
financial records and cooperating fully with auditors.
Training and Professional Development
• The designated staff member responsible for finance administration will receive appropriate training and
professional development opportunities to enhance their financial management skills and stay updated
on relevant regulations and best practices.
16.4 Review
regulations, and alignment with best practices in the administration of finance within a child care home
setting.
17.0 Repairs and Maintenance

Sanctuary Homes is committed to providing a safe, well-maintained, and comfortable environment for
children, families, and staff. This policy outlines the procedures and guidelines for repairs and maintenance
within the child care home, ensuring compliance with the regulations and guidelines set forth by Ofsted
(Office for Standards in Education, Children's Services and Skills) in the United Kingdom.
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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
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.
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.
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.
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.
Preventive Maintenance
• A preventive maintenance program will be established to minimize the occurrence of repairs and ensure
the ongoing functionality of the child care home.
• Scheduled inspections, servicing, and maintenance activities will be carried out to identify and address
potential issues before they escalate.
Documentation and Record-Keeping
• Detailed records of all repairs, maintenance work, and associated expenses will be maintained.
• Documentation will include work orders, invoices, inspection reports, maintenance schedules, and any
other relevant records.
• Records will be stored securely and made available for review during audits or inspections by Ofsted or
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other regulatory bodies.

Health and Safety Considerations
• Repairs and maintenance work will be carried out in a manner that prioritizes health and safety.
• Appropriate precautions will be taken to protect children, families, and staff during repair or maintenance
activities, including the use of warning signs, barriers, or temporary relocation if necessary.
Review and Evaluation
• The effectiveness of the repairs and maintenance procedures will be regularly reviewed and evaluated
to identify opportunities for improvement and ensure compliance with regulations.
• Feedback from staff, families, and external inspections will be considered to enhance the efficiency and
effectiveness of the repairs and maintenance processes.
17.4 Review
regulations, and alignment with best practices in repairs and maintenance within a child care home setting.
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18.0 Fire and Emergency Procedures

Sanctuary Homes is committed to providing a safe and secure environment for children, families,
and staff. This policy outlines the procedures and guidelines for fire and emergency preparedness
and response within the child care home, ensuring compliance with the regulations and guidelines
set forth by Ofsted (Office for Standards in Education, Children's Services and Skills) in the United
Kingdom.
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
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.
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.
Emergency Evacuation Plan
• An emergency evacuation plan will be developed, clearly outlining evacuation procedures in the
event of a fire or other emergency.
• The evacuation plan will include designated assembly points outside the building and procedures
for accounting for all individuals, including children, staff, and visitors, during an evacuation.
Fire Drills and Training
• Regular fire drills will be conducted to familiarize staff, children, and visitors with the evacuation
procedures and to assess the effectiveness of the emergency evacuation plan.
• Staff members will receive training on fire safety, including fire prevention, evacuation
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procedures, the use of fire extinguishers (if appropriate), and the responsibilities assigned to
them during an emergency.
Fire Safety Equipment
• Adequate and appropriate fire safety equipment will be provided throughout the child care
home.
• Fire extinguishers, smoke detectors, fire alarms, emergency lighting, and other necessary
equipment will be regularly inspected, maintained, and tested in accordance with regulations.
Communication and Emergency Contact
• Clear communication protocols will be established to ensure effective communication during an
emergency, including a chain of command and designated individuals responsible for contacting
emergency services.
• Emergency contact information for staff, parents/guardians, and emergency services will be
readily available and easily accessible.
Special Considerations
• Special considerations will be taken into account for children with specific needs or disabilities
to ensure their safe evacuation during an emergency.
• Individual emergency plans will be developed in collaboration with parents/guardians to address
specific requirements and support the safety and well-being of children with special needs.
• The fire and emergency procedures will be reviewed regularly to assess their effectiveness,
identify areas for improvement, and ensure compliance with regulations.
• Feedback from fire drills, inspections, and staff members will be considered in the ongoing
evaluation and improvement of the fire and emergency procedures.
18.4 Review
This policy will be reviewed annually by the management team to ensure its effectiveness,
compliance with regulations, and alignment with best practices in fire and emergency procedures
within a child care home setting.
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19.0 Countering Risks Associated with Size

Sanctuary Homes is committed to providing a safe and secure environment for children, families, and staff.
This policy outlines the procedures and guidelines for countering risks associated with the size of the child
care home, ensuring compliance with the regulations and guidelines set forth by Ofsted (Office for
Standards in Education, Children's Services and Skills) in the United Kingdom.
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
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.
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.
Supervision and Monitoring
• Adequate supervision will be provided to ensure the safety and security of children at all times, both
indoors and outdoors.
• Staff members will closely monitor children's activities and interactions to identify and address any
potential risks promptly.
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.
Child Protection and Safeguarding
• Robust child protection and safeguarding policies and procedures will be in place to identify and respond
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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.
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.
• 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
regulations, and alignment with best practices in countering risks associated with the size of a child care
home.
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20.0 Health and Safety Policy

Sanctuary Homes is dedicated to providing a safe and healthy environment for children, families, and staff.
This policy establishes the procedures and guidelines for maintaining health and safety standards within the
child care home, ensuring compliance with the regulations and guidelines set forth by Ofsted (Office for
Standards in Education, Children's Services and Skills) in the United Kingdom.
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
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.
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.
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.
Staff Training and Competence
• Staff members will receive appropriate health and safety training to ensure they are equipped with the
knowledge and skills necessary to carry out their roles effectively.
• Training will cover areas such as emergency procedures, risk management, first aid, manual handling,
and the safe use of equipment.
Emergency Procedures
• Clear and effective emergency procedures will be in place to address potential incidents, such as fire,
accidents, medical emergencies, and evacuation.
• Emergency drills will be conducted regularly to familiarize staff and children with the procedures and
assess their effectiveness.
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Reporting and Recording

• All accidents, incidents, and near-misses will be promptly reported to the designated staff member
responsible for health and safety.
• Accurate records of all incidents will be maintained, including the date, time, nature of the incident,
individuals involved, actions taken, and any follow-up measures.
Communication and Consultation
• Clear communication channels will be established to ensure effective communication of health and safety
information to staff, parents/guardians, and visitors. ii. Staff members will be encouraged to actively
participate in health and safety consultations, providing input, suggestions, and feedback to continuously
improve health and safety practices.
Review and Continuous Improvement
• Regular reviews and evaluations of the health and safety practices will be conducted to identify areas for
improvement and ensure compliance with regulations.
• Feedback from staff, parents/guardians, and external inspections will be considered to enhance the
effectiveness of the measures in place.
20.4 Review
with regulations, and alignment with best practices in health and safety within a child care home setting.
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21.0 Safeguarding
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
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.
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.
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.
Creating a Culture of Vigilance
• All staff members will be encouraged to maintain a culture of vigilance by actively looking for signs of
abuse, neglect, or concerns regarding the well-being of children.
• Any concerns raised by staff members will be taken seriously and addressed promptly.
Responding to Concerns
• Any concerns or suspicions of abuse or neglect will be reported to the DSL or the appropriate senior staff
member immediately.
• The DSL will follow the established child protection procedures, including recording and reporting
concerns to the local authorities as required.
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Confidentiality and Information Sharing

• Confidentiality will be maintained in line with legal requirements and professional guidelines.
• Information sharing will only be done on a need-to-know basis and in compliance with data protection
regulations.
Risk Assessment and Management
• Regular risk assessments will be conducted to identify and mitigate risks to children's safety and well-
being within the child care home.
• Control measures will be implemented to minimize risks and ensure a safe environment for children.
Record Keeping
• Accurate and up-to-date records will be maintained for each child, including relevant personal
information, emergency contact details, and any safeguarding concerns or incidents.
• Records will be securely stored and accessible only to authorized personnel.
Partnership with Parents/Guardians
• Sanctuary Homes recognizes the importance of working in partnership with parents/guardians to
safeguard children's well-being.
• Effective communication channels will be established, and parents/guardians will be encouraged to share
relevant information and concerns regarding their child's welfare.
Staff Code of Conduct
• A staff code of conduct will be established, outlining expected behaviors, boundaries, and professional
conduct when working with children. ii. Staff members will receive training on the code of conduct and
will be required to adhere to its principles.
21.4 Review
with regulations, and alignment with best practices in safeguarding children. Any updates or
amendments to the policy will be communicated to all staff members, and appropriate training will be
provided as needed.
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22.0 Staffing Policy

22.1 Staff Selection and Vetting
• Sanctuary Homes will ensure that a thorough selection process is followed when recruiting new staff
members.
• The selection process will include application screening, interviews, reference checks, and verification of
qualifications and relevant experience.
• All staff members will be subject to a Disclosure and Barring Service (DBS) check in accordance with legal
requirements.
• The recruitment process will be conducted in line with equal opportunities and anti-discrimination
legislation.
22.2 Barring, Criminal Offences, and Staff Suitability
• Sanctuary Homes will comply with the statutory obligations regarding the barred list checks and the
notification of criminal offences regulations.
• Staff members will be required to disclose any criminal convictions, cautions, or other relevant
information as part of their vetting process.
• Any staff member found to be on the barred list or with a relevant criminal history will be disqualified
from working with children.
Induction and Training
• All new staff members will undergo a comprehensive induction process, which includes familiarization
with policies, procedures, and the child care home's ethos.
• Staff members will receive training on child protection, safeguarding, health and safety, first aid, and any
other relevant areas identified during the risk assessment process.
• Regular training and professional development opportunities will be provided to ensure staff members'
skills and knowledge are up to date.
Staff Conduct
• Staff members are expected to maintain professional conduct and behavior at all times while working at
Sanctuary Homes.
• Staff members must adhere to the staff code of conduct, respecting the rights, privacy, and dignity of
children, families, and colleagues.
• 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
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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.
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.
22.8 Responsibilities Summary
• All staff members have a responsibility to uphold the policies and procedures outlined in this Staffing
Policy.
• The designated Safeguarding Lead is responsible for overseeing safeguarding practices and providing
support and guidance to staff members.
• Managers and supervisors are responsible for ensuring that staff members receive appropriate
induction, training, and supervision.
• Any concerns, allegations, or suspicions of abuse must be reported to the designated Safeguarding Lead
or the appropriate senior staff member.
• All staff members must maintain professional conduct, respect boundaries, and prioritize the well-being
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and safety of children in their care.

22.9 Review
regulations, and alignment with best practices in staffing and safeguarding. Any updates or amendments to
the policy will be communicated to all staff members, and appropriate training will be provided as needed.
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23.0 Behaviour Management Guidelines

Sanctuary Homes is committed to promoting positive behavior and providing a safe and supportive
environment for children in its care. This appendix provides guidelines for staff members on effective
behavior management strategies, 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.
23.2 Positive Behavior Management

• Staff members will use positive reinforcement and praise to encourage and acknowledge desired
behaviors. Clear expectations and boundaries will be communicated to children, ensuring they
understand the rules and consequences.
• Staff members will actively promote and model positive behaviors, attitudes, and problem-solving skills.
23.3 Proactive Strategies
• Staff members will create a structured and stimulating environment that supports positive behavior.
• Clear and consistent routines will be established to provide predictability and a sense of security for
children.
• Individual needs and preferences will be considered when planning activities, ensuring engagement and
reducing challenging behaviors.
23.4 De-escalation Techniques
• Staff members will be trained in de-escalation techniques to effectively manage challenging behaviors
and defuse potential conflicts.
• Calm and non-confrontational approaches will be used, focusing on listening, understanding, and
providing support to the child.
• Time-out or separation strategies will only be used as a last resort and in line with the child's best
interests.
23.5 Positive Reinforcement and Rewards
• Staff members will use a range of positive reinforcement strategies, such as verbal praise, stickers,
certificates, or small rewards, to motivate and reinforce desired behaviors.
• Rewards will be age-appropriate, meaningful, and used consistently to encourage positive behavior.
23.6 Consequences and Limits
• Staff members will establish clear consequences for inappropriate behaviors, ensuring they are fair,
consistent, and proportionate to the behavior.
• Consequences will be communicated in a respectful manner, focusing on the behavior rather than the
child.
• Staff members will provide explanations and guidance on how to rectify the behavior and make better
choices in the future.
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23.7 Recording and Reporting

• Incidents of challenging behavior will be accurately recorded, including the date, time, individuals
involved, and a description of the incident.
• Significant incidents or patterns of challenging behavior will be reported to the designated Safeguarding
Lead, following the established reporting procedures.
23.8 Support and Intervention
• Staff members will work collaboratively with parents/guardians to develop behavior support plans for
children with persistent or challenging behaviors.
• Referral to external agencies, such as educational psychologists or behavior specialists, will be made
when necessary to provide additional support and interventions.
23.9 Training and Continuous Professional Development
• Staff members will receive regular training and professional development opportunities on behavior
management techniques, understanding child development, and trauma-informed practices.
• Staff members will stay updated on the latest research and best practices in behavior management to
enhance their skills and knowledge.
23.10 Review
This appendix will be reviewed annually by the management team to ensure its effectiveness, compliance
with regulations, and alignment with best practices in behavior management. Any updates or amendments
to the guidelines will be communicated to all staff members, and appropriate training will be provided as
needed.
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24.0 Types and Indicators of Abuse

Sanctuary Homes is committed to safeguarding the welfare and promoting the well-being of the children in
its care. This appendix provides guidance on recognizing and responding to different types of abuse, as
outlined by Ofsted (Office for Standards in Education, Children's Services and Skills) in the United Kingdom.
24.2 Types of Abuse
Physical Abuse
• Physical abuse involves deliberate physical harm or injury caused to a child. It may include hitting,
shaking, burning, biting, or any other form of physical assault.
Emotional Abuse
• Emotional abuse refers to actions or behaviors that undermine a child's emotional well-being. It may
involve constant criticism, humiliation, or the use of threats and intimidation.
Sexual Abuse
• Sexual abuse involves any form of sexual activity imposed on a child. It includes but is not limited to
sexual assault, rape, indecent exposure, or involving a child in pornography.
Neglect
• Neglect occurs when a child's basic needs, such as food, shelter, clothing, medical care, or supervision,
are consistently not met, resulting in harm or potential harm to the child's health or development.
Bullying
• Bullying refers to repeated and intentional aggressive behavior that may be physical, verbal, or
psychological, causing distress and harm to the child involved.
Indicators of Abuse
The following are indicators that may raise concerns about a child's well-being. These indicators should be
viewed in the context of the child's behavior and circumstances, and professional judgment should be
exercised when assessing them:
• Unexplained or suspicious injuries, bruises, or marks on a child's body.
• Frequent or unexplained absences from the child care home or school.
• Sudden changes in behavior, mood, or attitude, such as withdrawal, aggression, or excessive fear.
• Inappropriate sexual knowledge or behavior, especially beyond the child's age and development.
• Poor personal hygiene or unattended medical or dental needs.
• Consistent hunger, malnutrition, or inappropriate clothing for the weather.
• Overly compliant or submissive behavior, displaying a fear of parents or caregivers.
• Disclosure by the child of abuse or mistreatment, either directly or indirectly.
• Witnessing abusive behavior between adults in the child's environment.
• Lack of social relationships or isolation from peers.
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• Responding to Suspected Abuse

• Any staff member who suspects or receives disclosure of abuse must act immediately in the best interest
of the child.
• Maintain confidentiality but never promise to keep secrets. Reassure the child that they did the right
thing by sharing their concerns.
• Record all relevant details, including dates, times, locations, and what was said or observed.
• Report the concerns to the designated Safeguarding Lead or the appropriate senior staff member,
following the established reporting procedures.
• Cooperate fully with any investigation or inquiries by relevant authorities, providing all necessary
information and support.
Training and Awareness
• Staff members will receive comprehensive training on recognizing and responding to different types of
abuse, including the indicators and appropriate procedures to follow.
• Training will be regularly reviewed and updated to ensure staff members are equipped with the
necessary knowledge and skills.
• Awareness sessions and resources will be provided to educate children and parents/guardians on
safeguarding and promoting their understanding of abuse and appropriate reporting mechanisms.
24.3 Review
with regulations, and alignment with best practices in safeguarding. Any updates or amendments to the
guidelines will be communicated to all staff members, and appropriate training will be provided.
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25.0 The Prevent Strategy

Sanctuary Homes is committed to promoting the safety and well-being of children in its care and plays an
active role in safeguarding them from the risks of radicalization and extremism. This appendix outlines the
procedures and guidelines for implementing the Prevent Strategy, as required by Ofsted (Office for Standards
in Education, Children's Services and Skills) in the United Kingdom.
25.2 Understanding Prevent

• Prevent is a government strategy that aims to identify and address the factors that may lead to
radicalization and extremism, particularly among vulnerable individuals, including children. b. The
Prevent Strategy aims to safeguard individuals from being drawn into terrorism, prevent radicalization,
and promote positive British values.
25.3 Awareness and Training
• Staff members will receive training and guidance on the indicators of radicalization and extremism,
understanding the factors that may make children vulnerable, and the necessary steps to take in line
with the Prevent Strategy.
• Training will be regularly reviewed and updated to ensure staff members stay informed about emerging
trends and best practices.
25.4 Promoting British Values
• Sanctuary Homes will actively promote and embed British values, such as democracy, the rule of law,
individual liberty, and mutual respect, within its practices and activities.
• Staff members will foster an environment where children feel valued and encouraged to develop a sense
of belonging and identity.
25.5 Identifying and Reporting Concerns
• All staff members are responsible for being vigilant and identifying signs of vulnerability or potential
radicalization.
• If staff members have any concerns about a child, they should report them immediately to the
designated Safeguarding Lead or the appropriate senior staff member, following the established
reporting procedures.
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
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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
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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26.0 LADO Workflow

Sanctuary Homes is committed to safeguarding children in its care and has a clear procedure in place for
handling allegations against staff members or volunteers. This appendix outlines the workflow for managing
such allegations in accordance with the Local Authority Designated Officer (LADO) procedures as prescribed
by Ofsted (Office for Standards in Education, Children's Services and Skills) in the United Kingdom.
26.2 Definition of the Local Authority Designated Officer (LADO)

• The LADO is a designated officer within the local authority responsible for coordinating and managing
allegations against staff members or volunteers who work with children.
26.3 Reporting Allegations
• Any member of staff or volunteer who becomes aware of an allegation against another staff member or
volunteer must immediately report it to the designated Safeguarding Lead.
• The designated Safeguarding Lead will promptly report the allegation to the local authority's LADO,
providing all relevant information.
26.4 Cooperation and Confidentiality
• Staff members and volunteers involved in the allegation must fully cooperate with the investigation and
any subsequent inquiries conducted by the LADO or other appropriate authorities.
• Confidentiality must be maintained throughout the process to protect the individuals involved and to
ensure compliance with data protection regulations.
26.5 Initial Response
• Upon receiving an allegation, the LADO will conduct an initial assessment to determine the level of risk
and the appropriate course of action.
• The LADO may consult with relevant agencies, including the police and social services, to gather
additional information and make informed decisions.
26.6 Risk Assessment and Decision-Making
• The LADO will conduct a thorough risk assessment, considering the nature and seriousness of the
allegation, the potential impact on the child, and any immediate safeguarding measures that may be
required.
• Based on the risk assessment, the LADO will determine the appropriate course of action, which may
include suspension, temporary relocation, or other protective measures.
26.7 Investigation
• The LADO will oversee and coordinate any necessary investigations into the allegation, ensuring it is
carried out in a fair, impartial, and timely manner.
• The LADO will keep relevant parties informed about the progress of the investigation and provide
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support and guidance as required.

26.8 Outcome and Record-Keeping
• Following the investigation, the LADO will determine whether the allegation is substantiated,
unsubstantiated, or requires further action.
• The LADO will maintain accurate records of the allegation, investigation, and any actions taken, ensuring
they are securely stored and in compliance with data protection regulations.
26.9 Communication
• The LADO will communicate the outcome of the investigation to relevant parties, including the
designated Safeguarding Lead, senior management, and the individual against whom the allegation was
made, while respecting the confidentiality and privacy of all parties involved.
26.10 Review and Learning
• Sanctuary Homes will conduct an internal review of the allegation and the handling of the case to identify
any areas for improvement and implement necessary changes.
• Staff members and volunteers will receive appropriate support, training, and guidance to ensure they
are aware of their responsibilities in relation to safeguarding and managing allegations.
26.11 Review
with regulations, and alignment with best practices in managing allegations. Any updates or amendments to
the workflow will be communicated to all staff members, and appropriate training will be provided as needed.
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27.0 Reporting Workflow

Sanctuary Homes is committed to maintaining a safe and supportive environment for children in its care. This
appendix outlines the procedure for reporting incidents, concerns, and accidents to ensure effective
communication, appropriate actions, and compliance with Ofsted (Office for Standards in Education,
Children's Services and Skills) regulations.
27.2 Incident, Concern, and Accident Reporting
• All staff members and volunteers are responsible for promptly reporting any incidents, concerns, or
accidents they witness, become aware of, or are involved in during their duties.
• Incidents, concerns, and accidents include but are not limited to injuries, behavioral issues, safeguarding
concerns, health-related incidents, and any other significant events that may affect the well-being of
children or staff members.
27.3 Immediate Response
• In the event of an emergency or urgent situation requiring immediate attention, staff members should
prioritize the well-being and safety of all individuals involved.
• If necessary, staff members should provide first aid, call emergency services, or take any other
appropriate actions to mitigate risks and ensure the immediate safety and well-being of children and
staff members.
27.4 Reporting to the Designated Safeguarding Lead
• All incidents, concerns, and accidents should be reported to the designated Safeguarding Lead or, in
their absence, to the appropriate senior staff member.
• Staff members should provide a clear and concise account of the incident, concern, or accident, including
relevant details such as the date, time, location, individuals involved, and any relevant background
information.
27.5 Recording and Documentation
• The designated Safeguarding Lead or senior staff member receiving the report will accurately record the
incident, concern, or accident using the designated reporting form or system.
• The report should include all relevant details and observations, any actions taken, and any subsequent
developments or follow-up actions.
27.6 Notification and Communication
• The designated Safeguarding Lead or senior staff member will assess the severity and nature of the
incident, concern, or accident and determine the appropriate individuals and authorities to notify.
• Notification may include parents/guardians, external agencies (such as the local authority, Ofsted, or
relevant health services), and other staff members as necessary, while ensuring confidentiality and data
protection regulations are adhered to.
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27.7 Investigation and Follow-up

• The designated Safeguarding Lead or senior staff member will initiate an investigation or take
appropriate actions based on the severity and nature of the incident, concern, or accident.
• The investigation may involve gathering additional information, speaking with witnesses, consulting
external agencies, and implementing necessary measures to address the issue and prevent recurrence.
27.8 Review and Learning
• Sanctuary Homes will conduct regular reviews of reported incidents, concerns, and accidents to identify
any patterns, trends, or areas for improvement.
• Staff members will receive appropriate support, guidance, and training to enhance their knowledge and
skills in incident reporting, risk management, and promoting a safe environment for children.
27.9 Review
with regulations, and alignment with best practices in incident reporting. Any updates or amendments to the
workflow will be communicated to all staff members, and appropriate training will be provided as needed.
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28.0 Key Safeguarding Contacts and Information

Sanctuary Homes recognizes the importance of having access to accurate and up-to-date safeguarding
information and contacts. This appendix provides a list of key safeguarding contacts and information to
ensure effective communication, prompt action, and compliance with Ofsted (Office for Standards in
Education, Children's Services and Skills) regulations.
28.2 Designated Safeguarding Lead (DSL)
• The Designated Safeguarding Lead is responsible for coordinating and overseeing safeguarding
procedures within Sanctuary Homes.
• The DSL serves as the main point of contact for staff members, volunteers, parents/guardians, external
agencies, and relevant authorities regarding safeguarding concerns.
Name: [Name of Designated Safeguarding Lead] Contact Details: [Phone number and email address]
28.3 Deputy Designated Safeguarding Lead

• The Deputy Designated Safeguarding Lead supports the DSL in their responsibilities and acts as a backup
in their absence.
• The Deputy DSL is knowledgeable about safeguarding procedures and can be contacted in case of
emergencies or when the DSL is unavailable.
Name: [Name of Deputy Designated Safeguarding Lead] Contact Details: [Phone number and email address]
28.4 Local Authority Designated Officer (LADO)
• The Local Authority Designated Officer is responsible for coordinating and managing allegations against
staff members or volunteers who work with children.
• The LADO should be contacted in case of allegations or concerns regarding the conduct of staff members
or volunteers.
Name: [Name of Local Authority Designated Officer] Contact Details: [Phone number and email address]
28.5 Local Authority Children's Services
• The Local Authority Children's Services department provides support and intervention for children in
need or at risk of harm.
• The department should be contacted in case of significant safeguarding concerns or for advice and
guidance regarding child protection issues.
Name: [Name of Local Authority Children's Services] Contact Details: [Phone number and email address]
28.6 Local Police
• The local police authority plays a crucial role in safeguarding and child protection matters, particularly
in cases of immediate danger or criminal activities.
• The police should be contacted in case of emergencies, criminal incidents, or if there is an immediate
risk to the safety or well-being of children.
Name: [Name of Local Police Authority] Contact Details: [Emergency phone number]
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28.7 Local Health Services

• Local health services, including healthcare professionals, play a vital role in supporting the well-being
and safety of children.
• Contact information for relevant health services, such as hospitals, clinics, and mental health services,
should be readily available for consultation or referral purposes.
Name: [Name of Local Health Service] Contact Details: [Phone number and email address]
28.8 Ofsted
• Ofsted is the regulatory body responsible for inspecting and regulating childcare settings to ensure
compliance with safeguarding and quality standards.
• Ofsted should be contacted for reporting serious incidents, concerns about the welfare of children, or
for updates and queries regarding regulatory requirements.
Name: Ofsted Contact Details: [Phone number and website]
28.9 Safeguarding Policies and Procedures
• A copy of the Sanctuary Homes' comprehensive safeguarding policies and procedures should be readily
available to staff members, volunteers, parents/guardians, and relevant authorities.
• The policies and procedures provide guidance on safeguarding practices, reporting mechanisms, and
roles and responsibilities.
Access: [Specify the location where the policies and procedures are stored]
28.10 Additional Contacts and Resources
• It is important to maintain an updated list of local support services, helplines, and resources that can
provide additional support and guidance in safeguarding matters.
• This may include organizations specializing in child protection, mental health services, helplines for
children and families, and other relevant agencies.
• The list should include contact details, operating hours, and any specific instructions or protocols for
accessing these services.
28.11 Communication and Training
• All staff members, volunteers, and relevant stakeholders should be made aware of the key safeguarding
contacts and information outlined in this policy.
• Regular communication should be maintained to ensure everyone has access to up-to-date information
and any changes to contact details or procedures are promptly communicated.
• Safeguarding training should be provided to staff members and volunteers to enhance their knowledge
and understanding of safeguarding practices and procedures, including the appropriate use of key
safeguarding contacts.
28.12 Review
This appendix will be reviewed annually by the management team to ensure the accuracy of contact details
and the relevance of included resources. Any updates or changes will be communicated to staff members,
volunteers, and relevant stakeholders, and appropriate training will be provided as needed.
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29.0 Arrangements for Regulating and Vetting Visitors

Sanctuary Homes is committed to providing a safe and secure environment for children in its care. This policy
outlines the procedures for regulating and vetting visitors to the facility, ensuring compliance with Ofsted
(Office for Standards in Education, Children's Services and Skills) regulations and safeguarding the well-being
of children.
29.2 Definition of Visitors

• Visitors refer to any individuals who are not regular staff members or residents of Sanctuary Homes but
have a legitimate reason to access the facility.
• Visitors may include parents/guardians, professionals, contractors, volunteers, and other authorized
individuals.
29.3 Visitor Registration and Identification
• All visitors must register their arrival and departure at the reception or designated entry point.
• Visitors will be required to provide their full name, purpose of visit, and any relevant identification
documents as requested.
• A visitor badge or identification will be issued and must be visibly displayed throughout their visit.
29.4 Identification and Verification
• Visitors will be asked to provide a valid form of identification, such as a driver's license or passport, to
verify their identity.
• Staff members should compare the identification provided with the visitor's registration information to
ensure accuracy and authenticity.
29.5 Supervision of Visitors
• Visitors will be supervised at all times while on the premises.
• Staff members or designated individuals will be assigned to accompany and monitor visitors during their
visit, ensuring they adhere to the facility's policies and procedures.
29.6 Restricted Access Areas
• Certain areas within the facility may be restricted to authorized personnel only.
• Visitors will be informed of any restricted access areas and must comply with the instructions provided
by staff members.
29.7 Child Protection Considerations
• Visitors may have contact with children during their visit. Safeguarding measures should be implemented
to protect the well-being and safety of children.
• Staff members should ensure appropriate supervision and maintain visual and auditory contact with
children when visitors are present.
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29.8 Reporting Concerns

• Any concerns or suspicious behavior observed during a visitor's presence should be reported to the
designated Safeguarding Lead or senior staff member immediately.
• If necessary, appropriate actions will be taken, such as alerting the relevant authorities and terminating
the visitor's access to the facility.
29.9 Record Keeping
• Sanctuary Homes will maintain a visitor log that includes details of all visitors, including their name,
purpose of visit, date, time of arrival and departure, and the staff member responsible for supervising
the visit.
• Visitor logs will be securely stored and retained in accordance with data protection and retention policies.
29.10 Review and Training
• This policy will be reviewed annually to ensure its effectiveness and compliance with regulations.
• Staff members will receive appropriate training on visitor management procedures, including identifying
potential risks and maintaining a safe environment for children.
29.11 Review
regulations, and alignment with best practices in visitor management. Any updates or amendments to the
policy will be communicated to all staff members, and appropriate training will be provided as needed.
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30.0 HIV, AIDS, Hepatitis B, and Serious Infections

Sanctuary Homes is committed to providing a safe and inclusive environment for children, staff members,
and visitors. This policy outlines the procedures for managing and preventing the spread of HIV, AIDS,
Hepatitis B, and other serious infections within the facility, in compliance with Ofsted (Office for Standards
in Education, Children's Services and Skills) regulations and public health guidelines.
30.2 Risk Assessment
• A risk assessment will be conducted to identify potential risks and hazards related to the transmission
of HIV, AIDS, Hepatitis B, and other serious infections within the facility.
• The risk assessment will consider factors such as contact with bodily fluids, handling of sharps,
personal protective equipment (PPE) requirements, and cleaning and hygiene protocols.
30.3 Confidentiality and Disclosure
• Any information regarding an individual's HIV, AIDS, Hepatitis B, or other serious infections status is
strictly confidential.
• Staff members and relevant individuals must respect and maintain confidentiality at all times, ensuring
that personal medical information is not shared without proper consent.
30.4 Staff Training and Awareness
• Staff members will receive training and information on HIV, AIDS, Hepatitis B, and other serious
infections, including transmission routes, prevention methods, and the importance of confidentiality and
non-discrimination.
• Training will cover infection control practices, including the correct use of personal protective equipment
(PPE) and safe handling and disposal of sharps.
30.5 Preventive Measures
Sanctuary Homes will implement preventive measures to minimize the risk of transmission of HIV, AIDS,
Hepatitis B, and other serious infections, including:
• Promoting good hygiene practices, such as regular handwashing with soap and water.
• Ensuring the availability and proper use of PPE, such as gloves and aprons, when handling bodily fluids
or contaminated materials.
• Implementing appropriate cleaning and disinfection protocols for toys, equipment, and surfaces.
• Providing information and resources on safe sex practices, including the use of condoms, for staff
members and older children where appropriate.
30.6 Managing Accidental Exposure
In the event of accidental exposure to blood or other bodily fluids, immediate action must be taken:
• The affected area should be washed thoroughly with soap and water.
• Staff members must report the incident to their line manager and seek appropriate medical advice.
• Follow-up medical assessments, counseling, and necessary interventions will be provided to the affected
staff member in accordance with public health guidelines.
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30.7 Immunizations
• Staff members will be informed of the importance of immunizations, including vaccinations for Hepatitis
B, as recommended by public health authorities.
• Sanctuary Homes will maintain records of staff members' immunization status and ensure appropriate
follow-up for any necessary vaccinations.
30.8 Review and Communication
• This policy will be reviewed annually to ensure its effectiveness, compliance with regulations, and
alignment with current public health guidelines.
• Staff members, parents/guardians, and relevant stakeholders will be provided with information about
this policy and any updates or changes through staff meetings, parent handbooks, and other appropriate
communication channels.
30.9 Review
regulations, and alignment with best practices in managing and preventing the spread of HIV, AIDS, Hepatitis
B, and other serious infections. 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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31.0 Recruitment Practices Policy

Sanctuary Homes is committed to ensuring the recruitment of qualified and suitable individuals to provide
the highest standard of care and support to children in our facility. This policy outlines the procedures for
recruiting staff members in compliance with Ofsted (Office for Standards in Education, Children's Services
and Skills) regulations, safeguarding requirements, and best practices.
31.2 Equal Opportunities
• Sanctuary Homes promotes equal opportunities in all aspects of recruitment, ensuring that all applicants
are treated fairly and without discrimination based on age, race, gender, disability, religion, sexual
orientation, or any other protected characteristic.
• Job advertisements, application forms, and interview processes will be free from bias and prejudice.
31.3 Job Descriptions and Person Specifications
• Job descriptions will be clear, accurate, and reflective of the roles and responsibilities associated with
each position.
• Person specifications will outline the essential qualifications, skills, experience, and personal qualities
required for the role.
31.4 Advertising Vacancies
• Vacancies will be advertised through appropriate channels, such as reputable job boards, local networks,
and relevant professional organizations.
• Advertisements will include information about Sanctuary Homes the position, required qualifications,
and application deadlines.
31.5 Application and Shortlisting
• Applicants will be required to complete an application form that captures relevant personal information,
qualifications, employment history, and references.
• Shortlisting will be conducted based on the person specifications and job requirements, selecting
candidates who best match the criteria.
31.6 Interview Process
• An interview panel will be formed, consisting of at least two members, including a representative from
the management team and, if applicable, a senior staff member or relevant professional.
• Interviews will be conducted in a structured and consistent manner, using a set of predetermined
questions that assess candidates' suitability for the role and alignment with the organization's values and
ethos.
• All interview panel members will receive training on interview techniques, equality and diversity, and
safeguarding practices.
31.7 References and Background Checks
• Sanctuary Homes will request references from previous employers or relevant sources for shortlisted
candidates.
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• Background checks, including DBS (Disclosure and Barring Service) checks, will be conducted in
accordance with legal requirements and safeguarding guidelines.
• Any discrepancies or concerns raised through reference checks or background checks will be followed up
and investigated as appropriate.
31.8 Appointment and Induction
• Following the interview process and satisfactory completion of reference checks and background
checks, an appointment will be made.
• Newly appointed staff members will undergo a comprehensive induction process, which includes
familiarization with policies and procedures, safeguarding practices, child protection, health and safety,
and any specific requirements of their role.
31.9 Probationary Period
• All newly appointed staff members will be subject to a probationary period, typically of three to six
months, during which their performance and suitability for the role will be monitored.
• Regular reviews and feedback will be provided during the probationary period to assess the staff
member's progress and provide support as needed.
31.10 Review
regulations, and alignment with best practices in recruitment. Any updates or amendments to the policy will
be communicated to all staff members, and appropriate training will be provided as needed.
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32.0 Support of Child Who Have Been Abused

Sanctuary Homes is committed to providing a safe and supportive environment for children who have been
abused. This policy outlines the procedures for identifying, reporting, and providing appropriate support to
children who have experienced abuse, in compliance with Ofsted (Office for Standards in Education,
Children's Services and Skills) regulations and safeguarding guidelines.
32.2 Procedure
Identification and Reporting
• All staff members will receive training on recognizing signs and indicators of abuse, including physical,
emotional, and sexual abuse, as well as neglect.
• If a staff member suspects or receives a disclosure of abuse from a child, they must follow the reporting
procedure outlined in the Safeguarding Policy.
Immediate Response
If a child discloses abuse or if there are immediate concerns about a child's safety, staff members will:
• Listen attentively to the child without judgment or interruption.
• Reassure the child that they have done the right thing by sharing the information.
• Ensure the child's immediate safety and remove them from any ongoing risk if necessary, while adhering
to relevant safeguarding procedures.
Communication and Reporting
• The staff member who receives the disclosure or suspects abuse will promptly report the incident to their
designated Safeguarding Lead or the appropriate authority as outlined in the Safeguarding Policy.
• All reports of abuse will be documented accurately and confidentially using the appropriate reporting
forms and procedures.
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.
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.
Record-Keeping
• Detailed and accurate records will be maintained for all incidents and actions taken in relation to children
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who have experienced abuse.

• Records will be securely stored, and access will be restricted to authorized personnel as outlined in the
Confidentiality Policy.
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
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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33.0 Rostering/Shift Handovers

Sanctuary Homes is committed to ensuring effective rostering and shift handovers to maintain the smooth
operation and continuity of care within the facility. This policy outlines the procedures for creating and
managing staff rosters and conducting shift handovers, in compliance with Ofsted (Office for Standards in
Education, Children's Services and Skills) regulations and best practices.
33.2 Procedure
Rostering Process
• The management team will be responsible for creating and maintaining staff rosters that meet the
operational needs of Sanctuary Homes while ensuring compliance with relevant employment legislation,
such as working time regulations.
• Rosters will be prepared in advance and provide adequate staffing levels to meet the needs of the
children in our care.
Consideration of Staff Availability and Preferences
• Staff members will be given the opportunity to provide their availability and preferred working patterns,
taking into account personal circumstances and work-life balance.
• Whenever possible, staff preferences will be considered during the rostering process, while maintaining
the overall needs of the facility.
Allocation of Roles and Responsibilities
• Rosters will clearly outline the roles and responsibilities of each staff member for a particular shift,
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.
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.
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
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handover will be accurately recorded in the shift handover log or appropriate documentation.
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.
• 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.

• Staff members will receive training on effective shift handovers, communication skills, and the
importance of accurate documentation.
• Ongoing support and guidance will be provided to staff members to enhance their understanding and
implementation of rostering and shift handover procedures.
Review
regulations, and alignment with best practices in rostering and shift handovers. Any updates or amendments
to the policy will be communicated to all staff members, and appropriate training.
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34.0 Sleeping-In, Bed-Time, and Night Supervision

Sanctuary Homes is committed to ensuring the safety, security, and well-being of children during sleeping-in,
bed-time, and night hours. This policy outlines the procedures for providing appropriate supervision and
support during these times, in compliance with Ofsted (Office for Standards in Education, Children's Services
and Skills) regulations and best practices.
34.2 Procedure
Night Supervision Staff
• Sanctuary Homes will designate qualified and trained staff members to provide night supervision and
support for the children during sleeping-in and bed-time hours.
• Night staff members will have the necessary knowledge, skills, and experience to address the specific
needs and challenges that may arise during night-time hours.
• Sanctuary Homes will maintain an appropriate staff-to-child ratio during sleeping-in and bed-time hours
to ensure adequate supervision and support.
• The exact ratio will depend on the age, needs, and specific requirements of the children in our care, as
determined by relevant regulations and risk assessments.
Sleep Environment
• Sanctuary Homes will provide a safe and comfortable sleep environment for the children, adhering to
relevant health and safety guidelines.
• Sleeping areas will be properly maintained, well-ventilated, and appropriately furnished with age-
appropriate bedding, mattresses, and sleeping arrangements.
• Children will be allocated suitable sleeping spaces that promote privacy, dignity, and a sense of security.
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.
Communication and Handover
• Night staff members will receive a detailed handover from the day staff, including information on any
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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.
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.
• 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.
• 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
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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35.0 Physical Contact Between Staff and Child

Sanctuary Homes is committed to promoting a safe, respectful, and nurturing environment for children in
our care. This policy establishes guidelines for appropriate physical contact between staff members and
children, ensuring compliance with Ofsted (Office for Standards in Education, Children's Services and Skills)
regulations and safeguarding best practices.
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
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.
• 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.
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.
• 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.
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• Children have the right to refuse or withdraw consent for physical contact at any time, and staff members
must respect their boundaries and choices.
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
regulations, and alignment with best practices in promoting appropriate physical contact between staff
members and clients.
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36.0 Spending One-to-One Time Alone with Child

Sanctuary Homes is committed to providing a safe and secure environment for children in our care. This policy
establishes guidelines for spending one-to-one time alone with a child, ensuring compliance with Ofsted
(Office for Standards in Education, Children's Services and Skills) regulations and safeguarding best practices.
36.2 Purpose
The purpose of this policy is to ensure that one-to-one time alone with a child is conducted in a safe,
appropriate, and transparent manner, promoting the child's well-being and safeguarding their rights.
The policy aims to prevent any potential risks, misunderstandings, or situations that may compromise the
child's safety, privacy, or emotional well-being.
36.3 Procedure
One-to-one time
• A period during which a staff member interacts with a child individually, without the presence of other
children or adults.
Alone
• Refers to situations where no other adult is present in close proximity to the staff member and the
child.
• Sanctuary Homes will maintain an appropriate staff-to-child ratio during one-to-one time to ensure the
child's safety, well-being, and adequate supervision.
• The exact ratio will depend on the age, needs, and specific requirements of the child, as determined by
relevant regulations and risk assessments.
Parent/Guardian Consent
• Prior written consent from the parent/guardian is required for any planned or routine one-to-one time
alone with a child.
• The consent form will outline the purpose, duration, and activities planned for the one-to-one time,
ensuring that parents/guardians are fully informed and have the opportunity to provide their consent or
raise any concerns.
• Transparent Environment
• One-to-one time will be conducted in open and visible areas, where staff members and children can be
easily observed by others.
• Private areas, such as bedrooms or closed offices, should be avoided during one-to-one time unless there
is a specific need, such as providing personal care or confidential discussions.
Age-Appropriate Activities
• Staff members will engage in age-appropriate activities that align with the child's interests,
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developmental stage, and individual needs.

• Activities should promote positive engagement, learning, and relationship-building, maintaining a focus
on the child's well-being and comfort.
Boundaries and Professional Conduct
• Staff members will maintain appropriate professional boundaries during one-to-one time, ensuring that
interactions remain respectful, non-exploitative, and consistent with the child's best interests.
• 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.
Documentation and Reporting
• One-to-one time activities and interactions will be accurately documented, including the date, duration,
activities conducted, and any significant observations or concerns.
• Any incidents, concerns, or disclosures arising during one-to-one time must be reported immediately to
the designated safeguarding officer or management team, following the facility's safeguarding and
reporting procedures.
• Staff members will receive comprehensive training on appropriate interactions, one-to-one time
protocols, professional boundaries, and recognizing signs of potential abuse or harm.
• Ongoing training and support will be provided to staff members to enhance their knowledge, skills, and
understanding of conducting one-to-one time with children in a safe and appropriate manner.
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37.0 Care Practices Towards Child of the Opposite Sex

Sanctuary Homes is committed to providing equal and respectful care for all children in our facility, regardless
of their gender. This policy establishes guidelines for care practices towards children of the opposite sex,
ensuring compliance with Ofsted (Office for Standards in Education, Children's Services and Skills) regulations
and promoting a safe and inclusive environment.
37.2 Procedure
Equal Treatment
• Children of the opposite sex will receive equal and unbiased care, attention, and support from staff
members.
• All care practices will be guided by the principles of fairness, respect, and individual needs.
Staff Awareness and Training
• Staff members will receive training on gender equality and diversity to enhance their understanding of
the importance of providing equitable care to all children.
• Training will include information on cultural considerations, gender stereotypes, and promoting
inclusivity in care practices.
Privacy and Dignity
• Staff members will ensure that children of the opposite sex have privacy and maintain their dignity during
personal care activities, such as toileting, bathing, and dressing.
• Caregivers will use appropriate measures, such as maintaining modesty and using privacy screens, to
respect the child's comfort and cultural norms.
• Sanctuary Homes will maintain an appropriate staff-to-child ratio to ensure adequate supervision and
care for children of the opposite sex.
• The exact ratio will depend on the age, needs, and specific requirements of the children, as determined
by relevant regulations and risk assessments.
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.
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
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and individual boundaries, following the guidelines outlined in the "Physical Contact Between Staff and
Child" policy.
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.
• 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.
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
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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38.0 Needs of Child from Minority Ethnic Groups

Sanctuary Homes is committed to promoting equality, inclusivity, and cultural sensitivity in providing care
and support to children from minority ethnic groups. This policy outlines the procedures and guidelines for
meeting the specific needs of children from minority ethnic backgrounds, ensuring compliance with Ofsted
(Office for Standards in Education, Children's Services and Skills) regulations and promoting a welcoming and
culturally responsive environment.
38.2 Procedure
Cultural Awareness and Competence
• Staff members will receive training on cultural awareness, diversity, and cultural competence to
enhance their understanding of the unique needs and experiences of children from minority ethnic
groups.
• Training will cover topics such as cultural norms, practices, beliefs, and celebrations, as well as
addressing stereotypes and promoting cultural sensitivity.
Individualized Care
• Each child from a minority ethnic group will be treated as an individual, and their specific needs,
preferences, and cultural background will be taken into consideration when providing care and
support.
• Cultural practices, religious beliefs, and family values will be respected, and efforts will be made to
accommodate specific requests or requirements within reason and without compromising the child's
safety.
• Sanctuary Homes will maintain an appropriate staff-to-child ratio to ensure personalized care and
attention for children from minority ethnic groups.
• The exact ratio will depend on the age, needs, and specific requirements of the children, as determined
by relevant regulations and risk assessments.
Language and Communication
• Staff members will make efforts to communicate effectively with children from minority ethnic groups,
taking into account their preferred language and any language barriers that may exist.
• Translation services or interpreters may be used, if necessary, to facilitate communication between
staff members and children or their families.
Cultural Inclusion
• Sanctuary Homes will create an inclusive environment that celebrates and respects the cultural
diversity of all children.
• Activities, resources, and learning materials will reflect the diverse cultures, languages, and
backgrounds of the children, promoting a sense of belonging and cultural pride.
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Staff Diversity
• Efforts will be made to recruit staff members from diverse ethnic backgrounds to reflect the cultural
diversity of the children in our care. b. Having staff members who share the same ethnic or cultural
background as the children can contribute to a more inclusive and supportive environment.
Parent and Family Engagement
• Parents and families from minority ethnic groups will be actively involved in their child's care,
education, and decision-making processes.
• Cultural considerations, language support, and accessible communication channels will be provided
to facilitate meaningful engagement and collaboration.
• Any incidents, concerns, or disclosures related to meeting the needs of children from minority ethnic
groups 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.
alignment with best practices in meeting the needs of children from minority ethnic groups.
• 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.
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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39.0 Practices in the Home to Combat Racism

Sanctuary Homes is dedicated to creating a safe and inclusive environment that promotes equality, diversity,
and respect for all individuals. This policy establishes guidelines for practices in the home to combat racism,
ensuring compliance with Ofsted (Office for Standards in Education, Children's Services and Skills) regulations
and fostering a culture of anti-racism.
39.2 Procedure
Zero Tolerance for Racism
• Sanctuary Homes maintains a zero-tolerance policy towards any form of racism, including racial
discrimination, prejudice, or harassment.
• All staff members, volunteers, children, and visitors are expected to adhere to this policy and treat others
with respect, regardless of their race, ethnicity, or cultural background.
Promoting Diversity and Inclusion
• Sanctuary Homes values and celebrates the diversity of individuals and cultures.
• Efforts will be made to include diverse perspectives, experiences, and stories in the learning environment,
resources, and activities.
Staff Training and Awareness
• Staff members will receive training on recognizing and challenging racism, promoting equality, and
creating an inclusive environment.
• Training will cover topics such as cultural sensitivity, unconscious bias, stereotypes, and promoting
positive interactions among children.
Cultural Competence
• Staff members will strive to develop cultural competence by understanding and respecting the cultural
practices, beliefs, and values of all individuals in the home.
• Efforts will be made to incorporate culturally responsive practices and provide support that is sensitive
to the needs of children from different racial and ethnic backgrounds.
Anti-Racist Education
• Sanctuary Homes will incorporate anti-racist education into the curriculum, ensuring that children have
opportunities to learn about equality, respect, and the negative impacts of racism.
• Children will be encouraged to challenge stereotypes, promote fairness, and celebrate diversity.
Positive Role Models
• Staff members will act as positive role models by promoting inclusive behaviors, language, and
interactions among children.
• They will intervene promptly if they witness any form of racism or discrimination and address such
incidents in a supportive and educational manner.
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Creating Safe Spaces

• Sanctuary Homes will provide safe spaces where children can discuss their experiences, feelings, and
concerns related to racism.
• Open and respectful conversations will be encouraged, and appropriate support will be provided to
children who have experienced racism.
Reporting and Addressing Racism
• Any incidents or concerns related to racism within the home must be reported immediately to the
designated safeguarding officer or management team, following the facility's safeguarding and reporting
procedures.
• All reports will be treated seriously, investigated promptly, and appropriate actions will be taken to
address the situation and support the individuals involved.
Collaboration with Families
• Sanctuary Homes recognizes the importance of engaging with families in combating racism.
• Open and respectful communication with families will be maintained, and efforts will be made to involve
them in discussions and initiatives promoting anti-racism.
alignment with best practices in combating racism.
• Feedback from staff members, families, and any incidents or near-miss events will be used to identify
areas for improvement and implement necessary changes.
39.3 Review
regulations, and alignment with best practices in combating racism. Any updates or amendments to the policy
will be communicated to all staff members, families, and relevant stakeholders.
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40.0 Information Communication Technology (ICT) Acceptable Usage Policy

Sanctuary Homes recognizes the importance of Information Communication Technology (ICT) in supporting
the operations of the facility. This policy establishes guidelines for the acceptable usage of ICT resources,
including internet, email, telephony equipment, and off-site work. The policy aims to ensure the responsible
and secure use of ICT resources, protect sensitive information, and promote a productive and safe digital
environment for all staff members.
40.2 Procedure
Internet and Email Conditions of Use
• Access to the internet and email is provided to staff members for work-related purposes and professional
development.
• Internet and email usage should comply with relevant laws and regulations and align with the
organization's values and policies.
• Inappropriate or unauthorized use of the internet and email, including accessing inappropriate websites,
sharing sensitive information, or engaging in illegal activities, is strictly prohibited.
• Staff members should exercise caution when downloading files or clicking on links to prevent the
introduction of malware or viruses.
Clear Desk and Clear Screen Policy
• Staff members are required to maintain a clear desk and clear screen when not present at their
workstation.
• Sensitive information should not be left unattended or visible to unauthorized individuals.
• Computers should be locked or logged out when leaving the workstation to prevent unauthorized access.
Working Off-Site
• When working off-site, staff members should adhere to the same ICT acceptable usage policy as they
would in the facility.
• Use of secure networks and adherence to data protection principles are essential when accessing work-
related information remotely.
• Confidential information should not be shared or accessed in public spaces where it may be
compromised.
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.
Telephony (Voice) Equipment Conditions of Use
• Telephony equipment, including desk phones and mobile devices, should be used for work-related
purposes only.
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• 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.
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.
• 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.
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
40.4 Review
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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41.0 Actions upon Termination of Contract

Sanctuary Homes has established this policy to outline the actions and responsibilities to be taken upon the
termination of an employment or contract agreement with staff members. This policy aims to ensure a
smooth transition, protect the interests of the organization, maintain confidentiality, and comply with
relevant legal and regulatory requirements.
41.2 Procedure
Exit Procedure
• Human Resources (HR) will initiate an exit procedure upon receiving notice of termination or the
expiration of a contract.
• HR will schedule an exit interview with the departing staff member to discuss the termination process,
collect necessary information, and address any outstanding matters.
Return of Property
• Upon termination, staff members are required to return all company property, including identification
badges, keys, access cards, laptops, mobile devices, and any other equipment or materials belonging to
Sanctuary Homes.
• HR will conduct a thorough inventory check to ensure that all company property has been returned.
Access and System Accounts
• HR will promptly deactivate the departing staff member's access to all physical and electronic systems,
including computer networks, email accounts, databases, and any other software platforms or online
tools.
• IT support will be responsible for revoking system access privileges and removing the staff member's
account from all relevant systems.
Confidentiality and Data Protection
• Departing staff members are obligated to maintain confidentiality and protect the privacy of all sensitive
information, even after the termination of their employment or contract.
• Staff members must return or delete any confidential or sensitive documents, files, or data in their
possession before their departure.
• HR will provide clear guidelines to departing staff members regarding the handling of confidential
information and adherence to data protection regulations.
Handover of Responsibilities
• Prior to departure, staff members are required to complete a comprehensive handover of their
responsibilities to a designated staff member or team.
• The handover process should include sharing important information, documents, ongoing projects, and
any other relevant details to ensure a smooth transition and continuity of operations.
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Final Settlement and Documentation

• HR will calculate the final settlement, including any outstanding salary, leave balances, and applicable
benefits or allowances.
• A final settlement statement will be prepared and shared with the departing staff member for review
and confirmation.
• HR will provide necessary documentation, such as a termination certificate or reference letter, as per the
organization's policies and legal requirements.
Exit Interview
• An exit interview will be conducted to gather feedback from the departing staff member about their
employment experience, including suggestions for improvement and any concerns or issues they may
have encountered.
• The feedback received will be used to evaluate and enhance organizational practices and policies.
Post-Employment Contact
• After termination, staff members are expected to refrain from contacting or engaging in any activities
that may disrupt the operations, confidentiality, or reputation of Sanctuary Homes.
• Staff members should also respect any non-compete or non-disclosure agreements that may be in place.
Compliance
• All staff members, including departing employees, are expected to comply with this policy.
• Any violations of this policy will be addressed through appropriate disciplinary measures.
alignment with best practices.
• Feedback from staff members and any incidents or near-miss events will be used to identify areas for
41.4 Review
regulations, and alignment with best practices. Any updates or amendments to the policy will be
communicated to all staff members and relevant stakeholders.
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42.0 Delegated Authority, Notifications, and On-Call Procedure

Sanctuary Homes has established this policy to define the delegated authority, notifications, and on-call
procedure to ensure effective decision-making, communication, and response to emergencies or urgent
situations. This policy aims to provide clarity, streamline processes, and maintain the safety and well-being
of children, staff, and the organization as a whole.
42.2 Procedure
Delegated Authority
• Delegated authority refers to the assignment of decision-making power and responsibility to designated
individuals in the absence of senior management or key personnel.
• Senior management will clearly define the scope of authority delegated to specific staff members and
communicate this to all relevant parties.
• Designated staff members with delegated authority are responsible for making decisions within their
assigned area of authority and in line with the organization's policies and procedures.
• Regular training and updates will be provided to staff members with delegated authority to ensure they
are equipped with the necessary knowledge and skills to fulfill their roles effectively.
Notifications
• Timely and accurate notifications are crucial for effective communication within the organization.
• Staff members are required to promptly report any significant incidents, emergencies, or issues to their
immediate supervisor or the designated contact person, following the established reporting procedures.
• Notifications should include essential details, such as the nature of the incident, individuals involved,
location, and any immediate actions taken.
• Supervisors or designated contact persons are responsible for assessing the situation, determining the
appropriate response, and initiating further notifications as necessary.
On-Call Procedure for This Home
• Sanctuary Homes will implement an on-call procedure to ensure a designated staff member is available
and accessible outside of regular working hours.
• The on-call schedule will be established and communicated to all relevant staff members, specifying the
assigned on-call personnel for each shift or period.
• 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.
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42.3 Reviews
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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43.0 Dealing with Aggression and Violence

Sanctuary Homes is committed to maintaining a safe and secure environment for children, staff, and visitors.
This policy outlines the procedures for dealing with aggression and violence to ensure the safety, well-being,
and dignity of all individuals involved. It provides guidance on prevention, de-escalation, reporting, and
support measures.
43.2 Procedure
Prevention
• Sanctuary Homes will implement preventive measures to minimize the occurrence of aggression and
violence within the facility.
• Staff members will receive comprehensive training on recognizing and managing aggressive behavior,
conflict resolution, and de-escalation techniques.
• Risk assessments will be conducted to identify potential triggers and implement appropriate measures
to mitigate risks.
• The physical environment will be designed and maintained to promote a safe and secure atmosphere,
including appropriate security measures.
De-escalation Techniques
• Staff members should use de-escalation techniques to defuse potentially aggressive situations and
promote calm and respectful interactions.
• De-escalation techniques may include active listening, maintaining a calm demeanor, using non-
threatening body language, and offering reassurance and empathy.
• Staff members will receive training on de-escalation strategies and their application in various scenarios.
Reporting and Documentation
• All incidents of aggression or violence, regardless of severity, must be promptly reported and
documented according to the organization's incident reporting procedures.
• Staff members involved in or witness to an aggressive incident should complete a detailed incident
report, including relevant information such as date, time, location, individuals involved, description of
the incident, and any actions taken.
• Incident reports should be submitted to the designated supervisor or management as per the reporting
procedures.
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.
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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.
• 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.
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
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
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.
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.
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.
Informed Consent
• Prior to participation in any risk-taking activity, written consent will be obtained from the children's
parents or legal guardians.
• Parents or legal guardians will be provided with detailed information about the nature of the activity,
potential risks involved, safety measures in place, and any necessary precautions.
• Consent forms will be kept on file and readily accessible during the duration of the activity.
Safety Measures
• Appropriate safety measures will be implemented to minimize potential risks and ensure the children's
well-being during risk-taking activities.
• Safety measures may include the use of protective equipment, the establishment of clear boundaries and
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guidelines, the provision of adequate supervision, and the availability of emergency response procedures.
• Regular inspections of equipment, facilities, and activity areas will be conducted to ensure they are
maintained in a safe and suitable condition.
Communication with Children
• Children will be involved in discussions and decision-making processes related to risk-taking activities,
taking into consideration their age, understanding, and ability to provide meaningful input.
• Children will be encouraged to assess risks, identify potential hazards, and actively participate in the
development of risk management strategies.
• Clear communication channels will be established to enable children to express any concerns, ask
questions, or seek clarification regarding risk-taking activities.
Continuous Evaluation and Improvement
• Sanctuary Homes will regularly evaluate the effectiveness of the risk-taking procedures and make
necessary adjustments to ensure the safety and well-being of the children.
• Feedback from staff members, children, parents, and relevant stakeholders will be considered to identify
areas for improvement and update the policy and procedures as needed.
44.3 References
This 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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45.0 Dealing with Sexuality and Personal Relationships

Sanctuary Homes recognizes the importance of providing a supportive and inclusive environment for children
and young people to explore their sexuality and personal relationships. This policy outlines the procedures
for addressing and supporting discussions related to sexuality, providing guidance on appropriate boundaries,
and promoting healthy relationships within the facility.
45.2 Procedure
Respect and Non-Discrimination
• All children and young people will be treated with respect and dignity, regardless of their sexual
orientation, gender identity, or personal relationships.
• Staff members will promote an inclusive and non-discriminatory environment, fostering acceptance,
understanding, and tolerance of diverse sexual orientations and identities.
Education and Awareness
• Staff members will receive training and resources to enhance their understanding of sexual development,
relationships, and related issues, including consent, boundaries, and healthy relationships.
• Age-appropriate and accurate information on sexual health, relationships, and consent will be provided
to children and young people, taking into account their individual needs and understanding.
Open and Supportive Communication
• Children and young people will be encouraged to ask questions, seek advice, and discuss matters related
to sexuality and personal relationships in a safe and supportive environment.
• Staff members will be approachable, non-judgmental, and ready to listen, providing accurate
information, guidance, and support when needed.
• Confidentiality will be respected, except in cases where there are safeguarding concerns or legal
obligations to report.
Appropriate Boundaries
• Staff members will maintain professional boundaries in their interactions with children and young people,
ensuring their actions and language are respectful, appropriate, and non-exploitative.
• Personal relationships between staff members and children or young people, including romantic or sexual
relationships, are strictly prohibited, as they can undermine trust and compromise the safety and well-
being of the individuals involved.
Reporting and Safeguarding
• Any concerns or disclosures relating to sexual abuse, exploitation, or inappropriate behavior will be taken
seriously and promptly reported following the established safeguarding procedures.
• Staff members will be trained to recognize signs of abuse, respond appropriately, and ensure the safety
and well-being of the children and young people involved.
Parental Involvement and Consent
• Parents or legal guardians will be kept informed about the facility's approach to addressing sexuality and
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personal relationships and provided with opportunities for discussion or seeking additional support.
• In cases where specific programs or activities involve discussions on sensitive topics related to sexuality,
written consent will be obtained from parents or legal guardians before children or young people
participate.
Sanctuary Homes will regularly review and evaluate the effectiveness of the procedures outlined in this
policy, making necessary adjustments to ensure the well-being and safety of the children and young people
in their exploration of sexuality and personal relationships.
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46.0 Working with Parents/Carers

Sanctuary Homes recognizes the crucial role of parents and carers in the care and development of children
and young people. This policy outlines the procedures for establishing effective partnerships with parents
and carers, promoting open communication, collaboration, and mutual support to ensure the best outcomes
for the children and young people in our care.
46.2 Procedure
Parent/Carer Engagement
• Sanctuary Homes values the input, knowledge, and expertise of parents and carers in understanding the
individual needs, preferences, and background of each child or young person.
• Staff members will actively encourage and promote parental involvement, creating opportunities for
regular communication, participation in decision-making, and engagement in activities and events.
Communication Channels
• Clear and open lines of communication will be established with parents and carers to facilitate regular
updates, exchange of information, and addressing any concerns or queries.
• Multiple communication channels, including face-to-face meetings, phone calls, emails, and written
correspondence, will be utilized to ensure effective and timely communication.
Collaborative Approach
• Staff members will work collaboratively with parents and carers to develop and review individual care
plans, taking into account the child or young person's unique needs, preferences, and goals.
• Regular meetings and reviews will be scheduled to discuss progress, share information, and set new
objectives in consultation with parents and carers.
Parental Involvement in Decision-Making
• Parents and carers will be included in important decisions related to the child or young person's care,
such as educational choices, medical interventions, and therapeutic interventions.
• Staff members will provide relevant information, guidance, and support to enable parents and carers to
make informed decisions in the best interest of their child or young person.
Confidentiality and Information Sharing
• Information shared by parents and carers will be treated with confidentiality and respect, following
applicable data protection laws and policies.
• Parents and carers will be informed about the facility's approach to confidentiality, including any
circumstances where disclosure may be required by law or to ensure the safety and well-being of the
child or young person.
Parental Feedback and Complaints
• Sanctuary Homes welcomes feedback from parents and carers, including suggestions, concerns, or
complaints related to the care and well-being of their child or young person.
• A clear procedure for lodging and addressing complaints will be in place, ensuring that complaints are
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handled promptly, impartially, and in line with established policies and regulations.
Cultural Sensitivity and Inclusion
• Staff members will demonstrate cultural sensitivity and respect for the diverse backgrounds and beliefs
of parents and carers, fostering an inclusive and welcoming environment for all.
• Language support and interpretation services will be provided, if necessary, to ensure effective
communication with parents and carers who have limited English proficiency.
Sanctuary Homes will regularly review and evaluate the effectiveness of the procedures outlined in this
policy, making necessary adjustments to strengthen the partnership with parents and carers and enhance
the quality of care provided to children and young people.
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47.0 Medication Storage and Administration Policy

Sanctuary Homes is committed to ensuring the safe and appropriate storage and administration of
medication for the children and young people in our care. This policy outlines the procedures and guidelines
for the storage, administration, and record-keeping of medication in compliance with relevant legislation,
regulations, and best practices.
47.2 Procedure
Introduction and Relevant Other Guidance
• Sanctuary Homes acknowledges the importance of medication management in promoting the health and
well-being of children and young people.
• This policy adheres to the guidelines provided by regulatory bodies, such as OSfted, and follows relevant
legislation and regulations.
Training and Competence of Staff to Administer Medication
• Only staff members who have received appropriate training and demonstrated competence in
medication administration will be authorized to administer medication.
• Staff members will receive regular training updates to ensure their knowledge and skills remain current
and aligned with best practices.
Signing In/Out of Medication
• All medication brought into the facility will be signed in and out by the person responsible for
administering or receiving it.
• Medication will be stored securely and separately from personal belongings to prevent unauthorized
access.
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.
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.
Storage of Medication
• Medication will be stored in a secure, designated area that is inaccessible to children and unauthorized
personnel.
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• Storage conditions will comply with medication instructions, including temperature control, light
sensitivity, and appropriate storage containers.
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.
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.
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.
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.
Record Keeping
• Detailed records of medication administration, including dates, times, dosage, and any observed effects
or side effects, will be maintained in the individual medication records.
• All medication records will be kept confidential and stored securely in compliance with data protection
laws.
Errors in Administration and/or Recording
• Any errors in medication administration or recording will be promptly reported to the designated staff
member responsible for medication management.
• The designated staff member will assess the nature and potential impact of the error and take appropriate
action, which may include notifying parents or legal guardians, healthcare professionals, and documenting the
incident according to the organization's incident reporting procedures.
Disposal of Medication
• Medication that has expired, is no longer needed, or has not been used within the specified timeframe
will be disposed of in accordance with local regulations and guidelines.
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• Disposal methods will ensure the safe and environmentally responsible disposal of medication.
Consent and Agreement for Medication Administration
• Parents or legal guardians will be required to provide written consent and complete a medication
administration agreement form before their child's medication can be administered.
• The form will include relevant information, such as the child's name, prescribed medication, dosage,
administration instructions, potential side effects, emergency contact details, and any additional instructions
or considerations.
Medication List (Example)
• Sanctuary Homes will maintain an up-to-date medication list that includes relevant information, such as the
child's name, prescribed medication, dosage, frequency of administration, and any specific instructions.
• The medication list will be easily accessible to authorized staff members involved in medication
administration.
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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48.0 First Aid Policy

Sanctuary Homes is committed to ensuring the health, safety, and well-being of the children and young
people in our care. This policy outlines the procedures and guidelines for the provision of first aid services
within the facility, in compliance with relevant legislation, regulations, and best practices.
48.2 Procedure
Responsibilities
Designated Staff
• Sanctuary Homes will appoint designated staff members who have received appropriate first aid training
to be responsible for the provision of first aid services.
First Aid Coordinator
• A designated staff member will be appointed as the First Aid Coordinator, responsible for coordinating
and monitoring first aid provision, maintaining first aid supplies, and ensuring staff members receive
appropriate training updates.
First Aid Training
• Designated staff members will receive comprehensive first aid training that meets the requirements of
regulatory bodies and follows best practices.
• First aid training will be refreshed periodically, as recommended by the training provider and in
accordance with applicable regulations.
First Aid Kits and Supplies
• Sanctuary Homes will maintain well-stocked first aid kits, easily accessible in designated areas of the
facility.
• 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
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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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49.0 Complaints Procedure

Sanctuary Homes is committed to providing high-quality care and maintaining positive relationships with
children, young people, parents, and carers. We recognize that complaints may arise from time to time, and
we are dedicated to addressing them promptly, fairly, and efficiently. This policy outlines the procedures for
handling and resolving complaints within our facility.
49.2 Procedure
Definition of a Complaint
• A complaint is defined as an expression of dissatisfaction or concern regarding the services, actions, or
decisions made by Sanctuary Homes or its staff members, which has a direct impact on the child or young
person in our care.
Confidentiality and Impartiality
All complaints will be treated confidentially and with impartiality. b. Information related to the complaint will
only be shared with relevant staff members involved in the investigation and resolution process.
Complaints Handling Process
49.2.3.1 Step 1 Informal Resolution
• Encourage open communication between the complainant and the staff member involved, promoting a
resolution at the earliest opportunity.
• The staff member receiving the complaint will listen actively, express empathy, and seek a mutually
acceptable solution.
• The complaint should be recorded and documented.
49.2.3.2 Step 2 Formal Complaint
• If the complaint cannot be resolved informally, the complainant will be asked to submit a formal
complaint in writing or via the designated complaints form.
• The complaint should include details of the incident, dates, times, individuals involved, and any
supporting evidence or documentation.
49.2.3.3 Step 3 Investigation and Resolution
• The designated Complaints Officer will be responsible for conducting a thorough investigation into the
complaint.
• The Complaints Officer may interview relevant parties, review records, and gather necessary evidence.
• The investigation will be carried out impartially and in a timely manner.
• A written response will be provided to the complainant within a reasonable timeframe, outlining the
findings and any actions taken or proposed to resolve the complaint.
49.2.3.4 Step 4 Appeal
• If the complainant is dissatisfied with the response, they have the right to appeal.
• The appeal should be made in writing or via the designated appeals form, stating the reasons for the
appeal.
• The appeal will be reviewed by a different senior staff member not involved in the initial investigation.
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49.2.3.5 Step 5 Final Decision and Closure

• The final decision regarding the complaint and any appeal will be communicated to the complainant in
writing.
• Closure of the complaint will occur once all internal procedures have been exhausted, and a reasonable
resolution has been reached.
Record Keeping
• All complaints, including informal and formal complaints, and their respective outcomes will be recorded
and stored securely.
• Records will be kept confidentially and in compliance with relevant data protection laws.
Learning and Improvement
• Sanctuary Homes will use the information gathered from complaints to identify areas for improvement
and implement necessary changes to prevent similar issues from recurring.
• Anonymous feedback and suggestions will also be encouraged to enhance the overall quality of care
provided.
49.3 Review
This Complaints Procedure will be reviewed annually or as deemed necessary by Sanctuary Homes to ensure
compliance with regulatory requirements and best practices. Any changes to the procedure will be
communicated to staff members and made available to parents or legal guardians.
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50.0 Smoking Policy and Alcohol Policy

Sanctuary Homes is committed to providing a safe and healthy environment for children and young people
in our care. This policy outlines our guidelines and procedures regarding smoking and alcohol use within our
facility.
50.2 Procedure
• Smoking is strictly prohibited within the premises of Sanctuary Homes including all indoor and outdoor
areas.
• All staff members, visitors, and volunteers are prohibited from smoking while on duty or when
representing Sanctuary Homes.
• Smoking is not allowed in vehicles owned or operated by Sanctuary Homes.
Alcohol Policy
• Alcohol consumption is strictly prohibited within the premises of Sanctuary Homes.
• All staff members, visitors, and volunteers are prohibited from consuming alcohol while on duty or when
representing Sanctuary Homes.
• Alcohol is not allowed in vehicles owned or operated by Sanctuary Homes.
• Staff members are expected to refrain from consuming alcohol immediately before or during their
working hours to ensure they are fully capable of performing their duties effectively and responsibly.
Staff Responsibilities
• All staff members are expected to adhere to the smoking and alcohol policies at all times.
• Staff members must not arrive at work under the influence of alcohol or smelling of smoke.
• Staff members should act as positive role models for children and young people by promoting healthy
lifestyles and responsible behavior.
• Sanctuary Homes will provide information and training to staff members, volunteers, and visitors
regarding the smoking and alcohol policies.
• The policy will be communicated to all individuals involved with the facility, including parents or legal
guardians.
Enforcement and Consequences
• Non-compliance with the smoking and alcohol policies may result in disciplinary action, including verbal
warnings, written warnings, and, in severe cases, termination of employment or termination of volunteer
services.
• Visitors who violate the policy may be asked to leave the premises.
• Any concerns or breaches of the smoking and alcohol policies should be reported to the designated
supervisor or management.
50.3 Review
This Smoking and Alcohol Policy will be reviewed annually or as deemed necessary by Sanctuary Homes to
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ensure compliance with regulatory requirements and best practices. Any changes to the policy will be
communicated to staff members, volunteers, and parents or legal guardians.
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51.0 Drugs and Substance Abuse Policy

Sanctuary Homes is committed to maintaining a safe and drug-free environment for children and young
people in our care. This policy outlines our guidelines and procedures regarding drugs and substance abuse
within our facility.
51.2 Procedure
Prohibited Substances
• The use, possession, sale, or distribution of illegal drugs or substances within the premises of Sanctuary
Homes is strictly prohibited.
• The use, possession, sale, or distribution of prescription drugs without proper authorization or for non-
medical purposes is strictly prohibited.
• The use, possession, sale, or distribution of alcohol or any other intoxicating substances within the
premises of Sanctuary Homes is strictly prohibited.
Staff Responsibilities
• All staff members are expected to adhere to the drugs and substance abuse policy at all times.
• Staff members must not arrive at work under the influence of drugs or alcohol.
• Staff members should act as positive role models for children and young people by promoting a healthy
and drug-free lifestyle.
• Sanctuary Homes will provide information and training to staff members, volunteers, and visitors
regarding the drugs and substance abuse policy.
• The policy will be communicated to all individuals involved with the facility, including parents or legal
guardians.
Drug Testing
• Sanctuary Homes reserves the right to conduct drug testing on staff members, volunteers, and visitors
when there is reasonable suspicion of drug or substance abuse.
• Refusal to undergo drug testing may result in disciplinary action, including termination of employment or
termination of volunteer services.
Reporting and Confidentiality
• Any suspicion or evidence of drug or substance abuse by staff members, volunteers, or visitors should be
reported to the designated supervisor or management immediately.
• All reports will be handled confidentially and in accordance with data protection regulations.
Support and Rehabilitation
• Sanctuary Homes is committed to supporting staff members who may be struggling with drug or
substance abuse issues. Confidential assistance, counseling, and access to rehabilitation programs will be
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provided where appropriate. b. Staff members are encouraged to seek help if they are facing drug or
substance abuse issues.
• Support will be offered without judgment or prejudice.
Enforcement and Consequences
• Non-compliance with the drugs and substance abuse policy may result in disciplinary action, including
verbal warnings, written warnings, and, in severe cases, termination of employment or termination of
volunteer services.
• Visitors found to be in possession of illegal drugs or engaging in substance abuse may be asked to leave
the premises and may be reported to the appropriate authorities.
51.3 Review
This Drugs and Substance Abuse Policy will be reviewed annually or as deemed necessary by Sanctuary Homes
to ensure compliance with regulatory requirements and best practices. Any changes to the policy will be
communicated to staff members, volunteers, and parents or legal guardians.
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52.0 Gifts Policy

Sanctuary Homes is committed to maintaining transparency, integrity, and ethical conduct in all aspects of
our operations, including the acceptance of gifts. This policy outlines the guidelines and procedures regarding
the acceptance of gifts by staff members and volunteers of Sanctuary Homes.
52.2 Procedure
Definition of Gifts
• Gifts refer to any tangible or intangible items, monetary donations, or favors offered to staff members or
volunteers of Sanctuary Homes.
• Gifts can include but are not limited to cash, gift cards, vouchers, personal items, services, or invitations
to events.
Guidelines for Acceptance
• Staff members and volunteers may accept modest and reasonable gifts that are given as gestures of
appreciation or gratitude.
• Gifts should be of nominal value and should not influence or compromise professional judgment or
decision-making.
• The acceptance of gifts should not create a conflict of interest or be perceived as a form of bribery or
undue influence.
Prohibited Gifts
• Staff members and volunteers are prohibited from accepting gifts that are extravagant, excessive, or
could be perceived as attempting to influence their professional conduct or decisions.
• Cash gifts or gifts of significant monetary value are strictly prohibited.
• Staff members and volunteers must not accept gifts that violate any laws, regulations, or ethical
standards.
Reporting and Disclosure
• Any offer or receipt of a gift, regardless of its value, must be promptly reported to the designated
supervisor or management.
• All staff members and volunteers are required to disclose any gifts received during the course of their
duties, including the nature and estimated value of the gift.
• Any suspicions of inappropriate or prohibited gifts should be reported to the designated supervisor or
management immediately.
Handling of Gifts
• All gifts received by staff members or volunteers on behalf of Sanctuary Homes should be promptly and
transparently recorded and documented.
• Gifts of nominal value may be shared among staff members or used for the benefit of the children and
young people in our care, with prior approval from management.
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• Gifts that cannot be shared or used for the benefit of the facility will be handled in accordance with
applicable laws and regulations.
52.3 Confidentiality and Privacy
• The identity of gift givers and the details of their gifts should be treated as confidential information.
• Staff members and volunteers must respect the privacy and confidentiality of gift givers, and any personal
information obtained in the process of accepting gifts.
52.4 Review
This Gifts Policy will be reviewed annually or as deemed necessary by Sanctuary Homes to ensure compliance
with regulatory requirements and best practices. Any changes to the policy will be communicated to staff
members, volunteers, and relevant stakeholders.
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53.0 Whistle-Blowing by Staff

Sanctuary Homes is committed to promoting a culture of transparency, accountability, and integrity. This
Whistleblowing Policy is designed to provide a mechanism for staff members to raise concerns or report any
wrongdoing, malpractice, or misconduct they encounter within the organization. Sanctuary Homes prohibits
any form of retaliation against whistleblowers and ensures that all reports are handled promptly,
confidentially, and impartially.
53.2 Procedure
Reporting Mechanism
Whistleblowing reports can be made by staff members through various channels, including but not
limited to:
• Direct reporting to immediate supervisors or managers.
• Reporting to designated whistleblowing officers within the organization.
• Utilizing an anonymous reporting system, such as a dedicated email address or hotline.
Scope of Whistleblowing
This policy covers concerns or reports related to:
• Unlawful activities, such as fraud, corruption, theft, or other criminal offenses.
• Serious violations of policies, procedures, or regulations.
• Health and safety risks to staff members, children, or young people.
• Mismanagement of funds or resources.
• Harassment, discrimination, or any form of misconduct. vi. Breaches of confidentiality or data protection.
Protection of Whistleblowers
• Sanctuary Homes guarantees the protection of whistleblowers against retaliation or victimization.
Whistleblowers who make reports in good faith will not face any adverse consequences or disciplinary
actions as a result of their disclosure.
• Any staff member found to engage in retaliatory behavior against a whistleblower will be subject to
disciplinary action.
Confidentiality and Anonymous Reporting
• Whistleblowing reports will be handled with utmost confidentiality, and the identity of the whistleblower
will be protected to the extent permitted by law.
• Anonymous reporting is encouraged, and appropriate measures will be taken to ensure anonymity
whenever possible.
Investigation and Follow-up
• All whistleblowing reports will be promptly acknowledged and thoroughly investigated by designated
personnel or an independent party.
• Whistleblowers will be kept informed of the progress and outcome of the investigation within the
boundaries of confidentiality and data protection regulations.
• Corrective actions will be taken if misconduct or wrongdoing is substantiated, and appropriate
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disciplinary measures will be implemented.

Non-Retaliation
• Any form of retaliation against a whistleblower is strictly prohibited.
• Whistleblowers who believe they have faced retaliation are encouraged to report such incidents, which
will be thoroughly investigated.
• Sanctuary Homes will provide training and awareness programs to staff members regarding the
Whistleblowing Policy, including the procedures for reporting and protection.
53.3 Review
This Whistleblowing Policy will be reviewed periodically to ensure its effectiveness and compliance with
relevant regulations. Any necessary updates or amendments will be communicated to all staff members.
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54.0 Transport Policy

Sanctuary Homes is committed to ensuring the safety and well-being of children and young people during
transportation. This Transport Policy outlines the guidelines and procedures to be followed when
transporting children and young people to and from activities, appointments, and outings. Sanctuary Homes
adheres to all relevant regulations and best practices to ensure a safe and secure transportation environment.
54.2 Procedure
Vehicle Safety and Maintenance
• All vehicles used for transportation must undergo regular maintenance and inspections to ensure they
are in good working condition.
• Vehicles must comply with applicable road and traffic safety regulations, including valid insurance
coverage and up-to-date vehicle registration.
• Drivers must hold a valid driver's license and adhere to all traffic laws and regulations.
Driver Qualifications and Training
• Drivers responsible for transporting children and young people must possess a valid driver's license
appropriate for the type of vehicle being driven.
• Drivers should undergo adequate training on safe driving practices, including defensive driving
techniques and passenger safety.
Passenger Safety
• Seat belts must be worn by all occupants of the vehicle at all times.
• Child restraints, such as car seats or booster seats, must be used according to the child's age, weight, and
height, in compliance with the applicable laws and guidelines.
• Children and young people must be seated in appropriate seating positions, taking into consideration
their age and developmental needs.
Journey Planning and Risk Assessment
• Prior to any transportation, a journey plan should be prepared, outlining the route, estimated time of
travel, and contact information for relevant personnel.
• A risk assessment should be conducted to identify and mitigate any potential hazards or risks associated
with the journey.
Supervision and Ratios
• Sufficient and appropriate adult supervision must be maintained during transportation to ensure the
safety and well-being of children and young people.
• The staff-to-child ratio should adhere to the guidelines set by regulatory bodies or the specific
requirements of the activity or outing.
Emergency Preparedness
• Drivers and accompanying staff should be familiar with emergency procedures and have access to
emergency contact information, including relevant medical information and emergency services.
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• Written consent from parents/guardians should be obtained prior to transporting children and young
people.
• Clear and effective communication channels should be established with parents/guardians to keep them
informed about transportation arrangements and any changes or delays.
Record Keeping
• Accurate records should be maintained for each transportation activity, including details of the journey,
passengers, driver information, and any incidents or concerns that arise during transportation.
54.3 Review
This Transport Policy will be reviewed periodically to ensure its effectiveness and compliance with relevant
regulations. Any necessary updates or amendments will be communicated to all staff members.
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55.0 Running Away or Missing from Home or Care

Sanctuary Homes is committed to ensuring the safety and well-being of children and young people in our
care. This policy outlines the procedures to be followed in the event that a child or young person runs away
or goes missing from our home or care. Our primary objective is to locate and safely return the child or young
person while minimizing any risks to their well-being.
55.2 Procedure
Risk Assessment and Response
• A thorough risk assessment should be conducted to determine the level of risk and vulnerability
associated with the missing child or young person. This assessment should consider factors such as age,
developmental level, physical or mental health conditions, and any known risks or concerns.
• Based on the risk assessment, an appropriate response strategy should be developed, considering the
urgency of the situation and the resources available.
Immediate Actions
• Upon discovering that a child or young person is missing, staff should act promptly and responsibly.
• Contact the relevant authorities, such as the local police and the designated local authority contact for
missing children and young people.
• Inform the child or young person's parent/guardian or designated emergency contact.
Search and Investigation
• Coordinate with the police and other appropriate agencies to conduct a search and investigation to locate
the missing child or young person.
• Provide the police with all necessary information, including a recent photograph, physical description,
known whereabouts, and any relevant background information.
Internal Communication and Support
• Inform the senior management team and relevant staff members about the missing child or young
person.
• Offer support and counseling to other children and young people in the home who may be affected
by the incident.
• Maintain regular communication with the child or young person's parent/guardian, keeping them
informed of any developments or progress in the search.
• Conduct an internal review of the incident, including the circumstances leading up to the child or
young person going missing and the response actions taken.
• Identify any areas for improvement and implement necessary changes to prevent similar incidents
in the future.
Record Keeping
• Maintain accurate and detailed records of the incident, including the date and time of the
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occurrence, actions taken, and any follow-up actions.

• Ensure that all relevant documentation is securely stored and accessible only to authorized
personnel.
• Provide appropriate training to staff members on how to respond to missing children and young
people, including recognizing early signs of potential running away behavior and the steps to take
when a child or young person goes missing.
• Regularly review and update training materials to ensure staff members are equipped with the
necessary knowledge and skills.
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56.0 Equality and Diversity Policy

Sanctuary Homes is committed to promoting equality, diversity, and inclusion in all aspects of our operations.
We value and respect the rights, backgrounds, and identities of all individuals, including children, young
people, their families, staff members, and visitors. This policy outlines our commitment to promoting equality
and diversity and sets out the methods and practices we will implement to ensure a positive and inclusive
environment for everyone involved.
56.2 Procedure
Equality and Diversity Principles
• We will treat all individuals with dignity, respect, and fairness, regardless of their age, race, ethnicity,
gender, religion, disability, sexual orientation, or any other protected characteristic.
• We will actively challenge discrimination, prejudice, and stereotypes and promote an inclusive culture
that values diversity and celebrates differences.
• We will strive to provide equal access to opportunities, services, and support, ensuring that no individual
is disadvantaged or excluded based on their protected characteristics.
Implementation Methods
56.2.2.1 Training and Education
• Provide regular equality and diversity training to all staff members to raise awareness and understanding
of diverse identities, discrimination, and inclusive practices.
• Incorporate equality and diversity principles into induction programs for new staff members to ensure
they are aware of our commitment and expectations.
• Offer specialized training and resources to staff members working with specific groups or individuals who
may require additional support or accommodations.
56.2.2.2 Policies and Procedures
• Develop and maintain policies and procedures that promote equality, diversity, and inclusion throughout
all aspects of our operations, including recruitment, training, disciplinary procedures, and service
delivery.
• Regularly review and update policies to ensure compliance with relevant legislation and best practices.
56.2.2.3 Communication and Awareness
• Foster an open and inclusive communication culture where all individuals feel comfortable expressing
their views and concerns without fear of discrimination or reprisal.
• Promote awareness of equality and diversity through regular communication channels, such as
newsletters, staff meetings, and notice boards.
• Display posters and materials that celebrate diversity and highlight the importance of equality
throughout our premises.
56.2.2.4 Monitoring and Evaluation
• Establish systems for monitoring and evaluating our progress in promoting equality, diversity, and
inclusion.
• Regularly review data and feedback to identify any patterns or issues that may require further action or
improvement.
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• Set goals and targets to continually enhance our efforts in promoting equality and diversity.
56.2.2.5 Complaints and Grievance Procedures
• Provide clear procedures for reporting and addressing any incidents of discrimination, harassment, or
unfair treatment.
• Investigate complaints promptly, impartially, and confidentially, taking appropriate action to address the
issue and prevent recurrence.
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57.0 Home Data Protection Policy

Sanctuary Homes is committed to protecting the personal data of children, young people, staff members, and
any other individuals we interact with. This policy outlines our approach to data protection and the measures
we have in place to ensure compliance with relevant data protection laws and regulations, including the
General Data Protection Regulation (GDPR) in the UK.
57.2 Procedure
Data Protection Principles
57.2.1.1 Lawfulness, Fairness, and Transparency
• We will process personal data lawfully, fairly, and in a transparent manner, ensuring individuals are
informed of the purpose and legal basis for processing their data.
57.2.1.2 Purpose Limitation
• We will only collect and process personal data for specified, explicit, and legitimate purposes, and not
further process it in a manner incompatible with those purposes.
57.2.1.3 Data Minimization
• We will ensure that the personal data we collect and process is adequate, relevant, and limited to what
is necessary for the intended purpose.
57.2.1.4 Accuracy
• We will take reasonable steps to ensure that the personal data we hold is accurate, complete, and up to
date. Individuals have the right to request corrections if their personal data is inaccurate or incomplete.
57.2.1.5 Storage Limitation
• We will retain personal data for no longer than is necessary for the purpose it was collected, and in
accordance with our data retention policies.
57.2.1.6 Integrity and Confidentiality
• We will implement appropriate technical and organizational measures to ensure the security and
confidentiality of personal data, including protection against unauthorized or unlawful processing and
accidental loss, destruction, or damage.
57.2.1.7 Accountability
• We will be accountable for our data protection practices and have processes in place to demonstrate
compliance with applicable data protection laws and regulations.
Data Protection Officer

• Appoint a designated Data Protection Officer (DPO) responsible for overseeing data protection activities,
providing advice and guidance on data protection matters, and acting as a point of contact for individuals
and supervisory authorities.
Data Collection and Processing
• Obtain consent from individuals, or their legal guardians where applicable, for the collection and
processing of their personal data, ensuring that the purpose and scope of processing are clearly
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communicated.
• Only collect and process personal data that is necessary for the provision of our services and the
fulfillment of our contractual or legal obligations.
• Inform individuals of their rights regarding their personal data, including the right to access, rectify, and
erase their data, as well as the right to object to processing or request data portability.
Data Security
• Implement appropriate technical and organizational measures to safeguard personal data, including
secure storage, restricted access controls, encryption, regular data backups, and staff training on data
protection.
Data Sharing and Transfers
• Obtain appropriate consent or establish legal grounds before sharing personal data with third parties,
ensuring that adequate safeguards are in place to protect the data.
• Where data transfers involve countries outside the European Economic Area (EEA), ensure compliance
with applicable data protection laws and regulations, including the use of standard contractual clauses
or other lawful transfer mechanisms.
Data Breach Response
• Establish procedures to detect, assess, and report data breaches in a timely manner, including notifying
affected individuals and relevant supervisory authorities as required by law.
Data Retention and Disposal
• Develop and implement data retention policies that outline the duration for which personal data will be
retained, taking into account legal requirements and operational needs.
• Dispose of personal data securely and permanently when it is no longer needed.
57.3 Staff Responsibilities
• Ensure that all staff members are aware of their responsibilities in relation to data protection and receive
appropriate training on data protection policies and procedures.
• Maintain confidentiality and ensure the security of personal data they handle or have access to.
• Report any data protection concerns or breaches to the designated Data Protection Officer.
• Assist individuals in exercising their rights regarding their personal data and respond to any data
protection inquiries or requests from individuals.
57.4 Data Subject Rights
• Respect and facilitate the rights of individuals in relation to their personal data, including the rights of
access, rectification, erasure, restriction of processing, data portability, and objection to processing.
• Respond to data subject requests within the legally required timeframes and provide necessary
assistance to individuals in exercising their rights.
57.5 Monitoring and Compliance
• Regularly review and assess the effectiveness of our data protection measures, policies, and procedures
to ensure compliance with applicable data protection laws and regulations.
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• Conduct periodic audits and assessments to identify and address any risks or vulnerabilities in our data
protection practices.
• Cooperate with supervisory authorities, such as the Information Commissioner's Office (ICO), in any
investigations or inquiries related to data protection.
57.6 Review and Updates
Regularly review and update this Data Protection Policy to reflect changes in applicable laws, regulations, or
organizational practices.Communicate any updates or changes to staff members and individuals as
appropriate.
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58.0 Child's Rights Policy

Sanctuary Homes is committed to upholding and promoting the rights of children in our care. We recognize
that children have fundamental rights as outlined in the United Nations Convention on the Rights of the Child
(UNCRC) and other relevant legislation. This policy aims to ensure that the rights of children are respected,
protected, and fulfilled in all aspects of our work.
58.2 Procedure
Best Interest of the Child
• The best interest of the child shall be the primary consideration in all decisions and actions concerning
the child.
• All staff members will receive training and guidance on understanding and applying the concept of the
best interest of the child.
Right to Non-Discrimination
• All children in our care will be treated with respect and dignity, regardless of their race, ethnicity, gender,
religion, disability, or any other protected characteristic.
• Discrimination in any form, including but not limited to verbal, physical, or emotional, will not be
tolerated.
Right to Safety and Protection
• We are committed to providing a safe and secure environment for children in our care. b. Measures will
be in place to protect children from harm, abuse, neglect, and exploitation.
Right to Participation
• We believe in the active participation of children in decisions that affect their lives.
• Children will be encouraged and supported in expressing their views, opinions, and concerns in age-
appropriate ways.
• Child-friendly feedback and complaint mechanisms will be established to ensure their voices are heard.
Right to Privacy
• The privacy and confidentiality of children will be respected and protected, in line with legal requirements
and best practices.
• Personal information and records of children will be handled with strict confidentiality and stored
securely.
Right to Education and Development
• We will provide opportunities for children to access education, develop their skills, and reach their full
potential.
• Support and guidance will be provided to children to help them achieve their educational and
developmental goals.
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Right to Health and Well-being

• We will promote and safeguard the physical and mental health of children in our care.
• Adequate healthcare, nutrition, and emotional support will be provided to promote their overall well-
being.
Right to Family and Social Connections
• We recognize the importance of maintaining and nurturing family relationships and social connections
for children.
• Efforts will be made to support and enable children to maintain contact with their families, unless it is
contrary to their best interests.
Reporting Concerns and Allegations
• Any concerns or allegations of child abuse, neglect, or exploitation will be taken seriously and responded
to promptly, in line with our Safeguarding Policy and legal obligations.
• Staff members will receive training on recognizing and reporting any signs of child abuse or neglect.
• All staff members and volunteers will receive training on child rights, child protection, and relevant
legislation.
• Regular refresher training will be provided to ensure ongoing awareness and understanding of child rights
issues.
58.3 Review and Monitoring
This policy will be reviewed periodically to ensure it remains up-to-date and in compliance with relevant laws
and regulations.
Monitoring mechanisms will be in place to assess the effectiveness of the policy's implementation.
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59.0 E-Safety Policy

59.1 Policy statement
Sanctuary Homes acknowledges the importance of ensuring the safe and responsible use of technology by
our residents. As technology continues to play a significant role in their lives, it is crucial to provide guidance
and support to promote their well-being and protect them from potential online risks. This E-Safety Policy
outlines our commitment to creating a safe digital environment within our facility.
59.2 Procedure
• To educate and empower residents to use technology safely and responsibly.
• To raise awareness about online risks and equip residents with the necessary skills to protect themselves.
• To establish clear guidelines for the appropriate use of technology within our facility.
Supporting our Residents to Use Technology Safely
• We will provide age-appropriate e-safety education and training to all residents, ensuring they
understand the potential risks and know how to stay safe online.
• We will encourage open communication with residents, promoting discussions about online experiences,
concerns, and reporting any incidents.
• We will promote positive digital citizenship, emphasizing the importance of respect, empathy, and
responsible behavior when using technology.
Responsibilities of All Staff and Residents
59.2.2.1 Staff Responsibilities
• Staff members will receive e-safety training to stay informed about current online risks and safety
measures.
• Staff will actively monitor residents' online activities, ensuring compliance with our e-safety guidelines.
• 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.
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• 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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60.0 Code of Conduct (Staff)

60.1 Professionalism and Ethical Behavior
• Staff members of Sanctuary Homes are expected to conduct themselves in a professional and ethical
manner at all times.
• Staff should demonstrate respect, integrity, and confidentiality in their interactions with colleagues,
residents, and external stakeholders.
• Staff should adhere to the organization's values and policies, promoting a positive and inclusive working
environment.
60.2 Child-Centric Approach
• Staff members should prioritize the best interests and well-being of the children and young people in our
care.
• Staff should strive to create a safe, nurturing, and supportive environment that promotes their growth,
development, and empowerment.
• Staff should respect the rights, diversity, and individuality of each child, treating them with dignity and
providing equal opportunities.
60.3 Professional Boundaries
• Staff should maintain appropriate professional boundaries with residents, ensuring that relationships are
based on trust, respect, and safeguarding principles.
• Staff should avoid engaging in personal or romantic relationships with residents, and any potential
conflicts of interest should be disclosed promptly.
60.4 Confidentiality and Data Protection
• Staff members must respect and maintain the confidentiality of personal and sensitive information
regarding residents, their families, and colleagues.
• Staff should adhere to the organization's Data Protection Policy, ensuring the proper handling, storage,
and disposal of confidential information.
60.5 Health and Safety
• Staff should prioritize the health, safety, and well-being of residents and themselves.
• Staff should comply with health and safety regulations, report hazards or concerns promptly, and actively
participate in training and emergency preparedness.
60.6 Continuous Professional Development
• Staff members are encouraged to engage in continuous professional development to enhance their skills,
knowledge, and expertise in providing quality care and support.
• Staff should actively seek learning opportunities, participate in training programs, and stay updated with
relevant research and best practices in the field.
60.7 Teamwork and Collaboration
• Staff members should foster a positive and collaborative work environment, promoting effective
communication, teamwork, and mutual support.
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• Staff should respect and value the contributions of colleagues, promoting a culture of inclusivity, trust,
and open dialogue.
60.8 Compliance with Policies and Regulations
• Staff members should familiarize themselves with and adhere to all organizational policies, procedures,
and relevant regulations, including those set forth by OSfted.
• Staff should actively seek clarification or guidance when in doubt about any policy or regulatory
requirement.
60.9 Reporting Concerns and Safeguarding
• Staff members have a responsibility to report any concerns, suspicions, or incidents related to the well-
being, safety, or safeguarding of residents.
• Staff should follow the organization's Reporting Concerns and Safeguarding policies and procedures,
ensuring the appropriate authorities are informed and involved as necessary.
60.10 Social Media and Online Presence
• Staff members should exercise caution and professionalism in their use of social media and other online
platforms, ensuring that their personal activities do not reflect negatively on the organization.
• Staff should refrain from posting or sharing any content that could compromise the privacy, reputation,
or safety of residents, colleagues, or the organization.
60.11 Consequences of Violations
• Violations of this Code of Conduct may result in disciplinary action, up to and including termination of
employment, in accordance with the organization's disciplinary procedures.
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61.0 Schedule of Matters Reserved for Approval by the Board of Directors

This policy procedure is to outline the matters that are reserved for approval by the Board of Directors of
Sanctuary Homes in accordance with OFSTED regulations. This procedure ensures that important decisions
and strategic initiatives receive appropriate oversight and governance from the Board.
61.2 Procedure
Strategic Direction and Planning
• Approval of the organization's mission, vision, and strategic objectives.
• Approval of major strategic initiatives and changes to the organization's strategic plan.
• Approval of annual business plans and budgets.
61.3 Governance and Board Composition
• Appointment and removal of Board members.
• Determination of the Board's composition, structure, and terms of office.
• Approval of any changes to the organization's articles of association or bylaws.
• Approval of the appointment and remuneration of key executive positions.
61.4 Financial Oversight
• Approval of annual financial statements, including the organization's audited accounts.
• Approval of significant financial transactions, investments, and borrowing arrangements.
• Approval of the annual budget and any major deviations from the approved budget.
• Approval of any changes to the organization's financial policies or procedures.
61.5 Risk Management and Compliance
• Approval of the organization's risk management framework, including the identification and mitigation
of key risks.
• Approval of any significant changes to the organization's risk appetite or risk management policies.
• Approval of the organization's compliance with relevant laws, regulations, and ethical standards.
• Approval of any major legal or regulatory matters affecting the organization.
Major Partnerships and Collaborations
• Approval of significant partnerships, collaborations, and joint ventures with external organizations.
• Approval of major contractual agreements, including those related to funding, service delivery, or
strategic alliances.
• Approval of any changes to the organization's policies regarding partnerships and collaborations.
Organizational Policies and Procedures
• Approval of key organizational policies and procedures, including those related to governance, finance,
human resources, and service delivery.
• Approval of any significant changes to existing policies or the development of new policies.
• Approval of policies related to risk management, safeguarding, equality and diversity, and health and
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safety.
External Representation and Advocacy
• Approval of the organization's external communications and public relations strategies.
• Approval of the organization's position on significant public policy issues affecting its mission and
stakeholders.
• Approval of any major public statements, press releases, or media interviews representing the
organization.
Performance Monitoring and Evaluation
• Approval of performance indicators and targets for the organization's strategic objectives.
• Approval of the organization's performance monitoring and evaluation framework.
• Approval of any major changes to the organization's performance management systems or processes.
Mergers, Acquisitions, and Dissolutions
• Approval of any proposals for mergers, acquisitions, or partnerships involving the organization.
• Approval of the dissolution or winding-up of the organization, if necessary.
Identification of Matters Requiring Board Approval
• The executive management team and relevant staff members shall identify matters that fall within the
scope of the Schedule of Matters Reserved for Approval.
• These matters shall be documented and presented to the Board for review and approval.
Board Meeting Agenda
• The matters requiring Board approval shall be included in the agenda for Board meetings.
• The agenda shall clearly specify the items that require approval, providing sufficient background
information and supporting documentation for the Board members to make informed decisions.
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.
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.
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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Documentation and Record-Keeping

• All Board decisions and supporting documentation related to the matters reserved for approval shall be
properly recorded and maintained.
• These records shall be securely stored and easily accessible for future reference and audit purposes.
61.6 Regular Review and Updates
• The Schedule of Matters Reserved for Approval shall be periodically reviewed by the Board to ensure its
relevance and alignment with the organization's evolving needs and regulatory requirements.
• Any necessary updates or modifications shall be made and communicated to the appropriate
stakeholders.
• Compliance and Monitoring The organization shall ensure ongoing compliance with this policy procedure
by establishing appropriate mechanisms for monitoring, reporting, and accountability.
• The Board of Directors shall regularly review the implementation and effectiveness of this policy
procedure to address any gaps or areas for improvement.
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62.0 Modern Slavery Act 2015 Statement

The organization declares zero tolerance for any form of modern slavery, human trafficking, forced labor, or
servitude. It is committed to preventing such practices and promoting transparency, accountability, and
ethical conduct throughout its operations.
The organization will act in accordance with the Modern Slavery Act 2015 and other relevant legislation,
ensuring compliance and continuous improvement in addressing the risks of modern slavery within its
operations and supply chains.
62.2 Procedure
Risk Assessment
• The organization will conduct a comprehensive risk assessment to identify and evaluate the potential
risks of modern slavery within its activities.
• This assessment will cover both internal operations and external relationships, including suppliers,
contractors, and business partners.
• The risk assessment will consider factors such as geographical locations, industry sectors, supply chain
complexity, and vulnerability of workers to identify areas of higher risk.
Due Diligence
• The organization will implement robust due diligence processes to assess and monitor its supply chains
for modern slavery risks.
• This will include evaluating suppliers, contractors, and business partners' adherence to anti-slavery and
human trafficking principles.
The due diligence processes will include:
• 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.
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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.
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.
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.
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
evolving legal requirements.
• The review process will include consultation with internal and external stakeholders, monitoring of emerging
trends and legislation, and consideration of feedback and recommendations from audits, inspections, and
reporting mechanisms.
Responsibilities
• The Board of Directors is responsible for ensuring the implementation and effectiveness of this policy
procedure.
• They will provide leadership, allocate resources, and oversee the organization's efforts to combat modern
slavery.
• Management and supervisory staff have a duty to familiarize themselves with this policy procedure,
implement its requirements within their respective areas of responsibility, and support employees in
complying with the organization's anti-slavery measures.
• All employees and stakeholders have a responsibility to familiarize themselves with this policy procedure, act
in accordance with its principles, and report any concerns or suspicions of modern slavery promptly.
• Implementation
• This policy procedure will be communicated to all employees, suppliers, contractors, and relevant
stakeholders.
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63.0 Business Ethics Policy

Sanctuary Homes is committed to maintaining the highest standards of business ethics and conduct. This
policy procedure outlines our expectations for all employees, contractors, and stakeholders regarding ethical
behavior in all aspects of our operations.
This policy procedure is aligned with relevant legal requirements and regulations, including the guidelines
provided by the Office for Standards in Education (Ofsted), and reflects our commitment to upholding
integrity, transparency, and fairness in our business practices.
63.2 Procedure
Conflicts of Interest
• All employees and stakeholders must act in the best interests of Sanctuary Homes and avoid any conflicts
of interest that may compromise their judgment or objectivity.
• Any actual or potential conflicts of interest must be disclosed promptly to the designated person or
department, as outlined in the organization's Conflict of Interest Policy.
Bribery and Corruption
• Sanctuary Homes strictly prohibits any form of bribery, corruption, or facilitation payments. Employees
and stakeholders must not offer, accept, or solicit bribes or improper inducements in any business
transactions.
• Employees and stakeholders must familiarize themselves with and comply with the organization's Anti-
Bribery and Corruption Policy, which provides guidance on identifying and reporting potential bribery or
corruption risks.
Fraud Prevention
• Sanctuary Homes has a zero-tolerance approach to fraud. Employees and stakeholders must not engage
in any fraudulent activities, including misappropriation of funds, false financial reporting, or
manipulation of records.
• Any suspicions or incidents of fraud must be reported immediately to the designated person or
department, as outlined in the organization's Fraud Prevention Policy.
Gifts and Hospitality
• Accepting or offering gifts, favors, or hospitality must be done in compliance with the organization's Gifts
and Hospitality Policy.
• Employees and stakeholders must exercise discretion and ensure that any gifts or hospitality received or
provided are reasonable, proportionate, and aligned with ethical standards and applicable laws and
regulations.
Confidentiality
• Employees and stakeholders must respect and maintain the confidentiality of sensitive and proprietary
information belonging to Sanctuary Homes its clients, and any other relevant parties.
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• Confidential information must not be disclosed or used for personal gain or in any manner that may harm
the organization or its stakeholders.
Professional Conduct
• Sanctuary Homes expects all employees and stakeholders to conduct themselves professionally, ethically,
and with respect for others at all times.
• Harassment, discrimination, bullying, or any other form of inappropriate behavior will not be tolerated.
Employees and stakeholders must adhere to the organization's Code of Conduct and any applicable
policies or procedures related to professional conduct.
Reporting Violations
• Any concerns, violations, or suspected breaches of this Business Ethics Policy should be reported
immediately to the designated person or department, as outlined in the organization's Whistleblowing
Policy.
• Sanctuary Homes will ensure that reports are treated confidentially, and appropriate actions will be taken
to investigate and address reported violations.
Compliance and Monitoring
• Sanctuary Homes is committed to ensuring compliance with this Business Ethics Policy and will monitor
and review its implementation on an ongoing basis.
• Training programs and awareness initiatives will be provided to employees
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64.0 Anti-Bribery and Corruption Policy

Sanctuary Homes is committed to conducting its business with integrity and in compliance with all applicable
laws and regulations, including the provisions of the UK Bribery Act 2010. This policy procedure outlines our
zero-tolerance approach towards bribery and corruption and provides guidance to all employees,
contractors, and stakeholders on their responsibilities in preventing and detecting such activities.
64.2 Procedure
Prohibited Activities
• Sanctuary Homes strictly prohibits any form of bribery, corruption, or facilitation payments. Employees,
contractors, and stakeholders must not engage in, solicit, or accept bribes, kickbacks, or other improper
inducements.
• This prohibition applies to all interactions, whether they involve public officials, private individuals,
clients, suppliers, or any other party.
Responsibilities
• All employees, contractors, and stakeholders have a responsibility to familiarize themselves with and
adhere to the Anti-Bribery and Corruption Policy.
• Managers and supervisors have an additional responsibility to ensure that their team members are aware
of and comply with this policy procedure.
• Sanctuary Homes will provide regular training and awareness programs to employees, contractors, and
stakeholders to promote understanding of bribery and corruption risks and prevention measures.
• 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.
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.
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.
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.
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• Sanctuary Homes reserves the right to report any suspected bribery or corruption activities to the
relevant authorities and cooperate fully with any investigations.
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.
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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65.0 Prevention of Fraud

Sanctuary Homes is committed to maintaining a strong and effective system of internal controls to prevent
and detect fraud. This policy procedure outlines the organization's approach to preventing fraud, sets out the
responsibilities of employees, and provides guidance on reporting suspected fraudulent activities.
65.2 Procedure
Responsibilities
65.2.1.1 Management
The management team is responsible for creating and maintaining a culture of integrity and ethics within the
organization. They should lead by example and ensure that appropriate measures are in place to prevent and
detect fraud.
65.2.1.2 Employee
All employees have a responsibility to act honestly, ethically, and in the best interests of Sanctuary Homes.
They should be vigilant, report suspected fraudulent activities, and cooperate fully in investigations.
Prevention Measures
65.2.2.1 Segregation of Duties
Sanctuary Homes will implement a system of checks and balances to ensure that no single individual has
complete control over key financial processes. This includes separating duties such as authorization,
recording, and custody of assets.
65.2.2.2 Internal Controls
The organization will establish and maintain robust internal control procedures to safeguard assets, verify
transactions, and detect any irregularities or discrepancies.
65.2.2.3 Risk Assessment
• Sanctuary Homes will regularly assess the risks of fraud and implement appropriate controls to mitigate
those risks. This includes conducting periodic reviews of key processes and identifying areas vulnerable
to fraud.
65.2.2.4 Code of Conduct
• The organization will have a comprehensive code of conduct that outlines expected behaviors and ethical
standards. All employees will be required to read, understand, and comply with the code.
65.2.2.5 Whistleblowing Policy
• Sanctuary Homes will provide a mechanism for employees to report suspected fraudulent activities in a
confidential and anonymous manner.
• The organization will protect whistleblowers from retaliation and take appropriate action on reported
incidents.
Detection and Reporting
65.2.3.1 Monitoring
The organization will establish monitoring processes to identify potential signs of fraud. This may include
regular review of financial records, analysis of unusual patterns or trends, and conducting surprise audits or
spot checks.
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65.2.3.2 Reporting
• Any employee who suspects or becomes aware of fraudulent activities must report it immediately to
their supervisor, manager, or the designated person responsible for handling fraud reports.
• Reports should be made in accordance with the organization's whistleblowing policy.
Investigation
• Sanctuary Homes will promptly investigate all reported incidents of fraud. Investigations will be
conducted in a fair, thorough, and confidential manner.
• The organization may involve external experts, if necessary, to assist with investigations.
Consequences of Fraud
• Any employee found guilty of fraudulent activities will be subject to disciplinary action, up to and
including termination of employment.
• Legal action may also be pursued, depending on the severity of the fraud and in compliance with
applicable laws and regulations.
Communication and Training
• Sanctuary Homes will communicate this policy procedure to all employees and provide training on fraud
prevention, detection, and reporting.
• Training sessions will be conducted periodically to reinforce awareness and ensure understanding.
• This policy procedure will be reviewed periodically to ensure its effectiveness and compliance with
regulatory requirements. Updates will be communicated to all employees, and necessary revisions will
be made to address emerging risks and changing circumstances.
• Employees are encouraged to provide feedback and suggestions for improvement to the designated
person or department responsible for policy management.
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66.0 (GDPR)General Data Protection Regulation Policy

Sanctuary Homes is committed to protecting the privacy and personal data of individuals in accordance with
the General Data Protection Regulation (GDPR) and other relevant data protection laws. This policy procedure
outlines the organization's approach to the collection, use, storage, and protection of personal data.
Procedure
Data Protection Principles
3.1 Lawfulness, Fairness, and Transparency: Personal data will be processed lawfully, fairly, and
transparently. Individuals will be informed of the purposes and legal basis for processing their data.
3.2 Purpose Limitation: Personal data will be collected for specified, explicit, and legitimate purposes and
will not be further processed in a manner incompatible with those purposes.
3.3 Data Minimization: Only necessary and relevant personal data will be collected and processed for the
intended purpose. Data will be kept accurate and up to date, and any outdated or unnecessary data will be
securely disposed of.
3.4 Accuracy: Sanctuary Homes will take reasonable steps to ensure the accuracy of personal data and will
promptly correct any inaccuracies or incomplete information.
3.5 Storage Limitation: Personal data will be retained only for as long as necessary to fulfill the purposes for
which it was collected, or as required by legal obligations.
3.6 Integrity and Confidentiality: Personal data will be processed in a manner that ensures appropriate
security, confidentiality, and protection against unauthorized access, loss, or disclosure.
3.7 Accountability: Sanctuary Homes will be accountable for complying with GDPR requirements. The
organization will maintain records of its data processing activities and implement appropriate measures to
demonstrate compliance.
Lawful Basis for Processing Personal Data
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.
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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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67.0 Safeguarding Policy and Complaints procedure

Sanctuary Homes is committed to ensuring the safety and well-being of all children under its care. This
Safeguarding Policy aims to create a safe and secure environment for children, protect them from harm, and
promote their welfare.
67.2 Procedure
Designated Safeguarding Lead (DSL)
• Sanctuary Homes designates a trained staff member as the Designated Safeguarding Lead (DSL).
• The DSL is responsible for coordinating safeguarding efforts, providing advice and support to staff,
and liaising with external agencies as necessary.
Safer Recruitment
• Sanctuary Homes follows robust recruitment procedures to ensure that all staff and volunteers
working with children are suitable for their roles.
• This includes conducting background checks, obtaining references, and verifying qualifications and
experience.
• Sanctuary Homes provides regular safeguarding training to all staff and volunteers.
• This training covers identifying signs of abuse, reporting procedures, and understanding their roles
and responsibilities in safeguarding children.
Recognizing and Responding to Concerns
• Sanctuary Homes encourages all staff and volunteers to be vigilant and report any concerns or
suspicions of abuse or neglect promptly to the DSL. Reports should be made in accordance with the
established reporting procedures.
Child Protection Plans
• Sanctuary Homes works in collaboration with relevant agencies to develop and implement child
protection plans for children at risk of significant harm.
• The DSL is responsible for coordinating the implementation of these plans and ensuring the child's well-
being.
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68.0 Complaints Procedure

Sanctuary Homes acknowledges the importance of addressing and resolving complaints in a fair,
confidential, and timely manner. This Complaints Procedure provides a clear process for raising concerns
and seeking resolution.
68.2 Procedure
Reporting a Complaint
Individuals who wish to make a complaint should follow the established procedure:
• Complaints should be made in writing and addressed to the Manager or designated Complaints Officer.
• The complaint should include details of the incident, individuals involved, and any supporting evidence.
• Complaints can be submitted anonymously if desired, but providing contact details may facilitate
communication and investigation.
Investigation and Resolution
• Upon receipt of a complaint, Sanctuary Homes will initiate an investigation. This may involve gathering
additional information, interviewing relevant parties, and reviewing any supporting evidence.
• The investigation will be conducted impartially and without prejudice.
• The complainant and any individuals involved will be treated fairly and with respect throughout the
process.
• Sanctuary Homes aims to resolve complaints within a reasonable timeframe. Updates on the progress of
the investigation and the outcome will be communicated to the complainant.
Appeal Process
• If the complainant is not satisfied with the outcome, they have the right to request an appeal. The appeal
should be made in writing to the Manager
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69.0 Equalities Police

Sanctuary Homes is committed to promoting equality, diversity, and inclusion in all aspects of its operations.
This Equalities Policy outlines the organization's approach to creating a positive and inclusive environment
that respects the rights and dignity of all individuals.
69.2 Procedure
Equalities Principles
Sanctuary Homes adheres to the following principles in promoting equalities:
• Equality of Opportunity: All individuals will be treated fairly and have equal access to opportunities,
regardless of their age, gender, race, ethnicity, disability, religion, sexual orientation, or any other
protected characteristic.
Inclusion
• Sanctuary Homes aims to create an inclusive environment where everyone feels respected, valued, and
able to participate fully.
Dignity and Respect
• All individuals will be treated with dignity and respect, and discrimination, harassment, or bullying
based on protected characteristics will not be tolerated.
Positive Action
• Sanctuary Homes will take proactive measures to address any underrepresentation or barriers faced by
individuals from certain groups and promote equality of opportunity.
69.3 Responsibilities
Senior Management
• The senior management team is responsible for implementing and monitoring the Equalities Policy,
ensuring compliance with relevant legislation, and promoting a culture of equality and inclusion.
Staff and Volunteers
• All staff and volunteers have a responsibility to uphold the principles of equality, treat others with
respect, and challenge discriminatory behavior or practices.
Children and Parents/Carers
• Children and their parents/carers are encouraged to report any concerns or incidents of discrimination,
harassment, or bullying to a designated staff member.
• Sanctuary Homes provides training and awareness programs to staff and volunteers on equalities,
diversity, and inclusion. This includes understanding the impact of discrimination, promoting inclusive
practices, and challenging bias and prejudice.
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Monitoring and Evaluation

• Sanctuary Homes will monitor and evaluate the effectiveness of its equalities practices and policies. This
may include collecting data on protected characteristics, conducting equality impact assessments, and
reviewing policies and procedures.
Reporting and Complaints
• Any incidents of discrimination, harassment, or bullying should be reported following the established
reporting procedures. Sanctuary Homes will investigate complaints promptly, confidentially, and
impartially, taking appropriate action to address the issue.
• This policy procedure will be reviewed periodically to ensure its compliance with legislation and best
practices. Updates will be made as necessary to reflect changes in regulations or organizational practices.
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70.0 Location Risk Assessment

Sanctuary Homes is committed to ensuring the safety and well-being of all individuals within its premises.
This policy procedure outlines the process for conducting location risk assessments to identify and mitigate
potential risks and hazards associated with the physical environment.
70.2 Procedure
Risk Assessment Process
70.2.1.1 Identification of Hazards
• The designated person responsible for location risk assessments will conduct a thorough assessment of
the premises to identify potential hazards, including physical features, equipment, access points, and
surrounding areas.
70.2.1.2 Risk Evaluation
• Each identified hazard will be evaluated based on its likelihood of occurrence and the potential severity
of harm it may cause. This evaluation will help prioritize risks for further action.
70.2.1.3 Control Measures
• Control measures will be implemented to reduce or eliminate identified risks. These may include physical
modifications, installation of safety equipment, staff training, or changes in procedures.
70.2.1.4 Monitoring and Review
• Regular monitoring and review of control measures will be conducted to ensure their effectiveness and
identify any emerging risks. The location risk assessment will be reviewed periodically or when significant
changes occur within the premises.
70.2.1.5 Location Risk Assessment Form
• The designated person responsible for conducting the location risk assessment will complete a
comprehensive Location Risk Assessment Form. This form will document all identified hazards, their risk
ratings, and the corresponding control measures.
70.2.1.6 Incident Reporting
• Any incidents or accidents related to the identified risks should be promptly reported using the
established incident reporting procedures. This information will be used to inform future risk assessments
and improve safety measures.
70.2.1.7 Staff Training and Awareness
• Staff members will receive appropriate training and information regarding the location risk assessment
process, hazard identification, and emergency procedures.
• This will enable them to contribute to the ongoing safety and risk management efforts.
70.2.1.8 Communication with Stakeholders
• Parents/carers, staff, and other stakeholders will be informed about the location risk assessment process
and the measures in place to ensure their safety.
• They will also be encouraged to report any concerns or potential risks observed within the premises.
This policy procedure will be reviewed periodically to ensure its effectiveness and compliance with relevant
regulations.
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LOGO

18 May 2023 00 Title

Date Rev. Description Approved

LOGO Tel (Fax): ?

LOGO Policy Procedure Manual Date 18 May 2023

DOCUMENT REVISION RECORD

LOGO Policy Procedure Manual Date 18 May 2023

Chapter Title Page

LOGO Policy Procedure Manual Date 18 May 2023

1.30 Leaving Care..................................................................................................................... 29

Referral and Initial Assessment ........................................................................... 33

LOGO Policy Procedure Manual Date 18 May 2023

5.5 Admission Decision .......................................................................................................... 34

Welcome and Settling In...................................................................................... 34

Transition Planning .............................................................................................. 34

Positive Behavior Promotion ............................................................................... 35

Health and Hygiene Practices .............................................................................. 36

Curriculum Design and Implementation ............................................................. 38

LOGO Policy Procedure Manual Date 18 May 2023

Assessment and Progress Monitoring ................................................................. 39

Verbal Warning .................................................................................................... 41

Risk Assessment ................................................................................................... 43

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11.1 Policy Statement .............................................................................................................. 44

File Creation and Maintenance ........................................................................... 44

Assessment and Planning .................................................................................... 46

LOGO Policy Procedure Manual Date 18 May 2023

14.2 Purpose ............................................................................................................................ 49

Log Books ............................................................................................................. 49

Data Protection and Information Handling ......................................................... 51

Financial Responsibilities ..................................................................................... 53

LOGO Policy Procedure Manual Date 18 May 2023

17.2 Purpose ............................................................................................................................ 55

Reporting of Repairs and Maintenance Issues .................................................... 55

Risk Assessment ................................................................................................... 57

Staff-to-Child Ratio .............................................................................................. 59

LOGO Policy Procedure Manual Date 18 May 2023

20.0 Health and Safety Policy ...................................................................................... 61

Designated Safeguarding Lead (DSL) ................................................................... 63

Induction and Training ......................................................................................... 65

LOGO Policy Procedure Manual Date 18 May 2023

22.5 Concerns Regarding Employees or Volunteers ............................................................... 66

Deprivation of Liberty Safeguards (DOLS) ........................................................... 66

Physical Abuse ..................................................................................................... 70

LOGO Policy Procedure Manual Date 18 May 2023

LOGO Policy Procedure Manual Date 18 May 2023

28.7 Local Health Services ....................................................................................................... 79

LOGO Policy Procedure Manual Date 18 May 2023

31.6 Interview Process............................................................................................................. 84

Identification and Reporting ................................................................................ 86

Night Supervision Staff ........................................................................................ 90

LOGO Policy Procedure Manual Date 18 May 2023

34.3 Night Supervision Procedures.......................................................................................... 90

Communication and Handover ............................................................................ 90

Appropriate physical contact............................................................................... 92

One-to-one time .................................................................................................. 94

Equal Treatment .................................................................................................. 96

LOGO Policy Procedure Manual Date 18 May 2023

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P&P Manual

P&P Manual