Document control
- Version: 2.0
- Responsible: Rhys Morgan
- Approver: Board of Trustees
- Approved date: January 2026
- Next Review date: January 2028
1. Introduction
1.1 The Academy is committed to providing a safe environment for all individuals that engage in its activities, both on and off site and has a duty of care to protect those people from harm.It is of the upmost importance to the Academy that you can take part in its activities safely and it will take steps to support you to do that .
1.2 Staff, volunteers and third party providers must follow this procedure in any circumstances where there is an immediate risk of harm or where an alleged safeguarding incident is said to have taken place.
1.3 This procedure should be implemented with reference to the Academy's safeguarding policy.It sets out the steps to be taken in responding to any concern, that someone involved in the Academy or its activities, is at risk of, is experiencing, or has experienced harm.
1.4 The procedure has three main sections:
1.4.1 Section 1: Reporting concerns – for everyone;
1.4.2 Section 2: What happens next – for Designated Safeguarding Lead and organisational response; and
1.4.3 Section 3: International activities – additional considerations.
1.5 Separate internal guidance documents are available for Academy staff, setting out specific requirements to ensure the necessary compliance with the policy, safeguarding good practice and legislation, particularly for working with children and vulnerable adults, or for working internationally and engaging with people in different countries and cultures.
2. Application
2.1 There may be occasions where an incident may be considered under one or more of the Academy's policies and procedures (see the full list in section 4 of the safeguarding policy). Where a report is received by the Safeguarding Team and they believe it would be more appropriately considered under or in conjunction with another one of the Academy's procedures (for example the Grievance Policy), they will liaise with the individual reporting the concern and any other relevant individuals accordingly.
section 1
3. Reporting concerns about yourself
3.1 If you are in immediate danger or need immediate medical assistance contact the emergency services 999.
3.2 If you are experiencing harm within the Academy, contact the Designated Safeguarding Lead. Dr Rhys Morgan, Director of Education and Skills. [email protected]
3.3 In their absence, or if they are implicated or you think they have a conflict of interest, then please report to one of the Deputy Safeguarding Leads.
3.3.1 Lynda Mann, Head of Education Programmes (Deputy Safeguarding Lead -UK) [email protected]
3.3.2 Meredith Ettridge, Associate Director, International (Deputy Safeguarding Lead - International) [email protected]
3.3.3 Fellows may also submit a report via the confidential mailbox [email protected].
3.3.4 Alternatively, you may submit a report to the Governance, Risk and Compliance team [email protected] who will allocate it to the appropriate safeguarding lead.
3.4 The Academy will follow the procedure in this document. If you do not think your concerns are being addressed in the way that they should be please contact the Governance, Risk and Compliance Team [email protected].
3.5 At all stages you are welcome to have someone who you trust support you and help you to explain what happened and what you want to happen.
4. Responding to a direct disclosure
If someone indicates to you that they are being harmed or abused, or information is received which gives rise to concern, you should:
4.1 Check if the alleged victim is in immediate danger or need immediate medical assistance. If they are, contact the emergency services 999. If you are concerned a serious crime is being committed contact the police on 999 straight away. Where you suspect that a crime is being committed, you must involve the police.
4.2 If the person is not in danger and has confided in you about things that are happening or have happened to them, then:
4.2.1 Take it seriously, stay calm, be sensitive and listen carefully to what is said, allowing them to continue at their own pace,
4.2.2 Keep questions to a minimum, only ask questions if you need to identify/ clarify what the person is telling you.
4.2.3 Reassure the person that they have done the right thing in revealing the information.
4.2.4 Ask them what they would like to happen next but explain that you have a duty to share the information with the Academy's Designated Safeguarding Lead (or a Deputy Safeguarding Lead in the alternative).
4.2.5 Note that while the alleged victim may wish to remain anonymous, there may be a need to disclose information to the police or other government agencies, particularly where there is risk of serious harm and/or the incident requires a investigation.
4.2.6 Make an arrangement as to how you/the Safeguarding team can contact them safely.
4.2.7 The safeguarding team will help them to contact other organisations for advice and support (e.g. Police, Victim Support).
4.2.8 Act swiftly to report and carry out any relevant actions.
4.2.9 Record in writing what was said using their own words as soon as possible.
4.3 It is important not to:
4.3.1 Dismiss or ignore the concern.
4.3.2 Panic or allow shock or distaste to show or make negative comments about the alleged perpetrator.
4.3.3 Make assumptions, speculate or come to your own conclusions.
4.3.4 Take sole responsibility, probing for more information than is offered, or conduct your own investigation of the case.
4.3.5 Make promises that cannot be kept, in particular promise to keep the information secret. You have a duty to report the allegation and should not keep the information to yourself.
4.3.6 Confront the person thought to be causing harm.
4.4 Contact the Designated Safeguarding Lead, Dr Rhys Morgan, Director of Education and Skills. [email protected]
4.4.1 In their absence, or if they are implicated or you think they have a conflict of interest, then please report to one of the Deputy Safeguarding Leads.
4.4.2 Lynda Mann, Head of Education Programmes (Deputy Safeguarding Lead -UK) [email protected]
4.4.3 Meredith Ettridge, Associate Director, International (Deputy Safeguarding Lead - International) [email protected]
4.4.4 Fellows may also submit a report via the confidential mailbox [email protected].
4.4.5 Alternatively, you may submit a report to the Governance, Risk and Compliance team [email protected] who will allocate it to the appropriate safeguarding lead.
4.5 The Academy safeguarding team will act quickly and follow the procedure in this document. If you do not think your concerns are being addressed in the way, or if the allegation is regarding a member of the safeguarding team, you should contact the Governance, Risk and Compliance Team [email protected].
4.6 You must not tell anyone about the allegation outside of the designated safeguarding team or alternate contacts identified in this procedure.
5. Reporting concerns about others
5.1 You may be concerned about harm to another person because of something you have seen or heard, or through information you have been told by others.
5.2 If the alleged victim is in immediate danger or need immediate medical assistance contact the emergency services 999.
If you are concerned a serious crime is being committed, contact the police on 999 straight away. Where you suspect that a crime is being committed, you must involve the police.
5.3 You should not keep safeguarding concerns to yourself. It is not your responsibility to prove or decide whether someone has been harmed or abused. It is however, your responsibility to respond to and report concerns the alleged victim has raised.
5.4 If you have concerns and/ or you are told about possible or alleged abuse, poor practice or wider welfare issues you must contact the Designated Safeguarding Lead or their deputies as soon as you can:
5.4.1 Designated Safeguarding Lead, Dr Rhys Morgan, Director of Education and Skills. [email protected]
5.4.2 Lynda Mann, Head of Education Programmes (Deputy Safeguarding Lead -UK) [email protected]
5.4.3 Meredith Ettridge, Associate Director, International (Deputy Safeguarding Lead - International) [email protected]
5.5 If you have any concerns that the safeguarding leads are implicated or have a conflict of interest, then you can report may to the Governance, Risk and Compliance Team [email protected] or, in the case of Fellows, via the confidential mailbox [email protected].
5.6 Remember to prioritise the wellbeing of the person for whom the alleged incident has occurred when someone reports a safeguarding concern to you. Inform them the person who has raised the concern with you, that you have to pass on your concerns to the safeguarding team.
5.7 Do not contact the alleged victim or perpetrator about the incident. Raise the concern with the safeguarding team. Remember not to confront the person alleged to be causing the harm.
section 2
6. What happens next
6.1 Once a concern has been passed to the Safeguarding team, they will act quickly to coordinate the Academy's safeguarding procedure.
6.2 The safeguarding team will keep clear records of decision making, actions taken, outcomes achieved and further reporting to be undertaken. They will also collect information from the person(s) involved.
6.3 The safeguarding team will take the following actions:
6.3.1 Immediate response;
6.3.2 Recording the incident, and
6.3.3 Further steps taken by the safeguarding team
7. Immediate response
7.1 The safeguarding team will ensure that any immediate actions necessary to safeguard anyone at risk have been taken:
7.1.1 Check if the emergency services and/or police have been called or need to be called.
7.1.2 Separate the alleged perpetrator and victim – treating both with respect and dignity.
7.1.3 Use the relevant Academy procedures (e.g. breach of code of conduct, breach of contract, disciplinary or grievance procedures) to prevent the alleged perpetrator from making contact with the person being harmed.
8. Recording the Incident
8.1 The Academy Safeguarding team will act quickly to work with you to capture the relevant information of the allegation.
8.2 You will be provided with a report form (a copy of which can be found at Schedule 2). The report form will be filled out by you - as the alleged victim, or as the person to whom the incident was reported, or as you reporting a concern about others.
8.3 You must fill out the report form with as much detail as you can, and submit to the Academy's Safeguarding Team.
8.4 The safeguarding team will inform and advise you about what is required in the form, and support you in completing the form if you do not feel able to do so on your own.
8.5 The safeguarding team will explain the next steps of the procedure and reinforce the need for confidentiality.
8.6 In the report form:
8.6.1 Describe the circumstances of the allegation, and, if the incident was reported to you, what action you took / any advice you gave (see above for guidance).
8.6.2 If the incident was reported to you, you will be asked to consider what is known about the situation, what the risks are, what is known of the views of the alleged victim, whether they have given their consent to the report being made and, if an adult, whether they might be considered to be an ‘adult at risk’.
8.6.3 Provide factual information - it is important to distinguish between facts and non-facts (things that have been over-heard, hearsay, opinions), to ensure that information is as accurate as possible.
8.6.4 If the incident was reported to you, use the words the person themselves used. If someone has written to you (including by email, message) include a copy with the form.
8.6.5 If you are reporting an incident about someone else, the safeguarding team will ask if you need to contact the alleged victim to get more information, determine their wishes, or explain what actions you need to take. You must only contact the alleged victim if you have a known safe way of contacting them. Note that while the alleged victim may wish to remain anonymous, there may be a need to disclose information to the police or other government agencies, particularly where there is risk of serious harm and/or the incident requires an investigation.
8.7 At all times, be mindful of the need for confidentiality. This information must only be shared with the Safeguarding team and others that have a need to know (e.g. to keep them safe while waiting for action to be taken).
8.8 Once the incident report form has been completed, the safeguarding team will:
8.8.1 Check all the necessary parts have been completed
8.8.2 Check that they can understand what has been written and ask for clarification and/or further information, if required.
8.8.3 Record the incident in the safeguarding log.
8.8.4 Explain the next steps of the procedure and reinforce the need for confidentiality.
8.9 The safeguarding team can provide you and/or the alleged victim, with information about other organisations that can support them if required.
9. FURTHER STEPS TAKEN BY THE SAFEGUARDING TEAM
9.1 In all situations, the designated safeguarding team will ensure those in the Academy who can act to prevent further harm (within their remit) have the information to do so. The Safeguarding team have a duty of care to all. This includes supporting the person at risk and the person alleged to have caused the harm.
9.2 The safeguarding team will convene a meeting as soon as practicable to discuss the allegation with the Academy CEO and COO to decide on the next steps. The safeguarding team will share information about what has happened in the alleged incident(s).
9.3 They will make one of the following decisions:
9.3.1 Contact the police (where the alleged incident took place)
(a) If a serious crime has been committed.
(b) If a crime has been committed against someone without the mental capacity to contact the police themselves.
(c) If the alleged victim has asked to make a report to the Police on their behalf because they are unable to themselves.
9.3.2 Contact relevant safeguarding authorities (where the alleged incident took place)
(a) Designated Safeguarding Leads will make a referral/report to any relevant authority as may be required (e.g. Local Authority, social services, adult services).
9.3.3 Use the Academy’s policies and procedures to stop harm within the organisation
(a) Decide what policy and procedures the Academy will use to decide which actions will be taken e.g. breach of code of conduct, disciplinary procedures, breach of contract.
(b) Agree what short-term arrangements can be put in place to enable the individual, who may be being harmed, to be able to continue participating in the Academy or its activities.
(c) The arrangements made must respect the rights of the person who is being alleged to be causing harm and must be consistent with the relevant policy and procedures.
9.4 If the next steps require the involvement of statutory agencies, the safeguarding team and CEO/COO will agree the next steps. E.g. the Police may need to interview an employee before a disciplinary investigation is conducted.
9.4.1 If statutory agencies say that they will not be taking any action in relation to a referral this should not stop the Academy taking internal steps to safeguard the individual. E.g. the Police may decide not to pursue a criminal investigation where there is an allegation against an employee, but the Academy should still follow its disciplinary procedure.
9.5 The safeguarding team and CEO/COO will decide who in the organisation will maintain contact with the alleged victim to consult with them, keep them informed and make sure they are receiving the support they need.
9.5.1 Unless advised not to by the Police or Local Authority, and only if there is a safe way to do so, contact the individual(s) involved to let them know about the actions you have taken and the outcomes so far. Find out if the actions taken are working, what matters to them, what they would like to happen next and what outcomes they want to achieve.
9.6 Further actions to be taken by the Safeguarding Team and CEO/COO can include:
9.6.1 use of internal procedures such as breach of code of conduct/disciplinary procedures to address any behaviour that may have caused harm.
9.6.2 reporting any employee or volunteer found to have caused harm to the Disclosure and Barring Service[1].
9.6.3 communication with the parties involved in the allegation about the safeguarding process, offering supporting and making arrangements needed for them to continue their involvement with the Academy while the investigation is carried out.
9.6.4 offering support to staff, volunteers and members affected by the circumstances.
9.6.5 ensuring senior managers and trustees are updated as needed.
9.7 In the event of a safeguarding allegation being made against the CEO or COO, the safeguarding team will liaise with the Safeguarding Lead Trustee and follow steps 9.2 to 9.6 without the involvement of the CEO/COO.
9.8 In the event of a serious incident[2], the Academy will inform the Charity Commission.
9.9 Minutes of the Designated Safeguarding Team meetings must be recorded so that decision making is transparent, and actions agreed are followed. Follow up meetings should be held as necessary until the actions needed are complete.
9.10 Ensure records are complete and stored securely with limited access only to those responsible for safeguarding and governance compliance. Collate monitoring information, including feedback from all parties involved and report to the Governance, Risk and Compliance Team, the Safeguarding Trustee and the wider Trustee Board as required.
section 3
10. International activities – additional considerations
10.1 The Academy undertakes activities in jurisdictions outside of England and Wales. It is accepted that safeguarding requirements and expectations will vary based on location and that the Academy's legal and reporting obligations will differ in each region accordingly.
10.2 The procedure set out above must still be followed in the event of an allegation occurring in a jurisdiction outside of England and Wales.
10.3 However, staff and volunteers undertaking activities in other jurisdictions on behalf of the Academy must ensure they are familiar with the steps that must be taken in the relevant jurisdiction when responding to any safeguarding concern involving the activities of the Academy.
10.4 Separate travel policy, destination risk assessment and pre-travel checklists are provided to staff travelling to international destinations. These cover specific risk in different countries and matters such as working and engaging with other cultures etc.
11. Further information and useful contacts
11.1 Policies, procedures and supporting information are available on the Academy's website: https://www.raeng.org.uk/about-us/our-policies/
11.2 Designated Safeguarding Lead: Dr Rhys Morgan, Director Engineering and Education [email protected]
11.3 Deputy Safeguarding Lead (UK): Lynda Mann, Head of Education Programmes [email protected]
11.4 Deputy Safeguarding Lead (International): Meredith Ettridge, Associate Director, International [email protected]
11.5 Governance, Risk and Compliance Team: [email protected]
11.6 Fellows' confidential mailbox: [email protected]