Human Resources Division

Model Procedure

  1. Dissemination of the Child & Vulnerable Adult Protection Policy and Code of Practice
  2. Risk assessment
  3. Dealing with reported suspicions and allegations
  4. Training
  5. Responsibility
  6. Recruitment and selection procedures

1. Dissemination of the Child & Vulnerable Adult Protection Policy and Code of Practice

The Human Resources Division will inform all staff at the time of their appointment of the Child & Vulnerable Adult Protection Policy and Code of Practice.

Institutions should remind staff and students of the Child & Vulnerable Adult Protection Policy and Code of Practice and its application with any new or changed event/visit.

2. Risk assessment

A designated member of staff from each institution should complete a risk assessment before any new or changed event/visit.

The risk assessment is not only a way to mitigate or remove any potential risks but it may also be a prompt to consider alternative working practices. One purpose of the risk assessment is to minimise occasions where a single adult or student is in the company of a lone child and where there is little or no possibility of the activity being supervised or observed by others.

The risk assessment should:

  • incorporate the standard health and safety risk assessment
  • identify the nature, length and frequency of the contact
  • consider children and adults who are particularly at risk
  • consider whether any children or vulnerable adults have allergies, are on medication, have any disabilities (physical or mental), or any behavioural difficulties
  • identify any potential areas for harm and detail action to prevent harm occurring, which might include consideration of alternative working practices
  • identify those few situations that would require an Enhanced Disclosure from the Criminal Records Bureau. Enhanced Disclosure would be required for new staff and students whose normal duties require regular and unsupervised personal contact of children or vulnerable adults (e.g. research worker, member of Physical Education, and outreach worker on University premises). Whilst the University is clear about when it is appropriate to seek an Enhanced Disclosure, some external organisations (e.g. Schools) have blanket requirements for visitors to have an Enhanced Disclosure, even for a ‘one-off’ activity.
    Normally, it will not be necessary to check all existing staff. Nor would it be necessary to seek an Enhanced Disclosure for staff supervising or training University employees who are over 16 but under the age of 18. This might include supervisors of book fetchers, supervisors or trainers of young people participating in CareerStart@cam.
Example of possible outcome of risk assessment
Risk Required Action
High Individuals whose normal duties bring them into regular and unsupervised personal contact with children or vulnerable adults.
For example:
  • research worker
  • member of Physical Education
  • outreach worker on University premises
 Institution should:
  1. undertake risk assessment, minimise risk
  2. disseminate Child & Vulnerable Adult Protection Policy and Code of Practice
  3. for new staff or students, undertake additional checks in recruitment and selection process, including Enhanced Disclosure
Low Individuals whose contact with children/vulnerable adults is on an irregular basis and is supervised/observed by others.
For example:
  • those working with children on work experience
  • those working with child book fetchers
  • those who occasionally assist with group school trips
 Institution should:
  1. undertake risk assessment, minimise risk
  2. disseminate Child & Vulnerable Adult Protection Policy and Code of Practice

3. Dealing with reported suspicions and allegations

Only the trained members of the Human Resources Division should deal with reported suspicions and allegations.

Dealing with suspicions

Concerns for the safety and well-being of children could arise in a variety of ways and in a range of different settings. For example, a child may report or display signs of abuse; someone may hint that a child is at risk or that a colleague is an abuser; an individual may witness or hear about abuse in another organisation.

Raise any suspicions or concerns regarding possible child abuse with your Recruitment Services Manager/HR Adviser.

Dealing with allegations

There might be occasions where a child or vulnerable adult accuses a member of staff of physically or sexually abusing them. It is essential to action quickly and professionally all cases of suspected abuse by a member of staff.

Any accusation by a child or vulnerable adult against a member of staff should be reported immediately to your HR Business Manager/HR Adviser or, if the circumstances make this impossible, the Director of Human Resources.

4. Training

The University will provide training on the Child & Vulnerable Adult Protection Policy and on its application. To discuss your training requirements contact the Centre for Personal and Professional Development.

5. Responsibility

Accountability and responsibility for the adoption and implementation of the policy rests with the Head of Institution.

A Standing Committee is responsible for Objective Assessment for Disclosure of Criminal Conviction by Applicant.

Dealing with any reported suspicions and allegations rests with trained members of the Human Resources Division.

6. Recruitment and Selection Procedures

For comprehensive information, including information for the applicant, general instructions, and relevant forms, please refer to the Recruitment and selection procedures page for staff, and the Student Administration and Records pages for students.