Our safeguarding policy

 

Date of last review: 1st April 2026
Owner: Laura Labonne, Founder
Owner contact: laura@romodels.org
Review period: 12 months
Level of review: Board of Trustees
Date of next review: 1st April 2027

 

Appendices

• Appendix 1 – Safeguarding: A Record of Concern

• Appendix 2 – Code of Conduct: Working with Children and Adults at Risk

• Appendix 3 – Relevant Legislation

 

1. Statement and Commitment

1.1 General Statement

Romodels provides learning resources to schools and early years settings to open a world of career possibilities for young children, helping to break down stereotypes around gender, disability, neurodiversity, race or ethnicity early. We recognise our responsibility to safeguard the welfare of children and adults at risk of harm, and are committed to creating and maintaining the safest possible environment in which to work, volunteer and learn. We therefore have in place a Safeguarding Policy. This policy demonstrates our duty of care to all the children and adults with whom we work, and our responsibility to safeguard them from harm. Romodels believes that everyone has a right to such protection.

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1.2 Commitment to Safeguarding

Romodels recognises that:

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• The welfare of children is paramount in all the work we do and in all the decisions we take.

• All children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse.

• Some people are additionally vulnerable because of the impact of previous experiences, communication needs or other issues.

• Working in partnership with children, their parents, carers and other agencies is essential in promoting young people's welfare.

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1.3 Compliance

Romodels' Safeguarding Policy is based on legislative requirements, national guidance, and UN Conventions. It relates to a range of Government legislation, including the Social Services and Well-being (Wales) Act 2014, the Children Act 1989, the Protection of Freedoms Act 2012 and the Safeguarding Vulnerable Groups Act 2006.

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Romodels will comply with the Wales Safeguarding Procedures 2019 and Working Together to Safeguard People: Volumes 5 and 6, as well as any local procedures produced by the Regional Safeguarding Boards (RSB) in Wales.

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The Wales Safeguarding Procedures 2019 guide safeguarding practice for all those employed in the statutory, third and private sectors in health, social care, education, police, justice and other services. They apply to all practitioners, managers and volunteers working with children and adults in Wales, whether employed by a devolved or non-devolved agency, and whether in paid or unpaid work. The Procedures help practitioners apply the legislation of the Social Services and Well-being (Wales) Act 2014 and statutory safeguarding guidance 'Working Together to Safeguard People'.

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Romodels' trustees and volunteers will familiarise themselves with the following guidance: in English at www.safeguarding.wales and in Welsh at www.diogelu.cymru.

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Trustees are held collectively and ultimately responsible for safeguarding in their organisation by the Charity Commission. They must have sufficient oversight to be assured that the people who carry out safeguarding tasks and duties for Romodels are appropriate people for these roles, have the time, expertise and access to training and support to be effective; to recognise when a serious incident report must be made to the Charity Commission; and to bring such skills and expertise to the Board as to be able to address issues and make decisions that keep people safe.

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The Trustees will also follow guidance placed on them by the Charity Commission: https://www.gov.uk/guidance/safeguarding-duties-for-charity-trustees

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Please see Appendix 3 for relevant legislation.

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2. Principles

This policy document supports and reinforces existing legislation and Government guidance and sets out some key principles to help Romodels fulfil its duty towards children, and adults with whom it has contact. The aims of the Romodels Safeguarding Policy are to:

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• Create a culture in which people are valued and their right to be safe is paramount.

• Ensure that trustees and volunteers understand their role in safeguarding and protecting children and adults at risk.

• Enable all trustees and volunteers to make informed and confident responses to specific safeguarding issues.

• Give guidance on what action must be taken when abuse is suspected or disclosed.

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3. Scope, Definitions and Application

3.1 Scope

This policy relates to Romodels, trustees, volunteers and contractors working on behalf of or representing the organisation.

In accordance with the principles of the Wales Safeguarding Procedures, Romodels recognises that safeguarding and protecting is everybody's responsibility. The statutory responsibility, however, for the welfare of children and adults is that of Social Services Departments and the Regional Safeguarding Boards for children and adults.

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3.2 Definitions Used within Safeguarding​

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3.2.1 Child

A child is defined as a person up to the age of 18 years, in line with the Children Act 1989, the Social Services and Well-being Act and the UNCRC. When the term 'child' is used throughout the policy it also refers to young people under the age of 18 years.

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3.2.2 Adult at Risk

An “adult at risk”, as defined by Section 126(1) of the Social Services and Well-being Act, is an adult who:

• is experiencing or is at risk of abuse or neglect;

• has needs for care and support (whether or not the authority is meeting any of those needs); and

• as a result of those needs is unable to protect himself or herself against the abuse or neglect or the risk of it.

The use of the term 'at risk' means that actual abuse or neglect does not need to occur before practitioners intervene; rather, early interventions to protect an adult at risk should be considered to prevent actual abuse and neglect.

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3.2.3 Relevant Employees

The term 'relevant employees' applies to all employees who are expected to have unsupervised contact with young people or adults at risk. If an employee is involved in carrying out regulated activity on behalf of Romodels they will be required to have an enhanced DBS and barring check.

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3.2.4 Regulated Activity

Regulated activity is activity involving contact with children or adults and is of a specified nature on a frequent (once per month or more), intensive (3 or more days in any 30-day period) or overnight basis. Work with children or adults with care and support needs which does not meet the criteria for regulated activity, but is eligible for an enhanced DBS check without a barring list check, will require the person in this role to hold an appropriate DBS certificate.

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3.3 Application

We will follow our own safeguarding policy and comply with that of the schools we partner with. Whilst we do not work directly with children, as the delivery of the learning experiences is led by educational professionals in schools, we will also adhere to the safeguarding policies of the schools we work with. We recognise all schools in Wales have their own safeguarding policy and, as we expand our partnerships with schools, we will ensure we are familiar with these processes and share our learning approach and our own safeguarding policy with their safeguarding lead.

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Romodels shall support the school with any action that the school deems appropriate and shall undertake reasonable endeavours to provide the school with any assistance.

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Romodels shall not, under any circumstances, undertake any independent investigation or questioning, as this may jeopardise any enquiry.

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All allegations or suspicions shall be referred to the school no matter how insignificant they seem to be or when they occur.

If the school does not take the appropriate action, we will contact the local authority social services department and the Regional Safeguarding Board.

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4. Responsibilities

Effective safeguarding requires everyone and every organisation to play their part.

 

4.1 Designated Safeguarding Person

To support this approach, Romodels has appointed Laura Labonne as the Designated Safeguarding Person (DSP).

Laura Labonne, Founder (laura@romodels.org). This information will also be displayed on our website.

The DSP's role is to:

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• Ensure Romodels' safeguarding policy and procedures are followed.

• Undertake an annual review of the Romodels safeguarding policy and procedures.

• Ensure they are accessible to those who may wish to raise a concern.

• Ensure they know how to contact the relevant school, local authority social services departments and the police who are responsible for dealing with safeguarding concerns both during and after office hours.

• Ensure that any concerns that indicate a person is experiencing or at risk of experiencing harm are reported to the relevant school, social services or the police. (N.B. Urgent concerns should be reported immediately by those aware of them when the designated person is not available.)

• Receive feedback from Social Services (within 10 working days of making a safeguarding report), or seek such feedback from the relevant department, and use this to support or improve safeguarding practice.

• Act as a source of advice on all safeguarding matters and seek further advice and guidance from local statutory agencies as needed.

• Ensure that a record is kept of any concerns about a child, adult at risk, staff member or volunteer, and of any conversation or referral to statutory agencies. Romodels is committed to maintaining confidentiality wherever possible, and information will be shared only with those who need to know. These records will be kept securely (within restricted-access folders) and will comply with data protection regulations.

• Report to the Board when any action is taken, concerns recorded, or incidents occur. Also report when any 'new' situations may arise, such as undertaking a new type of work where safeguarding may need to be reviewed.

• Conduct regular audit activity, at least every 2 years, to ensure Romodels is working in line with current practice.

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4.2 The Organisation

All Romodels trustees, volunteers and associates are expected to be aware of the Safeguarding Policy and accompanying procedures and apply them in practice.

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It is everyone's duty to conduct themselves in a manner which safeguards and promotes the welfare of children and adults. This also protects them against false allegations and misconduct. Romodels' Code of Conduct (Appendix 2) includes guidance on working with different groups, and everyone should familiarise themselves with, and sign up to, this code of conduct.

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All volunteers, trustees or associates who are expected to have unsupervised contact, or contact under the definition of regulated activity, with children, young people and adults at risk will receive appropriate training on safeguarding issues — including guidance on the identification of indications of abuse and how to make a referral — before they undertake any direct work, as well as having an appropriate DBS certificate in place before commencing the work. This also applies to roles which involve direct work with children and adults that is not regulated activity but is eligible for enhanced DBS checks only.

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4.3 What We Will Do if Someone Discloses Abuse

When a safeguarding concern occurs, Romodels will not promise confidentiality.

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• We will give the person our full attention and respond in a calm, caring and supportive manner.

• We will ensure they know we are actively listening and taking the information seriously.

• We will listen carefully to the person and try to remember the key words or phrases used.

• We will aim to provide an environment that is supportive and respectful.

• We will not ask leading questions or start to investigate the issue. We will instead only use prompts to ensure a clear and accurate understanding of what has been said.

• We will record details such as time, place, who was present and what was said, in the person's own words if possible.

• If appropriate, we will reflect back using the person's own words — saying exactly what they said, without expanding, amending or asking questions.

• We will share what we will do next, and what is likely to happen as a result, using accessible language. We will seek to gain their consent to the sharing of their information in a safeguarding report and will aim to work in response to their views, wishes and feelings.

• If a child or adult at risk has a serious injury or is in immediate danger, we will dial 999 and request assistance from the ambulance service and/or police.

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4.4 What We Will Do if Abuse Is Not Disclosed

Abuse is not always disclosed. Sometimes there are signs, indicators, or just a gut feeling that something is not right. No suspicion is too small. In this situation, questions will be asked to clarify a situation using the TEDS model: “Can you … me … ?”

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• Tell

• Explain

• Describe

• Show​

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This will then be shared with our Designated Safeguarding Person for advice and guidance. See guidance on making a safeguarding record in Appendix 1.

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5. Appropriateness of Resources

We believe that all students, as part of our learning experiences, need to feel safe, secure and comfortable, and able to fully engage in the learning experience. We believe we also have a duty of care to make sure our learning resources are age-appropriate and ethically responsible. We will have a complaints procedure in place should anyone believe our resources fall short of this.

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Our learning experience resources are developed by qualified and experienced educational professionals with deep knowledge and understanding of our 3–11 age group. We also ensure the questions answered by Romodels are further age-appropriate by asking children what they would most like to know, through third-party parent/guardian groups or teachers in schools. We pre-test our resources with a small group of teacher advisors in partner schools across Wales to further adapt and continue to ensure the appropriateness of our resources.

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We also use a children's book illustrator to bring the Romodels to life in a visually engaging way which meets the needs of this younger age group. We have designed our approach to measuring the impact of our resources with leading academics from Cardiff University, to ensure they have the latest thinking on diversity, equity and inclusion, and University College London, to ensure we build on the latest evidence from early years education. We will continue to evolve our resources based on the latest evidence and feedback from professionals.

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Cate Noble, a member of our board, is responsible for our complaints procedure. In the interim, all complaints can be directed to cate.noble@betterpurpose.co. Once we launch our pilot, a dedicated email address managed by Cate will be displayed on our website and shared with schools and parents of children who are engaging in our learning experiences.

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Our safeguarding lead will follow the following process for complaints about content:

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• Actively work to listen intently to the complainant and understand the concerns.

• Inform the development team of the concerns.

• Seek advice from an educational professional on what action should be taken.

• Share the action steps back with the complainant.

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6. Digital Safety

Our resources will be accessed through an online learning portal by teachers only and will be password-protected. The website will not contain any advertisements and will be tailored to meet the needs of teachers in our partner schools. We will limit the personal data we collect to only what is strictly necessary and will comply with GDPR requirements. We will also use security software to help stop any malware being attached to any of our resources.

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7. Our People

We believe that diversity enriches our work and society as a whole, and we actively seek to draw upon the widest possible range of views, backgrounds and experiences, so that Romodels can truly meet the needs of children from all backgrounds across Wales. We plan to create an inclusive environment where all views are encouraged and where we create safe spaces to share thoughts and ideas.

 

Our advisors and individual role models (Romodels) themselves actively represent the diversity of background and thought needed to bring new ideas and the lived experiences we need to inform our work. We also ensure that, as we select contractors, we create an inclusive space for them to showcase their talent.

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8. Volunteers and Associates

The appropriate DBS check will be carried out for any volunteer or associate who is engaged in regulated activity on behalf of Romodels.

Romodels is also committed to ensuring that, on hiring employees, they receive appropriate safeguarding training in accordance with their role and are familiar with the code of conduct and the relevant legislation.

 

We will:

• Ensure access to safeguarding training for current personnel.

• Ensure this policy is introduced to all current personnel and support their understanding of their role in safeguarding.

• Ensure induction on this policy is included in the induction of all new recruits.

• Ensure that contractors understand our safeguarding policy and how they are expected to put it into practice.

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We have a people-compliance process in place, led by our board lead, Cate Noble.

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9. Complaints Approach

• Understand the nature of the complaint in an impartial way.

• Investigate and gather evidence from diverse sources.

• Analyse the evidence whilst asking for advice from other experienced parties.

• Assess the complaint and agree on appropriate next steps.

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9.1 Duty of Care towards Our Volunteers if a Complaint Is Made against Them

• Manage and minimise the stress caused by any allegation made about an individual by treating them in a fair and consistent manner.

• Inform the individual as soon as possible if an allegation has been made against them, explaining the likely course of action.

• Advise the individual to contact their trade union representative, or a colleague, for support.

• Point them towards other sources of help.

• Keep the individual informed about the progress of the case.

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Note: Any person who is the subject of an allegation which suggests they are unsuitable to have a role in direct contact with, or as an influence on, children is reported to the Local Authority Designated Officer (LADO) if it is known or believed they are in contact with children through other roles or their personal life. Where the subject of a similar allegation is in regulated activity, then on removal from the role, they will be reported to the Disclosure and Barring Service for barring consideration. If the same person is not in regulated activity in their role with Romodels but is (or is likely to be) in regulated activity elsewhere (e.g. as a teacher in compulsory education), they will be reported to the DBS as above.

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Appendix 1 — Safeguarding: A Record of Concern

Part 1 — Directly Reported Abuse​​

(Please complete in as much detail as possible. If you have heard these concerns from a third party, please complete Part 2 instead.)

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• Name of child, young person or adult at risk you are concerned about:

• Any other details you know (age, DOB, contact details, etc.):

• Date and time of incident:

• Date and time (of writing):

• Your name:

• Signature:

• Job title/position:

• Line manager:

• Trustees/associates — please provide contact details:

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Record the following factually:

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• What are you worried about? Who? What (if recording a verbal disclosure, try to recall their words)? Where (physical location or online)? When (date and time of incident)? Any witnesses?

• What is the person's account/perspective? Professional opinion where relevant.

• Any other relevant information (distinguish between fact and opinion). Previous concerns, etc. Who discussed consent with the individual, what was the outcome, what happens next, and ensure any issues are shared with the DSP.

• What did you do at the time?

• What needs to happen? Note actions, including names of anyone to whom your information was passed and when.

• Check to make sure your report is clear to someone else reading it.

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Please send this form to Romodels' Designated Safeguarding Person and call to notify: Laura Labonne, Founder (laura@romodels.org).

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Part 2 — Logging Concerns/Information Shared by a Third Party

• Name of child, young person or adult at risk you are concerned about:

• Any other details you know (age, DOB, contact details, etc.):

• Date and time of incident:

• Date and time of receipt of information (via letter/telephone, etc.):

• Recipient (and role) of information:

• Name of caller/provider of information:

• Organisation/agency/role:

• Contact details (telephone number/address/email):

• Relationship to the child/family:

• Information received:

• Any actions that have occurred (please provide as much detail as possible):

• Outcome:

• Name:

• Position or role:

• Signature:

• Date and time completed:

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Check to make sure your report is clear to someone else reading it. Please send this form to Romodels' Designated Safeguarding Person and call to notify: Laura Labonne, Founder (laura@romodels.org).

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Part 3 — For Use by the DSP

• Time and date information received, and from whom.

• Any advice sought, if required (date, time, name, role, organisation and advice given).

• Action taken (referral to children's/adult social care, monitoring, or advice given to appropriate staff, etc.), with reasons for decision.

• Note time, date, names, who information was shared with and when, etc.

• Parents informed? Y/N and reasons.

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Outcome

• Record names of individuals/agencies who have given information regarding the outcome of any referral (if made).

• Where can additional information regarding the child/incident be found?

• Should a concern/confidential file be commenced if there is not already one? Why?

• Does this incident need to be specifically reported to the Board?

• Are there any implications for practice, policy or procedures within Romodels?

• If so, how will this be addressed?

• Signed:

• Printed name:​​​

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