STEMprep Safeguarding & Child Protection Policy and Procedures
Policy start date: 25 May 2026
Review date: 25 May 2027
Approved by (Director): Leena Kulkarni
Signed: Leena Kulkarni
SECTION 1 — Safeguarding & Child Protection Policy Statement
1. Purpose and Aim
STEMprep is dedicated to supporting children and young people in their learning and development. The organisation recognises its responsibility to safeguard and promote the welfare of all children who engage with its educational services.
This policy sets out STEMprep’s:
- commitment to child protection
- expectations for safe practice
- system for identifying, responding to, and reporting concerns
- safeguarding culture and governance
This policy is supported by detailed safeguarding procedures found in Section 2.
2. Scope
This policy applies to:
- all children and young people under the age of 18 who participate in STEMprep activities, including tutoring sessions, mock exams, and any other educational provision whether held at STEMprep premises, third party venues such as schools, or online
- all adults acting on behalf of STEMprep, including teaching, family communication, administration, and organisational roles
All adults associated with STEMprep must follow this policy and its supporting procedures.
3. Policy Statement
STEMprep believes:
- every child deserves to learn in a safe, supportive environment
- safeguarding must be proactive, transparent, and central to organisational culture
- children must be listened to, respected, and taken seriously
- concerns must be addressed promptly and appropriately
- partnership with parents, carers, and statutory agencies enhances child welfare
Equality and Inclusion Statement
STEMprep gives equal priority to keeping all children safe, regardless of:
- disability or SEND needs
- race or ethnicity
- gender or gender identity
- religion or belief
- sexual orientation
- socio-economic background
- communication needs
STEMprep recognises that some children may be more vulnerable due to discrimination, trauma, or dependency.
4. Safeguarding Governance
STEMprep has a Designated Safeguarding Lead (DSL) responsible for:
- decision-making and referrals
- acting as the central safeguarding contact
- policy oversight
- record-keeping and compliance
In the event that the DSL is unavailable, safeguarding concerns must be reported directly to Children’s Services (Surrey C-SPA) or the NSPCC Helpline without delay. Any adult present is empowered to make a referral if the DSL cannot be reached.
5. Supporting Documents
This policy is supported by the following procedures:
- Recognising and responding to concerns
- Responding to disclosures from children
- Recording and storing safeguarding information
- Code of conduct for adults
- Managing allegations about adults
- Managing harmful behaviour between young people
- Safer recruitment
- Anti-bullying procedures
- Safe environments & risk assessments
- Photography, video & image use
- Online safety
- Whistleblowing and complaints
6. Key Contacts
Designated Safeguarding Lead (DSL):
Name: Rohan Kulkarni
Email: admin@stemprep.co.uk
Children’s Services (Surrey C-SPA):
Phone: 0300 470 9100 (Mon–Fri, 9am–5pm)
Out of hours: 01483 517898
Email: cspa@surreycc.gov.uk
LADO (Local Authority Designated Officer):
Phone: 0300 123 1650 (option 3)
Email: LADO@surreycc.gov.uk
Police (non-emergency): 101
Emergency: 999
NSPCC Helpline: 0808 800 5000
Childline: 0800 1111
SECTION 2 — Safeguarding & Child Protection Procedures
2.1 Procedure: Recognising and Responding to Concerns
Purpose
To ensure concerns are recognised early and acted upon.
Signs and Indicators
Physical abuse — unexplained bruising, burns, cuts or injuries; injuries inconsistent with explanations given; flinching at sudden movements.
Emotional abuse — low self-esteem, withdrawal, extreme behaviour, delayed emotional development, excessive fear of making mistakes.
Sexual abuse — inappropriate sexual knowledge or behaviour for age, withdrawal, self-harm, difficulty walking or sitting.
Neglect — poor hygiene, inappropriate clothing for weather, frequent hunger, tiredness, untreated medical conditions.
Grooming, exploitation, domestic abuse exposure — unexplained gifts or money, secretive behaviour, older associations, signs of fear at home.
Self-harm — unexplained cuts or marks, covering arms/legs inappropriately, withdrawal from peers.
Steps to follow
- Act immediately — do not wait
- Do not investigate or ask probing questions
- Report to the DSL as soon as possible
- Record the concern in writing with date, time and exact observations
- DSL determines next steps including whether to refer to Children’s Services
2.2 Procedure: Responding to Disclosures
Do:
- Stay calm
- Listen carefully
- Reassure the child
- Explain who you must tell
- Report immediately
- Record exact words
Do Not:
- Promise secrecy
- Ask leading questions
- Express shock
- Delay reporting
2.3 Procedure: Recording & Storing Safeguarding Information
Records must be factual, accurate, timely, and securely stored.
- Date & time
- Child’s name
- Details & exact words
- Actions taken
- DSL decision
Records are stored securely and separately from general organisational files. Access is restricted to the DSL only unless disclosure is required by law.
2.4 Procedure: Code of Conduct for Adults
Adults must:
- Maintain professional boundaries
- Use respectful communication
- Use only approved channels
- Report boundary issues
- Treat all children with dignity
Adults must never:
- Use sexualised or aggressive language
- Form inappropriate relationships
- Give personal contact details
- Ignore concerns
2.5 Procedure: Managing Allegations About Adults
- Report to DSL immediately
- DSL contacts LADO
- No internal investigation before LADO advice
- Actions taken as instructed
- Records stored securely
2.6 Procedure: Managing Harmful Behaviour Between Young People
- Bullying
- Sexual harassment
- Coercion or control
Report to DSL → assess risk → inform parents (where appropriate) → refer externally if needed.
2.7 Procedure: Safer Recruitment
- Enhanced DBS
- Identity checks
- Two references
- Qualifications verified
- Safeguarding interview
- Employment history verified
2.8 Procedure: Anti-Bullying
All forms of bullying are prohibited. Concerns go to the DSL for action.
2.9 Procedure: Safe Environments & Risk Assessments
- A written risk assessment is completed before each session or event, including mock exam sessions and tutoring held at third party venues
- Risk assessments are reviewed and updated if the venue, activity or group changes
- Equipment and materials are handled safely and checked before use
- Emergency procedures, fire exits and assembly points are identified and communicated to all adults at the start of each session
- A register of all persons present is maintained at every session for emergency evacuation purposes
- Children are only permitted access to designated rooms and areas as agreed with the venue
2.10 Procedure: Photography, Video & Use of Images
- No images without parental consent
- Secure storage of images
- Deletion when no longer needed
- No public sharing without permission
2.11 Procedure: Online Safety
STEMprep ensures safe communication, prevents grooming, monitors concerns, and reports issues to the DSL.
- All communication with students and parents takes place through official STEMprep channels only
- Online safety concerns are reported to the DSL who may refer to CEOP or Children’s Services as appropriate
2.12 Procedure: Whistleblowing & Complaints
Concerns about unsafe practice can be raised with the DSL, Children’s Services, or the NSPCC Whistleblowing Advice Line.
No one will face negative consequences for raising safeguarding concerns in good faith.
SECTION 3 — Review Arrangements
- Policy reviewed annually
- Updated following changes in law or practice
- DSL monitors implementation and effectiveness