Safeguarding and Prevent Policy

Purpose and scope

Xcademia Ltd (UKPRN 10101097) provides professional training to adults, delivered live online, onsite, blended and self-paced. Some employer-commissioned or funded programmes may include 16 to 18 year olds or adults at risk. This policy sets out how we keep learners safe and how we meet our responsibilities if a concern arises.

It applies to all staff, associate trainers, partners and contractors who work with learners, in any delivery mode. We draw on the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and the Counter-Terrorism and Security Act 2015. Where a funded programme requires it, we also follow Keeping Children Safe in Education and the guidance of the funder or commissioning body.

Most of our learners are adults in employment. Safeguarding still applies to everyone we work with, and we take extra care wherever a learner is under 18 or may be at risk.

Our approach and the Designated Safeguarding Lead

Safeguarding is everyone's responsibility. Anyone working with Xcademia learners must act if they have a concern and must not wait for proof.

We have a Designated Safeguarding Lead (DSL), supported by a deputy where possible. The DSL is the senior role responsible for receiving concerns, deciding what action to take, liaising with the right outside agencies and keeping records. The DSL has management support and is trained for the role.

You can contact the DSL by emailing info@xcademia.com with the subject line "Safeguarding", or by calling +44 20 8050 4999. If someone is in immediate danger, or a crime is taking place, call 999 first. Urgent concerns are acted on immediately.

Recognising and reporting concerns

A concern may come from something a learner says, writes or does, from a change in their behaviour, or from something another person tells us. Examples include:

• signs of abuse or neglect, including physical, emotional, sexual and financial abuse
• a learner saying they are at risk of harm, or are harming themselves
• bullying, harassment, exploitation, coercive control or domestic abuse
• signs of radicalisation or extremist views being promoted
• inappropriate behaviour by a member of staff, trainer or another learner

If you have a concern, report it to the DSL as soon as possible and in any case on the same day. Write down what you saw or heard, in the words used, and keep to the facts. Do not investigate, promise confidentiality or confront anyone.

If a learner tells you something serious, listen calmly, reassure them that they were right to speak up, and explain that you need to pass it to the DSL. The DSL decides whether to refer the matter to the local authority children's or adults' services, the police or another agency, and records the reasons for that decision.

Concerns about a member of staff or trainer are also reported to the DSL. If the concern is about the DSL, report it to a director via info@xcademia.com marked "Safeguarding". Our Whistleblowing Policy also protects anyone who raises a concern in good faith.

Online safety in live virtual sessions

Much of our delivery takes place online, so we take steps to keep virtual sessions safe and professional.

• Sessions are run on approved platforms, with joining details shared only with registered learners.
• Trainers keep communication with learners to the learning programme and use approved channels. Private contact through personal social media or messaging accounts is not permitted.
• Recording happens only when learners have been told in advance, and recordings are stored and shared securely in line with our privacy policy.
• Trainers can remove participants, mute or disable chat, and end a session if behaviour is inappropriate, and they report the matter to the DSL where needed.
• Where a programme includes learners under 18, we agree with the commissioning organisation how sessions are supervised and which additional safeguards apply.

Learners should not share personal contact details in the chat, and should tell their trainer or the DSL if anything online makes them uncomfortable.

Safer recruitment and conduct of trainers

We carry out checks on staff and associate trainers that are appropriate to the role. These include identity and right-to-work checks, references and a review of relevant experience and qualifications. Where a role involves regulated activity and the person is eligible, we obtain an appropriate Disclosure and Barring Service (DBS) check. We apply the same approach to partners who deliver on our behalf.

All staff and trainers are expected to follow our code of conduct, to keep appropriate professional boundaries and to report any concern or conduct that falls short. Where a person is found to pose a risk, we will take action, which may include ending the working relationship and, where the law requires or allows, referring the matter to the DBS or another authority.

Training for staff

Staff and trainers receive safeguarding and Prevent awareness training when they join, and refresher training at regular intervals. The DSL receives more advanced training and keeps their knowledge up to date. We brief partners and associate trainers on this policy before they work with learners.

Prevent: preventing radicalisation

Under the Counter-Terrorism and Security Act 2015, organisations have a duty to have due regard to the need to prevent people from being drawn into terrorism. We support this duty by promoting a safe and respectful learning environment.

We encourage the fundamental British values of democracy, the rule of law, individual liberty, and mutual respect and tolerance of those with different faiths and beliefs. Learners are expected to treat others with respect, and we challenge views and behaviour that undermine these values.

Our cyber security content is taught for legitimate and defensive purposes. Trainers set clear ethical rules for labs and exercises, and report any misuse or concerning behaviour to the DSL.

If a member of staff or trainer is worried that a learner may be at risk of radicalisation, they tell the DSL straight away. The DSL assesses the concern and, where appropriate, makes a referral to the local authority or the police so that it can be considered through the Channel programme. Referral is about early support and is not a punishment.

Record keeping, confidentiality and review

The DSL keeps clear, factual and secure records of every concern, the decisions taken and the reasons for them. Records are kept separately from general learner files, are accessible only to those who need them, and are retained and disposed of in line with our privacy policy and applicable law.

Safeguarding information is shared on a need-to-know basis. Data protection law does not prevent us from sharing information where it is needed to protect someone from harm, and we will tell the person concerned where it is safe and appropriate to do so.

The DSL reviews this policy at least annually, and after any significant incident or change in law or guidance. Learners and others can raise a concern about how we have handled a safeguarding matter through our Complaints and Appeals Procedure.

Questions about this policy?

Contact us or email info@xcademia.com.