Procedure for Residential Activities with Children and Young People

PURPOSE

Purpose and aim of this procedure

Amnesty International UK aims to empower young people as Human Rights activists and to enable them to take part in all areas of Amnesty International UK’s activism. We also want to provide dedicated spaces and opportunities for our Children and Young People activists to come together as part of Amnesty International UK.

This procedure provides clear direction to staff and volunteers at Amnesty International UK when working/holding an activity which involves an overnight stay for one or more children or young people.

SCOPE

This procedure applies to circumstances of a child or young person being overnight at an Amnesty International UK organised event or meeting; including:-

  • Youth Advisory Group meetings
  • Attendance at the National Conference and Annual General Meeting
  • Youth Conference
  • Youth member of a Network Committee
  • Youth representative to Activism Sub-Committee of the Board
  • Other similar roles

This procedure applies to children and young people between the ages of 14 and 18.

We require children and young people under the age of 14 to be accompanied by their own parent or carer.

At present Amnesty International UK does not hold residential events attended by children young people under the age of 14 unaccompanied by their own parents/guardians. If this changes this procedure will need to be updated to cover this.

This Procedure does not apply to Local, Student or Youth groups. If any group is holding an event which requires a residential element the they should contact Amnesty International UK’s Safeguarding team for advice.

DEFINITIONS

A Child or young person is anyone who is under the age of 18.
A residential event is any which includes the hours between 02:00 and 06:00

SPECIFIC PROCEDURE

Before the event

1.    Determine if an overnight element is necessary and why, for example

  • Two or more days event
  • Travel time to meeting/event

2.    Undertake a risk assessment of the event

3.    Ensure there are enough adults with an enhanced DBS check and have undertaken training on Safeguarding in residential setting, able to supervise the overnight event as below:-

  • One child = 1 adult
  • At least 2 adults for 2 or more children
  • A ratio of one adult for every 10 children eg 30 children = 3 adults
  • At least one adult scheduled on stand-by in case of adult illness/unforeseen circumstances
  • Where there are over 10 children/young people and all or most of them are not previously known to the duty adults then a third adult is highly recommended.

4.     A named lead duty adult for the event

5.    Prepare a health and consent form specific for the event

6.    Obtain completed health and consent forms from all parents before confirming their attendance at the event.         See Procedure for Health and Consent forms for how to store and access these forms.

7.    Ensure there is at least one certified first-aider present on the residential

8.    Ensure all duty adults have been trained on safeguarding and youth engagement

9.    Ensure at least 2 duty adults have attending training on Safeguarding at Residential events

10.    Provide option to young people and their parents/guardians to provide their own chaperone    (e.g parent/older sibling) and where necessary Amnesty International UK to cover the travel and accommodation costs for that person

At the Event

  1. Ensure there is a designated lead duty adult for each night of the event
  2. All duty adults must not consume alcohol or consume illegal substances
  3. Ensure there is enough food provided to accommodate all attendees and duty adults and that all dietary       requirements are catered for.
  4. Lead adults to be aware of at all times their roles as role models to young people, how their behaviour and language can be interpreted particularly with the power dynamics in the relationship; including (but not limited to):-
  • Not smoking whilst supervising young people and ideally smoking out of sight of young people
  • Not swearing in the presence of young people
  • Not discussing inappropriate topics with young people and ensuring sensitive topics are discussed in an age appropriate way
  •  Not initiating physical contact with young people and using caution when young people initiate physical contact, ensuring they do not respond unless there are other adults or responsible young people present.
  • Never show favour to individual children.
  • If physical behaviour from a young person causes any concern report it within the Procedure for Children at Possible Risk of Harm or Abuse.
  1. Young people not to leave the hotel/venue without permission from duty adult/s or prior consent from parents/guardians with duty adult’s knowledge.
  2. Ensure all young people have contact details and room number of duty adults.
  3. Ensure all young people are aware of how and where to raise concerns/questions about other Children/Young people’s behaviour
  4. Ensure clear meeting points with location and time and all young people know the details of these
  5. Ensure young people are briefed on all of the above along with expectations of them including
  • Ask that they respect each other and support each other in their requirements eg sleep/quiet space for homework/not excluding people
  • Not to consume alcohol or illegal substances

Accommodation

  1. No under 18 to share with an over 18-year-old .
  2. Where there is the possibility of sharing rooms then apply the following rules:-
  3. The option to not share a room
  4. Discuss with the young person their preference for who they share a room with and accommodate where possible, if appropriate
  5. Where possible room young people with someone in the same age bracket as themselves (eg, 14-15, 15-16 or 16-17).
  6. During arrivals to venue (i.e before 02:00) at least one adult must remain on site in venue/hotel to ensure no under 18s are left unaccompanied in venue. Note this could be a different adult to those staying overnight at the residential.
  7. Ensure all duty adults have full access to allocation of room information and contact details for young people
  8. Ensure lead adult has access to health and consent forms
  9. No duty adult to be alone in hotel room with young person
  10. If there is a need for a quiet/sensitive conversation try to have this in a quiet area of venue/hotel lobby where can be observed but not overheard

Travel to and from residential

  1. Agree travel arrangements with young person and parents/guardians in advance of the meeting.
  2. Clearly indicate the point from which Amnesty International staff become responsible for the young person eg on arrival at venue/at station/getting onto train.
  3. Ensure all staff have Amnesty International UK phone and do not use personal devices for contact with young people.
  4. Request all young people have charged phone with credit.
  5. Ensure all duty adults have contact phone numbers for young people and two parental/adult emergency contacts.
  6. Ensure all parents and young people have contact details for duty adults.
  7. Where agreement has been made to collect young people from train/bus station or airport ensure adult collecting young people/child are:-
  • Briefed on how to behave/interact with young person
  • Arrive at meeting point ahead of young person’s arrival
  • Are never alone with the young person (in a closed room with no other adult inside that room ie being on a bus/tube is not alone)
  • Ensures young person contacts parent/guardian to communicate arrival
  • Remains in regular contact with the Lead adult specifically reporting in at the following points:-
  • On their way to collect young person
  • Arrived at meeting point
  • Met young person
  • Confirm young person has contacted parents/guardians
  • Departing from meeting point
  • Arrived at venue/hotel

8.    Lead adult must:-

  • Have contact details of all adults collecting young people from station
  • Expect regular updates from adult collectors
  • Be available to speak to adult collectors when needed (ie remain over ground)
  • Contact parents with updates when young person arrived and met

9.    Repeat this process in the reverse order when escorting young people to take flight/train/bus

10.  When waiting at train station/airport/bus station adult to identify café/location to wait. Young people are allowed to go to shops/toilet in station in groups of 2 or more, with charged phone. Adult to have contact information and set a return time which allows ample time to catch train/plane etc.

Useful contact details

Designated safeguarding lead for children and young people and deputies: 

AIUK Designated Safeguarding Lead:
Kerry Moscogiuri, Director of Supporter Campaigning and Communications, Amnesty International UK
Email:  Kerry.Moscogiuri@amnesty.org.uk
Phone:  0207 033 1605

AIUK Deputy Safeguarding Leads:
Jeni Dixon, Community Organising Manager

Email: Jeni.Dixon@amnesty.org.uk
Phone 0207 033 1716

Alice Sims, Education Officer (Youth and Schools)
Email@  Alice.Sims@amnesty.org.uk
Phone:  0207 033 1597

RELATED POLICIES, PROCEDURES, PROCESSES, FORMS GUIDELINES AND OTHER RESOURCES: 

This procedure is driven by the following policies and supported by the following processes, in order to enable our staff and volunteers to carry out this procedure: 

Policy Statements
Safeguarding Children and Young People
On Call Policy

Procedures
Procedure for Creating, Using and Retaining Health and Consent forms for Children and Young People
Procedure for Enabling Children and Young People to take on Lead Activist Roles
Procedure for Children at Possible Risk of Harm or Abuse

Forms 
AIUK Safeguarding Incident Reporting Form

Guidelines 
Engaging Safely with Children and Young People for Amnesty – do’s and don’ts

WHO IS RESPONSIBLE FOR THIS PROCEDURE? 

Author/procedure contact:  Jeni Dixon, Designated Deputy Safeguarding Lead
Sign off:  AIUK Safeguarding Team
Approved by/approval level: AIUK Safeguarding Team
Date effective: November 2018 – November 2019
Last reviewed or updated: November 2018
Frequency of review: Annually
Supersedes: New procedure