Version: 07 December 2024
Introduction
Wellington and District Camera Club is affiliated to the PAGB through the WCPF. PAGB’s guidance on child protection may be found here: http://thepagb.org.uk/wp-content/uploads/child_protection.pdf
The Policy
The safeguarding policy applies in respect of individuals under the age of 18 and vulnerable adults.
The policy applies to all club sponsored events including general programme meetings, club outings, visits to other clubs and ad hoc meetings at members’ houses. When joining the club, the membership application form must be signed by their parent/guardian/carer to signify acceptance of this policy.
Parents, guardians and carers do not need to be club members.
Committee members take responsibility for welcoming members and taking account of any special personal needs of members - for example, the siting of wheelchairs.
Young members and visitors
Young members and visitors under 18 years of age must be accompanied at all regular club meetings, other club meetings, and other events by a parent or guardian who will be responsible for their safety at all times. If the parent or guardian is not present, responsibility for the young person should be taken by a person nominated, in writing and prior to the meeting or event, by the parent or guardian. If required, the nominated individual need not be the same individual on each occasion.
Vulnerable adults
Vulnerable adults who normally have the services of a carer must be accompanied by an approved carer at all times during club events. Where there is doubt or uncertainty the needs of vulnerable adults will be assessed on a case-by-case basis by two or more members of the committee and, if required, the member running the meeting.
Meetings
Meetings are low risk environments for minors or vulnerable adults. Presentations, competitions and other meetings open to members are held in a large meeting room. These meetings are the main club activities. Every effort should be made to ensure that individuals covered by this policy are not left in one-to-one situations with club members.
Those showing images, whether prints or projected images, must ensure that these images are not indecent nor likely to cause offence to adults or minors. If there is likelihood of this, prior advice must be given before the meeting.
The Club holds meetings via the Zoom platform. This can involve the display of digital images from members of the Club, other clubs or external presenters. Prior to such meetings, those taking part should be advised of their responsibilities under this policy.
No person under the age of 18 or considered to be vulnerable is permitted to be a model during club controlled events.
External club events
Typically these are occasional external events for which members arrange their own transport. These involve small number or members meeting, usually in public places. Members are advised not to offer lifts to minors or vulnerable adult unless accompanied by a parent, guardian or carer. Members should not work on their own with a minor or vulnerable adult. They should make sure they can be observed by others, and the parent, guardian or carer is present.
Mentoring
Informal mentoring is important to the club so that more experienced members can pass on expertise to others if requested. Mentoring may requested by members who need help with aspects of their photography. Responding to this might involve visits to private homes. Mentoring of minors or vulnerable adults is only allowed with the explicit agreement of their parent/guardian/carer and should take place only if the parent/guardian/carer, is present.
Online
The club has a Facebook site and Whatsapp group which members can elect to join. On these channels members can post their pictures and also make comments or discuss with others. The Facebook site manager and Whatsapp admins can control access and remove material should anything deemed to be unacceptable be posted. Members are required to treat others with respect and politeness in their comments, even if their opinions differ. In order to protect contact details, minors and vulnerable adults should not join these groups.
It is recommended that club members should not communicate with a minor or vulnerable adult by text or on-line, unless in a general communication to all members in which case the parent, guardian or carer should be CCd. When using phone or e-mail they should communicate with the parent, guardian or carer, rather than having direct contact with the minor or vulnerable adult.
Breaches
Allegations of concerning incidents in respect of this policy should be reported to any member of the committee in confidence, who in turn must pass these on immediately to the Chairman (or in his other absence, another officer of the Club). The Chairman shall liaise with the committee in deciding what action should be taken. This could include sharing information about concerns with agencies who need to know such as the Police or social services and involving parents or a guardian or carers appropriate. A copy of all written records, reports, notes and correspondence relating to any incident, will be kept by the Secretary.