Music@Malling Ltd – Safeguarding Policy – Overview

Commitment to safeguarding: 

Music@Malling believes that every child, young person or adult at risk should never experience abuse, neglect, exploitation or harm of any kind. 

Music@Malling recognise that we have a responsibility to promote the welfare of every child, young person and adult at risk that we work with.

We undertake to provide a safe physical environment at all our concert and outreach activities for the benefit of children, young people and adults at risk; general audiences; staff and volunteers –  by applying health and safety measures in accordance with the law and regulatory guidance.  

Music@Malling expects all adults involved in the delivery of these activities to take responsibility for promoting the highest standards of care.

We will follow the procedures listed below and share any safeguarding concerns and issues with the agencies who need to know and manage any allegation against staff  and volunteers appropriately.

Aims of this policy

  • To ensure the safety and security of participants and audiences for Music@Malling concerts and outreach.
  • To create an environment which enables all participants to achieve the maximum educational and personal benefit from their involvement.
  • To ensure that everyone involved in the delivery of our projects is appropriately trained and fully understands safeguarding issues and procedures.

About this policy 

  • This policy applies to all those working for or on behalf of Music@Malling Ltd including management and interns; committee and trustees; volunteers; freelance musicians; composers and professional ensembles. 
  • This document provides the over-arching principles that guide our approach to the protection of all vulnerable people involved in Music@Malling activities which include rehearsals; concerts; creative workshops; masterclasses; talks and participatory events.
  • This policy recognises vulnerable people as:
  • Children up to the age of 16 or young people aged 16 -18.
  • Adults aged over 18 at risk as defined by the Safeguarding Vulnerable Groups Act 2006. This might include adults with a learning or physical disability; a physical or mental illness – chronic or otherwise – including an addiction to alcohol or drugs; reduced physical or mental capacity. This policy also recognises risk is determined by the activity an adult is taking part in and not solely on the personal characteristics or circumstances of the adult, as such any adult can be at risk, and the risk can be temporary.   
  • This policy recognises abuse as:       
  • Any behaviour towards a person that deliberately or unknowingly causes them harm, endangers life or violates their rights.  It includes physical, emotional and psychological ill treatment; neglect (including self-neglect); financial or sexual abuse; the impairment of physical, emotional, social or behavioural development; bullying; the misuse of power, control and/or authority that can be perpetrated by an individual, group or organisation. 
  • This policy aims to:     
    • Protect children, young people and adults at risk who are participants, audiences or volunteer for Music@Malling.
    • Recognise that everyone has an equal right to protection from all types of harm and abuse regardless of age; disability; gender reassignment; race; religion or belief; sex or sexual orientation.
    • Ensure management and interns; committee and trustees; volunteers; freelance musicians; composers and professional ensembles working with children, young people and adults at risk are carefully recruited and understand and accept responsibility for the safeguarding of those vulnerable individuals they are interacting with and that they are fully aware of Music@Malling’s policies.
    • Ensure that safeguarding of children, young people and adults at risk is a primary consideration when Music@Malling Ltd undertakes any activity where they are engaged as participants or audiences.
    • These policies will be regularly reviewed and will be made widely available to all those involved in the delivery of our programme.

How Music@Malling might work with vulnerable people:

Our outreach is differentiated and fully inclusive – our concerts are open to everyone.  Our involvement with vulnerable people includes but is not limited to:

    • Workshops and concerts in local primary and secondary schools.
    • Out of school activities such as The Music@Malling Scratch Orchestra; Side-by-Side – rehearsing and performing with professional ensembles; Go Compose – programme for young music creators; Lets Get Creative for pre-schoolers and their parents/carers and family concerts.
    • Bespoke therapeutic projects with local charities dealing with adults at risk.
    • Events held in care facilities for the elderly and vulnerable.
    • Audiences at public concerts.
    • Mentoring young artists.

Named safeguarding person: 

Artistic Director – Thomas Kemp is the designated safeguarding lead. All queries and concerns relating to safeguarding should be referred to Thomas Kemp in the first instance.

The committee lead for Music@Malling Ltd is Nelson Sinclair Strong.

Any projects, events or other activities that will involve vulnerable people must be planned with the involvement of Thomas Kemp and Nelson Sinclair Strong in the first instance and be in line with established procedures and ground rules (see below).

Procedures and ground rules: 

A further document –  Ground rules, ways of working and procedures is available below and forms part of this policy. 

Policy review: 

This policy will be reviewed and amended on an annual basis by the Board of Trustees and the management committee. It will also be reviewed in response to changes in relevant legislation, good practice, or in response to an identified failing in its effectiveness.

February 2023

Music@Malling Ltd – Ground Rules, Ways of Working and Procedures

This document forms part of the Music@Malling Ltd Safeguarding Policy

  • This policy applies to all those working for or on behalf of Music@Malling Ltd including the management and interns; committee and trustees; volunteers; freelance musicians; composers; professional ensembles. 
  • The purpose of this policy is to provide the overarching principles that guide our approach to the protection of vulnerable people. 
  • This policy recognises vulnerable people as:
    • Children up to the age of 16 or young people aged 16-18.
    • Adults aged over 18 at risk including those defined as vulnerable by the Safeguarding Vulnerable Groups Act 2006; this might include adults with a learning or physical disability, a physical or mental illness, chronic or otherwise, including an addiction to alcohol or drugs, or reduced physical or mental capacity.

This document includes: 

  • Recruitment practices around safeguarding
  • Ground rules and ways for working regarding safeguarding of vulnerable people
  • Procedures for raising safeguarding concerns and incidents of abuse 
  • Procedures for dealing with concerns and incident of abuse 

Recruitment practices around safeguarding

  • Music@Malling are committed to recruiting and selecting staff and volunteers safely. We ensure all the necessary checks are made and provide effective management for staff and volunteers though supervision, support, appropriate training and quality assurance measures so that all staff and volunteers know about and follow our policies, procedures and behaviour codes confidently and competently.
  • All freelance musicians, composers, animateurs, staff and volunteers engaged in outreach will have the appropriate level of DBS.  This will be requested before any work is undertaken. 
  • Checks will be undertaken every 2 years by means of a new check undertaken by Music@Malling, or by looking at the online record of those that have registered with the DBS online system.  Certificates processed by other organisations that are not registered with the DBS online service will be accepted if they are less that 3 months old.
  • For those who do not have the appropriate DBS, this will be applied for by Music@Malling Ltd through its membership of Making Music.
  • For overseas musicians working for Music@Malling Ltd, we will use First Advantage Ltd.
  • The level of DBS check required will be decided by the Safeguarding Lead and in line with DBS rules regarding regulated activity. The results of any check to inform a decision will be used confidentially and in line with Music@Malling’s Equal Opportunities Policy.  


Music@Malling will ensure that all management and interns; committee and trustees; volunteers; freelance musicians and composers are appropriately trained and are fully aware of their safeguarding responsibilities.

Music@Malling uses the following regional agencies for its training which is ongoing:

All new trustees, committee and staff will receive induction training and existing members will be given relevant refresher courses.

All freelance musicians involved in the delivery of outreach will be given training as required and a copy of this document with their contract.

Ground rules and ways for working regarding safeguarding of vulnerable people

When Music@Malling organises an activity or event where they will be responsible for vulnerable people they will ensure:

  • Planning is carried out in line with this policy and procedures.
  • We will work closely with any partnership organisations on safeguarding and best practice.
  • The event is attended by an appropriate number of DBS checked adults – this will be a minimum of one but more when practically possible.
  • Where practically possible the total number of adults in attendance (not necessarily DBS checked) compared with the total number of children will be in line with the ratio table below  – as per Ofsted recommendations. 
  • There is a main contact for safeguarding on the day – this will be an individual who has been DBS checked. 
  • The main contact has access to emergency contact details and other relevant details (e.g. information about picking up arrangements for vulnerable people). 
  • That if vulnerable people of different gender will be taking part in activities adults of different gender will be in attendance too.
  • A vulnerable person is not be left alone with an adult, unless that adult is DBS checked and carrying out regulated activity.  
  • Two adults (one DBS checked) should be the last to leave a venue once the activity has finished and will be responsible for ensuring vulnerable people get home safely. 

Child to adult ratio table 

Childs age Number of adults  Number of children 
0-2 1 3
2-3 1 4
4-8 1 6
9-12 1 8
12-18 1 10

Photography and video

All outreach participants and parents of children and young people, are asked to give permission for photography and video.  Any requests not to be photographed/videoed will be respected. No child, young person or adult whose image is used by Music@Malling will be identified with their full name without additional consent.

Working with parents/guardians: 

If a vulnerable person wishes to take part in Music@Malling activities, written permission should be obtained from parents/guardians where appropriate before the activity takes place. Written permission will include emergency contact details of any relevant pick-up arrangements – including permission for another adult to pick up the vulnerable person after the activity has finished.

For out of school activities, parents are encouraged to attend and participate where appropriate.

Procedures for raising safeguarding concerns and incidents of abuse 

  • If any freelance musician, staff or volunteer witnesses, suspects or is informed of a witnessed or suspected case of abuse, they should immediately report it to the named safeguarding officer: Thomas Kemp 
  • If the named person is not available, or is involved in or connected to, the abuse, it should be reported to Music@Malling Chair – Alan Gibbins or a DBS checked adult: Jason Rowland – Lead Animateur;  Sally Sparrow – General Manager; Nelson Sinclair Strong – Safeguarding (Committee Lead).
  • If an individual wishes to report an incident of abuse against themselves they should report it to the named safeguarding officer or an individual they trust. 
  • If an issue occurs in any participating primary, secondary or specialist school, it will be dealt with following their procedures with the full involvement of Music@Malling.

Procedures for dealing with concerns and incidents of abuse 

The Named Person (or person reported in their absence) will first make a decision based on the immediacy of the concern and the following two factors: 

  1. If the vulnerable person is in immediate danger or needs emergency medical attention – call the police and/or ambulance service (999). 
  2. If the person at the centre of the allegation is working with vulnerable persons at the current time – remove them, in a sensitive manner, from direct contact with vulnerable people and follow the procedures below.

If none of the above applies the named person will: 

  • Make a note of the concerns reported to them including any suspicious, allegation or incident causing concern with the following:
    • Date
    • Time
    • Location
    • Person reporting
    • Person concerned 
    • Designated person handling the concern and action taken
  • Speak with Kent County Council Social Services/partnership organisation/school to decide how to handle the reported abuse – excluding anybody who is involved in the incident. 
  • Escalate the report by either: 
    • Raising concerns with the police – for serious or possible criminal offences. 
    • Requesting an assessment by the local authority social care department about whether a vulnerable person is in need of protection (Kent County Council Social Services).
    • An internal investigation – for less serious incidents where they feel internal mediation will be successful. 
  • Where cases are escalated the Music@Malling committee will cooperate with the police or local authority (Kent County Council) in dealing with the reported incident. 
  • Where an internal investigation takes place the committee will: 
    • Inform all parties involved of the reported abuse as soon as possible. 
    • Inform the family/guardians of the person reported as being been abused of the incident. 
    • Arrange separate meetings with both parties within 10 days of the reported incident. A joint meeting may be arranged if appropriate.
      • Both parties should be given the chance to bring a friend or representative to the meeting.
      • Meetings will be attended by the named safeguarding lead and at least one other committee member. 
      • All parties will also be invited to submit a written statement in advance of the meeting.
    • Once meetings have taken place the committee will decide on next steps and communicate them to all parties in writing within 5 days. They will be either: 
      • Escalate the incident to the relevant authority. 
      • Further investigation – with established procedures and timelines to work towards a resolution.
      • A decision or resolution. 

Resolution and disciplinary action 

  • If abuse is found to have taken place, any final resolution or decision will be taken in the best interest of the person who has suffered the abuse.
  • Any disciplinary action will be taken in line with the Music@Malling Ltd constitution and reported to the relevant professional bodies.  This will include the Disclosure and Barring Service.


Designated Safeguarding Lead – Music@Malling

Thomas Kemp: 07966612855

Committee Safeguarding Lead – Music@Malling 

Nelson Sinclair Strong: 07591689652

General Manager – Music@Malling

Sally Sparrow: 07506643673

Animateur – Music@Malling

Jason Rowland: 01353 662022

Chair – Music@Malling

Alan Gibbins: 07802918871

Social Services

Kent County Council Social Services:  03000416161 (day time) 03000419191 (night time)