1. Introduction

Ex Cathedra runs a range of participation, performance, learning activities and projects for people of all ages in a variety of settings including in schools, hospitals, concert halls, community settings and online. The projects are run with varying group sizes, including for individuals, of all ages and capabilities and needs. This includes Regulated Activities.

Ex Cathedra recognises that it is of the utmost importance that we consider and take appropriate action for the safeguarding of children and vulnerable adults in all circumstances, including where we have sole charge of children, where we are hosting an event, and where we are working in partnership with another body that has overall responsibility for the participants or event.

Ex Cathedra recognises that all children, young people and vulnerable adults have a right to be protected from harm and takes every reasonable step to ensure that children and vulnerable adults involved in its projects are protected from harm.

We are respectful of the safeguarding practices we uphold, and that are upheld by others. We follow legislation, guidance and best practice and aim to keep up to date.

2. Our People

We carefully select the members of our team (employed and freelance) ensuring their skills and attributes, experiences and appropriateness for working with our participants.

2.1 DBS CHECKS

Before anyone can deliver or assist in the delivery of participatory sessions for Ex Cathedra (paid or on a voluntary basis) directly with children or vulnerable adults, or have responsibility for their activities such that they are or may be undertaking regulated activity, a satisfactory DBS check is carried out.  

The highest appropriate level of DBS check for each role is undertaken. This level – basic, standard or enhanced – is identified using the government’s online tool, published in 2018: https://www.gov.uk/find-out-dbs-check.

Ex Cathedra follows best practice with regards to repeating DBS at appropriate intervals and our people are asked to register themselves on the update service and are given instructions in how to do so.

If any information changes with regards to the individual and their suitability for working with children or vulnerable adults the individual is required to inform Ex Cathedra immediately and Ex Cathedra will immediately consider appropriate action.

Our people carry their DBS certificates when working with children and vulnerable adults in a new setting and Ex Cathedra keeps a central record of the certificate number and date of issue. ID (including uniform when specifically instructed) is also worn and visible at all times.

For the sake of clarification, when children and young people join Ex Cathedra adult singers and instrumentalists, whether professional or amateur, those adults are treated in Safeguarding terms as participants. They are not subject to DBS checks although everyone participating with the organisation is required to complete a Safer Recruitment Self-Declaration Form, provided by Ex Cathedra. Ex Cathedra uses the information received from this process to determine an individual’s suitability to engage in activities with Ex Cathedra. Information is stored in accordance with Ex Cathedra’s Privacy Policy. If children and vulnerable adults rehearse and perform with non DBS-checked musicians they are safeguarded according to the same criteria as if they were in a public space and the musicians were unknown to Ex Cathedra. Members of staff responsible for the wellbeing of children and vulnerable adults within a specific situation wear a green lanyard around their neck, which also holds their ID cards. This information is communicated with participants.

2.2 RESPONSIBILITIES

Safeguarding is everyone’s responsibility. Anyone who sees anything that gives them concern should raise it with the Designated Safeguarding Lead or Deputy Designated Safeguarding Lead.

It is the responsibility of the Designated Safeguarding Lead and Deputy Designated Safeguarding Lead to:

• Formulate the Company’s safeguarding policy and make it available to all staff
• Ensure that all members of staff (including freelance staff) have read the policy and procedures and understood them
• Arrange for display of the safeguarding policy on Ex Cathedra’s website and all associated websites, so that it is accessible to all parents
• Co-ordinate action in safeguarding issues and understand the DBS referral process
• Ensure that all staff know who the designated member of staff is and know about the role
• To follow procedures set out below and refer suspected cases of abuse to the appropriate authorities
• To take part in relevant and appropriate training
• To maintain records in a secure and confidential file
• To monitor and evaluate the effectiveness of safeguarding work carried out within the organisation
• To report to Ex Cathedra Trustees on safeguarding within the organisation.

It is the responsibility of the designated member of the Board of Trustees to:

• Monitor and evaluate the effectiveness of the safeguarding of children and vulnerable adults within the organisation
• Support and monitor the work of the Designated Lead and Deputy Designated Safeguarding Lead.

It is the responsibility of all members of Ex Cathedra employed staff and education & participation animateurs to:

• Understand their responsibility for referring safeguarding concerns using the proper channels
• Ensure that any suspected exploitation or radicalisation of young people is regarded as a safeguarding concern and is referred to the Designated Lead
• Be aware that abuse can occur between children and vulnerable adults and if there are concerns that this is taking place refer it accordingly
• Treat the child’s or young person’s welfare as paramount
• Be alert to potential indicators of abuse and neglect, and to the risks that individual abusers may pose to children and young people
• Be aware of the effects of abuse and neglect on children and young people
• Know how to respond to anyone who may disclose abuse, including providing a written report to the Designated Lead
• Treat any allegation or complaint with respect.

3. Training and Awareness

All trustees, and all staff will receive appropriate Safeguarding training. The Trustee overseeing Safeguarding, the Director of Education and Participation (DSL) and the Education and Participation Manager (DDSL) receive Safeguarding training. Safeguarding is a standing item within the Director of Education’s quarterly Board reports, and also monthly office team meetings. Members of the Education team receive additional training pertinent to specific project work (e.g. Singing Medicine at Birmingham Children’s Hospital). We engage chaperones for our Academy of Vocal Music members (for under 18s) who are trained and approved by local authority for chaperone duties. Safeguarding is an item on the annual Education and Participation team members’ review with the Director of Education and Participation. Everyone engaged by Ex Cathedra to deliver regulated activities for children are required to complete an Enhanced DBS Check with barred lists which returns no information and they are expected to register on the DBS Update service. Annual DBS checks are then carried out in March on those registered to check for any changes to status. If a DBS certificate is not registered on the update service, then these will be re-applied for in full after 3 years, the cost of which will be re-charged to the applicant. All Ex Cathedra freelance staff are required to complete Level 2 Safeguarding training every 2 years.

4. Making our Space Safe

Risk assessment documents are created, shared and implemented for all our events by the lead project team, to:

• Identify Risks
• Assess the risks
• Mitigate the risks
• Share the responsibilities and assign actions accordingly
• Review our implementation and practices.

5. Confidentiality

We hold confidential information for some participants of our work as well as members of our Academy of Vocal Music training choirs, for example as a result of licensing procedures for performances. This information is used only by those who have appropriate DBS checks and is stored securely (GDPR Compliant). When physical copies of forms are handed to Ex Cathedra, the information is transferred to the online account and the physical copies are then destroyed appropriately. In the nature of some of our work (Singing Medicine) we are working with vulnerable people and learning about confidential and private information. We do not share any of this knowledge outside of the project team, unless it relates to or is a new safeguarding disclosure.

5.1 DIGITAL MEDIA (IMAGES AND SOUNDS)

We create digital media (audio, visual, and audio-visual). If at any point media needs to be captured of any children or vulnerable adults we are working with, appropriate permissions are sought with the projected use and timescale for the use of the media detailed. Children and vulnerable adults must also be asked for their permission. Any media consent forms are stored securely in limited access folders on the server and when necessary, in password protected files. These will be permanently deleted once the agreed specified date of use on the consent form has expired. No physical copies are retained, they are destroyed appropriately. At an event where children and/or vulnerable adults are present, no one except approved Ex Cathedra team members (staff or freelance) should be taking media footage featuring the children/vulnerable adult. The Director of Education and Participation and the Education and Participation Manager use work specific mobile phones for recording videos and taking photographs of activities (where permission is given). Any other member of the team (staff or freelance) recording media footage should upload to Ex Cathedra’s systems as soon as possible and permanently delete the media from their personal device. When creating digital media for specific individual children, they are saved and shared as unlisted or private YouTube Playlists.

We recognise that family members (including guardians) of children and young people participating in Ex Cathedra’s activities may wish to take photographs or record their participation in the event, for which there is a policy contained in the Academy of Vocal Music membership documents.

5.2 Recording, Reporting and Evaluation

Evaluation of projects and activities is regularly undertaken. Records are made of our work for funders, partners, other stakeholders, and for our own planning and progression purposes. Discussions take place on work and also on participants. All staff understand, with the utmost importance, the necessity for appropriate respect, discretion and confidentiality to be used when holding discussions, recording and reporting unless permission is given otherwise. When recording information nothing is written down that a third party sees that means a participant may be identifiable unless appropriate permission has been obtained. Any information on participants that we need to retain (such as membership information for Academy members and participants’ Self Declaration information) is saved securely (GDPR Compliant) and only accessed by those with appropriate DBS checks. If physical copies of forms are handed to Ex Cathedra, the information is transferred to the online account and the physical copies are then destroyed appropriately.

6. Communication

Substantive changes to Ex Cathedra’s safeguarding policies and procedures will be highlighted to all those involved in paid or unpaid work for the organisation via a specific communication strategy.

Email and telephone communication with Academy of Vocal Music (AVM) members is only ever done by the Director of Education and Participation and designated education officers. With regards to the members of the Children’s Academy and Junior Academy, this is always done through the parent/carer (email and telephone). When communicating with the Senior Academy, permission is sought from the parents/carers of the members to allow for direct email contact with the members. Where permission is granted, the parent/carer will always be copied into the email and recipients of the message will be asked to “reply-all” if a response is required. Where permission for direct contact is not given, all communication will be sent via the parent/carer. Ex Cathedra will not store the mobile phone number of a child under the age of 18.

6.1 Social Media

We do not mention any participant on social media unless permission has been granted. We do not share photos, video or audio on social media unless permission has been granted and recorded; we do not share media taken at a public event unless we have checked that it is appropriate to do so. Ex Cathedra is clear to participants and audience members that any media footage taken during an Ex Cathedra event which features children or vulnerable adults must not be shared publicly on social media, unless permission has been granted.

Ex Cathedra advises its staff and freelance musicians to consider their personal online reputation and whether their past, current or future digital presence could be deemed to ‘bring the profession into disrepute’, which could lead to disciplinary proceedings. Staff and freelance musicians are therefore asked to consider any posts or images that could cause offence or embarrassment to them or Ex Cathedra.

Staff and freelancers must never post any media or any information about one of our participants unless they have been directed to by Ex Cathedra, at which point the permission will have been given by the participant / carer / guardian. 

7. Issues of Concern and Disclosures

If, during a workshop session or event, an incident of concern happens, the child’s responsible adult or the vulnerable adult’s parent/carer is informed as soon as possible by the team member/registered chaperone in charge. A report is submitted to Ex Cathedra via the Designated Safeguarding Lead/Deputy Designated Safeguarding Lead and in their absence the General Manager or trustee overseeing safeguarding activities.

Where a concern arises over the welfare of a child or vulnerable adult, due to an observation, or disclosure from the child or vulnerable adult to a vocal tutor, then the matter is handled with the utmost care. Team members (freelance and staff) are trained to recognise signs of abuse and to respond appropriately with such disclosures.

We are vigilant to Safeguarding Risks, including: bullying, radicalisation, sexual exploitation, grooming, allegations against staff, incidents of self-harm, domestic abuse, emotional abuse, neglect, forced marriage, and FGM, and will take action promptly and appropriately.

8. Special Issues

When teaching singing it is often required to bring attention to different parts of the body, for such reasons as developing good posture and breathing. In these cases, permission is always sought from participants. We do not work one-to-one with children under the age of 18 years. When working one-to-one with adults, there will always be an additional members of staff in the vicinity of the session to safeguard both parties.

Some of our singing-play work encourages physical contact between participants. All team members receive training on appropriateness and awareness, discuss suitable practice regularly, and permission from attending teachers is sought.

This work is classed as regulated activity and is only ever carried out by people holding an up to date Enhanced DBS Certificate.

9. Infection Control

In a hospital environment it is extremely important to follow the Infection Control Procedures in place at each specific setting. We ensure we follow – and are seen to follow – the correct procedures in full. Training is provided for each vocal team member at the outset of a project, on joining the project, and when updates are requested by a hospital. Our team take infection control very seriously and are diligent and conscientious in following them. We never work independently, and vocal team members support, guide and check each other in adhering to full and proper procedures.

Safeguarding Routines

We plan our events carefully to safeguard children and vulnerable adults from harm. 

Our work is carried out in a variety of settings. In schools and hospitals, vocal team members and instrumentalists always work in pairs or larger teams when with children and vulnerable adults. Vocal team members can work independently in situations such as school classrooms or assembly but only when a member of staff of the host school is present. For Academy of Vocal Music coaching sessions, vocal team members work one-to-one with children they know but must ensure the door is kept open at all times. Chaperones and staff are to look into these rooms regularly.

Examples of our current usual working situations are:

• Vocal team members work with a child or small group of children and often their carer in a hospital ward or in a high dependency unit or in an isolation unit. Hospital staff are present or very close by.
• Vocal team members work with primary aged children in their school playground during school lunchtimes.
• A vocal team member works within a school setting teaching a group of children with a teacher in attendance.
• Vocal team members and an accompanist work in a central venue with large numbers of school children, with their teachers present.
• A vocal team member and accompanist work with our Children’s Academy, Junior Academy, Senior Upper Voices, and Senior Lower Voices in a rehearsal venue with no public access with vocal team members and / or Education and Participation Manager and registered chaperones present. Parents are welcome to stay but not required to.
• A vocal team member delivers one-to-one vocal coaching to an individual child during the scheduled rehearsal time and the door is kept open throughout.
• Vocal team members and accompanist work with our academies performing in a public venue, often with Education and Participation staff and registered chaperones present.
• A vocal team member leads an intergenerational community choir rehearsal with children accompanied by a parent or carer.
• A vocal team member and accompanist and supporting singers work with a small group of adults in dementia support groups and care homes.
• Vocal team members and accompanists work in a concert hall or similar setting with large numbers of participants.
• Vocal team members work in their own homes or together in a central location to film digital material for use within hospitals, schools and Academy Rehearsals. All published material is managed by the Director of Education and Participation and carefully checked prior to release.
• Vocal team members work in teams in a Children’s Mental Health Hospital with clinical staff present, in social spaces.

Working practices for key examples of our working situations are given below.

For our Academy of Vocal Music choirs:

• Risk assessments are carried out for activities and reviewed by the lead project team.
• Parents are asked on signing their child up to membership to inform us of any extra needs we should consider or provide for. We maintain an open dialogue with parents.
• Parents are asked to inform vocal team members / registered chaperone / Education & Participation Programme officers of any additional needs a child may have when performing licenses are undertaken.
• Children remain supervised at all times by the vocal team and registered chaperones on a ratio of a minimum of 1:12. When the team take a group of children outside a rehearsal/performance setting (e.g. travelling to a performance; walking from rehearsal venue to performance venue) the ratio is 1:6.
• A responsible adult must register the child’s arrival with the registered chaperone, unless we have been notified that the child will be arriving independently. Even where the responsible adults remain in attendance, the child must be signed in by said adult.
• Children in the Senior Academy may sign themselves in without a responsible adult, but if they do not arrive we will contact the emergency contact on our records.
• Children are supervised at all times.
• Children are not allowed to leave until collected by an assigned responsible adult and must sign out with the registered chaperone; (when a child is to be collected by a different person, Ex Cathedra must be informed by the parent/carer).
• Senior Academy children may sign themselves out without a responsible adult, providing prior permission has been given by parents.
• A contact details document which includes any specific additional information on a child’s needs remains with the vocal team member/registered chaperone in charge at all times.
• The registered chaperone/person in charge will carry a mobile phone, and have it switched on at all times. All parents will have been informed of this number.
• Regular, appropriate food and drink breaks are provided.
• The group is informed of evacuation procedures at the beginning of a session.
• Vocal team members and registered chaperones will not leave the building until all children have been collected and registered as doing so by the appropriate adult.
• Ex Cathedra Staff and Freelancers complete Level 2 Safeguarding Children Training every 2 years.

For school project work on school premises:

• Our team members are not left alone with children.
• Teachers supervise children.
• Our team members carry on their person an appropriate DBS certificate and ID at all times; uniform is to be worn when instructed to do so.
• Ex Cathedra Staff and Freelancers complete Level 2 Safeguarding Children Training every 2 years.

For school project work off school site:

• Our team members are not left alone with children.
• Risk assessment activities are carried out by Ex Cathedra or lead partner.
• Our team members carry on their person an appropriate DBS certificate and ID at all times; uniform is to be worn when instructed to do so.
• Ex Cathedra Staff and Freelancers complete Level 2 Safeguarding Children Training every 2 years.

For hospital work:

• At the beginning of each session, and at the end of each session the team meets to reflect and plan including safeguarding issues.
• Our team members are not left alone with children, but will enter rooms on wards without hospital staff (there are windows).
• Hospital staff supervise children.
• Our team members carry on their person hospital ID at all times; uniform must always be worn.
• Ex Cathedra Staff and Freelancers complete Level 2 Safeguarding Children Training every 2 years.

Project specific training and meeting events are held at appropriate times for project staff. At these sessions discussion around keeping children and vulnerable adults safe is undertaken.

Code of Conduct

A Code of Conduct is in place and documents entitled Keeping our People Safe are given to:

1. Ex Cathedra’s adults including staff, instrumentalists and singers.
2. Ex Cathedra’s Education Team including Artistic Director, vocal team members, accompanists, percussionists, admin team and chaperones.

Peter Trethewey, General Manager, Ex Cathedra

Rebecca Ledgard, Director of Education & Participation, Designated Safeguarding Lead (DSL)

Shelley Mann, Education & Participation Manager, Deputy DSL

John Clemson, Trustee with designated responsibility for Safeguarding

June 2025

Revisions list

This Policy and Plan is reviewed annually, or more frequently if new information and advice requires.

DATE	NOTES
23/03/2020	Updated following review by Director of Education and trustee with safeguarding responsibility. Reviewed and agreed at full Board meeting.
30/04/2021	Addition of appendix with guidelines for Academy of Vocal Music online rehearsals.
13/09/2021	Addition of procedure around Digital content and update of Chair of the Board of Trustees.
01/03/2022	Additional procedure around one-to-one vocal coaching sessions for Academy of Vocal Music.
01/03/2022	Additional activity detailed.
01/03/2022	Changes to how information is stored (no physical copies to be kept).
15/03/2022	Advice on how to manage on-line presence.
15/03/2022	Changes to how we communicate with 17-18 year olds.
21/03/2023	Changes to how information is stored.
05/05/2023	1. Additional Activity Detailed. 2. Changes to roles detailed. 3. Changes to working practices details: Green Lanyards. 4. Removal of Covid-19 protocols.
14/03/2024	Changes to how we communicate with Senior Academy members and their families.
30/06/2025	1. Terminology referring to “adults at risk of harm” updated to “vulnerable adults” throughout. 2. Staffing details (including named officers and responsibilities) updated throughout. 3. References to regulated activity with adults removed throughout – our work does not technically fall within the scope of regulated activity for adults, even though we work with vulnerable adults. 4. “Vocal tutor” terminology updated to reference “vocal team member” throughout. 5. Minor updates to wording throughout to improve clarity and/or emphasis. 6. Additional wording introduced to clarify approach to media capture where other organisations are involved. 7. Wording changed to explicitly state that colleagues will be expected (rather than encouraged) to sign up for the DBS Update Service and that the cost of subsequent re-checks will be re-charged to the colleague every three years. 8. Updates to wording around “Making our Space Safe” and clarification of protocol surrounding digital media and appropriate permissions. 9. Updates in relation to communication strategies and social media, processes for dealing with disclosures and special issues. 10. Clarification of supervision policy for the Academy of Vocal Music groups, as well as staff policy for wearing uniform and/or ID as appropriate. Removal of section about online hospital work as it is no longer relevant. 11. Formerly separate codes of conduct for various staff groups consolidated into one, unified Code of Conduct – the requirements of all adults when interacting with children, young people and vulnerable adults are the same within and across the organisation. 12. Consistency of wording in relation to the contact points for low-level concerns improved. 13. Examples of inappropriate behaviour elaborated, including surrounding the perception of inappropriate behaviour and creating uncomfortable atmospheres. 14. Safer Recruitment Policy & Procedures updated to reflect the introduction of a consolidated Safer Recruitment self-declaration form.