Safeguarding Policy

1. Purpose

1.1 The Oxford Scholars Programme (OSP) is committed to safeguarding and promoting the welfare of all students, particularly those under the age of 18. This policy outlines safeguarding responsibilities, procedures, and training required to ensure a safe and supportive environment across all colleges and campuses where OSP operates. It also specifies how staff, volunteers, and third parties must respond to any safeguarding concerns.

2. Scope

2.1 This policy applies to all individuals associated with OSP, including Programme Directors, administrative personnel, teaching and residential staff, volunteers, interns, contractors, third-party providers, and visiting speakers. 2.2 Partner colleges and external agencies are expected to uphold their own safeguarding policies and coordinate with OSP in cases of shared responsibility. Partner colleges are not responsible for day-to-day safeguarding. 2.3 OSP will inform the college safeguarding contact if an incident occurs on-site and cooperate fully with any required joint safeguarding response.

3. Definitions

3.1 The term “Student” refers to any participant enrolled in OSP, typically aged 14–18. 3.2 A “Staff Member” is any individual (paid or volunteer) working with OSP. 3.3 The “Designated Safeguarding Officer (DSO)” is a trained OSP staff member responsible for handling safeguarding concerns. 3.4 A “College Partner” is any Oxford college or external venue hosting OSP activities.

4. Safeguarding Responsibilities

4.1 All residential staff must complete an Enhanced DBS check or international equivalent. Recruitment follows safer recruitment practices, including safeguarding declarations.

Non-residential staff under direct supervision may not require DBS clearance if not left alone with minors.

4.2 Third-party vendors, including activity providers, accommodation staff, and transport companies, must confirm completion of safeguarding checks for their staff and adhere to their organisation’s safeguarding policy with clear escalation protocols.

4.3 Risk assessments will be conducted for each excursion and shared with host colleges, parents/guardians, and relevant staff as appropriate. These assessments will cover supervision ratios, site safety, off-site logistics, and safeguarding vulnerabilities. Mitigating actions will be recorded and enforced.

4.4 OSP will appoint a Designated Safeguarding Officer (DSO) for each session. The DSO must hold valid accredited safeguarding training renewed annually, be physically present for the programme duration, maintain safeguarding records, and lead incident responses. Additional residential staff will undergo DSO awareness training and may act as points of contact.

Designated Safeguarding Officer (DSO)

Name: Dr. Talha J. Pirzada

Email: talha.pirzada@oxfordscholars.org

Mobile: +44 7795195788

4.5 The minimum required supervision ratios are one adult per twelve students for residential night supervision, one adult per fifteen students for daytime on-site supervision, and one adult per fifteen students for off-site activities.

5. Training Requirements

5.1 All residential staff must complete annual safeguarding training that includes recognising signs of abuse, responding to disclosures appropriately, maintaining professional boundaries, and following escalation and reporting procedures. 5.2 Non-residential or short-term staff must attend a relevant safeguarding briefing before engagement.

6. Safeguarding During the Programme

6.1 Upon arrival, all students will receive a safeguarding induction that covers behaviour expectations, how to identify trusted adults, and how to report concerns or incidents.

6.2 Students are allocated rooms based on age and gender compatibility. Residential staff are present overnight in each building. Staff are only permitted to enter student rooms in pairs or with express permission, except in emergencies. Room checks are logged and conducted respectfully. 6.3 All safeguarding concerns must be reported using the online incident form. Reporters must not conduct investigations. The DSO is responsible for all follow-up and incident management. 6.4 The DSO will decide whether an incident should be referred to external authorities. These may include Oxfordshire MASH, emergency services, non-emergency police, out-of-hours children’s social care, the student’s home institution, and the student’s parents or guardians. Urgent threats must be escalated immediately.

7. Care of Under 18s in Residential Accommodation

7.1 The Oxford Scholars Programme is committed to providing a safe, inclusive, and supportive residential environment for all students under the age of 18. This section outlines specific provisions, rules, and expectations relating to residential care.

7.2 Students are housed in accommodation provided by OSP within partner colleges, including St Hugh’s, Linacre College, St Anne’s College, Somerville College, and Keble College. Accommodation is gated, monitored by CCTV, and supported by a 24/7 porter service.

7.3 Each residential site is supervised overnight by at least one responsible adult per fifteen students. These individuals are known, vetted, and trained by OSP. A trained first aider is always available, and emergency medical support is coordinated with a local nurse.

7.4 Residential staff are trained in curfew rules and expectations, which are communicated to students in an age-appropriate way. Supervision is maintained during non-scheduled times, including meals, free time, and lights-out.

7.5 Group activities, including debates and excursions, may include students of mixed ages. Staff are assigned to supervise groups and ensure age-appropriate interaction and safety. Recommended adult-to-student ratios are based on Department for Education guidance, with one adult per fifteen to twenty students aged 11 and over. OSP will aim to exceed these minimum ratios where possible.

7.6 All residential staff are briefed on students’ rules of conduct outside lessons, including off-site boundaries and check-in procedures. These rules are aligned with students’ ages and residential locations.

7.7 OSP provides weekly laundry services free of charge to all students. For students under 16, access to laundry services is prioritised to ensure proper hygiene and comfort.

7.8 OSP maintains 24-hour contact systems to ensure parents or guardians can be reached in emergencies. Parents receive a designated emergency telephone number prior to the student’s arrival.

7.9 In cases of early departure or course withdrawal, OSP will liaise with guardians to ensure safe return and follow its student administration procedures, including attendance tracking and absence protocols.

8. Post-Programme Follow-Up

8.1 Where applicable, the DSO will follow up with parents or legal guardians, the safeguarding lead at the student’s school or institution, and relevant external agencies.

8.2 Staff involved in incidents will receive wellbeing support. If concerns are raised about a staff member, these will be addressed in accordance with disciplinary procedures.

8.3 The DSO must maintain all safeguarding records in digital format, upload scanned versions of handwritten records, and destroy physical copies securely in accordance with GDPR requirements.

9. Failure to Comply

9.1 Non-compliance with this policy may result in a formal warning, disciplinary action, or immediate removal from the programme.

9.2 The Programme Lead and the DSO will determine the appropriate course of action following any breach.

10. Documenting a Safeguarding Statement

10.1 When documenting an incident, staff must:

Use first-person, factual language.
Include the exact time, date, and names involved.
Describe events in chronological order without assumptions.
Record any direct quotes precisely.
Avoid interpretations or diagnoses.
Attach supporting documentation where applicable.
Submit the completed report securely to the DSO.