About Trojan Tutoring

Trojan Tutoring Safeguarding Policy

1. Policy Statement

Trojan Tutoring is committed to providing a safe, respectful and supportive learning environment for every student who participates in our tutoring, academic support and admissions services.

Our services may involve children and young people under the age of 18, including students receiving KS3, GCSE and A-Level tuition, UCAT preparation, and Medicine and Dentistry application and interview support. We therefore recognise our responsibility to promote their welfare and take safeguarding concerns seriously.

Safeguarding is a shared responsibility across Trojan Tutoring. Every tutor and team member is expected to maintain appropriate professional boundaries and uphold high standards of professionalism, integrity and care when interacting with students.

This policy outlines the principles, responsibilities and procedures that guide Trojan Tutoring's approach to safeguarding.

2. Safeguarding Oversight

Trojan Tutoring is responsible for maintaining appropriate safeguarding arrangements across its services.

Safeguarding is a shared responsibility. All tutors and team members are expected to recognise potential safeguarding concerns, maintain appropriate professional boundaries and report concerns promptly.

Any safeguarding concern involving a student should be reported directly to Trojan Tutoring so that appropriate action can be considered.

Where necessary, concerns may be escalated to a parent or guardian, school, local safeguarding service, police, emergency services or another appropriate authority.

3. Scope of This Policy

This policy applies to anyone working for or representing Trojan Tutoring where their role may involve students, including:

• tutors;
• employees and other members of the Trojan Tutoring team;
• contractors and freelancers;
• volunteers;
• guest educators or speakers, where applicable.

The policy applies across Trojan Tutoring activities, including:

• one-to-one tuition;
• group seminars;
• online tutoring sessions;
• KS3, GCSE and A-Level tuition;
• UCAT preparation;
• Medicine and Dentistry interview preparation;
• personal statement and application support;
• educational events;
• approved digital communications with students.

Where Trojan Tutoring works alongside a school, university or another organisation, relevant safeguarding procedures of that organisation will also be respected where applicable.

4. Safeguarding Principles

• The welfare and safety of children and young people is paramount.
• Every student has the right to participate in educational activities free from harm, abuse, exploitation, harassment or inappropriate behaviour.
• Safeguarding concerns must be taken seriously and addressed promptly.
• Professional boundaries must be maintained between tutors and students at all times.
• Students should be treated fairly, respectfully and without discrimination.
• Safeguarding is the responsibility of everyone working with Trojan Tutoring.
• Tutors should report safeguarding concerns rather than attempting to investigate them independently.

5. Recruitment, Vetting and Tutor Standards

Trojan Tutoring takes reasonable steps to assess the suitability of individuals working with students.

Depending on the role and applicable requirements, safeguarding and recruitment measures may include:

• appropriate DBS checks;
• identity verification;
• verification of relevant academic or professional information;
• references where appropriate;
• safeguarding guidance or training;
• agreement to Trojan Tutoring's professional standards and safeguarding expectations.

Tutors are expected to maintain appropriate standards of conduct throughout their involvement with Trojan Tutoring.

6. Responsibilities of Tutors and Team Members

All individuals working with Trojan Tutoring are expected to:

• maintain appropriate professional boundaries with students;
• treat students fairly and respectfully;
• create a safe and supportive learning environment;
• communicate with students professionally;
• use appropriate communication channels;
• avoid collecting or sharing unnecessary personal information;
• take safeguarding concerns seriously;
• report concerns promptly;
• comply with Trojan Tutoring's safeguarding expectations and procedures.

Tutors and team members must not:

• establish inappropriate personal or sexual relationships with students;
• engage in sexualised, discriminatory, threatening or otherwise inappropriate communication;
• deliberately move communications to inappropriate or unauthorised private channels;
• request personal information, photographs or contact details without a legitimate educational or administrative reason;
• behave in a way that could reasonably place a student at risk;
• promise complete confidentiality when a student discloses a safeguarding concern.

Friendly and supportive relationships between tutors and students are encouraged as part of a positive learning environment, but these relationships must always remain professional.

7. Online Tutoring and Communication

As Trojan Tutoring may provide tutoring and admissions support online, safeguarding expectations apply equally to digital interactions.

Tutors should conduct online sessions professionally and from an appropriate environment.

Communication between tutors and students should relate to legitimate educational, administrative or tutoring purposes.

Students should not be encouraged to provide unnecessary private or sensitive information to tutors.

Where appropriate, particularly for students under 18, Trojan Tutoring may involve a parent or guardian in relevant administrative or safeguarding communications.

Any inappropriate behaviour occurring through online tutoring, messaging or another digital platform should be treated as a safeguarding concern.

8. Recording of Tutoring Sessions

Where Trojan Tutoring records or reviews tutoring sessions for quality assurance, training or safeguarding purposes, this should only take place in accordance with applicable consent and data-protection requirements.

Students and, where appropriate, parents or guardians should be informed when recording applies.

Recordings should:

• only be made for a legitimate purpose;
• be handled and stored securely;
• only be accessed by appropriate individuals;
• not be shared unnecessarily;
• be retained only for an appropriate period.

The privacy and safeguarding of students should remain a priority whenever recordings are used.

9. Recognising Safeguarding Concerns

A safeguarding concern may arise where there is reason to believe that a child or young person is experiencing, or may be at risk of, harm.

Examples may include:

• physical abuse;
• emotional abuse;
• sexual abuse or exploitation;
• neglect;
• bullying or harassment;
• online abuse or exploitation;
• inappropriate behaviour from an adult;
• unsafe home or educational circumstances;
• concerning behaviour during tutoring sessions;
• disclosures suggesting that a student or another individual may be at risk of serious harm.

This list is not exhaustive.

Tutors and team members are not expected to investigate safeguarding allegations themselves. Their responsibility is to recognise, record and report concerns appropriately.

10. Responding to a Disclosure

1. Listen carefully. Allow the student to explain what has happened without attempting to conduct an investigation or asking unnecessarily leading questions.
2. Remain calm and take the disclosure seriously. The student should be treated respectfully and listened to.
3. Do not promise secrecy. The student should be informed that information may need to be shared where necessary to help keep them or another individual safe.
4. Record the concern. Relevant information should be documented accurately, including what was said where possible.
5. Report the concern promptly. The concern should be reported directly to Trojan Tutoring.
6. Do not independently investigate. Tutors should not confront an alleged perpetrator or attempt to establish whether an allegation is true themselves.

11. Reporting and Escalating Safeguarding Concerns

Safeguarding concerns should be reported to Trojan Tutoring as soon as reasonably possible.

1. Recognise the concern. Identify information, behaviour or circumstances that may indicate a risk of harm.
2. Record the concern. Document relevant information accurately and objectively.
3. Report the concern. Notify Trojan Tutoring promptly.
4. Review the circumstances. The information available will be considered so that an appropriate course of action can be determined.
5. Escalate where necessary. Where appropriate, concerns may be referred to a parent or guardian, school, safeguarding service, police, emergency services or another relevant authority.

Safeguarding concerns should never be deliberately ignored or unnecessarily delayed.

Where there is reason to believe that somebody is in immediate danger, the appropriate emergency services should be contacted without waiting for Trojan Tutoring's internal process.

12. Concerns About a Tutor or Team Member

Any allegation or safeguarding concern involving the behaviour of a Trojan Tutoring tutor, employee, contractor or other representative must be taken seriously.

Concerns should be reported directly to Trojan Tutoring.

Depending on the circumstances and seriousness of the concern, action may include:

• reviewing the allegation or concern;
• restricting contact with students;
• temporarily suspending an individual's tutoring activities;
• removing an individual from Trojan Tutoring;
• terminating their involvement with the organisation;
• referring information to relevant safeguarding bodies, the police or other appropriate authorities where necessary.

The safety and welfare of students will be prioritised when responding to such concerns.

13. Confidentiality and Information Sharing

Safeguarding information will be handled sensitively and with appropriate confidentiality.

However, confidentiality does not prevent information from being shared where doing so is necessary and appropriate to protect a child, young person or another individual from harm.

Safeguarding information should only be shared with individuals or organisations that have a legitimate reason to receive it.

Tutors should never promise a student that a safeguarding disclosure will be kept completely secret.

14. Safeguarding Record Keeping

Where safeguarding concerns arise, Trojan Tutoring may maintain confidential records containing relevant information, including:

• the nature of the concern;
• when and how the concern was raised;
• individuals involved;
• relevant information provided by the student or another person;
• actions taken;
• communications with relevant individuals or organisations;
• outcomes or subsequent safeguarding decisions.

Safeguarding records should be stored securely and handled in accordance with applicable data-protection requirements.

15. Training and Awareness

Trojan Tutoring expects individuals working with students to understand their safeguarding responsibilities.

Relevant safeguarding guidance or training may include:

• recognising potential safeguarding concerns;
• responding appropriately to disclosures;
• maintaining professional boundaries;
• appropriate tutor–student communication;
• online safeguarding;
• reporting procedures.

Safeguarding expectations should form part of the preparation and onboarding process for tutors working with children and young people.

16. Breaches and Misconduct

Behaviour that breaches Trojan Tutoring's safeguarding expectations may result in appropriate action.

Depending on the circumstances, this may include:

• investigation of the concern;
• temporary suspension from tutoring;
• removal from Trojan Tutoring;
• termination of contractual arrangements;
• referral to safeguarding bodies, the police or other relevant authorities where appropriate.

The response will depend on the nature and seriousness of the concern.

17. Monitoring and Review

Trojan Tutoring will review this safeguarding policy periodically to ensure that its safeguarding practices remain appropriate and effective.

The policy may be updated in response to:

• changes to Trojan Tutoring's services;
• changes in applicable safeguarding guidance or legislation;
• development of the organisation;
• safeguarding feedback;
• safeguarding incidents or concerns;
• changes to the way tutoring or communication is delivered.

18. Contact

Safeguarding concerns relating to Trojan Tutoring should be reported to:

Trojan Tutoring
Email: tutoringtrojan@gmail.com

If a child, young person or another individual is in immediate danger, contact the emergency services or appropriate safeguarding authority.