Safeguarding Of Children & Adults At Risk[1]
Canolfan Gerdd William Mathias (CGWM) is committed to a practice which protects all young people under 18 years of age and Adults at Risk from harm. All staff, tutors and volunteers in CGWM accept and recognise their responsibility to develop awareness of the issues which might cause children and Adults at Risk harm. They must be fully aware of, and operate within the terms of, this policy.
CGWM will endeavour to safeguard children and Adults at Risk by:
• Adopting child and Adults at Risk protection guidelines through procedures and a code of conduct for staff and volunteers.
• Sharing information about child protection and good practice with children, parents and carers, staff and volunteers.
• Sharing information about concerns with agencies who need to know, and involving parents and children appropriately.
• Following carefully the procedures for recruitment and selection of staff and volunteers taking into account any changes in DBS requirements.
• Providing effective management for staff and volunteers through supervision, support and training.
• Appoint a member of staff and a member of the Board of Trustees to be responsible for dealing with Child Protection issues.
CGWM is committed to reviewing its child protection policy and good practice at regular intervals and at least annually.
Recruitment Procedures
All CGWM employees including free-lance tutors or volunteers who offer regular tuition or supervision at CGWM are required to have the required level of DBS check which has been obtained through CGWM or has been checked using the online updating service if appropriate.
CGWM will be able to run a free online check on a DBS certificate presented by a person who has subscribed to the update providing that:
• the candidate has given permission
• the post they are applying for qualifies for the same level of check as the original certificate
If the original certificate is of a lower level than required, CGWM must request a new application. DBS certificates should be checked through the online service or renewed every three years.
All new recruits to have an interview / meeting with the Director or member(s) of the board as appropriate.
References must be obtained from a person who has experience of their work and contact with children.
Designated staff and board child protection officers will keep up to date with the any further developments to the requirements of the DBS service ensuring that staff, tutors and volunteers comply with the requirements of this scheme.
In the event of a visiting artist giving a ‘one-off’ workshop, masterclass or performance involving children or Adults at Risk the artist must not be alone with the children or Adults at Risk in any circumstance and a member of staff / volunteer with a satisfactory DBS disclosure must be present at all times to act as chaperone.
Risk Assessment
CGWM staff are required to undertake risk assessments on all activities to ensure the safety of the participants and ensuring that activities are accessible to all children and Adults at Risk who wish to take part. If arranging a group activity the member of staff responsible for the activity must make sure that there is a sufficient number of staff to children or young people.
Currently the HSE recommend:
Children age 5 – 8 a ratio of 1: 6
Children age over 8 a ratio of 1:15
When a group activity is taking place keeping within the above ratios, a second responsible adult should be present in the building for example in CGWM office.
With respect to workshops for Adults at Risk including Hidden Talents, CGWM will depend on guidance from the local social services department who nominate the clients for the activities and determine the appropriate adequate staffing levels.
No child or young person under the age of 18 is permitted to leave the venue where the activity is taking place at any time except when accompanied by their parent or expressly authorised representative of CGWM.
Consent has to be given by parents or carers before any child or Adults at Risk can be photographed or filmed by CGWM participating in any activity and consent form should state how the images will be used and for what purpose.
Health and Safety
Staff should always make sure that the activity complies with CGWM’s Health and Safety Guidelines.
Information relating to children and Adults at Risk
To ensure best possible care of children and Adults at Risk whilst in the care of CGWM, parents or carers are asked to provide CGWM with the following information:
• Name, Address, Date of Birth,
• Information about any medical and physical ailments and allergies,
• Name of parent or carer together with emergency contact numbers

Guidance for individuals working with children and VA in CGWM activities
CGWM has developed a code of conduct document which advises tutors and those who work with children and VA in CGWM on appropriate behaviour when working with children and VA. All staff and regular tutors should receive a copy of the code of conduct together with this policy and should sign a declaration stating that they have understood and will adhere to them or request a meeting with one of CGWMs’ designated persons to have further guidance and explanations.
Board members and all employees are expected to be fully aware of this policy and attend appropriate courses from time to time.
CGWM will provide opportunities for free-lance musicians linked to the Canolfan to attend training on Child Protection issues as well as continue to ensure that its designated responsible staff attend regular training to keep up to date with new legislation
The following members of Staff have completed Level 1 training in Safeguarding Children /Child Protection in March 2014
Meinir Llwyd Roberts
Nia Wyn Hughes
Charlotte Green
Marie-Claire Howorth (leader of Camau Cerdd project)
Designated Child and Adults at Risk Protection persons:
Staff: Meinir Llwyd Roberts (Director)
Board: Marian Wyn Jones (Chair of HR committee)
Reporting of abuse or suspected abuse
If a person working with CGWM is concerned that a child or an adult at risk is a victim of abuse, they should discuss the matter with the designated member of staff named above who will discuss further with the designated member of the Board, write a report and decide if the matter should be shared with the statutory child / adult at risk protection agency.
CGWM will provide report forms for individuals to record any incidents or concerns and copies of the report forms of the North Wales Regional Safeguarding Board are available in CGWM office and will be completed by designated persons should it be decided that the matter should be referred.
If a child makes an allegation of abuse to a tutor, a member of staff, or volunteer working with CGWM, that person should contact the designated member of staff as soon as possible and record in writing using the child’s own words. The record should be signed and dated and the information passed on to the relevant child protection agency who will decide if further action is required.
If a member of staff or volunteer is concerned about the behaviour of a colleague in relation to working with children or Adults at Risk they should discuss their concerns in confidence with the designated staff member named above who will discuss the matter further with the designated board member and decide on subsequent action.
When a staff member, tutor or volunteer is in regulated activity, there is a duty to refer to DBS any person who harms or poses a threat of harm to a person in their care when they are removed from regulated activity (resigned, dismissed, retired) in relation to the situation of harm. This referral would mean the individual would be considered for barring.
CGWM will report to the Charity Commission as soon as possible any safeguarding incidents, complaints or allegations according to the Charity Commissions guidelines.
NSPCC posters displaying the helpline contact number are displayed in CGWM teaching areas.
[1] According to the Social Services and Well-being Act (2014) the definition of the term ‘Adult at Risk’ is:
A person who is 18 years of age or over, and who: is experiencing or is at risk of abuse or neglect, has needs for care and support (whether or not the local authority is meeting any of those needs)
This document has been written with reference to the Arts Council of Wales’ Child Protection Policy and the NSPCC First Check publication.
Guidance received from WCVA Safeguarding officer during review of document in 2016.
This policy was reviewed and updated and readopted by the Board 14.10.13.
Further review carried out by HR sub-committee and approved by full board 18.5.15, 25.7.16 and 16.5.18
Equality and Diversity Policy

• committed to promoting equal opportunities for all, irrespective of Age, disability, race, sex, sexual orientation, gender reassignment, marital / civil partnership status, pregnancy and maternity religion or beliefs.
• is committed to reflecting the diversity of Wales and to making its services accessible to all. This applies to its services, its service users and staff.
• aims to create and sustain an inclusive work environment which provides equality of opportunity for everyone.
What is equality and diversity?
Equality is about complying with our legal obligations to provide equal access to opportunities and services for everyone. It is also about removing any barriers or discriminatory practices that may affect particular groups.
Diversity is a concept based on the principle that everyone is different in some way, and that taking an inclusive approach brings benefits and advantages. It is about recognising, respecting and valuing the differences that everyone has.
Responsibilities for Equality and Diversity in CGWM
Everyone has an obligation to act in accordance with the above CGWM Equality Policy. Everyone must ensure their own behaviour does not cause offence to others. Staff/Tutors or students, who have concerns or issues in relation to equality and diversity, are encouraged to raise this in writing or orally with the Director or the Chair of HR Committee.
Providing a Service
CGWM makes every effort to ensure that its activities are fully accessible to people with disabilities. Its centres, at Galeri and Theatr Twm o’r Nant are ideally placed to deliver access to everybody.
CGWM ensures that other venues used for its activities are accessible.
CGWM will monitor equality information regarding recruitment. The purpose of monitoring data enables CGWM to meet its legal obligations. CGWM is extremely aware of the need to provide a comprehensive service for all and to this end; CGWM monitors the resources and facilities available at every venue it uses.
Raising concerns
All staff/tutors are required to comply with the principles of this policy and to act in accordance with its objectives so as to remove any barriers to equality. Where staff/tutors or service users raise an allegation of discrimination the complaint will be considered by the HR sub-committee which will report as appropriate to the full board of Directors.
All employees have a right to a working environment free from harassment. CGWM is opposed to harassment in any form and is committed to providing a workplace in which the dignity of individuals is respected.
This policy has been revised in accordance with the 2010 Equality Act and the Disability Discrimination Act 2005. This policy was last revised by the HR Committee in May 2015 and approved by the full board of trustee-directors on 18.5.15
In addition CGWM operates an Strategic Equality Plan which is reviewed annually and sets targets for the coming year. (Last review April 2018).
Welsh Language Policy
(Prepared under the Welsh Language Act 1993 and reviewed following the 2012 Act)
This policy sets out how Canolfan Gerdd Williams Mathias adopts the principle of treating the Welsh and English Language on a basis of equality. Wales is a bilingual country and as an organisation, we recognise the benefits of providing good quality Welsh language services. According to the 2011 Census. 65% of Gwynedd’s population are Welsh speakers. It’s important that these Welsh speakers, in addition to children and adults who are learning Welsh are offered provision through the medium of Welsh at CGWM.
Canolfan Gerdd William Mathias recognises the principle of equality between the Welsh and English Languages. Regard for both languages has been integral to the administration of CGWM since its inception.
CGWM operates as a bilingual organisation and is committed to communicating with the public in Wales bilingually. The publication of this policy incorporates many of the current working practices of CGWM.
Within CGWM, the Director and the Board of Directors are responsible for the operation of the policy and for communicating it to all staff and tutors.
• All Board members involved with relevant policy formulation, staff and tutors will be made aware of CGWM’s Welsh Language policies and its responsibilities under the Welsh Language Act 1993 and 2012.
• CGWM will strive to ensure that its dealings with the public are of an equally high standard in Welsh and English.
• CGWM will ensure that staff providing public services are trained to supply a quality service in Welsh and English that is of an equal standard.
• Pupils are generally able to be taught in the language of their choice as the vast majority of tutors at CGWM are either bilingual or if not fluent Welsh speakers, are learning Welsh and are able to understand the language.
• CGWM’s website is bilingual.
• All letters received by CGWM will receive signed replies in the language of the originating correspondence.
• When CGWM initiates correspondence, the preferred language of the addressee will be used if known, and if not, the communication will be issued bilingually.
• Telephone callers to the main CGWM number will be addressed in the language of the caller’s choice.
• At all CGWM public meetings and concerts held in Wales, people attending will be able to contribute in Welsh or English.
• Staff who welcome the public at CGWM front desk will be expected to greet visitors bilingually and be able either to deal with them in the language of their choice or to direct them to a member of staff who is able to do so.
• CGWM adopts a bilingual public image and identity.
• CGWM is committed to providing print in both Welsh and English.
• Minutes of Board Meetings are produced bilingually.
• Marketing, advertising and promotional materials for events and activities, including leaflets will be produced in both English and Welsh.
• CGWM is fully committed to supporting staff and tutors who want to learn Welsh or improve their ability to use Welsh.
CGWM formally adopted this policy on December 4th, 2009.
Further reviewed and approved by full board on 18.5.15, 24.10.17
In addition CGWM operates a Welsh Language Plan which is reviewed annually and sets targets for the coming year. (Last review July 2018).
Complaints procedure

CGWM’s aim is to provide a Service of the highest Standard for everyone.
CGWM welcomes the opinion of participants, parents / guardians, tutors and the general public about the Service provided in order to improve it if needed.
CGWM will make every effort to solve any complaint informally and in the spirit of cooperation.
If you wish to present a written complaint, you should state clearly thatyou ‘wish to make a complaint uder the complaints procedure’.
If the complaint relates to a safeguarding of children and adults at risk, CGWM will deal with it in accordance with CGWM’s Safeguarding of Children and Adults at Risk Policy (see above).
If the complaint relates to equality and diversity CGWM will deal with it in accordance with CGWM’s Equality and Diversity Policy (see above).
If a participant, parent / guadrian(s), tutor or member of the public is not satisfied with any aspect of CGWM’s provision the following steps should be taken :
If you have a complaint, express it in the first instance to the member of staff on duty
in CGWM’s office / location of activity.
If the complaint relates to a tutor or activity leader or member of CGWM’s administrative staff you should contact CGWM’s full time administrator (Nia Wyn Hughes) or CGWM’s Director (Meinir Llwyd Roberts) as appropriate, by telephoning
the office on 01286 685230 or emailing nia@cgwm.org.uk / meinir@cgwm.org.uk
If the complaint is not solved informally, or if you wish to make a formal written complaint, contact CGWM’s Director (Meinir Llwyd Roberts) 01286 685230 / meinir@cgwm.org.uk stating clearly that you ‘wish to make a complaint uder the
complaints procedure’.
If your complaint relates to the Director of CGWM then you should refer the complaint to the Chair of CGWM’s Board of Trustee-Director, Wyn Thomas w.thomas@bangor.ac.uk.
CGWM will acknowledge receipt of written complaints within 5 working days and conduct an internal investigation.
The written results of the investigation will be sent to the complainant within 28 working days. It’s possible, depending on the seriousness of the complaint, that the matter will be referred to the members of CGWM’s Board of Trustee-Directors.
If you don’t feel that the complaint has been solved satisfactorily you can present an appeal to the Chair of CGWM’s Board of Trustee-Directors, Wyn Thomas (w.thomas@bangor.ac.uk).

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