Safeguarding Policy

Purpose and scope of this policy

The purpose of this policy statement is:

to protect young people who participate in the Japan Society’s education activities from harm.
to provide staff, collaborators, and volunteers, as well as children and young people and their families, with the overarching principles that guide our approach to child protection.

This policy applies to anyone working on behalf of Japan Society, including the board of trustees, paid staff, volunteers, sessional workers, and any other collaborators or participants to the Japan Society’s activities with children and/or young people.

Policy statement
Safeguarding on the Japan in Your Classroom (JIYC) scheme
Safeguarding on the Japan Youth Collective Programme
How to contact us

Policy statement

We believe that:

We have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them.

We recognise that:

the welfare of children and young people is paramount in the education work we do.
working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare
all children and young people, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse.
some children and young people are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues.
extra safeguards may be needed to keep children and young people who are additionally vulnerable safe from abuse.

General principles

Children or young people who take part in the Japan Society’s public outreach activities, including those which take place at schools, remain under the full legal responsibility of their parents, guardians, or teachers.
All activities run by the Japan Society aimed at children/young people will be risk-assessed and volunteers or staff will be on hand to supervise or deliver assistance as necessary.
Staff will seek parental or school consent before taking or sharing images of children or young people who take part in or are affiliated with the Japan Society’s activities. Those who opt out or withdraw consent can inform a member of staff at any time.
All staff, workshop leaders, professional partners and collaborators will display appropriate and professional behaviour at all times.
Any concerns about young people’s safety, welfare, or wellbeing will be reported to the designated safeguarding lead (CEO, Michael Rivera King, michael@japansociety.org.uk)

Code of Conduct

All staff and collaborators (paid or voluntary) are acting in a position of trust and authority and have a duty of care towards children/young people taking part. Below is our code of conduct for anyone working on behalf of Japan Society:

You are expected to display appropriate behaviour at all times. This includes behaviour that takes place outside our organisation and behaviour that takes place online.
You are expected to behave professionally and model good behaviour for children/young people during activities.
You are responsible for prioritising the welfare of the children/young people taking part. This includes but is not limited to: providing a safe environment for young people; ensuring equipment is used safely and for its intended purpose; taking action or reporting any concerns when appropriate.
You will treat young people fairly and without prejudice or discrimination, including respecting differences in gender, sexual orientation, culture, race, ethnicity, disability and religious belief systems and challenge discrimination and prejudice.

Safeguarding on the Japan in Your Classroom (JIYC) scheme

When participating in the Japan in Your Classroom (JIYC) scheme schools and teachers remain fully responsible for the children and young people participating. DBS checks are not a requirement for JIYC volunteers because the activity is not regular or unsupervised.

A Standard or Enhanced DBS Check is a requirement for individuals who are applying to work or volunteer with children or vulnerable adults in regulated activities. These types of DBS check cannot be applied by individuals themselves and must be done by the organisation they are working or volunteering for. In addition, under DBS guidelines, not all volunteers are eligible for DBS Checks—only volunteers who fulfil certain criteria will be eligible.

To be eligible for a DBS check, a volunteer must be undertaking unpaid work for the benefit of an unrelated third party, with no intent to gain anything in return. They must also be working in a regulated activity with children or vulnerable adults. Regulated activity in relation to children comprises:

Unsupervised activities: teach, train, instruct, care for or supervise children, or provide advice/guidance on well-being, or drive a vehicle only for children.
Work for a limited range of establishments ('specified places'), with opportunity for contact: e.g. schools, children's homes, childcare premises. Not work by supervised volunteers.
Activities that are regular: carried out by the same person once a week or more, or more than 4 days over a 40-day period. Due to the nature of the Japan Society’s Japan in Your Classroom activities being neither regular nor unsupervised, our JIYC volunteers are not eligible for the Standard or Enhanced DBS Check which is usually a requirement for people who work with children at schools. As part of the Japan in Your Classroom guidelines, schools are always instructed by our Society to ensure a teacher or member of staff will always accompany JIYC volunteers when visits are being carried out. More information can be found on the Department of Education website: Regulated activity in relation to children (last accessed on May 2023)

Safeguarding on the Youth Collective Programme

This is the Japan Society’s safeguarding policy specifically addressing the Youth Collective Programme. It outlines our key safeguarding and organisational policies, procedures and standards when working with the young participants (16-19 years old).

General measures:

Japan Society Staff delivering the programme will undergo Disclosure and Barring Service (formerly Criminal Records Bureau) checks.
All programme sessions will be supervised by a member of staff or trained or relevantly qualified professional.
All activities will be comprehensively risk-assessed and overseen by carefully selected and trained instructors and mentors.
We will seek consent from the parents/guardians of those under 18 who wish to participate at the point of application; applications from under 18s without this consent will not be invited to join the programme.
We will seek consent from participants and/or their parents/guardians for taking and sharing images of participants in advance of the programme start. If participants opt of consent to share photos and images they can inform a member of staff at any time. Staff and collaborators will be made aware of participants who do not consent to having their image taken or shared.
A Youth Worker will be appointed to look out for the general wellbeing of participants and will be available during the programme to discuss concerns, worries, or issues. This role requires the Youth Worker to hold an up to date DBS certificate or undergo a check.
All staff, workshop leaders, professional partners and collaborators will be briefed on who to report to regarding: safeguarding, health and safety, incident handling and first aid.
All staff, workshop leaders, professional partners and collaborators are expected to display appropriate and professional behaviour at all times and to promote inclusion, diversity and respect.
All participants will sign a behavioural code of conduct at the start of the programme agreeing to our policies on: inclusion and diversity, anti-bullying and respect, and appropriate behaviour.
Any concerns about young people’s safety, welfare, or wellbeing should be reported to the designated safeguarding lead (CEO, Michael Rivera King, michael@japansociety.org.uk).

How to contact us

Please contact our designated safeguarding lead (CEO, Michael Rivera King) if you have any questions about our Safeguarding Policy.
By email: michael@japansociety.org.uk
By post: The Japan Society, 13/14 Cornwall Terrace, London NW1 4QP

This Safeguarding Policy was last reviewed and updated in May 2023.