4.1 - Code of Practice Safeguarding Children, Young Persons and Vulnerable Adults on Bath Spa University Premises

This code of practice should be read in conjunction with the University Safeguarding Policy - Staff.

The University recognises that it has a responsibility to protect all persons who may be on the University's premises. The University will comply with The Children Act 1989 and 2004 that covers child protection, and the Safeguarding of Vulnerable Groups Act 2006. Child abuse may involve any or all of the following: neglect, physical abuse, sexual abuse and emotional abuse.

Whether visitors, students, contractors or staff, the University is committed to safeguarding the welfare, well being, health and safety of children and adults, (particulalry those that are vulnerable) who may be present on the University's premises.

Note: The term children includes anyone less than 16 years old and a young person is a person between 16 and 18 years of age. A vulnerable adult is any adult (person aged 18 years or above) who has one or more of the following conditions: a) a learning or physical disability, b) a physical or mental illness, chronic or otherwise, including an addiction to alcohol or drugs, c) a reduction in physical or mental capacity.

  • 'Child' means anyone under the age of 18
  • 'Vulnerable Adult' refers to a person over the age of 18 who is or may be in need of servcies by reason of mental or other disability, age or illness; or who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation 


No child or young person is allowed on campus unless the visit has been sanctioned by the University or they are restricted to the permissive rights of way on campus.  Staff and students are not normally permitted to bring children on to the campus if the member of the University is undertaking University related work (for example, delivering/attending a lecture or lab session). At other times permission must be granted by the appropriate University officer.

A BSU Coordinator ( who will ordinarily be the nominated Safeguarding Officer) must be in place to arrange for visits by groups of children, young persons and adults. When any children, young persons or vulnerable adults are due to come on to the University premises, the BSU Coordinator must ensure that the children and adults are suitably protected from abuse.

If abuse is claimed to have been suffered by an individual on the University's premises, the person should be encouraged to speak directly to the BSU Coordinator / Safeguarding Officer, or else the NSPCC for children, or Social Services and the police for others. Nominated safeguarding Officers are detailed within the University's Safeguarding Policy.

The Universit's Oak Tree Day Nursery has its own Safeguarding Policy and procedures.

Party Leader for Group Visits

All visiting groups from institutions or organisations attending the campus must have a Coordinator or Party Leader to liaise with a BSU Coordinator. During open days and other similar visits the BSU Coordinator takes on the role of Party Leader.

The Party Leader must liaise with the BSU Coordinator and they need to ensure that the necessary information concerning the safety of the persons in their party, including the Risk Assessment for the visit, is in place prior to the visit. A checklist of key issues for Party Leaders and BSU Coordinators is provided in Appendix A. Form HS/RA2 for visits is recommended to be used.

The Declaration (below) needs to be completed by the Party Leader before the visit.


I .................................... as the Party Leader, the person responsible for the visiting party of Children/Young People/Adults visiting BSU from (place):-

On (date of visit):-

Declare that I have read, understood and agree to abide by the conditions set out in the Bath Spa University "Code of Practice for Party Leaders bringing Groups of Children, Young People and /or Adults on to the University Premises", at all times during the visit.

Name and Signature of Party Leader:-

Position: Date:-

Appendix A

The Party Leader Must Agree With The BSU Coordinator Prior To The Start Of The Visit:

  • Programme of events
  • Supervision ratio
  • Any special needs because of medical conditions, lack of proficiency with English or any other particular disadvantage of party members
  • A list of the names of the party members including all supervisors. The list must be provided to all the supervisors and the BSU Coordinator and be readily accessible to the Party Leader at all times during a visit
  • Procedures including the checking at timely intervals, including after an emergency evacuation, to confirm all party members are present
  • Written risk assessment for visit.

The Party Leader Must Ensure That:

  • The supervision ratio of children/young persons/vulnerable adults to a supervisor does not exceed twenty to one. However, the actual level of supervision is a matter for the professional judgement of Party Leader and BSU Coordinator and needs to be specified in the visit risk assessment. If children/young persons are to be accommodated over night there should be at least one supervisor for each residential house or unit.
  • The visit procedures need to include:
    • Fire Alarm procedures, including location of Fire Assembly Points and Escape Routes from all locations to be visited by the group;
    • Contacting First Aiders' with their locations;
    • Emergency Procedures including checking names against the Party Leader's list of party members
  • Note: The University cannot be held responsible for any incident or accident which occurs to a member of a visiting party if their actions deviate from the agreed procedures including respecting warning signs, such as "out of bounds", "no smoking".
  • The individuals in the party are aware of:
    • The name of their supervisor and the other persons in their group;
    • Permission must be obtained before they may leave their group for any reason.
  • For groups of children and young persons, the parent or guardian of a child /young person has given written authorisation concerning any medication together with clear instructions for its use.
  • The directives of the Party Leader's authority are complied with.
  • All supervisors must be over 18 years old and suitably vetted to be legally entitled to be in charge of their group - ie. enhanced disclosure completed by Criminal Records Bureau (CRB) for children supervision with the appropriate clearance to supervise their group.
  • They complete and sign the Declaration below and forward to the BSU Coordinator for retention.


The Party Leader and BSU Coordinator must be satisfied that any Supervisor is suitable for the role,

And Is Aware Of The Following:

  • The names of persons in their supervised groups
  • The programme for the visit, all relevant safety procedures ,the written risk assessment for the visit; in particular significant risks that may be reasonably encountered by the party during the visit
  • BSU Fire Alarm procedures, including Fire Assembly Points and Escape Routes for all locations in the visit programme
  • Location and contact number of BSU First Aiders and the local medical facilities
  • The procedure to check for the presence of all party members, including after any emergency procedure, has been enacted
  • The requirement for all the party members to comply with warning signs and safety notices, such as "out of bounds", "no smoking"
  • The requirement that a child/young person/vulnerable adult must obtain express permission from the supervisor to leave the group
  • The presence of any members of the party who does not readily understand spoken or written English including signs and notices;
  • Any person with special needs or requirements including medical condition, phobia, allergy etc. Clear instructions need to be provided to detail how to administer any medication that is supplied.

April 2016