Safeguarding Policy

Legal Context

The law requires any organisation involving young people and vulnerable adults to take all reasonable measures to ensure that the risk of harm to their welfare is minimised, and where there are concerns, to share them with other local agencies. The legal requirements arise from:

  • The Children Act 1989
  • The Human Right’s Act 1998
  • The Protection of Children Act 1999
  • The Sexual Offences (Amendments) Act 2006
  • The UN Convention on the Rights of the Child
  • The relevant government guidance includes Safe from Harm 1993
  • Working Together to safeguard Children 1999
  • Caring for the Young and Vulnerable 2000


Overgate Hospice Choir recognises that it is not the role of our organisation to decide whether a child or vulnerable adult has been abused or not. This is the role of the Social Services department who have legal responsibility or the NSPCC who have powers to investigate child protection concerns under the Children Act.

Good Practice

In developing this policy, Overgate Hospice Choir has taken input from the National Association of Choirs and specifically the Kingston Choral Society Policy.

Who are Children or Vulnerable Adults?

In this context anyone up to the age of 19 is a child and anyone over 18 years who is or may be unable to take care of themselves or unable to protect themselves against significant harm or exploitation is a vulnerable adult.

How Overgate Hospice Choir Operates

Overgate Hospice Choir is affiliated to Overgate Hospice, Halifax which is a registered Charity. Officers are elected and others co-opted to serve on the committee. Overgate Hospice Choir was formed to raise funds for Overgate Hospice, Halifax and as such performs four concerts a year, the proceeds of which go directly to the Hospice. Rehearsals are run by our self employed Musical Director or a substitute on occasion and our self employed accompanist. They are neither employed staff nor volunteers in the conventional sense.

From time to time Overgate Hospice Choir organises other events such as workshops and social events.

Overgate Hospice Choir does not advertise itself as an activity suitable for children or vulnerable adults. Most choir members are independent adults. It happens only rarely that a young person or vulnerable adult joins, rehearses and performs with the choir.

Choir rehearsals and performance are group activities and there is no need for a member of the choir to be alone with another member of any age. Overgate Hospice Choir is therefore unlikely to be targeted by a person seeking opportunities to abuse children or vulnerable adults. Nevertheless, Overgate Hospice Choir recognises the need to safeguard any young and vulnerable members and the Committee has therefore agreed the following safeguarding policy.

Overgate Hospice Choir Safeguarding Policy

  1. Overgate Hospice Choir will publicise its Safeguarding Policy on its website overgate and draw it to the attention of the members at the beginning of each season.
  2. Young people will be welcome to participate in choral works requiring children and/or youth voices with Overgate Hospice Choir as long as they bring a parent or other responsible adult who remains responsible for them throughout rehearsal and performances.
  3. Overgate Hospice Choir is aware that children and vulnerable adults may attend concerts as members of the audience. It is the responsibility of the parent, guardian or carer to ensure adequate supervision. If a parent/guardian/carer is not personally attending an event, this policy requires them to be satisfied that the child or vulnerable adult will be accompanied and adequately supervised by a responsible adult acting on their behalf at all times.
  4. Parents and guardians should be aware that photography, audio and video recording may be undertaken at concerts and rehearsals. The images and recordings are used both on and off line including the website. They provide tools to promote the work of the choir to a wider audience and form part of the choir historical record.
  5. Overgate Hospice Choir will have a nominated Designated Person, currently Madeleine Brearley, who is DBS checked and will attend appropriate training as required.
  6. The Committee agreed that there is a requirement for a DBS for the Musical Director and Accompanist on engagement. The committee reserves the right to act on any relevant information given, to preclude an individual from taking part.
  7. Choir members will report any concerns to the designated person who will inform Sue Rosborough. Detailed guidance is available from the designated person.
  8. In the absence of the designated person, the matter should be brought to the attention of the Secretary or other appropriate officer of the choir or to Dr Rachel Sheils, Hospice Safeguarding Officer, tel 01422 379151. The complainant must be informed that this cannot be kept confidential. A permanent confidential written record will be kept of the report.
  9. The policy and procedures will be reviewed annually at a committee meeting.
  10. Approved at committee meeting on 9 February 2024 (Signed: Carol Armitage).