Statement: Field End Photographic Society (FEPS) is a camera club whose aims are to bring together photographers with the objective of promoting greater knowledge, skill, interest and pleasure in photography. Field End Photographic Society accepts members and guests who are aged 18 years and over to club nights. This policy applies to all members of FEPS and guests where children, young people and vulnerable adults are present. As defined in the Children Act 1989, anyone under the age of 18 should be considered as a child. Additionally, the term “vulnerable individuals” is used to cover both children and a vulnerable person. A vulnerable person may fall into any one of the following groups: young person under the age of 18; older frail people; people with a mental health need, a learning difficulty, a physical impairment, a sensory impairment; people who are substance or alcohol dependent, or family carers are providing assistance to another vulnerable adult. We believe everyone has a responsibility to promote the welfare of all children, young people and vulnerable people, to keep them safe and to behave in a way that protects them, regardless of their age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation.
Responsibilities of all members and visitors A child or young person attending a FEPS activity or event must be accompanied by a parent or responsible adult nominated by their parent or guardian. Code of Good Practice for all members and guests Always have a minimum of 2 adults present when in the company of a young or vulnerable person. Treat everyone equally and with respect and dignity. Never do anything for a young or vulnerable person of a personal nature. Adults should wear clothing unlikely to cause offence when attending club activities. Notify those in attendance before showing material that may cause offence or is inappropriate for the age group present. E.g. photographic nudes, extreme and/or graphic violence, etc. Ensure appropriate use of technology including chat rooms and forums when young people are involved. It is recommended that Club members should not communicate with a minor or vulnerable adult by text or on-line, unless in a general communication to all members, or to avoid immediate risk to the minor or vulnerable adult. When using phone or e-mail they should communicate with the Parent/Guardian or carer, rather than having direct contact with the minor or vulnerable adult. Do not explicitly identify a young person in any publicity or promotional material without the parent/guardian’s permission. Only allow photographs to be taken of suitable subjects in appropriate situations. No photographs should ever be taken of minors or vulnerable adults who are undressed or inappropriately clothed for the activity taking place. It would be inappropriate for any member to ask a child who is a member or guest to act as a model without also involving the parent or guardian in that request. Disclosure If a child, young person or vulnerable adult were to disclose an infringement of this policy to a club member, then the Club member must take such a disclosure seriously and communicate this to the Chair and/or Secretary. Please complete the FEPS Safeguarding Concern Form as soon as possible. The Chair and/or Secretary will then take prompt, appropriate steps to support the young person or vulnerable adult and any other appropriate action. (see procedure below)
Feedback and suggestions We encourage all members to give us feedback about how we implement the safeguarding policy. Please give feedback through: secretary@fieldendps.co.uk Contact telephone numbers are shown in the Handbook
Review The policy will be reviewed in accordance with all Society documentation and management procedures reviews. The Committee will review/revisit the guidance if there is a major change to the organisation or in relevant legislation.
Policy Communication This policy will be drawn to the attention of members on joining, on membership renewal and at the first meeting of the season. It will be accessible from the FEPS website.
Links to other policies: Complaints and Equality policy For further child protection advice, support or reassurance contact: NSPCC Helpline and Childline and NAPAC (napac.org.uk) for advice to vulnerable adults and trauma-informed advice generally.
Procedure to follow if there is a safeguarding concern about the conduct of a club member or of a visitor toward a young person (under 18 years) or vulnerable person at a club event
Procedure
If you have a safeguarding concern about the conduct of a club member or a visitor’s behaviour toward a young person (under 18 years) or vulnerable person at a club event, please follow these steps: Make a record of your safeguarding concerns using the safeguarding concern form Please record factual information, e.g. what you saw, what you heard.
Give a copy of the form to the Chairperson and/or Secretary*. *If the concern is about the conduct of the Chairperson refer your complaint to the Secretary and vice-versa. You will receive email confirmation within 5 working days that your concerns have been received. You may also be contacted to ensure that we have fully understood the concerns.
The Chairperson and Secretary will review your concerns and determine if:
– a) The concern is justified, and it falls within their remit to resolve or if the matter needs to be passed on to the police or other agency or if the concern is not justified.
– b) If it is not justified, then the reasons why will be stated.
– c)The concern is upheld it is then that appropriate action will be taken with the aim to protect the young or vulnerable person and to prevent the unwanted behaviour recurring. This may include a referral to social services or another external agency to investigate the concern.
– d) The concern is resolvable within the existing rules and regulations. You will be informed via email or letter of the outcome within 10 days of your concern being reviewed.
If you are unhappy with the outcome: You have the right to appeal to the Full Committee. Please write to the Full Committee (for the attention of the Secretary) to ask for a review of the decision of your concern. A new panel of three Committee members will review the outcome of the concern and their decision will be final.
The Secretary will keep a log of the incident for 12 months from the date of the concern being raised and if there are no further incidents the log will be deleted, unless it is a serious and significant breach of safeguarding that results in the involvement of external agencies. In this case, further advice will be sought from these external agencies.
Policy reviewed by FEPS committee: 22nd April 2025 Next review date: April 2026