Children & Vulnerable Adults

Child & Vulnerable Adult Protection Policy

Adopted: 1/3/07
Revised and Readopted: 9/3/14
Revised and Readopted: 26/7/15
Updated: 1/10/18

It is the policy of Kirkby Stephen Silver Band to safeguard the welfare of all children and vulnerable adults involved in the band by taking all reasonable steps to protect them from physical, sexual and emotional harm.

For the purpose of this policy a child is defined as a person less than 18 years of age; a vulnerable adult is defined as a person aged 18 or over who, for reasons of disability or medical condition, may have difficulty protecting themselves from physical, sexual and emotional harm.

These guidelines apply to any activity involving band members that could reasonably be supposed to constitute band activity on the basis of where it takes place, and who or what it involves. Any lack of clarity or dispute about what constitutes band activity in this context will be decided by the band’s committee.



  • Ensure all members are aware of these guidelines when dealing with children and vulnerable adults
  • Ensure that parents/guardians/carers of children and vulnerable adults are aware of this policy
  • Treat children and vulnerable adults with respect
  • Provide an example you wish others to follow
  • Respect a person’s right to privacy
  • Encourage children and adults to feel comfortable and caring enough to point out attitudes and behaviour they do not like
  • Remember how someone might misinterpret your actions and your comments, no matter how well intentioned
  • Recognise that caution is required particularly in sensitive moments, such as when dealing with bullying, bereavement, grief or abuse
  • Be aware of the possible implications of physical contact with young people and vulnerable adults
  • Contact a member of the band’s committee whenever in doubt


  • Permit abusive youth peer activities [eg ridiculing, bullying, racism]
  • Jump to conclusions
  • Allow yourself to be drawn into any inappropriate behaviour by children and vulnerable adults [eg tantrums, crushes]
  • Exaggerate or trivialise child and vulnerable adults abuse issues
  • Show favouritism to any individual
  • Make suggestive remarks or gestures
  • Rely on just your good name to protect you
  • Believe “it could never happen to me”, either when dealing with abuse or being accused of committing abuse


Kirkby Stephen Silver Band accepts that in the course of band activity, there may be contact between an instructing band member and 1 or more children or vulnerable adults, and that this may involve the instructing adult being unaccompanied by others. When these circumstances exist the following guidelines and procedures should be followed in addition to those above

  • Where practical, ask parents/guardians or carers, or other adults to remain on or near the premises while their child or the vulnerable adult is involved in the band activity
  • Avoid physical contact especially if it may be misconstrued by the child, vulnerable adult, or others
  • When physical contact is necessary, ensure you get the child’s or vulnerable adult’s permission beforehand


  • All band members are to be made aware of the Kirkby Stephen Silver Band Child and Vulnerable Adults Protection Policy
  • All band members regularly running a band activity will sign a Disclosure and Barring Service (DBS) Disclosure Form to provide permission for checks to be made with the DBS – unless DBS clearance has already been gained [and can be evidenced].
  • The committee will appoint a child and vulnerable adult protection officer. Their role is to ensure that the band’s child and vulnerable adults policy is up to date and to ensure the policy and its procedures are observed. The committee will ensure that band members know who is appointed to this role
  • All band members have a responsibility to report any behaviour that appears to contravene the band’s Child & Vulnerable Adults Protection Policy to the child and vulnerable adult protection officer or committee chairman
  • In his/her report to the AGM, the Chairman will discuss any issues of significance to the Child and Vulnerable Adult Protection Policy and as a minimum, remind members of its continuing relevance
  • There is a separate policy covering issues of publicity and contact information with reference to children
  • The band’s child and vulnerable adult protection officer
    Gordon Kay                           tel no. 017683 71477
    and the chairman is:
    John Ockenden                      tel no. 017683 72650



  • Listen to the child or vulnerable adult. If you are shocked by what they tell you, try not to show it. Take what they say seriously, People rarely lie about abuse. To be disbelieved adds to the traumatic nature of disclosing. People may retract what they have said if they are met with revulsion and disbelief
  • Accept what the person says. Be careful not to burden them with guilt by asking “why didn’t you tell me before”


  • Stay calm and reassure the child or vulnerable adult that they have done the right thing in talking to you. It is essential to be honest so don’t make promises you may not be able to keep, eg. “I’ll stay with you”, “everything will be alright now”
  • Do not promise confidentiality, you have a duty to refer a person who is at risk
  • Try to alleviate any feelings of guilt s/he displays, eg by saying “you’re not to blame”, “you’re not alone, you’re not the only one this sort of thing has happened to”
  • Acknowledge how hard it must have been for them to tell you what happened
  • Empathise with them, but don’t tell them what they should be feeling


  • React to the person only as far as is necessary to establish whether or not you need to refer the matter. Do not interrogate them for the full details and avoid asking leading questions.
  • Do not ask the person to repeat everything to another band member
  • Explain what you have to do next and who you need to speak to
  • Inform the band’s Child and Vulnerable Adult Protection Officer


  • Make some brief notes at the time of the disclosure on any paper that comes to hand and write these up as soon as possible
  • Do not destroy your original notes in case they are required by a court
  • Record the date, time and place of the disclosure, along with the words used by the person and any noticeable non-verbal behaviour. If they use their family’s or their own private sexual words, record the actual words used rather than translate them into better known words
  • Draw a diagram to indicate the position of any bruising
  • Be objective in your recording. Include statements and observations rather than your interpretations and assumptions


  • On receipt of a report of concern, the Child and Vulnerable Adult Protection Officer or Chairman should decide how to proceed:
    • If it is reasonable to conclude that the child or vulnerable adult concerned is at a clear and immediate risk of harm, the Child and Vulnerable Adult Protection Officer or Chairman should consult with Cumbria Adult Social Care and Children’s Services and Police at the soonest opportunity
    • In all other cases the Child and Vulnerable Adult Protection Officer and Chairman will discuss the report and agree a process.
      This may involve:

      • further investigation to clarify any areas of ambiguity
      • a further committee member (for example to achieve a better gender balance)
      • offering support to the child or vulnerable adult, and affected band members during the process of investigation and afterwards

And will

  • Lead to a referral to Cumbria Adult Social Care and Children’s Services when it is reasonable to conclude that a child or vulnerable is at risk of abuse
  • Lead to the concerns being reported to the Police when it is reasonable to conclude they indicate a crime may have occurred
  • In all cases the Child and Vulnerable Adult Protection Officer and Chairman will take reasonable steps to minimise any further risks to children or vulnerable adults, eg suspension of individuals or activities pending any investigation
  • Following any investigation the band committee will decide on band membership of those concerned in line with the constitution


  1. Cumbria Adult Social Care and Children’s Services01768 242242
  2. PoliceCall 101 and you will be connected to Cumbria Police
  3. NSPCCCall 0808 800 5000 24 hours a day for advice from this freephone helpline