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Safeguarding Procedures – Using Zoom

Safeguarding procedures for young people

Oxford Playhouse
April 2020

Safeguarding Procedures – Using Zoom

What measures are we introducing to keep young people safe in our online sessions?

• Unique Meeting ID & Password Protection
In order to access a scheduled session or workshop, each Zoom session will have a unique
Meeting ID, as well as a Password, which will be emailed to parents at least thirty minutes
before the session start time. The Meeting ID and Password will be different for each
session. It is essential that the Meeting ID and Password are not shared publicly –
particularly online or via social media. If it is discovered that the Meeting ID and/or
Password have been shared, we will consider this a breach of our Safeguarding practice, and
immediately close down the session. Any participant responsible for sharing this information
may be permanently removed from the group.

• Zoom Waiting Room
The session host – in this instance, the workshop leader – will be responsible for admitting
participants into each session on Zoom. When logging into Zoom, participants will be placed
into a virtual Waiting Room, where they will remain until the session host grants them
access to the session. In the unlikely event that someone from outside of the group has
managed to access the Meeting ID and/or Password, the session host will be able to see this,
and deny access to the session.

• Chat Functions
In order to monitor interaction between participants, the Chat Function on Zoom will be set
up so that participants can type a message to the session host only. This is in place to avoid
the risk of private conversations between participants, including documents being shared
and online bullying. With the option to still speak with the session host, questions or
concerns can still be raised, aside from the wider group, should there be a need.

• Record Functions
In order to ensure that participants are not using the video Record Function on Zoom, this
will be disabled. Session hosts will be notified of any participant trying to use the video
Record Function in the Zoom session and will be able to deny permission. In the unlikely
event that a session host wishes to record a session, even for just a short period within a
session, parents will be notified via email in advance to explain the purpose for this
recording. This prior warning will give parents enough time to deny permission for their child
to be recorded, or to request that their child is withdrawn from session activity during the
period of recording.

• Session Host & Session Co-Host
Each session that is hosted via the Zoom platform will always have two supervising adults
present. Each adult has been assigned following an acceptable Enhanced DBS check, and
current Safeguarding training. Having two supervising adults present in each session allows
for both additional technical and additional pastoral support for each young person. Each
session host and session co-host is presented with a list of expected conduct:

1. Sessions should always be conducted from an appropriate space within their
remote location, i.e. a seating area, an office space. It will be deemed highly
inappropriate for a session to take place in a personal space such as a bedroom
or bathroom.

2. Session hosts should present themselves – in both conduct and appearance – in
a professional manner, expected of all employees of Oxford Playhouse.

3. Session hosts should plan flexible sessions to suit young people of varying levels
of experience and comfortability. They should respond to the needs and
responses of each young person that they work with.

4. Session hosts should ensure they are aware of physical, emotional and
behavioural barriers that might cause a young person to struggle with a specific
part of a session. All attempts should be made to avoid any such barriers from
limiting a young person’s involvement in a session and should be treated with
caution and concern at all times.

5. Session hosts should maintain regular contact with parents to ensure that the
best care and support is always provided for their child, in line with both the
wishes of the parent and the strictest concern for safeguarding.

• Further Safeguarding Support
Should there be any concerns – from a parent, young person or session host – about the
safety and welfare of a young person who takes part in any session that is hosted by Oxford
Playhouse, this should be raised with our Designated Safeguarding Lead.
Paul Simpson (Participation Manager)
01865 305366

The Designated Safeguarding Lead is the organisation’s senior point of contact with
responsibility for the safety and welfare of young people. Should anyone need to disclose a
concern, seek advice, or request support to contact external agencies, the contact details
above can be used to contact the Designated Safeguarding Lead.
Additional guidance on how to keep young people safe online, can be found on the NSPCC

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