E-Safety Policy


E-Safety Policy



Review Date


Review Cycle


Review Due (or in line with new legislation)


Author / Owner

Tim Davis,   ICT TLR & E-Safety Champion,



Winchelsea School has adapted the previous ‘Borough of Poole E-Safety Policy for Staff Working with Children and Young People’. Contained within the policy are the following:

Why do we have the policy? 

Who must comply with the policy?

When does the Policy Apply?

What is the policy?

Communication from staff/volunteers to young service users

The use of digital images

Access to Inappropriate Images and Internet Usage

Staff/volunteers private use of digital media

Children and Young people’s use of technology


Other relevant Borough Guidance

Supporting information

Why do we have this policy?


The School has a duty to safeguard and promote the well being of children and young people. In fulfilling this duty the School provides a range of education, accommodation and care services including some which use or promote the use of technology. This gives rise to a need to clarify:

  1. How School staff and volunteers should use technology appropriately in circumstances where contact with young people can occur.
  2. How we develop the capacity of children and young people and the adults who work with them to use technology safely and appropriately.


To enable children, young people, staff and volunteers to interact with, and benefit from, information technology whilst remaining safe and behaving lawfully.

Who must comply with the policy?

All School staff and volunteers who work in direct or indirect contact with young people must comply with this policy. In addition all contractors and visitors to the school.

What is the policy?


4.1 Staff employed by the School to work with children and young people are in a position of trust. They must avoid any conduct which would lead any reasonable person to question their motivation and intentions, and work according to the Government ‘Guidance for safer working practice for adults who work with children and young people (2009)’.


Staff and volunteers who work with children and young people are able to use the internet, and related communications and technologies, appropriately and safely.

To do this the School will:

  • Have reasonable and appropriate filtering in place in school. This can be modified by the ICT technician to restrict inappropriate sites identified or gain access to websites which are verified as safe to staff or pupil use linked to the users login profile.
  • Train staff appropriately
  • Regulate staff activity
  • Identify E safety Champions, Tim Davis, in school who will work closely with the Designated Safeguarding Lead (DSL), Adam Bradford, to promote E safety and respond to any safeguarding issues

4.2 The School believes that all children and young people should be empowered to access appropriate information via technology to develop their learning, support communication and facilitate social interaction.

To do this the School will:

  • Promote learning about safe and legal use of technology for children and young people through the curriculum and share relevant information with parents at appropriate times.
  • The School expects that where staff may have concerns about inappropriate use of technology involving children and young people they must report this immediately and confidentially directly to DSL.

To do this the School will:

  • Train staff accordingly in their induction on safeguarding recording and reporting.
  • Record in line with the safeguarding procedure on CPOMS software

Communication from staff/volunteers to young service users

Communication with children and young people involving digital technology must be carried out in a professional rather than private context. This means that:

The communication will be carried out using School/school controlled systems and accounts rather than private ones. Where publically available platforms are used (such as social media services) specific accounts must be setup for official purposes and only with Head Teachers approval. Privacy settings for these should be configured such that identities, personal information and the ability to make unsolicited contact are secured.

Any use of personal devices for professional purposes must be with the agreement of line managers. Staff must consent for SLT to have access to such devices (including any access credentials) for routine monitoring purposes. They must agree to any security systems and accept the risk that if misused, it may adversely affect their personal data.

These systems and accounts must be configured such that managers can monitor communications through logs, administration accounts, etc. Managers must carry out monitoring of these accounts both routinely and where there is specific cause for concern.

The content of communications will relate solely to official matters such as learning, impartial advice and guidance, pastoral support or handling practical arrangements for official activities. Any form of communication will be with the knowledge and consent of the parent/carer.

Staff/volunteers should take care in their communications with children so as to avoid any possible misinterpretation of their motives or any behaviour which could be construed as grooming

There is strictly to be no contact with any child, young person via the professional’s personal use of social media sites e.g. Facebook or personal communication systems e.g texting on mobile phone.

Staff/volunteers - Personal information such as private contact details including phone numbers and social media accounts must not be shared with pupils.

Staff/volunteers should not request personal information from children and young people / parents and carers other than that which is required for official with children, young people from school.

Where staff breach the restrictions imposed by filtering or other safety mechanisms this is deemed a disciplinary matter.

Issues relating to data protection are not covered by this policy but staff/volunteers must ensure that they adhere to the data protection policy and refer to young people in school using their initials.

The scope of “communication” includes still and moving images / graphics / audio content as well as text.

The use of digital images

Written permission from parents or carers must be obtained where digital images are to be made of their children / young people or biometrics are to be gathered for official purposes. This is completed in every young person’s starter pack and updated when appropriate.

Permission must also be sought from young people where they are of an age to give this.

Care must be taken when capturing digital images that young people are appropriately dressed and are not participating in activities that might bring the individuals or the setting into disrepute.

Avoid taking photographs in one to one situations where possible and adhere to the lone working policy

The full names of young people will not be used anywhere on a website, blog, or published article, particularly in association with photographs. Consideration should be given to media coverage and journalists should be made aware of this policy.

Images will only be made and stored using professional equipment or that approved and secured via the School.

If the printing of images is to take place away from the setting where the child/young person attends, parents must be made aware of where they will be printed and have given permission for this. However it is classed as part of the class teacher’s role to take children’s work books, learning journeys or the equivalent containing photographs for monitoring and assessment purposes. When off the school grounds these records should be stored on a lockable premises if it is overnight and not in a vehicle. If these are damaged or go missing then the appropriate SLT member should be informed and a beach of information document completed if required.

Access to Inappropriate Images and Internet Usage

There are no circumstances that will justify adults possessing indecent images of children. Adults who access and possess links to such websites will be viewed as a significant and potential threat to children. Accessing, making and storing indecent images of children on the internet is illegal. This will lead to criminal investigation and the individual being barred from working with children and young people, if proven.

Adults should not use equipment belonging to their organisation to access adult pornography; neither should personal equipment containing these images or links to them be brought into the workplace. This will raise serious concerns about the suitability of the adult to continue to work with children.

Adults should ensure that children and young people are not exposed to any inappropriate images or web links intentionally and take all precautions to avoid this be accident. For example downloading videos where possible. Where this is not possible on site like YouTube adults should take precautions including:

  • Pre check the entirety of the video making sure it is suitable for the intended audience. Also that the web page doesn’t have inappropriate links surrounding it
  • Pre-loading the video in order to close any adverts that may pop up.
  • Stop the video at the end to prevent additional adverts popping up or the beginning of another video.

Where indecent images of children or other unsuitable material are found, the police and Local Authority Designated Officer (LADO) should be immediately informed. Staff or volunteers should not attempt to investigate the matter or evaluate the material themselves, as this may lead to evidence being contaminated which in itself can lead to a criminal prosecution. For Managing allegations against professionals guidance go to LSCB web site


Adults should not log children onto their user profile on the computer to bypass the filters for children to access any material. Websites that are deemed safe for children can be forwarded to the ICT technician to alter the filtering security and allow the child access to it directly.

Staff/volunteers private use of digital media

In their private use of digital media (such as social networking sites) staff must protect their professional reputation and that of other School staff and staff in partner organisations. This must be achieved either through the judicious application of privacy settings so that communications remain private from children and young people / parents and carers and through the avoidance of rhetoric that might cause reputational damage.

Staff/volunteers must not solicit or accept “friend / contact / circle / follow” type connections to private accounts with children and young people for whom they have any professional responsibility.

Staff/volunteers must not engage in any communication which could bring their organisation into disrepute which includes postings made on personal sites, blogs in staff’s own time. Staff must be mindful of confidentiality and data protection. If a staff member becomes aware that they have posted a comment which may bring the School into disrepute or breach data protection they must bring this to the attention of their manager urgently, who in turn will seek advice from Corporate Communications/ICT/Corporate Information Manager in order to limit the damage. HR may get involved after that if the manager needs help to deal with the individual’s behaviour and its impact via the Disciplinary Procedures.

At all times staff must be respectful of others, not engaging in any communication which could be deemed as breaking the law regarding discrimination or offensive behaviour. They must never use social media to bully or harass another employee, manager or service user including any child or young person.

Children and Young people’s use of technology

Staff who directly supervise children and young people must ensure that use of the Internet through official infrastructure is supervised and / or monitored. The level of this supervision / monitoring should be locally determined based on age, nature of the systems used etc… All staff who directly supervise children and young people in the use of technology, must be in receipt of e-safety training which highlights risks and appropriate countermeasures in situations where .

Age appropriate safety mechanisms such as content filtering must be employed where children and young people access the Internet through School infrastructure. Breaches of these safety mechanisms by children and young people (for example through the use of proxy websites) must always be challenged in an age appropriate way.

Staff must ensure that any films or material they show to children or sites they ask children to access to find information are age appropriate linked to the children’s ages and the PEGI ratings.


It is the responsibility of staff to ensure as far as possible that young people are not, while in their direct care, involved in plagiarism and copyright infringement, illegal downloading of copyright files, hacking, viruses or other breaches of system security.

All staff in contact with children and young people have a responsibility to advise about and encourage E-safety and good behaviour in relation to personal online activity as well as that in the setting e.g. avoiding contact with strangers which may lead to grooming, access of age appropriate data, use of privacy settings in social media, risks of on line gaming, cyber bullying, respect for copyright and the security of personal information. This is planned into the curriculum and covered in an annual unit of E-safety as well as with cross curricular links to PSHE and other subject areas. This will be updated in line with the most up to date guidance from the DfE

Even where contact is brief, informal and unstructured, good behaviours should be acknowledged and inappropriate behaviours challenged.

Staff responsible for the management of settings in which children and young people will work with technology must have policies and procedures for the use of this technology, ideally designed in dialogue with those whom it will affect. These must be shared and routinely refreshed through posters, lessons, pastoral work, staff training and induction procedures, etc. They must also be shared with parents and carers.

Acceptable User Policies must be signed by children, young people and where appropriate, their parents/carers and regularly reviewed and up-dated.

Any form of bullying including cyber bullying is not acceptable and there will be sanctions in place for any young person who is engaging in cyber bullying. These will be in the form of an Anti bullying and/or behaviour policy in schools. For significant events follow the school safeguarding procedure using CPOMS for the DSL to make the judgement on advice and involvement from Dorset’s Safe Schools and Communities team.



Breaches of this policy will fall into the following categories:

Illegal acts by staff – Escalated to Police/LADOs/Children’s Social Care

Breaches of policy – Following investigation by LADOs / Children’s Social Care/HR/Data protection as appropriate, these are handled by line managers in accordance with the School’s standard disciplinary procedures.

Other relevant Guidance

Social Media Guidance (2013) –Available on the loop or from Poole HR

Email and internet policy and other ICT and corporate security policies.

ICT Policy Documents can be found on Poole Borough School’s intranet (the Loop) or contact Poole ICT

Dignity at work

Code of Conduct

Disciplinary procedure

Supporting information

http://ceop.police.uk/ For advice and guidance from the Police’s Child Exploitation and Online Protection Unit (CEOP)

http://www.swgfl.org.uk/Staying-Safe For e-safety support material from the South West Grid for Learning who provide Internet connectivity to nearly all state schools in the 15 South West local authorities as well as actively managed filtering and monitoring. This includes Standard Acceptable User Policies, bring your own device, advice on clouding etc.

http://www.iwf.org.uk/ Internet Watch Foundation ,for the reporting of criminal online content.

http://webarchive.nationalarchives.gov.uk/20100202101002/dcsf.gov.uk/everychildmatters/resources-and-practice/ig00311/Guidance for safer working practice for adults who work with children and young people – government 2009

http://www.e2bn.org/files/Inspecting_e-safety.pdfInspecting e-safety Ofsted 2012

https://www.gov.uk/data-protection/the-data-protection-actData Protection Act 1998

http://webarchive.nationalarchives.gov.uk/20130401151715/https://www.education.gov.uk/publications/eOrderingDownload/DCSF-00334-2008.pdfByron review ‘Safer children in a digital world’

http://www.ofsted.gov.uk/resources/safe-use-of-new-technologiesSafe use of new technologies Ofsted 2009                                                                                                                                     

www.education.gov.uk/ukccisAdvice on Child Internet Safety 1.0UK School for Child Internet Safety

http://www.nspcc.org.uk/Inform/research/briefings/Photographing-children_wda96007.html NSPCC guidance on photos in schools


resources and curriculum support on E-safety

http://www.ico.org.uk/ Data Protection/Information Commissioner’s Office (ICO)

Safe Schools and Communities team ssct@dorset.pnn.police.uk 01202 222844 . This team provides support if an E safety incident occurs as well as training packages for children, young people, parents/carers and staff.


Ostead inspection framework 2019.


Ostead curriculum inspection 2019.

Related polices and documentation

  • ICT Curriculum Policy.
  • PSHE Curriculum Policy
  • Acceptable use agreements.
  • School Safeguarding policy.
  • Anti-bullying policy.
  • Code of conduct.
  • Induction pack and policy.
  • Child starter pack.
  • Data Protection Policy
  • Photo permisions

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