E-Safety Policy



Review Date


Review Cycle


 Review Due (or in line with new legislation)


Author / Owner

 Borough of Poole Policy – Secondary ICT TLR, Tim Davis 



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

  1. Why do we have the policy?  
  1. Who must comply with the policy?  
  1. When does the Policy Apply?
  1. What is the policy? 
  2. Communication from staff/volunteers to young service users  

  3. The use of digital images

  4. Access to Inappropriate Images and Internet Usage

  5. Staff/volunteers private use of digital media

  6. Children and Young people’s use of technology

  7. Enforcement

  8. Other relevant Borough Guidance

  9. Supporting information


1.Why do we have this policy?


The School has a duty to safeguard and promote the wellbeing 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:

a) How School staff and volunteers should use technology appropriately in circumstances where contact with young people can occur.

b) 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.

  1. Who must comply with the policy?

All School staff and volunteers (including staff in maintained schools) who work in contact with young people must comply with this policy.  Contact means face-to-face contact and remote contact through technology.

Furthermore staff who construct contracts with outside agencies for the provision of services involving contact with children & young people must ensure that the measures described in this policy are included in any contractual arrangements.

Commissioned services and non-maintained schools are encouraged to consider their own practice and are encouraged to adopt this policy or develop their own.

  1. When does this policy apply?

This policy applies at all times and relates to all work with children and young people and their parents / carers.  

  1. 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)’. http://www.bournemouth-poole-lscb.org.uk/inter-


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:

  • Promote and procure technology that helps to support safe and legal working
  • Train staff appropriately
  • Regulate staff activity
  • Identify E safety Champions (Tim Davis) in school who will work closely with the Designated Safeguarding Officer (Tim Parker-Smith) 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 plus their parents and carers

4.3 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 their line manager in accordance with the normal child protection procedures and/or whistle blowing procedures.

To do this the School will:

  • Operate clear procedures for handling safeguarding incidents involving technology in accordance with national guidance and LSCB and Human Resources policies and procedures (see 11 below). Which at Winchelsea involves recording incidents with the CPOMS software
  • Train staff accordingly in their induction

5.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:

  1. 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 line manager approval.  Privacy settings for these should be configured such that identities, personal information and the ability to make unsolicited contact are secured.

  2. Any use of personal devices for professional purposes must be with the agreement of line managers. Staff must consent for managers 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.

  3. 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.

  4. 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.

  5. 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

  6. There is strictly to be no contact with any child, young person or any other service user via the professional’s personal use of social media sites e.g. Facebook or personal communication systems e.g texting on mobile phone. The only exception is if there is a practical reason to have contact with a young person via a social media site e.g. for a foster carer or social worker to befriend a looked after young person on Facebook to monitor their use of this facility. Wherever possible this would be on an account set up specifically for this reason. Permission must be agreed and recorded as part of a care plan and monitored by a manager.
  7. Staff/volunteers - Personal information such as private contact details including phone numbers and social media accounts must not be shared with pupils.

  8. 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.

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

  10. Issues relating to data protection are not covered by this policy but staff must ensure that they are working within appropriate policies in relation to their interactions with children, young people and other service users.

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

6.The use of digital images


  1. 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.

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

  3. 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.

  4. Avoid taking photographs in one to one situations.

  5. 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.

  6. Images will only be made and stored using professional equipment or that approved and secured via the School.
  7. 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 phase leader is required to be informed and a beach of information document completed if required.


7.    Access to Inappropriate Images and Internet Usage


  1. 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.
  2. 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.

  3. Adults should ensure that children and young people are not exposed to any inappropriate images or web links. Organisations and adults need to ensure that internet equipment used by children have the appropriate controls with regards to access. g. personal passwords should be kept confidential.

  4. 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 professional’s guidance go to LSCB web site

    www.bournemouth-poole-lscb.org.uk/inter-agency_safeguarding_procedures/pictures/content296/chapter_3.9_managing_allegations_ag ainst_people_who_work_with_children_updated_oct_11.pdf

8.  Staff/volunteers private use of digital media

  1. 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.

  2. 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.

  3. 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.
  4. 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.

9.Children and Young people’s use of technology

  1. 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, nature of the setting, 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.

  1. 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.


  1. 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.


  1. 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.  


  1. 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


  1. 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 or concerns the Safe Schools and Communities team should be involved.



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.

11.Other relevant Borough 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


12.  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/re sources-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/p ublications/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


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. 


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