13. Concerns, Allegations & Reporting

This section operationalises the chain of command set out in §3. Refer to that section for the full flow diagram and bypass routes. For guidance on responding to a disclosure from a child, see §12.

13.1 Categories of concern

Concern about a child (welfare, abuse, neglect, online safety, mental health crisis)
Allegation against a volunteer or staff member
Concern about an adult at risk
Low-level concern (boundary issue not amounting to allegation but worth noting — patterns matter)
Data protection breach with safeguarding implications

13.2 Immediate action — first 60 minutes

If a child is in immediate danger: call 999, no internal step required first.

If a child has just disclosed something:

Listen, don’t interrogate
Reassure but do not promise confidentiality
Note exactly what was said in their words as soon as practical
Notify the ESL at the event immediately

If concern is about a volunteer in their conduct on the day:

Quietly move the volunteer away from contact with children whilst the concern is assessed (no accusation, no public action)
Notify the ESL immediately
ESL notifies RSL within the hour

For all other concerns: report to ESL same day; ESL escalates to RSL within 24 hours.

13.3 Routing — who handles what

Type of concern	First handler	Triage	External notification
Immediate danger to a child	Anyone present (call 999)	ESL informs RSL & National DSL	999, then social services
Disclosure of abuse	ESL same day	RSL → National DSL ≤24hrs	LADO/social services ≤24hrs
Allegation against a volunteer	ESL → RSL same day	National DSL ≤24hrs	LADO ≤24hrs
Welfare concern (no allegation)	ESL → RSL within 24hrs	RSL decides escalation	Per case
Low-level concern	ESL logs, summary to RSL within 48hrs	RSL reviews monthly	Usually none unless pattern
Concern about RSL	Bypass to National DSL	National DSL handles	Per case
Concern about National DSL	Bypass to Lead Safeguarding Trustee	Trustee + NSB independent member	Per case
Data breach (safeguarding data)	National DSL	NSB review	ICO ≤72hrs if threshold met

13.4 Recording

For every concern (including low-level), log:

Date, time, location, event/programme
Who raised it; who received it (ESL name)
Factual account in the words used (no interpretation, no leading paraphrase)
Demeanour and observable details (if relevant)
Any adults or children present
Immediate action taken, by whom, timestamped
Onward notification (RSL, National DSL, external) with timestamps
Outcome and review date

The form is F-12 Concern / Disclosure Recording Form. Completed within the same day where possible, and within 48 hours always.

Records held in the restricted-access safeguarding section (DSL + Deputy + relevant RSL + Lead Safeguarding Trustee), separate from the general volunteer file.

13.5 Low-Level Concerns Log

Patterns matter. The low-level log captures concerns that individually don’t meet the allegation threshold:

Boundary blurring (e.g. a volunteer messaging a young person 1:1)
Inappropriate language or jokes
A volunteer present in an inappropriate space
A child appearing distressed without obvious cause
A parent expressing low-level unease

Each entry: date, who, what, action taken (e.g. private word, retraining). RSL reviews their region’s log monthly. National DSL reviews patterns across regions quarterly at NSB. Three or more entries about the same volunteer triggers a formal review by RSL + National DSL.

13.6 External Reporting

Authority	When to contact	Lead
999 / Police	Immediate danger, ongoing crime	Anyone present
101	Non-emergency police	National DSL
Children’s Social Care (local authority)	Concern a child is at risk of significant harm	National DSL (or RSL by exception)
LADO	Allegation against a volunteer working with children	National DSL ≤24hrs
ICO	Data breach meeting threshold	National DSL ≤72hrs
Charity Commission	Serious incident (safeguarding, financial, reputational)	Lead Safeguarding Trustee, advised by National DSL
Diocesan Safeguarding Coordinator	Where Catholic-structure relationship requires	National DSL
NSPCC helpline (0808 800 5000)	Anyone seeking advice on whether to report	Anyone, anytime

13.7 Supporting the person who raised the concern

Acknowledge receipt within 24 hours
Explain the next steps and timeframe
Update them at agreed checkpoints (recognising some details may be withheld for confidentiality)
Whistleblowing protection: no detriment, no informal pressure, no removal from role for raising a good-faith concern
If the person who raised the concern is a child, additional support (age-appropriate explanation, named trusted adult, parental involvement where appropriate)

13.8 Supporting the subject of an allegation

A volunteer who is the subject of an allegation has a right to:

Be informed (when doing so does not prejudice an investigation or risk a child)
Have the process explained
Be supported during what is a stressful experience
Presumption of fairness pending investigation
Confidentiality (allegation is shared only on need-to-know basis)

The volunteer may be suspended from duties during investigation. This is a neutral act, not a finding of guilt. Document the reasons. Joint decision: National DSL + Lead Safeguarding Trustee.

13.9 Conclusion of a concern

Outcomes are categorised:

Substantiated — sufficient evidence the concern is true
Malicious — deliberately false
False — untrue but not malicious (e.g. mistaken)
Unsubstantiated — insufficient evidence either way
Unfounded — no basis (e.g. miscommunication)

Each outcome handled accordingly, with records reflecting the conclusion. National DSL ensures any required action (training, removal, restoration, statutory referral to DBS Barring) is taken.

13.10 Referral to the DBS Barred List

Where a volunteer is removed from a role with children/adults at risk because they have harmed (or pose a risk of harm to) a child or vulnerable adult, Jesus Youth UK has a legal duty to refer them to the DBS for consideration of barring. National DSL files this referral with trustee sign-off.