Safeguarding Policy



This should be read in conjunction with our Prevent policy.


Our Commitment


Ultima is committed to developing effective systems to safeguard young people and vulnerable adults. By agreeing to and abiding by the safeguarding commitment you, can help support our policy. We are also committed to developing a culture where all learners and employees feel empowered to report safeguarding issues and be confident that they will be acted upon.


To ensure our commitment is met, we will discuss at all staff 1:1’s and team meetings. It will also be embedded into training sessions of both employees and learners, and in our offices and training rooms, resources and posters will be present and made available. Due to the importance of safeguarding, this is always at the forefront of our mind, as we thrive to achieve a safe and healthy environment with robust processes to support employees and learners.


The purpose of this policy is to describe how Ultima manages its obligations of responding to the concerns regarding the safeguarding and protection of the welfare of children and vulnerable adults and Prevent, and covers what actions an employee should take if they have any safeguarding concerns.


Ultima will promote this policy by covering topics and issues through staff 1:1 and team meetings. As a company, it is our responsibility to ensure that all employees and learners have a good knowledge of safeguarding and what support is available to them. Everyone is made aware of the safeguarding officer and additional support channels in their area of delivery. Safeguarding is embedded into the learning and training courses we deliver so everyone is made aware of different forms of abuse and how to spot somebody affected.

We are very conscious about making sure we deliver and promote a safe environment for all employees and learners with effective processes to support all parties. Across all our training sites, we have information on notice boards and in learner portfolios on safeguarding, prevent and British values.



Definition of Safeguarding


Safeguarding relates to the responsibility to prevent or respond to potential or actual harm to children or vulnerable adults whether from crime, other forms of abuse or from being drawn into terrorism, extremism and/or radicalisation type related activities. It can be summarised as:

  • Protecting them from maltreatment
  • Preventing the impairment of their health or development
  • Ensuring the provision of safe and effective care
  • Taking action to enable best outcomes
  • Prevent issues such as bullying, harassment, discrimination, abuse and neglect
  • Preventing radicalisation, extremism and risks of terrorist related activities.






Definition of British Values


British Values are defined as:

  • Rule of Law

All people and institutions are subject to and accountable to law that is fairly applied and enforced.

  • Individual Liberty

Individual liberty suggests the free exercise of rights generally seen as outside government control.

  • Mutual Respect and tolerance for those from other backgrounds, religions, beliefs

A fair, objective, and permissive attitude to those whose faith and beliefs may differ from ones’ own.

  • Democracy

Can be seen as a state of society characterised by equality of rights and privileges.

  • Compliance with the Equality Act and those protected by it

The proper regard for an individual’s dignity, which is reciprocated.


The protected characteristics in the Equality Act are:

  • Age
  • Gender reassignment
  • Disability
  • Marriage and civil partnership
  • Pregnancy and maternity
  • Race
  • Religion or belief
  • Sex
  • Sexual orientation



Definition of a Vulnerable Adult


The definition of a vulnerable adult is someone who:

  • Is or may be in need of care by reason of mental or other disability, age or illness preventing the impairment of their health or development
  • Is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation.



Aims of Safeguarding


The main aims of the Ultima’s Safeguarding policy are:


  • To ensure that appropriate measures and practices are in place to safeguard and promote the welfare of children and vulnerable adults and bring matters requiring attention to the relevant person, (i.e. Safeguarding Officer).
  • All employees should have a good understanding of safeguarding concerns, the Prevent Agenda, including potential abuse of young people or vulnerable adults, and the possible radicalisation of anyone which may come to light in the work place.
  • Ultima employees maintain a proper focus on safeguarding young people and vulnerable adults.
  • Employees recognise, identify and respond to signs of abuse and other safeguarding concerns relating to children and vulnerable adults.
  • Employees respond appropriately to disclosure by a young person or vulnerable adult of abuse.
  • Employees respond appropriately to allegations against staff, other adults, and against themselves.
  • Employees are alert to the risks which abusers, potential abusers or extremists, may pose.
  • Employees contribute as necessary to all stages of Ultima’s safeguarding and protection processes
  • Employees undertake the relevant and appropriate ongoing training including the Prevent Agenda and development to maintain a safe workforce.
  • All employees will undertake safeguarding training on induction to the company which they must pass. This is to ensure employees know how to spot a safeguarding issue and have good knowledge about what it is.
  • To continually develop employees’ knowledge on safeguarding by completing annual training (as a minimum) or when any new updates occur as identified by the Lead Safeguarding Officer.



Recruitment Activitiy & Safeguarding


Where appropriate, Ultima’s recruitment procedure ensures that, from the identification of a vacancy through to the selection and the formal offer of a contract, applicants are aware of the requirements of disclosure checks and the company safeguarding policies.


Applicants are required to self-disclose all previous convictions and cautions (spent and unspent) on the Ultima Application Form so consideration to suitability can be assessed at the earliest opportunity.






Full and ongoing safeguarding training will be completed with both employees and learners. Any new employees staring with Ultima will complete safeguarding training to give them understanding of what it is, how to identify potential concerns and the reporting procedure. In addition, they will also need to complete our online safeguarding training course and achieve their certificate of completion prior to employment starting. Online prevent and British values training courses also need to be completed and achieved.


The Lead Safeguarding Officer will deliver formal ongoing training at a minimum of every 6 months to keep employee knowledge current and up to date. Any significant or substantial changes within the 6 month period will be communicated down to staff through team meetings.



All learners will complete safeguarding training upon induction to their training course. We will support them in understanding what safeguarding is, how to identify potential concerns and the reporting procedure. Throughout their programme, it will be embedded into learning and specific training sessions will be completed on safeguarding. All training and knowledge will be reviewed via ongoing progress reviews throughout the whole duration of learning.







We recognise the role that external agencies and speakers can play in enhancing the learning experiences of our learners. Where we use external agencies and individuals in this way, we will positively vet them to ensure that their message is consistent with, and not in opposition to, our values and ethos.





It is the responsibility of every employee that witnesses any incident that could be cause for concern (which could include bullying, neglect, radicalisation, extremism, physical abuse, mental abuse, emotional and sexual) or receives a disclosure regarding the safeguarding and protection of the welfare of any young person or vulnerable adult, to report it to the designated safeguarding officer, manager, or the director. In addition, our learners will receive ongoing training and support through their programme to ensure that they feel confident to report any safeguarding concerns they may be a victim to or witness.


As part of our training courses for staff, they are all trained to recognise the signs of abuse to spot any issues with learners or in some cases with our employees. They are also trained on what to do if they notice a safeguarding issue and the correct reporting procedures. Any issues identified you will be required to:


  • Take notes of what has been said, what you have heard or seen – if it is not possible to take notes at the time, do so immediately afterwards.
  • Keep the notes taken at the time, without amendment, omission or addition, whatever subsequent reports may be written.
  • The notes should be signed and dated.
  • The notes should cover what you saw, who said what, what action you took, and the details of date, time and location and name of the child and perpetrator.
  • To complete the attached Safeguarding Concern Form as per company procedure.


It is the responsibility of the safeguarding officer, and management team to:


  • Adhere to this policy on safeguarding children and vulnerable adults.It is essential that where appropriate Ultima staff are aware of who the Safeguarding and Prevent Officer is.
  • Ensure that each and every employee has their status checked against through DBS when on commencement to employment.
  • Ensure that all matters regarding disclosure or safeguarding are reported to the Safeguarding Officer who will then determine the best course of action.
  • Monitor risks associated with different areas of apprenticeship delivery. It is essential to train staff on the identified risks so that these can be addressed through training sessions with learners. This it to give learners a stronger knowledge of how they can be radicalised and understanding of potentially when it is happening to them.



Additional/Further Support and Guidance


It is the responsibility of the Safeguarding Officer to ensure that additional/further support and guidance is sourced. This is done through making contact with external organisations to ensure that we are aware of reporting procedures and risks in each area of delivery. Regular contact will be kept with all contacts to ensure any updates or changes are identified at the earlier opportunity.



IT Usage


All internet usage will be monitored by our internet provider Lansafe. There are systems in place that are operated by Lansafe to monitor inappropriate/suspicious internet use to reduce the risk of radicalisation. Specific firewalls have been set up to prevent certain websites being accessed and notifications will be sent for any restricted sites where there has been an attempt to access.