Cappella Caeciliana

This policy applies to all members, freelancers engaged by the choir, volunteers and anyone else working on behalf of Cappella Caeciliana or taking part in its activities.

The purpose of this policy is to provide members and other relevant people with the overarching principles that guide our approach to the protection of all vulnerable people.

In Northern Ireland the relevant legislation is:

- Children (Northern Ireland) Order 1995

- Safeguarding Vulnerable Groups (Northern Ireland) Order 2007

supplemented by the following best practice documents:

- Co-operating to Safeguard Children and Young People in Northern Ireland 2017 - Safeguarding Vulnerable Adults, A Shared Responsibility 2010/2012

The above legislation requires any organisation involving young people and vulnerable adults to take all reasonable measures to ensure that the risk of harm to their welfare is minimised and, where there are concerns, to share them with other agencies, as appropriate.

Cappella Caeciliana recognises that it is not the role of our organisation to decide whether a child or vulnerable adult has been abused or not. This is the role of Social Services who have legal responsibility or the NSPCC who have powers to investigate child protection concerns under relevant legislation.

For the purposes of this policy, anyone up to the age of 19 is a child and anyone over 18 years who is or may be unable to take care of themselves or unable to protect themselves against significant harm or exploitation is a vulnerable adult.

Cappella Caeciliana does not admit persons aged under 18 or who are still at school to its membership and hence generally comprises members who are independent adults. However, occasionally we may be joined by children, young people and possibly vulnerable adults, who may rehearse and/or perform with us. We recognise the need to safeguard any young and vulnerable members and the Trustees have therefore adopted the following Safeguarding Policy. Occasionally we may partner with schools and youth organisations. For these projects the attached Partnership Project Arrangements shall apply [see Appendix III].

The choir’s committee shall designate a committee member or other co-opted choir member to be the Designated Safeguarding Officer (DSO). There shall also be a deputy DSO. The DSO and deputy DSO shall undertake (or already have undertaken) appropriate training and be AccessNI vetted, and will be identified as the principal persons people should turn to if they have any concerns or queries.

Contact details for the DSO shall also be given as part of the choir’s induction process and on the website, currently the DSO is David Stewart and the deputy DSO is Nuala Murray. In situations where children and young people are participating with the choir in rehearsals and/or performances, the DSO and his/her contact details will be identified to participating children as the principal person they should turn to if they have any concerns or queries. The DSO has responsibility for all safeguarding issues. All queries and concerns relating to safeguarding should be referred to the DSO in the first instance, unless unavailable in which case the deputy DSO should be contacted.

On any occasion when children, young people or vulnerable adults are required to rehearse and/or perform with Cappella Caeciliana there shall be at least two adults appointed who shall remain responsible for them throughout rehearsals. During performances, parents will be responsible for their children.

There should be no need for a member of the choir to be alone with a child or vulnerable adult. Any concern regarding a child, vulnerable adult, adult choir member, or any other adult associated with the choir must immediately be reported to the DSO (or in his or her absence deputy DSO) who will take the lead on responding to information that may constitute a safeguarding concern.

This includes:

● receiving and recording the information from the person expressing the concern;

● assessing and clarifying the information;

● consulting with and informing the Chair of the choir;

● making referrals to statutory organisations (e.g. the relevant child protection services, the PSNI, etc.) as appropriate;

● storing and retaining records according to legal requirements; and

● maintaining confidentiality, subject to the principle of the welfare of the child being paramount which means that information may have to be shared (but only with people who need to know about it).

● If in any doubt as to what to do, the DSO, deputy DSO or other person acting shall seek advice from NSPCC Helpline by calling 0808 800 5000 or emailing help@nspcc.org.uk.

The DSO and deputy DSO are required to have undertaken AccessNI checks, which the choir will fund.

If an existing or potential new member, freelancer or volunteer will be working with children or vulnerable people as part of Cappella Caeciliana activities the appropriate level of AccessNI check against that person will be requested before that work is undertaken.

Any projects, events or other activities that will involve children or vulnerable people must be planned with the involvement of the DSO and in line with documented best practice. (In addition any activity taking place outside Northern Ireland must be specifically checked against potentially different legislative requirements.) For all such events a main contact for safeguarding on the day must be designated in advance - this will be an individual who has been AccessNI checked.

AccessNI checks initiated on behalf of Cappella Caeciliana will be regarded as being valid for three years. If anyone who has previously been AccessNI checked is charged with, or convicted of, a criminal offence in the subsequent three years (and is still involved with the choir) then they must notify the Chair of the choir immediately.

Arrangements for Partnership Projects Involving Children and Young People

From time to time the choir will engage in short partnership projects with organisations - choirs or orchestras - which work directly with children and young people. In these cases,

the welfare of children and young people is paramount. The following arrangements will apply to all youth partnership projects to ensure that they align with safeguarding legislation and best practice in Northern Ireland.

Partnership Arrangements Document

For each project involving children and young people, a short written Partnership Arrangements document will be completed which will:

● outline safeguarding responsibilities of each organisation

● identify key safeguarding contacts

● confirm supervision arrangements for children and young people

● clarify expectations for behaviour and boundaries

● clarify the role of the Director/Conductor and choir members

● identify any risks and agreed mitigation measures

● identify venue and facility requirements

The Partnership Arrangements document is project‑specific and proportionate to the short‑term nature of such collaborations.

Adherence to the Partner Organisation’s Safeguarding Framework

The partner organisation’s safeguarding policy applies to all aspects of children and young people’s participation in the partnership project, including:

● supervision ratios

● behaviour management

● arrival and departure procedures

● photography/recording permissions

● emergency arrangements

● expectations regarding conduct around children and young people.

The partner organisation will provide a copy of its safeguarding policy in advance. The Designated Safeguarding Office (DSO) or Deputy DSO will review it to ensure compatibility with the Cappella Caeciliana policy.

Responsibilities of the Partner Organisation

The partner organisation will retain full responsibility for:

● the supervision, safety, and behaviour of all children and young people

● ensuring that all supervising adults are appropriately vetted

● ensuring that appropriate ratios of police‑checked staff or volunteers are present at all times, maintaining a presence in the room throughout the activity

● managing any safeguarding concerns relating to the children or young people in their care

● providing a designated safeguarding contact for the duration of the project, and reporting any concerns to the Capella Caeciana DSO, or Deputy DSO

Cappella Caeciliana members will not be responsible for supervising children or young people.

Responsibilities of Cappella Caeciliana

Cappella Caeciliana will ensure that:

● all choir members, freelancers, and volunteers are aware of this policy and the expectations for behaviour around children and young people, including the Code of Conduct outlined in this policy document [see Appendix I and II].

● the DSO, or Deputy DSO, is involved in planning any project involving children and young people

● the DSO and Deputy DSO is identified to the partner organisation and available for consultation

● a clear point of contact is agreed for safeguarding matters during rehearsals and performances

● all members understand that they must follow both Cappella Caeciliana’s safeguarding policy and the partner organisation’s guidance

Behaviour Expectations for Choir Members

Members of Cappella Caeciliana must comply with the Code of Conduct outlined in Appendix I and the summary in Appendix II. The Code of Conduct applies to rehearsals, performances, backstage areas, and any associated activities.

Role of the Director/Conductor

The Director/Conductor will:

● have no unsupervised contact with children or young people

● direct musical activity only

● not supervise or manage behaviour

● not be responsible for escorting children or young people between spaces or managing their movement around the venue.

● liaise with the partner organisation’s supervising staff regarding rehearsal flow

● follow all safeguarding expectations, including those outlined in the partner organisation’s safeguarding policy and the choir’s Code of Conduct [see Appendix I and II]

Venue Requirements for Projects Involving Children and Young People

The partner organisation is responsible for ensuring that the venue:

● meets their health and safety standards

● is suitable for children and young people

● provides appropriate toilet and changing facilities for children and young people which are separate from adult facilities

● provides separate male and female facilities for children and young people, where required

● ensure that changing areas are supervised by appropriately vetted adults of the same gender as the children and young people, as required

● has safe, supervised movement routes for children and young people Cappella Caeciliana members must:

● use adult facilities only

● never enter children and young people’s toilet or changing areas

● follow all venue‑specific safeguarding instructions

The Cappella Caeciliana events planning team and DSO (or Deputy) will review venue arrangements with the partnership organisation as part of project planning. This will normally include a joint site visit and risk assessment.

Pre-Concert Talk Arrangements

Occasionally, schools are invited to attend a short pre-concert talk with the performers. At these events children and young people will be supervised by their teachers at all times and will remain in their seats in the venue’s audience area. Bookings can only be made by a supervising adult. Choir members will not interact individually with children during pre‑concert talks. All engagement will be through supervised, whole‑group formats.

Policy review

This policy will be reviewed and amended (if necessary) on an annual basis by the Committee. It will also be reviewed in response to changes in relevant legislation, good practice, or in response to an identified failing in its effectiveness.

This updated policy was formally adopted by the Trustees of Cappella Caeciliana on 22 March 2026.

Appendix I

Safeguarding Code of Conduct for Choir Members

This Code of Conduct applies to all members of Cappella Caeciliana. It relates to rehearsals, performances, backstage areas, and any associated activities that involve children and young people.

When engaging in projects that involve with children and young people all choir members must:

● treat all children and young people with respect

● demonstrate good conduct

● respect a child or young person's right to personal privacy

● follow any instructions given by the partner organisation’s supervising adults

● ensure that rehearsal and backstage spaces are not shared unsupervised with children or young people

● report any concerns about the welfare of a child or young person immediately to the Capella Caeciliana DSO, or Deputy DSO, who will liaise with the partner organisation’s safeguarding contact and supervising adults

Choir members must not:

● be alone with a child or young person at any time

● have any physical contact with a child or young person (including ‘friendly touch’)

● accompany a child or young person to the toilet or changing area

● share personal information with a child or young person

● have private communication with a child or young person, including use of social media

● have inappropriate, adult-themed conversations with children and young people

● make suggestive or derogatory remarks or gestures in front of children or young people

● ridicule, insult, or make little of a child or young person

● allow any identified safeguarding concerns to go unreported

● provide transport, lifts, or one‑to‑one accompaniment for children or young people.

● store, transport, or handle children’s personal belongings

● take photographs of a child or young person, even if requested; all such requests must be directed to the partner organisation’s supervising adults

● Smoke, consume alcohol or use illegal substances

Any breaches of this Code will be treated as a serious issue and will be investigated. This may result in dismissal and potential referral to statutory bodies.

Appendix II

Code of Conduct Summary for Choir Members

A simple guide to keeping everyone safe when children and young people are involved.

Safeguarding is everyone’s responsibility. When we work alongside children or young people, we all play a part in creating a safe, respectful environment. This summary highlights the key things every choir member needs to know. It applies to rehearsals, performances, backstage areas, and any associated activities that involve children and young people.

What we expect from every choir member

Be respectful

● Treat all children and young people with courtesy and kindness.

● Be a positive role model in behaviour, language, and attitude.

Follow instructions

● Always follow the guidance of the partner organisation’s supervising adults.

● If you’re unsure about anything, ask the Cappella Caeciliana Designated Safeguarding Officer (DSO) or Deputy DSO.

Protect privacy

● Give children space.

● Respect their personal boundaries and avoid situations that could feel intrusive. Report concerns immediately

● If something doesn’t feel right, tell the DSO or Deputy DSO straight away.

● Do not investigate or question anyone yourself.

What choir members must never do

These rules protect both children and choir members.

● Never be alone with a child or young person

Always stay in open, visible spaces.

● No physical contact

This includes hugs, guiding hands, or ‘friendly touch’.

● Do not accompany children to toilets or changing areas

Use adult facilities only.

● No private communication

Don’t message, email, or connect with children on social media.

● No sharing of personal information

Keep boundaries clear and professional.

● No adult‑themed or inappropriate conversations

Keep language and topics suitable for all ages.

● Do not ridicule, insult, or make derogatory remarks Even in jest.

● Do not take photographs or videos of children

Direct any requests to the partner organisation’s supervising staff.

● Do not smoke, drink alcohol, or use substances around children This includes backstage and during breaks.

● Do not give lifts or transport children

Even short distances.

The role of the Director/Conductor

● Leads musical activity only.

● Has no unsupervised contact with children.

● Does not supervise behaviour or movement.

● Works alongside the partner organisation’s supervising staff.

If you’re ever unsure or have a concern

Speak to:

● Dave Stewart – Designated Safeguarding Officer

● Nuala Murray – Deputy DSO

They’re here to support you and ensure we all feel confident and safe.

Appendix III

Partnership Safeguarding Arrangements Document

Project Details

Designated Safeguarding Officer Details

Project Programme

1. Concert Rehearsal - [DATE]

Venue

[ ]

Timings

[ ]

2. Pre-Performance Rehearsal - [DATE]

Venue

[ ]

Timings

[ ]

3. Pre-Concert Talk (Workshop) - [DATE]

Venue

[ ]

Timings

[ ]

4. Concert Performance - [DATE]

Venue

[ ]

Timings

[ ]

Safeguarding Arrangements

1. Safeguarding Policies

Both parties have Safeguarding Policies for their activities:

● CC: Cappella Caeciliana - Safeguarding

● [Partner Organisation]:

Both parties have exchanged policies and read them before the event and will follow the same in the delivery of this project.

2. Risk Assessment

Risks anticipated by CC and [partner organisation] are identified in the attached risk assessment. [The partner organisation] is responsible for completing the risk assessment for all its members.

3. Supervising Adults

[The partner organisation] shall be responsible for:

● supervision, safety, and behaviour of all children and young people involved in the project

● ensuring that all supervising adults are appropriately vetted

● ensuring that supervising adults maintain a presence in the room throughout the duration of all activities

● ensuring that appropriate ratios of police‑checked staff or volunteers are present at all times. For this event it will be a minimum of two at all times.

● managing any safeguarding concerns relating to the children and young people in their care

[The partner organisation] will be responsible for all communication with parents/students about the project and any related requirements.

4. Conductor

The Conductor, [Name], who is appointed by the Choir will:

● have no unsupervised contact with children

● direct musical activity only

● not supervise or manage behaviour

● not be responsible for escorting children or young people between spaces or managing their movement around the venue

● liaise with the [partnership organisation’s] supervising staff regarding rehearsal flow

● follow all safeguarding expectations including the partner organisation’s safeguarding policy and the CC Code of Conduct.

5. Adult Choir Members

The choir members shall comply with the CC Code of Conduct at all times (see attached)

6. Venue

The partner organisation has risk assessed the venue in relation to:

● suitability for children and young people

● availability of appropriate toilet and changing facilities, separate from adult facilities

● availability of separate male and female facilities where required

● safe, supervised movement routes for children and young people

CC members must:

● use adult facilities only

● never enter children and young people’s toilet or changing areas

● follow all venue‑specific safeguarding instructions from supervising adults

Further details are included in the attached risk assessment.

7. Safeguarding Reporting

All concerns shall be reported to the [partner organisation’s DSO]. If any concerns are raised by the choir members to the choir’s DSO or Deputy DSO involving the [partner organisation] members, then those shall be reported to the [partner organisation’s] DSO. Any concerns raised to the [partner organisation’s] DSO  involving choir members or the conductor shall be raised with the choir DSO or Deputy DSO.

8. Uniform

All [partner organisation] members shall arrive at the pre-performance rehearsal in concert uniform, so no changing will be required. Any adult choir members who need to change into their uniform before the concert performance shall use the designated adult changing facilities.

Signed : ______________________________________ Date: _______________ Position: _____________________________________

[Partner Organisation]

Signed: ______________________________________ Date: ________________ Position: _____________________________________

Cappella Caeciliana