Policies

Discobility is committed to encouraging equality, diversity and inclusion across all aspects of our charity’s work, and to eliminating unlawful discrimination. We aim to ensure that our discos and community activities for adults with Special Educational Needs and Disabilities (SEND) are welcoming, inclusive, and respectful spaces where everyone can thrive.

Our vision is for Discobility to be truly representative of the diverse communities we serve, and for every participant, volunteer, and staff member to feel valued, respected, and empowered to contribute their best.

Purpose of this Policy

This policy exists to:

1. Provide equality, fairness, and respect for all involved in Discobility, whether as participants, volunteers, or staff.
2. Ensure that no one is unlawfully discriminated against because of the Equality Act 2010 protected characteristics:
   • Age
   • Disability
   • Gender reassignment
   • Marriage and civil partnership
   • Pregnancy and maternity
   • Race (including colour, nationality, and ethnic or national origin)
   • Religion or belief
   • Sex
   • Sexual orientation
3. Oppose and avoid all forms of unlawful discrimination in:

1. Access to events and activities
2. Volunteer recruitment and participation
3. Training and development opportunities
4. Decision-making processes
5. Interactions with participants, carers, families, and the wider community

Our Commitments

Discobility commits to:

1. Promote equality, diversity, and inclusion as core values that strengthen our community and enhance the experiences of SEND adults and their families.
2. Create safe, respectful, and inclusive environments at all discos and activities, free from bullying, harassment, victimisation, and unlawful discrimination. We celebrate individual differences and recognise the contributions of all participants, volunteers, and staff.
3. Provide training and guidance to volunteers and staff about their rights and responsibilities under this policy, ensuring they understand how to support equality and inclusion in practice.
4. Take seriously all complaints of bullying, harassment, victimisation, or unlawful discrimination. Such complaints will be addressed under Discobility’s grievance and disciplinary procedures, with appropriate action taken. Serious complaints may constitute gross misconduct and result in removal from volunteering or employment.
5. Ensure equal access to opportunities for training, development, and participation, encouraging everyone to reach their full potential.
6. Base decisions on merit, except where lawful exemptions under the Equality Act apply.
7. Review practices and procedures regularly to ensure fairness, compliance with legislation, and alignment with best practice.
8. Monitor diversity and inclusion outcomes, including feedback from participants, carers, volunteers, and staff, to assess how well this policy is working in practice. Reviews will be conducted annually, with action taken to address any issues.

Agreement and Support

This Equality, Diversity and Inclusion Policy is fully supported by Discobility’s trustees and senior management, and has been developed in consultation with volunteers and community representatives.

Grievance and Disciplinary Procedures

Details of Discobility’s grievance and disciplinary procedures can be found in our internal governance documents. These outline how concerns should be raised and addressed, usually through a line manager or trustee representative.

Use of grievance or disciplinary procedures does not affect an individual’s right to make a claim to an employment tribunal within three months of the alleged 

discrimination.

Version No	Approved By	Approval Date	Main Changes	Review Period
1.0	Board	Dec 25	Adapted for Discobility SEND discos	Annually

Discobility is proud to celebrate individuality, inclusivity, and community. This policy ensures that our discos remain safe, welcoming, and empowering spaces for SEND adults and their families.

Part 1: Statement of Intent

Discobility is committed to ensuring the health, safety, and welfare of all participants, volunteers, staff, and visitors at our events. We aim to provide a safe and enjoyable environment for adults with Special Educational Needs and Disabilities (SEND) through our discos and community activities. We will manage health and safety proactively, comply with all relevant legislation, and continually improve our practices.

This policy will be reviewed annually and signed by the Chair of Trustees.

Part 2: Responsibilities for Health and Safety

• Overall and final responsibility for health and safety: Chair of Trustees
• Day-to-day responsibility for ensuring this policy is put into practice: Operations Lead

To ensure health and safety standards are maintained and improved, the following responsibilities are allocated:

• Policy review and updates: Safeguarding & Compliance Officer
• Risk assessments: Event Coordinator
• Training: Volunteer Manager
• Equipment maintenance: Venue Liaison Officer
• Emergency procedures (fire, evacuation, first aid): Event Safety Officer
• Consultation with volunteers and staff: Trustee Board Representative
• Work-related wellbeing: Volunteer Manager

Everyone involved with Discobility must:

• Co-operate with supervisors and managers on health and safety matters.
• Take reasonable care of their own health and safety.
• Report all health and safety concerns to the designated responsible person.

Part 3: Arrangements for Health and Safety

• Health and safety law poster: Displayed at event entrance.
• First-aid box: Located at the DJ booth and reception desk.
• Accident book: Located at reception desk.

Risk Assessment

• Risks are assessed before each event, updated regularly, and recorded in a master risk register reviewed by trustees.

Training

• All staff and volunteers receive induction training covering safeguarding, emergency procedures, and safe use of equipment.
• Refresher training is provided annually.

Equipment

• Venue equipment (lighting, sound systems, electrical appliances) is checked before each event.
• Portable appliances are tested annually.

Consultation

• Volunteers and staff are consulted regularly through meetings and feedback forms.

Evacuation

• Evacuation plans are in place for each venue and tested annually.
• Fire exits are clearly marked and unobstructed.

Accessibility and Inclusion

• Venues are assessed for accessibility, including ramps, toilets, and safe spaces.
• Adjustments are made to meet the needs of SEND participants.

International Activities

• Not applicable at present. If future international activities are planned, Charity Commission and FCO guidance will be followed.

Annual Review

• An annual health and safety review is conducted, with findings reported to the Board.

Part 4: Recording and Reporting

• All incidents are recorded in the accident book and reported to the Board.
• Serious incidents are reported to the Health and Safety Executive (HSE) under RIDDOR and to the Charity Commission if required.

Version Control

Version No	Approved By	Approval Date	Main Changes	Review Period
1.0	Board	Dec 25	Initial draft approved	Annually

Attachments

• Risk Assessment Matrix
• Risk Assessment Template
• Useful Links:
  • HSE: Charities
  • HSE: Getting Started Toolkit
  • HSE: Made Simple
  • HSE: Policy Guidance
  • HSE: Toolbox

Disclaimer & Legal

This document is provided as a draft policy for Discobility and must be tailored to meet specific organisational needs. Professional advice should be sought to ensure compliance with all relevant legal and regulatory requirements.

Approved by: Chair of Trustees
Date: December 2025

1. Introduction and Commitment to Safeguarding

Discobility is committed to creating a safe and enjoyable environment for all SEND adults and all other attendees at our events. We recognise our responsibility to safeguard and promote the welfare of adults at risk and to protect them from abuse, neglect, and exploitation. We acknowledge the legal duties under the Care Act 2014 and the Charities Act 2011. We acknowledge the duty of trustees to ensure safeguarding is embedded in our charity’s governance and operations. Trustees will actively oversee and monitor safeguarding practices.

2. Definition of an Adult at Risk

For the purpose of this policy, an adult at risk is defined as someone aged 18 or over who has care and support needs and is experiencing, or is at risk of, abuse or neglect as a result of those needs. This includes SEND adults who may be particularly vulnerable. This definition is based on Section 42 of the Care Act 2014. The trustees will ensure safeguarding processes recognise and protect all individuals who may be considered at risk, in line with current legislation and Charity Commission guidance.

3. Principles of Safeguarding

Our safeguarding principles are:
Governance & Accountability: Trustees will oversee safeguarding practices to ensure compliance with charity laws.
Prevention: Taking proactive steps to prevent abuse and neglect from happening.
Proportionality: Ensuring that any action taken is the least intrusive and most appropriate for the situation.
Protection: Providing support and representation for those who need it.
Partnership: Working collaboratively with individuals, their families, carers, relevant agencies, and other organisations.
These principles reflect the six key safeguarding principles outlined by the Care Act.

4. Roles and Responsibilities

All safeguarding roles and responsibilities will be clearly communicated to staff and volunteers.
Trustees will ensure safeguarding is regularly reviewed, risk-assessed, and embedded across operations.
The Board of Trustees/Management Committee has overall responsibility for ensuring that the charity operates in a safe and legal manner and for approving and reviewing this policy.
Designated Safeguarding Lead (DSL) – Neil Harrington is responsible for overseeing and implementing this policy, being the first point of contact for any safeguarding concerns, and liaising with external agencies.
All Staff and Volunteers have a responsibility to be aware of this policy, promote a safe environment, and report any concerns they may have about the welfare of an adult at risk.

5. Creating a Safe Environment

We will create a safe environment by:
Conducting formal risk assessments and recording safeguarding risks, reviewed annually or as needed.
Ensuring that all staff and volunteers undergo appropriate recruitment checks, including:

• Right to work check
  
• Identity check
  
• Employment history & references
  
• Criminal record check (DBS)
  

Providing regular safeguarding training and awareness sessions to all staff and volunteers, tailored to the specific needs of SEND adults.
Developing clear codes of conduct for staff and volunteers that emphasise respectful and professional interactions with attendees.
Ensuring appropriate staff-to-attendee ratios to provide adequate support and supervision.
Conducting risk assessments of our events and venues to identify and mitigate potential safeguarding risks. These assessments will be formally recorded as part of ongoing risk management.
Having clear procedures for managing challenging behavior in a way that prioritises the safety and well-being of everyone.
Having clear procedures for the safe handling of personal information in accordance with data protection legislation, including the UK GDPR.

6. Recognising and Responding to Concerns

A structured internal escalation process will be established and documented, ensuring prompt reporting to the DSL and trustee oversight where required.
Concerns involving potential criminal activity will be promptly reported to the relevant external safeguarding bodies, including the Police or Adult Social Care.

7. Reporting Procedures

The Designated Safeguarding Lead (DSL) will:

• Take all reports of suspected abuse or neglect seriously.
  
• Ensure trustees are informed of serious incidents and that these are recorded appropriately.
  
• Follow the charity’s internal procedures for recording and managing safeguarding concerns.
  
• Assess the information and determine the appropriate course of action, which may include:
  
  • Offering support to the individual.
    
  • Discussing the concern with relevant colleagues.
    
  • Contacting external agencies such as the Local Authority Adult Social Care services, Kent County Council on 03000 41 91 91 , or the Police, in line with local safeguarding procedures.
    
• Keep accurate and confidential records of all safeguarding concerns and actions taken.
  
• Liaise with the relevant authorities and cooperate fully with any investigations.
  
• Ensure any serious safeguarding concerns are reported to the Charity Commission, as part of serious incident reporting obligations.
  

8. Confidentiality and Information Sharing

We will maintain confidentiality in accordance with data protection legislation.
Information will only be shared on a need-to-know basis and when it is necessary to safeguard an adult at risk.
A formal confidentiality and data handling policy will be implemented, reviewed annually, and aligned with safeguarding best practices.
Any decision to share information without consent will be carefully considered and made in line with legal and safeguarding guidance.

9. Training and Support for Staff and Volunteers

Trustees will ensure safeguarding training is embedded as a mandatory requirement for all roles.
All staff and volunteers will receive induction training that includes an overview of this policy and their safeguarding responsibilities.
Regular safeguarding training will be provided, tailored to their roles and responsibilities.
Refresher training will be conducted at least every two years.
The charity will provide ongoing support to staff and volunteers who may be dealing with safeguarding concerns.

10. Review of this Policy

This policy will be reviewed every two years or sooner if there are changes in legislation or best practice. The review will be led by the trustees, ensuring strategic oversight.
The review will involve consultation with relevant stakeholders.
Any changes made to the policy will be documented, and updated versions will be made accessible to all staff and volunteers.

11. Contact Information

Designated Safeguarding Lead (DSL): Neil Harrington
Deputy Designated Safeguarding Lead: Karen Lightwood
Police (Non-Emergency): 101
Police (Emergency): 999

By implementing this safeguarding policy, Discobility aims to create a safe, supportive, and empowering environment where SEND adults can attend our events free from harm. This policy is designed to align with best practices outlined by the Charity Commission and sector-wide safeguarding standards.

12. Visitor and External Contractor Responsibilities

Discobility recognises that visitors and external contractors (including DJs, performers, venue staff, carers, family members, and partner organisations) play an important role in our events. To ensure safeguarding is consistently applied, the following responsibilities apply:

1. Awareness  

All visitors and contractors must be made aware of this safeguarding policy and the charity’s code of conduct before attending or working at events. A short briefing will be provided where appropriate.

1. Conduct  

Visitors and contractors are expected to act respectfully towards SEND adults and all attendees, avoiding any behaviour that could be discriminatory, exploitative, or unsafe. They must not take photos, videos, or personal information without explicit consent and safeguarding approval.

3    Reporting Concerns  

Any safeguarding concerns must be reported immediately to a staff member or the Designated Safeguarding Lead (DSL). Visitors and contractors must not attempt to investigate concerns themselves.

1. Access Control  

Visitors and contractors must remain in designated areas and follow staff instructions. Unsupervised contact with attendees is not permitted unless authorised by the DSL.

1. Privacy and Data Protection  

Visitors must respect confidentiality and data protection requirements. No personal information about attendees may be shared outside the event.

1. Compliance Checks  

Regular or contracted visitors (such as DJs, security staff, or venue employees) may be required to undergo Disclosure and Barring Service (DBS) checks and agree to safeguarding clauses in contracts or partnership agreements.

1. Consequences of Breach  

Any visitor or contractor who fails to comply with safeguarding responsibilities may be asked to leave the event, excluded from future activities, and referred to relevant authorities if behaviour poses a safeguarding risk.

Version Control – Approval and Review

Version No	Approved By	Approval Date	Main Changes	Review Period
1.0	Board	Dec 25	Initial draft adapted for Discobility	Annually