Risk Management Policy

1. Purpose

The purpose of this policy is to ensure the safety and well-being of SEN children, their families, carers, staff, and volunteers engaging in activities provided by Club Ausome. It outlines the approach to identifying, assessing, managing, and reviewing risks across all activities within our community hub in Gillingham.

2. Scope

This policy applies to but is not limited to:

– Group sessions for sen children

– Parent/carer coffee mornings

– Social and peer support activities

– Staff and volunteer activities within the premises

– Any off-site or outreach events

3 Supporting Documents

Safeguarding Children Policy

Safeguarding Aduts Policy

Reporting Procedure

Volunteer Management Policy

Code of Conduct

DBS Policy

Onboarding Procedure

4. Policy Statement

Club Ausome is committed to maintaining a safe and supportive environment. We recognise that autistic children may have unique sensory, emotional, and communication needs, and we strive to create inclusive, low-risk settings tailored to those needs.

5. Legal Compliance

This policy adheres to:

– Health and Safety at Work Act 1974

– Children Act 1989 and 2004

– Equality Act 2010

– Data Protection Act 2018 (GDPR compliance)

– Local Safeguarding Children Partnership (Medway Safeguarding Children Board) guidelines

6. Risk Assessment Process

6.1 Identification

Risks are identified in the following areas:

– Physical environment (furniture, exits, fire safety, accessibility)

– Behavioural and emotional needs of children

– Safeguarding concerns

– Allergies and medical emergencies

– Volunteer and staff capacity

– COVID-19 and communicable illnesses

– Data and digital security (for any online sessions or registration forms)

All roles will undergo a risk assessment as part of the written job description and in line with the Volunteer Management Policy

A Risk Register will be kept and reviewed regularly to identify, mitigate or avoid potential risks. Mitigations and avoidances will be allocated to a named person with a deadline by which they must be completed.

6.2 Risk Areas Specific to Charity Activities

Activity

Potential Risks

Control Measures

Group sessions for children

Overstimulation, elopement, sensory overload, aggression, meltdowns

Small group sizes, trained staff, sensory-friendly space, visual aids, emergency exits secured but accessible

Coffee mornings

Unsupervised children, hot drinks, overcrowding

Children supervised by carers, hot drinks in secure containers, designated quiet zones

Community outings / sessions

Getting lost, traffic, sensory distress.

Members of the public, outsourced contractors.

1:1 or small group ratios, visual IDs or wristbands, planned quiet spaces, emergency contact procedures. Medical information provided by parents if they are not staying such as allergies. DBS Staff present at all times.

General use of the hub

Fire hazards, trip hazards, allergies

Daily risk checks, clear walkways, nut-free policy, first aid kit on site, trained first aiders. DBS staff present at all times.

Volunteer work

Not suitable to work with children or adults at risk, inexperience, misunderstanding needs, burnout

Job descriptions including risk assessment, Enhanced DBS, mandatory induction, ongoing autism awareness training, clear reporting protocols

6.3 Risk Assessment Record

Risk assessments are completed:

– For each recurring activity (e.g. weekly sessions)

– For new or one-off events

– After any incident or near-miss

These are reviewed annually or when changes occur.

A Risk Register will be kept and reviewed regularly to identify, mitigate or avoid potential risks

An Incident Log will be kept and reviewed regularly

7. Responsibilities

Role

Responsibilities

Trustees

Ensure policy implementation and review

CEO

Conduct and review risk assessments; staff and volunteer training; emergency response

Volunteers & Staff

Follow guidance; report hazards or concerns immediately

Parents/Carers

Supervise children where required; share relevant information (e.g. medical needs)

8. Safeguarding Integration

All risk assessments must consider safeguarding risks. If any child protection concerns arise, they must be reported in line with the charity’s Safeguarding Policy and referred to Medway Council’s safeguarding team where appropriate.

9. Training & Induction

Team members will

be onboarded in line with the Onboarding Procedure

read, understand and sign all policy documents including Safeguarding Children, Safeguarding Adults and the Reporting Procedure.

receive training on how to conduct and act on risk assessments (if part or their role) as part of the Onboarding Procedure

be briefed on emergency evacuation procedures and incident reporting.

10. Incident Reporting

Any incidents, accidents, or near-misses must be recorded in the Incident Log and reviewed at the next trustee meeting. Serious incidents are reported to the Charity Commission as required.

11. Monitoring & Review

– Risk assessments are reviewed every 12 months or after an incident

– This policy is reviewed annually by the trustees

– Feedback from staff, volunteers, and families is used to refine our approach