LSCB Multi-Agency E-safety Guidance

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1 LSCB Multi-Agency E-safety Guidance Version 2.1 Reviewed July 2015 Next review July 2016 JFDI Level 1 0

2 Contents Introduction 2 Developing an E-safety Campaign 4 Useful Websites 5 Frequently Asked Questions for Professionals 6 Responding to Concerns 11 Glossary of Useful Terms 12 E-safety Self Review Matrix 14 1

3 Introduction Children learn through exploration and natural curiosity, and it is part of our job as parents and carers to encourage that. However, as our children grow up, develop and discover new experiences, we have to take more and different steps to ensure their safety. Until their understanding and instincts catch up with their curiosity, our children need to be protected from everyday dangers whether crossing the road, in and around the home, trying new foods or talking to new people they meet. And sooner or later going online The internet is fantastic for information and great for communication, but we all need to know how to use it safely. It is recognised that E-Safety Risks are posed more by behaviours and values than the technology itself. Children are likely to have internet access in many places and in many ways, so it's important to equip them with the skills to use technology safely and appropriately, alongside which adults working with children and young people must also ensure they establish safe and responsible online behaviours. We actively encourage internet safety awareness amongst children, young people, practitioners and parents / carers. Some of the dangers facing users of the internet include pornography, bullying and abuse, paedophiles, radicalisation, spam and viruses and identity theft. It is vital services working with children and young people have robust policies, procedures and documents in place to ensure the safe use of the internet is conveyed to all those who are part of the community. These should be with regards to both usage within the organisations working environment and with regards to practitioner s usage in the wider community whereby this may place them, their employing organisation or their profession in disrepute. This guidance and the accompanying LSCB E-Safety Strategy does not replace the need for policies and procedures within an organisation, rather it provides information and guidance as to how to promote and implement safe internet usage amongst children and young people. Organisation and individuals should also recognise that the world of information technology is fast moving and ever evolving. The knowledge and understanding of those who wish to use information technology, and the internet for illegal or inappropriate purposes is often far greater than those who use it in their day to day work and personal lives. Therefore approaches to internet safety within an organisation should also be evolving to keep up with such changes. 2

4 Safeguarding is everybody s responsibility Working Together 2015 (P5) states that: safeguarding children and protecting them from harm is everyone s responsibility. Everyone who comes into contact with children and families has a role to play. Safeguarding and promoting the welfare of children is defined for the purposes of this guidance as: protecting children from maltreatment; preventing impairment of children's health or development; ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and taking action to enable all children to have the best outcomes. Where an organisation has concerns about the safety or welfare of a child or young person resulting from internet activity, their own agency safeguarding procedures should be followed including discussions with their agencies Safeguarding Lead. Where appropriate, contact should also be made with Duty and Advice at the Front Door on (out of hours ). 3

5 Developing an E-safety Campaign Five simple steps can help you begin to develop an ongoing e-safety campaign in your organisation and ensure you are able to generate awareness and involvement of your whole community. Develop an E-safety Task Group who are responsible for the whole organisation awareness, designating responsibilities, policies and procedures. This should comprise of staff members from across the organisation. It would also be advisable to engage children and young people e.g. via a student council on any decisions regarding internet policy. If possible it would also be advised to have a designated e-safety co-ordinator and to have an incident log to record events that arise from the misuse of the internet. 1 Have an Acceptable Use Policy (AUP) - A range of sample AUPs can be found on the internet, including Get Safe Online and South West Grid for Learning (SWGFL). The Policy should cover internet use, and any online environment used in education and learning centres. It is vital the Senior Leadership Teams amends any sample to suit their organisation s individual needs and situation. It is also important this is distributed and signed by all key stakeholders i.e. staff, children and young people and parents / carers. In addition organisations should also have a Discussion Forum policy available which is specific to users contributing to online forums such as discussion boards, blogs or Twitter. Policy making should be regularly reviewed by SLT and signed by staff, students and parents. 2 For organisations and setting where it is appropriate (for example Schools, Youth provision, Childrens Centres etc) a comprehensive Internet Safety Education Programme for the whole community i.e. children and young people, governors / Trustees and parents / carers, should be developed and reviewed regularly 3 All staff (paid or voluntary) should receive regular training and staff development opportunities to ensure that they are suitably knowledgeable and skilled to recognise and respond to concerns regarding IT usage. This should include regularly visiting Internet Safety Sites for the latest advice and information (See the list on Page 5 of this document). All organisations that provide services directly to children should have a safe internet filtering system in place, which blocks inappropriate sites. 4

6 Useful Internet Safety Links - Child Exploitation and Online Protection (CEOP) Centre combines police powers with the expertise of business sectors, government, specialist charities and other interested organisations - all focused on tackling child sex abuse. - Childnet International a non-profit organisation working with others to help make the Internet a great and safe place for children. - Childnet s Chat Danger website gives details about the potential dangers of interactive services like chat, IM, online games, and mobiles - Kidsmart is practical internet safety programme website for schools, young people, parents, and agencies, produced by the children's internet charity Child net International. There are lesson plans and accompanying resources to help teach KS2 & 3 students about Internet safety. - Think U Know is a site with areas for children and young people aged 5-7, 8-11, and as well as for parents, carers and professionals. There is information and guidance as well as some games demonstrating chat room use. Digizen is all about recognizing and dealing with online hazards, and about building safe places and communities and learning how to manage personal information. The site also has links to cyberbullying, social networking. 5

7 Frequently Asked Questions for Professionals With the ever changing face of information technology and the internet adults working with children and young people need to ensure they are competent, confident and safe when working with new technology. The questions and answers below provide guidance for adults working with children and young people, however these should never replace the need for ongoing training and support. All adults working with children and young people must understand that the nature and responsibilities of their work places them in a position of trust. This section provides advice on appropriate and safer behaviours for adults working in paid or unpaid capacities, in organisations working with children and young people. This section aims to: Assist adults to work safely and responsibly and to monitor their own standards and practice. Help adults to set clear expectations of their own behaviour and to comply with codes of practice / conduct Minimise the risk of misplaced or malicious allegations being made against adults. Project a clear message that unlawful or unsafe behaviour is unacceptable and that, where appropriate, disciplinary action will be taken. Support managers and leaders in establishing a culture which safeguards staff and young people in their organisation. The questions are based on detail available in the Department for Children Schools and Families (DCFS) document, Guidance for Safer Working Practice for Adults who Work with Children and Young People, Questions include: How can I safely use a personal Social Media sites eg MSN, Twitter, Facebook etc? Should I have children, young people or family members as friends on Social Media sites eg MSN, Twitter, Facebook etc? How should I respond to ongoing social media requests from children, young people or family members? Should I use my mobile phone / I-Pad or personal recording equipment to take photographs of children or young people? What is inappropriate material? What is my responsibility for the use of my work laptop at home? How should I store personal data safely? How can I ensure that a pastoral system s ICT use is safe and appropriate? 6

8 How to use this guidance: Provide staff with copies when they sign the staff Acceptable Use Policy. Organise a staff development session around these questions. Add this guidance to the staff induction pack and codes of conduct If you have additional questions which are not answered below, please contact your Safeguarding Lead / Designated Officer. How can I safely use a personal Social Media sites eg MSN, Twitter, Facebook etc? Social networking is way of life for most young people and many adults. However adults working with children and young people should review their use of social networks as they take on the responsibilities of a professional. Strong passwords should be used and security settings should be applied so access to your profile is limited to those explicitly given access. Information once published, e.g. photographs, blog posts etc is impossible to control and may be manipulated without your consent, used in different contexts or further distributed. False social networking sites have been set up by children, young people, family members and staff with malicious information about staff. Some instant messaging applications such as MSN have a facility to keep a log of all conversations, which could be used to protect staff in case an allegation is made. Personal profiles on social networking sites or blogs should not identify your employer; and you should always think about how the information you post (or that posted / commented on by friends ) could be viewed. It could be considered to bring your organisation into disrepute, and as such could lead to disciplinary action. Don t publish anything that you would not want your mum, granny or boss to see, either now or in ten years time! Anon 2008 Think before you Post National Centre for Missing or Exploited Children 7

9 Should I have children, young people or family members as friends on Social Media sites eg MSN, Twitter, Facebook etc? Communication between children or young people and adults, by whatever method, should take place within clear and explicit professional boundaries. This includes the wider use of technology such as mobile phones text messaging, s, digital cameras, videos, webcams, websites and blogs. Consideration should be given as to how this type of communication might appear to a third party. Compared with a conversation in a work place the use of technology inevitably increases the potential for messages to be seen out of context or misinterpreted. Adults should ensure that all communications are transparent and open to scrutiny. If social networking sites are to be used with children, young people or family members, a separate and approved account should be set up for this purpose, with the agreement of senior management, and a policy put in place. Personal addresses, Social Media identities or telephone numbers (mobile or fixed line) should never be used to contact children, young people or family members without the explicit agreement of the line manager. or text communications between an adult and a child, young person or family member outside agreed protocols may lead to disciplinary and / or criminal investigations. This also includes communications through internet based web sites. Internal systems should only be used in accordance with the organisation s policy. How should I respond to ongoing social media requests from children, young people or family members? As outlined above workers should not befriend children, young people or family members on Social Media sites. Similarly they should not accept requests either. Children, young people and family members may misinterpret workers actions as friendship rather than part of their roles. This may lead onto them seeking to extend this friendship outside of the work setting through ways which may include Social Media and online activity. If you receive friend requests you should ignore these, and not accept or respond online. You should notify your line manager or your E-Safety lead of any requests and between you, you should monitor the number / frequency of such requests and content of any messages (use screenshots if required). At the next opportunity you should inform the person making the requests that it is not appropriate for you to be friends and to ask that future requests are stopped. Should requests continue you should notify your line manager / e-safety lead who should take the appropriate action in stopping future requests. If deemed necessary you and your line manager / E-Safety lead should consider blocking contact from the individual or closing down current Social Media profiles / accounts etc. 8

10 Workers should also be aware that occasionally a child or young person may develop an infatuation with an adult who works with them. Such situations should be dealt with sensitively and appropriately to maintain the dignity and safety of all concerned. They should remain aware, however, that such infatuations carry a high risk of words or actions being misinterpreted and should therefore make every effort to ensure that their own behaviour is above reproach. An adult, who becomes aware that a child or young person is developing an infatuation, should discuss this at the earliest opportunity with a senior manager and parent / carer so appropriate action can be taken to avoid any hurt, distress or embarrassment. Any incidents or indications (verbal, written or physical) that suggest a child or young person may have developed an infatuation with a member of staff should be reported and recorded. In addition the worker should always acknowledge and maintain professional boundaries with the child or young person. Should I use my mobile phone / I-Pad or personal recording equipment to take photographs of children or young people? Informed written consent from parents or carers and agreement, where possible, from the child or young person, should always be sought before an image is taken for any purpose. Care should be taken to ensure that all parties understand the implications of the image being taken especially if it is to be used for any publicity purposes or published in the media, or on the Internet. There also needs to be an agreement as to whether the images will be destroyed or retained for further use, where these will be stored and who will have access to them. Images should not be taken in secret, or in situations that may be construed as being secretive. The safest approach is to avoid the use of personal equipment and to use a work-provided item. One potential danger is an allegation that an adult has taken an inappropriate photograph. With a personal camera it would be more difficult for the adult to prove that this was not the case. With work equipment there is at least a demonstration that the photography was consistent with the organisations policy. If the use of personal equipment is unavoidable then explicit consent must be obtained prior to use. In every case the consent of the line manager should be given before taking images or videos of children or young people. Please also refer to your own agencies Guidance on the Use of Photographic Images of Children. Care should also be taken that photographs are stored appropriately. For instance to copy the photograph on to a personal laptop as opposed to a work allocated laptop might make it difficult to retain control of how the picture is used. SD cards, memory sticks and CD s should only provide a temporary storage medium; only work provided storage media should be used. Once photographs are uploaded to the appropriate area of the work network, with appropriate access controls in place, images should be erased immediately from their initial storage location. It is not appropriate for adults to take photographs of children for their personal use. 9

11 What is inappropriate material? Inappropriate is a term that can mean different things to different people. It is important to differentiate between inappropriate and illegal and inappropriate but legal. All staff should be aware that in the former case investigation may lead to criminal investigation, prosecution dismissal and barring. In the latter it can still lead to disciplinary action, dismissal and barring even if there is no criminal prosecution. Inappropriate means not appropriate, not proper or suitable. It is best to think about this in respect of professionalism and being a role model. The scope here is enormous, but bear in mind that actions outside of the workplace that could be so serious as to fundamentally breach the trust and confidence placed in the employee may constitute gross misconduct. Using work equipment to access inappropriate or indecent material, including adult pornography, will give cause for concern particularly if as a result children or young people might be exposed to inappropriate of indecent material and this may lead to disciplinary action. (IRSC 2006) Possible examples (taken from real events): Posting offensive or insulting comments about colleagues on Facebook; Accessing adult pornography on work computers during breaks; Making derogatory comments about pupils or colleagues on social networking sites; Contacting pupils by or social networking without senior approval; Trading in sexual aids or fetish equipment or adult pornography. Illegal means that it is not permitted by law. Possessing or distributing indecent images of a person under 18 is illegal. Viewing such images on-line may well constitute possession even if not saved. What is regarded as indecent would ultimately be down to a jury to decide. The police have a grading system for different types of indecent image. Remember that children may be harmed or coerced into posing for such images and are therefore victims of child sexual abuse. There are particular offences to do with harassing or threatening individuals, this includes cyber bullying by mobile phone, social networking sites etc. It is an offence to send indecent, offensive or threatening messages with the purpose of causing the recipient distress or anxiety. 10

12 What is my responsibility for the use of my work laptop at home? Adults should refer to the organisations policy on the personal use of work laptops and IT equipment. Increasingly the use of a work computer for non-professional use is being explicitly banned. Things that can go wrong include: Access to wider sites by family members, for instance a gaming site or internet shopping, would increase the possibility of virus attack and potential Identity theft. If another member of the family or a friend is allowed to use the computer it is difficult to ensure that the use has been appropriate, for instance that confidential information has not been accessed. Adults vary enormously in their judgements as to what is appropriate. If a work laptop is used at home for personal use, then it is a taxable benefit. Some adults may feel that access via a work laptop to adult material outside of work hours and at home is appropriate. It is not; there is always a possibility that this material might be accidentally seen by a child / young person and in some cases this type of use has led to dismissal. Similarly adults should not bring in personal equipment containing images or links into the workplace, as it will raise concerns about the suitability of an adult to work with children and young people. Adults need to remember that in order for anyone else to use a work laptop in the home setting, they would need to be logged on by the person responsible for the laptop. With this in mind, you would be culpable in certain situations. Adults should therefore ensure that they must have absolute control of a laptop allocated to their use. How should I store personal data safely? There may be times whereby workers find it convenient to write reports or appraisals and references at home. This may require access to confidential and potentially personal information. All personal information must be kept secure. The storage of data on a hard disk or memory stick and transfer by or other means is basically insecure. Making such storage secure may include password protection, encryption of data and locking computers when not in use. Physical risks including mislaying a memory stick and laptop theft from a vehicle are all too common. Simple approaches such as not storing information unless absolutely necessary, and deleting files after use, should be considered. The safest long-term storage location may be the organisations network. Backup of data is essential to protect the work done. Information security is an integral part of the Data protection Act You must take all reasonable steps to ensure that any personal information that you are processing is securely stored. 11

13 Thanks to Kent County Council for permission to use a draft of their Guidance for Professionals as the starting point for this section. Responding to Concerns For organisations working with children and young people safety and security is at the heart of their values. Concerns may arise in a number of ways such as discovering inappropriate material on IT equipment or social media sites, a disclosure by a child, young person or adult, or a complaint from a child, young person, practitioner or other adult, along with some of the other common signs and indicators associated with abuse and neglect. All concerns should be believed, treated seriously and responded to appropriately in line with your organisations safeguarding policies and procedures. Should a practitioner be concerned about the safety and welfare of a child or young person related to internet and technological use they should follow their own agencies safeguarding policies and procedures, contacting Duty and Advice at the Front Door as appropriate on (out of hours ). Should an organisation become aware (or suspect) that that the internet is / has been used to access inappropriate or illegal material they should follow any organisational policies and procedures; including informing CEOP, and contacting the Police if the material is believed to be illegal. Concerns of inappropriate behaviour of a member of staff or a volunteer MUST be referred to the organisations HR section prior to taking any other action, and the Designated Officer informed as appropriate ( ). 12

14 Glossary of Useful Terms Blog: A blog is a publication of personal thoughts, experiences, and web links. It is updated frequently and is usually a mixture of what is happening in a person's life and what is happening on the web or in the media. Credentials: Specifies the user identifier, principal group, and the supplementary group ID. Cyberbullying: is the misuse of information communications technology (ICT), particularly mobile phones and the internet, deliberately to upset someone else. Devolved: Duties, power, etc: to be transferred or transfer them to someone else. Discussion Forum Policy: offers specific guidelines and rules for users who contribute to online forums, discussion boards, blogs and wikis. Grooming: Grooming is when a person tries to set up and prepare another person to be the victim of abuse (most commonly sexual abuse). Although not all abuse is preceded by grooming, it is a very common and deceitful process, which can be used by strangers or by those known to the victim. Identity theft: This is the crime of obtaining the personal or financial information of another person for the purpose of assuming that persons name to make transactions or purchases. IM (Instant Messaging): This is an application that allows instant text communication or "chat" between two or more people through a network such as the Internet. Internet Safety Task Group: This group is created within a workplace and is responsible for the whole workplace awareness of safety. It assigns responsibilities and creates policies and procedures. IWF: The Internet Watch Foundation is the only recognised organisation in the UK operating an internet hotline for the public and IT professionals to report their exposure to potentially illegal content online. MIS: Management Information System, for example Capita SIMS or Facility CMIS. Paedophilia: This is the primary or exclusive sexual attraction by adults to prepubescent youths. A person with this attraction is called a paedophile. Phishing: Phishing is the name given to the practice of sending s at random purporting to come from a genuine company operating on the Internet, in an attempt to trick customers of that company into disclosing information at a bogus website operated by fraudsters. Pornography: This describes an image which "appears to have been produced solely or principally for the purpose of sexual arousal. In England and Wales, the main legislation on pornographic materials is contained in the Obscene Publications 13

15 Act 1959, the Obscene Publications Act 1964 and the Indecent Displays (Control) Act Social Networking: Social networking is used to describe groups of individuals communicating online via a particular website such as Facebook or Twitter. These social sites function like an online community of internet users. Spam: Spam is flooding the Internet with many copies of the same message, in an attempt to force the message on people who would not otherwise choose to receive it. Most spam is commercial advertising, often for dubious products, get-rich-quick schemes, or quasi-legal services. User Acceptance Policy (UAP): A UAP is created by a user which covers policies on internet use, and any online environment for other users to follow. Twitter: Twitter is a social networking service that allows users to send "updates" (text-based posts, up to 140 characters long) via SMS and instant messaging. Viruses: In computer technology, viruses are malicious software programs. Viruses exist on local disk drives and spread from one computer to another through sharing of "infected" files. Wiki: This is a website that encourages collaboration from many different authors. A wiki site allows anyone to edit, delete, or modify the content on the web. 14

16 E-safety Self Review Grid Red: Not Started/Not aware Amber: Progress being made/partially aware Green: Integrated into process/fully aware Question Red Amber Green Action to be taken Review Date 1) Are you aware of the dangers users face when using the internet in your organisation? 2) Does your organisation have a number of procedures and processes in place to ensure safe internet use? 3) Do you have a policy for tackling bullying, including cyberbullying? 4) Do you know what action to take if inappropriate/ illegal material is being accessed from your organisation? 5) Do you know where to access internet safety resources? 15

17 6) Are you aware of the four steps in developing an internet safety campaign in your organisation? 7) Do you have a User Acceptance Policy in your organisation signed by staff and children / young people? 8) Do you have a Discussion Forum Policy in your organisation signed by staff and children / young people? 9) Do you know who, if anyone has activated any site specific filtering at your organisation? 10) Do you regularly carry out a review of website access in your organisation? 11) Are you aware of the contact details for your agencies safeguarding leads? 16

18 Additional Notes: 17

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