The Most Common Safeguarding Errors and How to Avoid Them

Over the past few years, the number of safeguarding concerns reported to local authorities has been increasing. 2018-19 saw an increase of 5% on the previous year, whilst last year saw an even bigger increase of 14.6%. It’s inherently difficult to determine exactly why the number of reports has increased but it could be for one of two reasons. It could be that the number of safeguarding offences has risen or that awareness of safeguarding concerns and how to report them has increased.  

With safeguarding becoming a growing focus for UK employers, we’re inclined to believe that it Is the second point which is responsible for the rise in reports. Most organisations do strive to provide safe and welcoming workplaces, but safeguarding can be a complicated topic and we all make mistakes. Ahead of our upcoming webinar ‘Safeguarding in the Workplace’ we thought we’d break down some of the more common safeguarding errors we come across.  

Understanding DBS Checks  

As a background screening company, it should be no surprise that this is top of our list. There are multiple different ways that a lack of understanding regarding DBS Checks can lead to safeguarding breaches. The most common problems related to the following areas:  

Not carrying out DBS Checks:  

• We regularly come across organisations that have no DBS checking process in place even when they are required by industry regulations. Not having the necessary information on a potentially dangerous employee could leave your other staff members, clients and the public at risk of harm.   

Carrying out an inappropriate level of DBS Check  

• On the other hand, some organisations are overzealous with their criminal record checks. We are regularly contacted by organisations trying to carry out a higher level of criminal record check than is necessary or legally allowed. While it can seem logical to carry out the highest level of criminal record check for your own peace of mind, in most cases this is inappropriate. Doing so can cause harm to said employee and potentially leaves you open to an employment tribunal  

People not having a renewals procedure  

• Renewals are a bit of a misnomer when it comes to DBS Checks as you cannot actually renew them. However, depending on the work you are doing, you should be running new DBS Checks at specific intervals to ensure that your workforce remains compliant. It is often recommended that if someone has worked for you constantly since having a DBS Check carried out, then another is not needed. We strongly disagree with this way of thinking as people can cover up offences even whilst employed. It's, for this reason, that taxi and private hire drivers must have DBS Checks every 6 months.   

Data Protection  

With the advent of GDPR, data protection is a key concern for every organisation in the UK. However, despite its ever-looming presence we still regularly see people making safeguarding errors relating to people's personal data.  

Storing DBS Data Incorrectly  

• According to the Disclosure and Barring Service (DBS), ‘Certificate information should be kept securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.’ Not securing the information in such a way can lead to serious data breaches which can harm both your staff and your organisation.   

Not Reporting Safeguarding Concerns  

• In some instances, people are so concerned about making data breaches that they do not report legitimate safeguarding concerns to the necessary authorities. This is often down to a lack of internal training or process on how to handle these situations.   

Openly Discussing Employee Mental Health  

• With a rise in Mental health First Aid (MHFA) Initiatives there is a much larger focus on employee mental health than there was ten or even five years ago. In some instances, this has led to MHFA's or even managers discussing the mental health of a colleague looking for support. This is a huge breach of confidentially and completely undermines any MHFA initiative you have in place. This breach of trust could lead to severe harm.  

Not Fit for Purpose Safeguarding Policies  

As the focus on safeguarding has increased many organisations have started trying to get it ticked off their list of compliance tasks. Many organisations that we come across have indeed been able to evidence a safeguarding policy. However, in a lot of cases, they are not fit for purpose. As safeguarding is still unfortunately seen very much as a tick box exercise, some employers will make use of ‘fill the blank’ safeguarding policies. While these policies may contain the bare bones of how a safeguarding policy should be developed, they cannot anticipate the specific culture of requirements of your organisation.  

Confirming and Supporting Designated Safeguarding Leads (DSL)  

When it comes to safeguarding policy and procedure, there needs to be someone to ensure that this is being followed and is fit for purpose. In most organisations, this responsibility would fall to the DSL. The common issue here is that organisations don’t appoint a DSL (often assuming their policy covers everything) or assuming that HR will take the role of DSL without providing the proper support or training.  

Making any of these mistakes can set your organisation up for failure and in most instances, they are very easy to avoid. If you are looking for more information on how to improve safeguarding in your workplace and how not to make these mistakes, make sure you sign up for our FREE webinar ‘Safeguarding in the Workplace’.