Safeguarding Guidance

1. Introduction

Community magazines serve as a vital platform for individuals to share their stories, artwork, and experiences. Whether your organisation is a care home, school, community centre, or charity, the content you receive and publish may come from or relate to vulnerable individuals, including children, young people, and adults at risk.

Safeguarding is everyone's responsibility. This guidance sets out the principles, procedures, and practical steps that organisation administrators should follow to ensure that the Community Magazine platform is used safely and responsibly.

This document does not replace your organisation's own safeguarding policy. It is intended to supplement existing procedures with platform-specific guidance that addresses the unique considerations of collecting, reviewing, and publishing community-generated content.

2. Content Moderation Responsibilities

Organisation administrators and moderators are the first line of defence in safeguarding. Every submission to your magazine passes through a review process before publication. This is a critical safeguarding checkpoint.

Before approving any submission, consider:

• Does the content contain any disclosures of abuse, harm, or neglect?
• Does the content identify individuals who may be at risk?
• Are there photographs that could compromise someone's safety or privacy?
• Does the content contain language or imagery that is inappropriate, distressing, or potentially harmful?
• Could publication of this content put the contributor or any other person at risk?

Moderator obligations

• Review every submission thoroughly before approving it for publication.
• Never approve content that raises safeguarding concerns without first consulting the designated safeguarding lead.
• Never share or distribute submitted content outside of the platform review process.
• Maintain confidentiality regarding contributor identities and submission content.
• Escalate any concerns promptly, following the procedures below.

3. Handling Concerning Submissions

When a moderator encounters a submission that raises safeguarding concerns, the following step-by-step procedure should be followed.

4. Reporting Procedures

Different types of concerns require different reporting pathways.

Concerns involving children (under 18)

• Report to your designated safeguarding lead immediately.
• The DSL should contact the local authority children's social care team.
• If the child is in immediate danger, call 999.
• You may also contact the NSPCC Helpline on 0808 800 5000 for advice.

Concerns involving adults at risk

• Report to your designated safeguarding lead immediately.
• The DSL should contact the local authority adult safeguarding team.
• If the adult is in immediate danger, call 999.

Concerns about inappropriate content (not safeguarding)

• Content that is offensive but does not constitute a safeguarding concern should be rejected using the standard moderation workflow.
• Provide clear feedback to the contributor via the rejection reason field.
• If in doubt about whether content constitutes a safeguarding concern, consult your DSL.

Concerns about staff or volunteers

If a safeguarding concern relates to a member of staff or volunteer within your organisation, report this to your DSL or, if the concern involves the DSL, to the DSL's line manager or the local authority designated officer (LADO). Do not discuss the concern with the individual involved.

5. UK Safeguarding Frameworks

Organisations using this platform should be aware of the key legislative and statutory frameworks that govern safeguarding in the United Kingdom.

6. AI Safety Flagging

The platform includes an AI-powered content analysis system that automatically reviews submissions for potentially concerning content. This feature is available on Starter plans and above.

How it works

When a submission is received, the AI system analyses the text content and flags submissions that may contain disclosures of abuse or harm, expressions of distress or self-harm, references to violence or exploitation, or language that may indicate a safeguarding concern. Flagged submissions are highlighted in the moderation dashboard with a safety warning.

Limitations

Responding to AI flags

1. Review the submission carefully, paying attention to the specific concern raised.
2. Apply your own professional judgement to determine whether a genuine concern exists.
3. If a genuine concern exists, follow the procedure in Section 3.
4. If the flag is a false positive, proceed with normal moderation.
5. Document your assessment and reasoning for future reference.

7. Designated Safeguarding Leads

Every organisation using this platform to collect content from or about vulnerable individuals should appoint a designated safeguarding lead (DSL).

Role of the DSL

• Act as the primary point of contact for safeguarding concerns.
• Receive and manage reports from moderators and other staff.
• Make referrals to local authority safeguarding teams as necessary.
• Ensure safeguarding records are maintained securely.
• Provide guidance and support to moderators on safeguarding matters.
• Liaise with external agencies, including the police and regulatory bodies.
• Ensure all staff and volunteers receive appropriate safeguarding training.

Qualities and requirements

• Hold a senior position with the authority to make decisions.
• Have completed Level 3 safeguarding training (or equivalent) as a minimum.
• Have a thorough understanding of the organisation's safeguarding policy.
• Be accessible and approachable for staff, volunteers, and service users.
• Have protected time to fulfil the safeguarding role effectively.

Organisations should also appoint a deputy DSL to provide cover during the DSL's absence. The deputy should receive the same level of training and be familiar with the same procedures.

8. Record Keeping Requirements

Accurate and secure record keeping is essential for effective safeguarding. Records may be required by statutory agencies during investigations.

What to record

• The date and time the concern was identified.
• The name and role of the person who identified the concern.
• A factual description of the concern.
• Direct quotes from submissions or disclosures, where relevant.
• The name and details of the individual(s) involved, if known.
• Any actions taken, including who was contacted and when.
• The outcome of any referrals or investigations.

How to record

• Records should be factual, not speculative or based on opinion.
• Use clear, professional language.
• Distinguish between fact, observation, and opinion.
• Record information as soon as possible after the event.
• Do not alter or delete records after they have been made.

Storage and security

Safeguarding records must be stored securely, with access restricted to authorised personnel only. Electronic records should be password-protected and, where possible, encrypted. Records should be retained in accordance with your organisation's data retention policy and disposed of securely when no longer required.

9. Training Recommendations

All individuals involved in moderating or administering a community magazine should receive safeguarding training appropriate to their role.

Training frequency

• All staff and volunteers should complete safeguarding training on induction.
• Refresher training should be completed at least every three years.
• DSLs should complete refresher training every two years.

Training providers

• Local Safeguarding Children Partnerships (LSCP)
• Safeguarding Adults Boards (SAB)
• The Ann Craft Trust (safeguarding adults at risk)
• The NSPCC (safeguarding children)
• Local authority training programmes
• Sector-specific training providers

10. Platform Features That Support Safeguarding

The Community Magazine platform includes several features designed to support organisations in fulfilling their safeguarding responsibilities.

11. Summary and Key Contacts

Useful contacts