Safeguarding & Quality Assurance

Phoenix Young Leadership Programme – Compliance & Quality Checklist

Every young person who joins the Phoenix Young Leadership Programme is entitled to be safe, respected, and well supported. Safeguarding is not a policy we file away – it is a working checklist that we complete, sign off, and review for every programme we run, at Bronze, Silver, and Gold level alike.

This page sets out what we check, and what parents, schools, and placement partners can expect from us. Each programme is formally assessed against the eleven areas below before it runs, and again once it has finished.

Our commitment to safeguarding

At Phoenix Leadership Academy, the safety and well-being of every young person on our programme is our highest priority. We believe that a secure and supportive environment is fundamental to developing future leaders. This commitment underpins every aspect of our work, from programme design to daily operations.

Designated safeguarding lead

A Designated Safeguarding Lead (DSL) is appointed and fully trained for every programme we run. They are available throughout the programme to address any safeguarding concerns and ensure all protocols are followed diligently.

Comprehensive staff training

All Phoenix Leadership Academy staff and volunteers undergo rigorous safeguarding training appropriate to their specific roles. This ensures everyone is equipped to identify and respond to safeguarding issues effectively, creating a safe space for all participants.

Clear policies and procedures

Our comprehensive safeguarding policy is readily accessible to staff, volunteers, parents, and participants. We have clear incident reporting procedures in place, and everyone knows how to use them, fostering a culture of transparency and accountability.

Checks and risk assessments

DBS and background checks are completed for everyone working with our students. We also conduct thorough risk assessments for every placement a student attends, ensuring all potential hazards are identified and mitigated to provide a safe learning environment.

Health and safety for community projects

Our programmes take young people into community projects, placements, and visits, so health and safety is assessed for every activity and every site. We confirm that emergency procedures are in place and understood by staff and volunteers, and first aid provision is available wherever activities take place.

Ensuring a safe learning environment

Accident and incident logs are maintained and reviewed. Site risk assessments are completed before any activity begins. Travel safety procedures are communicated to students and parents in advance. Supervision ratios are appropriate to the age of participants and the nature of the activity. Fire safety checks are carried out at the venues we use. All equipment is safe, maintained, and fit for purpose.

Data protection and GDPR compliance

At Phoenix Leadership Academy, we take the protection of personal information seriously. In line with UK GDPR, we maintain robust policies and procedures to ensure all data about young people is handled with the utmost care and security.

Secure data storage

Participant data is stored securely and protected from unauthorised access. We employ industry-standard security measures to safeguard all personal information collected during our programmes.

Strict staff access controls

Access to personal data is strictly limited to staff members on a need-to-know basis. Our internal policies ensure that only authorised personnel can view and process sensitive information.

Media consent protocols

Media consent is obtained separately and explicitly before any images or videos of participants are taken or used. We ensure full transparency and respect for individual privacy regarding media content.

Data retention and deletion

A comprehensive data retention and deletion schedule is diligently followed. This ensures that personal information is not kept longer than necessary, aligning with GDPR principles and best practices.

Volunteering and community engagement

Volunteering hours are a core part of every level of the award, and each placement is checked before a student begins. We confirm that:

  • All volunteering placements are approved in advance by Phoenix.
  • Parental consent is obtained for each placement.
  • A volunteering log is maintained, so hours are recorded accurately and can be verified.
  • Participants complete written reflections on their placements.

We also ensure:

  • Placement supervisors are informed of their responsibilities before a student arrives.
  • Risk assessments are completed for every placement.
  • Safeguarding measures are confirmed as being in place at the host organisation.

Programme delivery and learning

A safe programme still has to be a good one. We assess the quality of what we deliver as rigorously as the safety of how we deliver it. We confirm that:

  • Programme objectives are clearly defined and shared with students and parents.
  • Session plans are documented in advance.
  • Facilitators are given clear written guidance for every session.
  • Learning outcomes are measurable, so progress can be evidenced rather than assumed.
  • Student engagement is monitored throughout the programme.
  • Student feedback is collected and acted on.
  • Assessment and reflection are completed by every participant.
  • Certificates and awards are issued promptly on completion.

Our staff and volunteer management

The quality of a youth programme depends on the adults running it. For every member of staff and every volunteer, we confirm that: Roles and responsibilities are clearly defined and understood. A code of conduct has been read and signed. Induction training is completed before working with young people. Ongoing supervision and support are provided throughout.

Performance and behaviour are monitored, not assumed. Safeguarding refresher training is completed at the required intervals. We are committed to fostering an environment where young people can thrive safely and confidently, supported by a dedicated and well-prepared team.

Equality, diversity, and inclusion

Our programmes are designed to be genuinely open to every young person, including those with SEND. We confirm that:

  • An equality and diversity policy is in place and applied.
  • All participants are treated fairly and respectfully.
  • Activities are accessible to all, and adapted where needed.
  • Reasonable adjustments are made so that every student can take a full part.
  • A clear process exists for reporting discrimination or harassment.

Complaints and feedback

We would always rather hear a concern than not hear it. Parents, students, schools, and partners can raise anything with us at any time. We confirm that:

  • Our complaints procedure is accessible and easy to find.
  • Formal complaints are logged.
  • Follow-up actions are documented and completed.
  • Participant and parent feedback is collected routinely, not only when something goes wrong.
  • Complaints are reviewed and used to improve the programme.

 Media & Communication

Photographs and social media need the same care as any other aspect of working with young people. We confirm that:

  •     Media consent is obtained before any image or video is taken or published.
  •    Our social media policy is followed by all staff and volunteers.
  •    Images and videos are used safely and appropriately, with no identifying details published alongside them.
  •   Communication with parents and students is professional and takes place through approved channels.

Overall risk assessment for Phoenix Leadership Academy programmes

At the end of each review, every area is given an overall risk rating of low, medium, or high, so that concerns are visible and addressed rather than buried in a list of ticks. The areas rated are:

  • Safeguarding
  • Health and Safety
  • Data Protection
  • Programme Delivery
  • Volunteering
  • Staff Management
  • Equality and Inclusion

Any area rated medium or high carries a required action and a named person responsible for completing it.

Our comprehensive risk assessment framework

At Phoenix Leadership Academy, we believe in transparency and proactive risk management. Every program undergoes a rigorous assessment across key areas, with clear action plans for any identified concerns. Your child's safety and well-being are our top priorities.

Contact Us About Safeguarding

If you have a safeguarding concern about a young person on any Phoenix programme, please contact our Designated Safeguarding Lead directly. Concerns are treated seriously, confidentially and promptly.

Sharon Braca
info@phoenix-leadership-academy.com

Phoenix Leadership Academy, Ealing, West London – delivering youth leadership programmes online and in person across London, Birmingham, Manchester, Leeds, Bristol, Liverpool and Coventry.