Policies & Procedures
1. Introduction
JdWood Children’s Services recognises the value of the internet as a tool for learning, communication, creativity, and personal growth. Children and young people regularly engage with online platforms, apps, games, and social media — all of which can support their development when used safely. While we encourage responsible and positive use of digital technology, we equally acknowledge the need for strong safeguards to ensure every child remains protected.
2. Purpose and Aims
This policy aims to:
Prioritise the safety and wellbeing of children and young people whenever they access the internet, digital devices, or social platforms.
Provide clear guidance to staff and volunteers on the principles that underpin our approach to online safety.
Ensure that JdWood Children’s Services operates in accordance with relevant laws, regulations, and our organisational values when using digital technology.
This document sets out the procedures and expectations for safe use of online platforms within JdWood Children’s Services. All staff, contractors, board members, and volunteers must be familiar with this policy.
3. Our Beliefs
Children and young people must never be exposed to any form of abuse.
The internet offers valuable learning opportunities, but appropriate measures must be in place to protect children at all times.
4. Our Understanding
The digital world presents many benefits but also introduces risks. We recognise that:
We have a responsibility to safeguard children, young people, and adults involved with our organisation from online harm.
We must actively support children and young people to stay safe online, whether they are using devices or networks associated with JdWood Children’s Services.
Every child — regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation — is entitled to equal protection.
Collaboration with parents, carers, children, young people, and professional partners is essential in promoting safe and responsible online behaviour.
4.1 Related Policies
Safeguarding Policy
GDPR/Data Protection Policy
Whistleblowing Policy
Code of Conduct
Managing Allegations Policy
5. Procedures
5.1 Keeping Children and Young People Safe
We will work to maintain a safe digital environment by:
Providing staff with clear expectations and behavioural standards regarding online conduct.
Supporting and educating children and young people to use digital tools responsibly and respectfully.
Regularly reviewing and strengthening the security of our information systems.
Ensuring login details, usernames, and passwords are managed safely and effectively.
Storing personal information securely and sharing it only when necessary and appropriate.
Using images or videos of children only with written consent, and solely for agreed purposes.
Offering training, support, and supervision for staff on all aspects of online safety.
Assessing risks associated with new platforms, apps, or technologies before introducing them into our work.
5.2 Responding to Online Abuse
If online abuse occurs, we will act by:
Following robust safeguarding procedures designed to address all forms of abuse, including those that happen online.
Providing training and guidance for staff on recognising and responding to cyberbullying, emotional harm, sexting, sexual abuse, and exploitation.
Ensuring our response considers the needs of the person affected, any witnesses, and the organisation as a whole.
| COMMERCIAL | AGGRESSIVE | SEXUAL | VALUES | |
|---|---|---|---|---|
| CONTENT (child as recipient) | Advertisements Spam Sponsorship Personal Information | Violent/hateful content Lifestyle sites | Pornographic or unwelcome sexual content | Creating and uploading inappropriate material; sexting |
| CONTACT (child as participant) | Tracking Harvesting Personal information | Being bullied, harassed, or stalked | Meeting strangers Being groomed | Self-harm Unwelcome persuasions |
| CONDUCT (child as actor) | Illegal downloading Hacking Gambling Financial scams Terrorism | Bullying or harassing another | Creating and uploading inappropriate material; sexting | Providing misleading info and advice Health and wellbeing; time spent online |
6. Professional Boundaries
Staff must maintain clear professional boundaries when interacting with students, including online and through digital platforms. All communication must reflect the professionalism expected within JdWood Children’s Services and must not bring the organisation into disrepute.
6.1 Professional Standards
Staff represent JdWood Children’s Services at all times and should maintain a professional appearance and manner in any space where they may be visible to students, families, or the public.
6.2 Appearance and Background
During online sessions at JdWood Children’s Services, teaching staff are expected to:
Ensure their webcam framing is appropriate and professional.
Use the designated JdWood Children’s Services virtual background where required.
Dress in a manner suitable for professional teaching.
Avoid requesting that students turn on their cameras.
Conduct themselves with professionalism throughout each session.
6.3 Managing Disturbances
Staff must deliver lessons from a quiet, neutral, and distraction-free environment. Bedrooms, bathrooms, or any space lacking privacy or professionalism are not appropriate settings. Background noises, such as phones, pets, or household disruptions, must be avoided.
6.4 Group Dynamics
JdWood Children’s Services will provide guidance on managing group behaviour, promoting mutual respect, and ensuring every learner feels heard and valued. Educators should adapt to the needs and dynamics of each group to encourage positive interaction.
6.5 Privacy Controls
Teachers have full control over session tools and privacy settings, including the ability to mute students, remove them from the session, or disable chat features. Students cannot activate their webcams. These controls are in place to maintain a safe and structured learning environment.
6.6 Password Protection
JdWood Children’s Services will ensure that login credentials, email accounts, and passwords are managed in line with our internal password policy.
6.7 Use of Chat Function
Students, teachers, and approved school administrators may use the chat function for lesson participation. All sessions are recorded as part of our safeguarding procedures, and chat interactions are included in the recorded material where required.
6.8 Video Streaming
Students will never be required to enable their webcams. Teachers will appear on camera to support communication, but video content for lessons will be streamed only through approved JdWood Children’s Services platforms.
7. Annual Review
This Online Safety Policy will be reviewed every year to ensure it remains effective, relevant, and aligned with current guidance and legislation.