Reporting Policy

Sharing information about concerns with agencies who need to know and involving parents an children appropriately.

Procedure for reporting allegations or suspicions of abuse

In any case where an allegation is made, or someone in Penny4 has concerns, a record should be made. Details must include, as far as practical:

  • Name of child or young person

  • Age

  • Home Address (if known)

  • Date of Birth (if known)

  • Name/s and Address of parent/s or person/s with parental responsibility

  • Telephone numbers if available

  • Is the person making the report expressing their own concerns, or passing on those of somebody else? If so, record details

  • What has prompted the concerns? Include dates and times of any specific incidents

  • Has the child or young person been spoken to? If so, what was said?

  • Has anybody been alleged to be the abuser? If so, record details.

  • Who has this been passed on to, in order that appropriate action is taken? e.g. school, designated officer, social services etc

  • Has anyone else been consulted? If so, record details.


  • Never guarantee absolute confidentiality, as Child Protection will always have precedence over any other issues.

  • Listen to the child, rather than question him or her directly. Offer him / her reassurance without making promises, and take what the child says seriously.

  • Allow the child to speak without interruption. Accept what is said – it is not your role to investigate or question. Do not overreact.

  • Alleviate feelings of guilt and isolation, while passing no judgement

  • Advise that you will try to offer support, but that you must pass the information on. Explain what you have to do and whom you have to tell.

  • Record the discussion accurately, as soon as possible after the event. Use the child’s words or explanations – do not translate into your own words, in case you have misconstrued what the child was trying to say.

  • Contact one of Penny4’s Designated Persons for advice / guidance. The Designated Person may then discuss the concern / suspicion with the relevant organisation, and, if appropriate, make a direct referral.

  • If either Designated Person is not available, or it is inappropriate to approach them, the volunteer / member of staff with the concern should make direct contact with the relevant organisation themselves.

  • Record any discussions or actions taken within 24 hours.

Our Child Safeguarding Policy can be found here.