Policy Statement

YSBD Theatre Academy is committed to safeguarding the welfare and safety of all children and young people attending our classes, rehearsals, performances, and events.

While every effort is made to ensure children remain supervised and accounted for, we recognise that situations may arise where a child cannot be located. This policy outlines the procedures staff must follow if a child goes missing during Academy activities.

Our procedures reflect safeguarding best practice and align with guidance outlined in Keeping Children Safe in Educationand the Children Act 1989.

The safety and wellbeing of the child will always be the Academy’s highest priority.

Scope

This policy applies to:

• All YSBD Theatre Academy classes
• Rehearsals and workshops
• Performances and productions
• Trips and external events
• Holiday programmes and intensives

It applies to:

• Staff and teachers
• Volunteers
• Visiting professionals
• Chaperones
• Contractors working with students

Definition of a Missing Child

A child is considered missing when:

• They cannot be located where they should reasonably be expected to be.
• They leave a class, rehearsal, or activity area without permission.
• They are not collected by their parent/carer at the expected time and cannot be located.
• They cannot be accounted for during a register or headcount.

Prevention Measures

YSBD Theatre Academy will take preventative steps to reduce the risk of a child going missing. These include:

Registers

• Accurate registers taken at the start of every session.
• Registers updated if children leave early.

Supervision

• Children supervised at all times during sessions.
• Staff aware of student numbers.

Entry and Exit Procedures

• Clear arrival and collection procedures.
• Children must not leave the premises without permission.

Safe Dismissal

• Younger children released only to authorised adults where appropriate.

Venue Awareness

• Staff familiar with the layout of rehearsal spaces, theatres, and studios.

Headcounts

• Conducted during rehearsals, breaks, and when moving between spaces.

Procedure if a Child Goes Missing

If a child cannot be located, staff must act immediately.

 

Step 1 – Confirm Absence

The staff member should:

• Check the register.
• Confirm the child was present earlier.
• Ask other students if they know where the child went.

 

Step 2 – Immediate Search

Staff should quickly check:

• Classrooms and rehearsal studios
• Changing rooms
• Toilets
• Corridors and common areas
• Entrance and exit points
• Any nearby rehearsal spaces

One staff member must remain with the rest of the group.

 

Step 3 – Inform Senior Staff

If the child is not located within 5 minutes, staff must inform:

• The Academy Director, or
• The Designated Safeguarding Lead (DSL).

Senior staff will coordinate the search.

 

Step 4 – Contact Parents/Carers

Parents or carers will be contacted to:

• Confirm whether the child has been collected
• Ask if they have been in contact with the child

 

Step 5 – Contact Authorities

If the child remains missing after initial checks:

• Police will be contacted immediately.

Staff will provide full details including:

• Child’s name
• Age
• Description
• Clothing worn
• Last known location
• Time last seen
• Police may also request CCTV if available.

 

While Waiting for Authorities

Staff should:

• Continue searching the immediate area.
• Keep all other students calm and supervised.
• Ensure one staff member remains available to speak with authorities and parents.

Staff must not leave the venue unattended with children.

 

If the Child Is Found

When the child is located:

1. Staff will check the child is safe and unharmed.
2. Parents/carers will be informed immediately.
3. The incident will be documented.
4. Safeguarding concerns will be reviewed.

If there are welfare concerns, the incident may be referred through safeguarding channels.

 

Reporting and Documentation

Every missing child incident must be recorded.

The report should include:

• Child’s name and age
• Date and time of incident
• Location
• Staff involved
• Actions taken
• Outcome
• Any follow-up actions

Records will be securely stored in line with the UK General Data Protection Regulation.

 

After the Incident

Following any missing child incident, YSBD Workshops Ltd will:

• Conduct an internal review.
• Identify any procedural improvements.
• Provide support for staff or students if needed.
• Update safeguarding procedures if required.

 

Responsibilities

Staff

Staff must:

• Maintain supervision of children.
• Follow missing child procedures immediately.
• Report concerns without delay.

 

Designated Safeguarding Lead

The DSL will:

• Lead the response if a child is missing.
• Liaise with parents and authorities.
• Record safeguarding concerns.

 

Parents and Carers

Parents are responsible for:

• Ensuring children are collected on time.
• Informing the Academy if collection arrangements change.
• Providing emergency contact details.

 

Training

All staff and volunteers will receive safeguarding training which includes:

• Child safety responsibilities
• Supervision procedures
• Missing child response procedures

 

Policy Review

This policy will be reviewed annually or following any serious incident to ensure it remains effective and compliant with safeguarding standards.