Emergency Procedure

This Emergency Procedure outlines the steps to be taken by Creative Writing Workshops in the event of an emergency occurring during an online creative writing class. The primary aim is to ensure the safety and well-being of all participants, especially those under 18, and to maintain effective communication with parents/guardians and relevant authorities.

1. Scope

This procedure covers emergencies that may arise during real-time online creative writing sessions, including but not limited to:

• Safeguarding concerns (e.g. disclosure of abuse, immediate danger to a child).
• Sudden illness or visible distress of a participant.
• Significant technical failure preventing continuation of the session.
• Disruptive or inappropriate behaviour that cannot be managed through the Code of Conduct.

2. Emergency Contact Information

For every participant under 18, emergency contact details for their parent/guardian are collected via the Parental/Guardian Consent Form. This information will be readily accessible during all online sessions.

3. Emergency Scenarios and Actions

Scenario A: Immediate Safeguarding Concern / Child in Danger

This is the highest priority. If Millie Stone observes or is made aware of a situation where a child appears to be in immediate danger or discloses abuse:

1. Prioritise Safety: If possible and safe, attempt to discreetly contact the parent/guardian using the emergency contact details provided.
2. Contact Authorities: Immediately follow the procedures outlined in the Safeguarding Policy regarding reporting concerns to local children’s social care services or the police (e.g. if there is a belief that a child is at risk of significant harm).
3. End Session (if necessary): If the situation is highly disruptive or unsafe for other participants, the session may be ended immediately. An email will be sent to all affected parents/guardians explaining the technical disruption and next steps (without disclosing sensitive safeguarding details).
4. Record: Document the incident thoroughly, including observations, actions taken and communications.

Scenario B: Participant Illness or Visible Distress

If a participant appears unwell, distressed or unresponsive during a session:

1. Attempt Contact: Discreetly attempt to contact the participant’s parent/guardian using the emergency contact details.
2. Observe & Assess: If no immediate response, observe the participant’s camera feed and chat for any signs.
3. Remove from Session (if necessary): If the participant’s condition seems serious or if they are unable to continue, they may be removed from the session to allow for direct communication with the parent/guardian.
4. Inform Others: If the session is disrupted, other participants’ parents/guardians will be informed of a technical issue or unexpected end to the session (without disclosing private health information).
5. Record: Document the incident and actions taken.

Scenario C: Significant Technical Failure (e.g. internet outage, platform crash)

If the online platform or internet connection fails, preventing the continuation of the class:

1. Attempt Reconnection: Millie Stone will attempt to reconnect to the session or platform immediately.
2. Alternative Communication: If reconnection fails, an email will be sent to all registered participants/parents/guardians explaining the technical issue.
3. Next Steps: Inform participants/parents/guardians of the plan (e.g. attempt to restart in 5-10 minutes or reschedule the session).
4. Record: Document the technical issue and resolution.

Scenario D: Disruptive or Inappropriate Behaviour

If a participant exhibits behaviour that violates the Code of Conduct and cannot be managed through standard classroom management techniques:

1. Warning: Issue a clear verbal warning.
2. Private Chat: Use the private chat function to address the behaviour directly with the participant.
3. Parental Contact: If behaviour persists, contact the parent/guardian immediately to discuss the issue and request their intervention.
4. Removal from Session: If necessary, the participant may be temporarily or permanently removed from the session.
5. Follow-up: A follow-up discussion with the parent/guardian will occur, and further action (e.g. suspension from future classes) may be taken in line with the Code of Conduct.
6. Record: Document the incident, actions, and communications.

4. Communication During an Emergency

• Primary Contact: Parents/guardians via provided emergency contact details.
• Secondary Contact: DofE Leader (if the emergency impacts the participant’s DofE progress or involves a safeguarding concern that needs wider awareness).
• Confidentiality: Information shared during an emergency will be limited to those who need to know and will respect participant privacy where possible.

5. Post-Emergency Actions

• Review: All emergencies and significant incidents will be reviewed to identify lessons learned and improve future procedures.
• Support: Provide appropriate support to affected participants and families (e.g. rescheduling classes, offering resources).

6. Policy Review

This Emergency Procedure will be reviewed annually and updated as necessary, particularly in response to any incidents, changes in technology or DofE guidelines.