Risk Assessment Policy

At Creative Writing Workshops, we are committed to ensuring a safe and secure environment for all participants in our online creative writing classes, particularly for young people under 18. This Risk Assessment Policy outlines our approach to identifying, evaluating and controlling any risks associated with our online DofE Skills courses.

1. Statement of Intent

Creative Writing Workshops is committed to:

• Identifying potential hazards and assessing the risks associated with all aspects of our online creative writing workshops.
• Implementing effective measures to eliminate or reduce risks to an acceptable level.
• Ensuring the continuous safety and well-being of participants.
• Complying with all relevant health and safety legislation and DofE guidelines.

2. Responsibilities

Millie Stone (Sole Trader & Designated Safeguarding Lead):

• Overall responsibility for conducting, documenting and reviewing all risk assessments.
• Ensuring that identified control measures are implemented and maintained.
• Communicating relevant risk information and safety guidelines to participants and parents/guardians.
• Reviewing risk assessments regularly and in response to any incidents or changes in operations.

3. Risk Assessment Process

Creative Writing Workshops will follow a systematic 5-step approach to risk assessment:

Step 1: Identify Hazards We will identify anything that has the potential to cause harm in our online creative writing environment. This includes, but is not limited to:

• Online Interactions: Risks of inappropriate communication, cyberbullying or contact from unknown individuals.
• Platform Security: Risks associated with the online teaching platform (e.g. unauthorised access, data breaches).
• Content Suitability: Risks related to creative writing prompts or discussions being inappropriate or distressing for the age group.
• Technical Issues: Risks of session disruption due to internet connectivity, software malfunction or device issues.
• Data Privacy: Risks associated with handling personal data of participants and parents/guardians.

Step 2: Decide Who Might Be Harmed and How For each identified hazard, we will consider who might be affected (e.g., participants, parents/guardians, the tutor) and how they could be harmed.

Step 3: Evaluate the Risks and Decide on Precautions We will assess the likelihood of harm occurring and the severity of that harm. Based on this evaluation, we will determine and implement necessary control measures to eliminate the hazard or reduce the risk to an acceptable level. These precautions will be practical and proportionate. Examples include:

• Safeguarding: Implementing rigorous verification processes, clear communication guidelines and a robust Code of Conduct (as detailed in the Safeguarding Policy).
• Platform Security: Using reputable, password-protected platforms with features like waiting rooms and controlled screen sharing.
• Content Curation: Carefully reviewing all creative writing materials and prompts for age-appropriateness and sensitivity.
• Technical Preparedness: Having backup internet options, clear instructions for participants on managing their own technical setup and a plan for session disruption.
• Well-being Guidance: Encouraging breaks, good posture and a suitable learning environment.
• Data Protection: Adhering to GDPR principles for data collection, storage and use.

Step 4: Record Findings and Implement Significant findings of the risk assessment, including identified hazards, who might be harmed, and the control measures put in place, will be formally recorded. These records will be maintained securely. All necessary control measures will be actively implemented.

Step 5: Review and Update Risk assessments are living documents. They will be reviewed:

• Annually: As part of a regular review cycle.
• After any incident: To learn from what happened and prevent recurrence.
• After any significant change: To the nature of the workshops, online platforms used or DofE guidelines.
• If new hazards are identified.

4. Documentation

All formal risk assessments will be documented and kept on file by Creative Writing Workshops. These documents will be available for inspection by relevant authorities (e.g. DofE) upon request.

5. Policy Review

This Risk Assessment Policy will be reviewed annually and updated as necessary to ensure its effectiveness and compliance with current legislation and best practices.