Purpose
The purpose of this policy is to ensure that Beyond Words CIC identifies, assesses and manages risks effectively to provide a safe, inclusive and supportive environment for all children, employees and others involved in our Summer Club.
Risk assessment is an essential part of planning and delivering high-quality provision. It enables Beyond Words to minimise foreseeable risks whilst promoting children's independence, participation, confidence and wellbeing.
We recognise that many children attending our Summer Club are autistic or have Special Educational Needs and Disabilities (SEND), and individual risk assessments may be required to support their communication, sensory regulation, behaviour, medical needs and overall safety.
Risk assessment is viewed as a proactive and continuous process that supports safe decision-making in all aspects of our provision.
Legal and Professional Framework
This policy has been developed in accordance with relevant legislation and recognised guidance, including but not limited to:
- Health and Safety at Work etc. Act 1974
- Management of Health and Safety at Work Regulations 1999
- Children Act 1989
- Children Act 2004
- Equality Act 2010
- Working Together to Safeguard Children (2025)
- SEND Code of Practice (2015)
- Occupiers' Liability Act 1957
Beyond Words will review this policy regularly to ensure it reflects current legislation, guidance and best practice.
Scope
This policy applies to all employees, volunteers, students, contractors and any other adults working on behalf of Beyond Words CIC.
It applies to all environments, activities and experiences organised by Beyond Words, including:
- indoor activities
- outdoor play
- sensory and messy play
- cooking and baking activities
- community visits
- physical activities
- use of specialist equipment
- individual children's support needs
This policy should be read alongside the organisation's:
Our Commitment
Beyond Words is committed to creating a safe environment where children can participate confidently in a wide range of meaningful experiences.
we:
- identifying foreseeable hazards before activities take place
- reducing risks so far as is reasonably practicable
- making reasonable adjustments for children with SEND
- promoting children's independence whilst maintaining safety
- regularly reviewing risk assessments
- encouraging employees to remain vigilant and proactive throughout the day
- learning from accidents, incidents and near misses to continually improve practice
- promoting a positive culture where everyone shares responsibility for identifying and managing risks
Risk assessments are intended to support safe participation rather than unnecessarily restrict children's opportunities to learn, explore and develop.
Roles and Responsibilities
- Founder & Director The Founder & Director has overall responsibility for ensuring appropriate risk assessments are completed, implemented, reviewed and monitored
This includes:
- ensuring suitable written risk assessments are in place where required
- reviewing assessments regularly and following significant changes
- ensuring employees understand their responsibilities
- ensuring employees receive appropriate induction, training and information relating to risk management
- monitoring the effectiveness of control measures
- providing guidance and support where required
- ensuring appropriate records are maintained
- Employees All employees have a responsibility to contribute to effective risk management
Employees are expected to:
- follow relevant risk assessments and control measures
- carry out dynamic risk assessments throughout the day
- report hazards and concerns immediately
- report accidents, incidents and near misses promptly
- contribute to reviewing risk assessments where appropriate
- take reasonable steps to minimise foreseeable risks
- support children safely whilst encouraging independence
- follow individual risk assessments and support plans where applicable
Employees must report any significant changes that may affect the safety of children, colleagues or activities.
Principles of Risk Assessment
- Identifying Hazards Beyond Words recognises that identifying hazards is the first step in managing risk effectively
A hazard is anything with the potential to cause harm to children, employees or others.
When identifying hazards, consideration will be given to:
- the environment
- equipment and resources
- planned activities
- children's individual needs
- medical conditions
- communication needs
- sensory needs
- behaviour that may present a risk
- weather conditions
- community environments
- emergency situations
- visitors and contractors
Hazards will be identified before activities begin and continually monitored throughout the day.
- Assessing Risk Once a hazard has been identified, the level of risk will be considered by assessing:
- who may be affected
- how harm could occur
- the likelihood of the risk occurring
- the potential impact should the risk occur
- existing control measures
- whether additional measures are required
The aim is to reduce foreseeable risks while allowing children to participate safely in meaningful experiences.
- Implementing Control Measures Where risks are identified, appropriate control measures will be introduced to reduce the likelihood of harm
Control measures may include:
- adapting activities
- increasing supervision
- providing additional staffing where appropriate
- making reasonable adjustments for individual children
- using suitable equipment
- providing visual supports
- modifying the environment
- introducing individual support strategies
- restricting access to hazardous areas
- using appropriate Personal Protective Equipment (PPE) where necessary
- providing appropriate information, instruction and supervision
Control measures should be proportionate to the level of risk and reviewed regularly to ensure they remain effective.
- Balancing Risk and Opportunity
Beyond Words recognises that some level of risk is part of children's learning, development and independence.
Risk assessments are intended to support children to participate safely rather than prevent them from accessing valuable experiences.
Employees will consider how activities can be adapted to enable children to take part safely whilst promoting:
- independence
- confidence
- communication
- social interaction
- physical development
- emotional wellbeing
Reasonable adjustments will be made wherever practicable to ensure children with SEND can access activities alongside their peers.
- Reasonable Adjustments Beyond Words recognises its duty under the Equality Act 2010 to make reasonable adjustments for autistic children and children with SEND
Risk assessments will seek to remove unnecessary barriers to participation while maintaining safety.
Wherever reasonably practicable, activities will be adapted to enable children to participate safely alongside their peers rather than excluding them because of perceived risks.
Types of Risk Assessments
- General Risk Assessments Beyond Words will complete written risk assessments where appropriate to identify potential hazards and implement suitable control measures before activities take place
General risk assessments may be completed for:
- the Summer Club venue
- indoor activity areas
- outdoor play areas
- equipment and resources
- daily routines
- seasonal activities
- new activities or events
These assessments will be reviewed regularly to ensure they remain appropriate and effective.
- Activity Risk Assessments Specific risk assessments will be completed for activities that may present additional risks or require particular control measures
This may include, but is not limited to:
- cooking and baking activities
- sensory and messy play
- water play
- physical activities and games
- arts and crafts
- use of specialist equipment
- science or creative experiments
Activity risk assessments will consider the individual needs of the children participating and any reasonable adjustments required.
- Individual Risk Assessments Where appropriate, individual risk assessments will be completed for children whose needs require additional planning to ensure their safety and wellbeing
Individual risk assessments may consider:
- medical conditions
- allergies
- communication needs
- sensory processing needs
- behaviours that may present a risk
- absconding or leaving supervised areas
- personal care requirements
- mobility or physical support needs
- eating and drinking requirements
These assessments will be developed using information provided by parents or carers and, where appropriate, advice from relevant professionals. Where appropriate, children will also be involved in decisions about managing risks in a way that reflects their age, understanding and communication needs.
- Community Visit Risk Assessments Risk assessments will be completed before community visits or activities away from the Summer Club venue
Consideration will be given to:
- the suitability of the venue
- travel arrangements
- staffing and supervision
- emergency procedures
- accessibility
- weather conditions
- individual children's needs
- communication and medical requirements
Employees will ensure appropriate control measures are in place before the visit takes place.
- Dynamic Risk Assessments Employees are expected to carry out dynamic risk assessments continuously throughout the day
Dynamic risk assessment involves observing children, activities and the environment to identify changing circumstances or unforeseen hazards and responding promptly to maintain safety. Employees should communicate significant changes in risk to colleagues to ensure a consistent and coordinated response.
Examples include:
- changing weather conditions
- damaged equipment
- spillages
- changes in a child's behaviour or wellbeing
- overcrowding
- unexpected hazards during activities
Where a risk cannot be managed safely, employees will adapt, postpone or stop the activity as appropriate.
Responding to Identified Risks
- Taking Immediate Action Where a hazard or risk is identified, employees must take prompt and appropriate action to reduce the likelihood of harm
Depending on the situation, this may include:
- stopping or adapting an activity
- removing unsafe equipment or resources from use
- restricting access to an area
- increasing supervision
- providing additional support to a child
- implementing control measures identified within a risk assessment
- seeking assistance from the Founder & Director where required
The safety and wellbeing of children, employees and others will always remain the priority.
- Responding to Changing Circumstances Risk levels may change throughout the day as a result of children's needs, environmental factors or unforeseen events
Employees are expected to remain vigilant and respond appropriately to changing circumstances by:
- continually observing children and the environment
- adapting activities where necessary
- adjusting supervision levels
- implementing additional control measures where appropriate
- communicating concerns with colleagues promptly
Activities should be modified or stopped where risks cannot be managed safely.
- Supporting Individual Children
Beyond Words recognises that some children may require additional support to participate safely in activities.
Employees will:
- follow individual risk assessments and support plans
- make reasonable adjustments where appropriate
- provide additional supervision where required
- use visual supports and communication strategies
- adapt activities to meet individual needs
- promote children's independence whilst maintaining safety
Support will always be provided in a respectful, person-centred and inclusive manner.
- Managing Unsafe Equipment or Environments Where equipment, resources or areas are identified as unsafe, employees will:
- stop children from accessing the hazard
- remove unsafe equipment from use where possible
- report the concern to the Founder & Director immediately
- ensure appropriate warning or temporary control measures are in place until the issue has been resolved
Unsafe equipment must not be returned to use until it is safe to do so.
- Emergency Situations Where an identified risk develops into an emergency, employees will follow the relevant Beyond Words emergency procedures
This may include:
- administering first aid within the limits of their training
- contacting the emergency services where required
- following evacuation procedures
- implementing individual healthcare plans
- informing the Founder & Director
- contacting parents or carers as soon as reasonably practicable
Following any emergency, appropriate records will be completed, and the incident will be reviewed to identify any lessons learned or improvements required. Risk assessments and emergency procedures will be reviewed where necessary following any emergency situation.
Recording and Reviewing Risk
Assessments
- Recording Risk Assessments Where a written risk assessment is required, it will be completed before the activity or situation takes place wherever reasonably practicable
Risk assessments will clearly identify:
- the activity, environment or individual being assessed
- potential hazards
- who may be affected
- the level of risk
- control measures to reduce the risk
- any additional actions required
- the person responsible for implementing actions
- date the assessment was last reviewed
- the date of completion and review
Risk assessments will be written clearly and stored securely so they are accessible to relevant employees.
- Communicating Risk Assessments Relevant employees will be made aware of any risk assessments that relate to their responsibilities
This includes ensuring employees understand:
- identified hazards
- required control measures
- individual children's needs
- emergency procedures where applicable
- any changes made following a review
Employees are expected to follow agreed control measures and seek clarification if they are unsure about any aspect of a risk assessment.
- Reviewing Risk Assessments Risk assessments will be reviewed regularly to ensure they remain effective and reflect current practice
Reviews will take place:
- at least annually
- following an accident, incident or near miss
- when introducing a new activity or piece of equipment
- when there is a significant change to the environment
- when a child's individual needs change
- following changes to legislation, guidance or organisational practice
Where necessary, risk assessments will be updated promptly and communicated to relevant employees.
- Confidentiality Individual risk assessments may contain sensitive personal information
Beyond Words will ensure that:
- information is shared only with employees who require it to fulfil their role
- records are stored securely
- confidentiality is maintained in accordance with the Data Protection Act 2018, UK GDPR and the Beyond Words Data Protection & Confidentiality Policy
Monitoring and Review
The Founder & Director is responsible for implementing, monitoring and reviewing this policy.
The Founder & Director will monitor the implementation of this policy through:
- reviewing completed risk assessments
- monitoring accidents, incidents and near misses
- evaluating the effectiveness of control measures
- seeking feedback from employees where appropriate
- identifying opportunities to improve safety and practice
Lessons learned from incidents, changing legislation and developing best practice will be used to strengthen risk assessment processes and promote a positive culture of safety.
This policy will be reviewed annually, or sooner if there are significant changes to legislation, guidance or the services provided by Beyond Words.