Staff Code of Conduct

The purpose of this policy is to establish clear expectations for the professional conduct, behaviour and responsibilities of all employees working on behalf of Beyond Words CIC.

Beyond Words is committed to maintaining the highest standards of professionalism, integrity and safeguarding in order to provide a safe, respectful and inclusive environment for all children, families and employees.

This Code of Conduct supports employees in understanding the standards expected of them while protecting both children and employees.

This policy has been developed in accordance with relevant legislation and recognised guidance, including but not limited to:

• ✦Children Act 1989
• ✦Children Act 2004
• ✦Working Together to Safeguard Children (2025)
• ✦Equality Act 2010
• ✦Health and Safety at Work etc. Act 1974
• ✦UK General Data Protection Regulation (UK GDPR)
• ✦Data Protection Act 2018
• ✦Sexual Offences Act 2003
• ✦Protection from Harassment Act 1997

Beyond Words will review this policy regularly to ensure it reflects current legislation, guidance and best practice.

This policy applies to all employees, volunteers, students, contractors and any other adults working on behalf of Beyond Words CIC.

It sets out expectations relating to:

• ✦professional behaviour
• ✦safeguarding
• ✦relationships with children
• ✦relationships with families
• ✦confidentiality
• ✦communication
• ✦use of technology
• ✦appearance
• ✦professional boundaries

This policy should be read alongside the organisation's:

• ✦Safeguarding & Child Protection Policy
• ✦Behaviour, Regulation & Support Policy
• ✦Health & Safety Policy
• ✦Equality, Diversity & Inclusion Policy
• ✦Data Protection & Confidentiality Policy
• ✦Whistleblowing Policy

Beyond Words expects every employee to act professionally and to place the safety, wellbeing and dignity of children at the centre of their practice.

Employees are expected to:

• ✦act honestly and with integrity
• ✦behave professionally at all times
• ✦promote children's safety and wellbeing
• ✦treat everyone with dignity and respect
• ✦model positive behaviour
• ✦work collaboratively with colleagues and families
• ✦maintain appropriate professional boundaries

Employees represent Beyond Words at all times while undertaking their duties.

• ✦Founder & Director The Founder & Director is responsible for ensuring that:

• ✦employees understand this Code of Conduct
• ✦appropriate induction and guidance are provided
• ✦concerns regarding professional conduct are managed fairly
• ✦breaches of this policy are investigated appropriately
• ✦ensuring all adults receive and understand this Code of Conduct during induction
• ✦ensuring concerns, allegations and low-level concerns about adults are managed in accordance with safeguarding procedures
• ✦ensuring appropriate action is taken where conduct may place a child or another person at risk
• ✦this policy is reviewed regularly

• ✦Employees Employees are responsible for:

• ✦complying with this policy
• ✦maintaining high professional standards
• ✦safeguarding children at all times
• ✦reporting concerns appropriately
• ✦acting as positive role models
• ✦seeking guidance if unsure about any aspect of professional conduct

Employees are expected to exercise professional judgement while always acting in the best interests of children.

• ✦Professional Standards Employees are expected to demonstrate the highest standards of professionalism whilst working for Beyond Words CIC

Employees will:

• ✦act honestly and with integrity
• ✦behave in a manner that promotes trust and confidence
• ✦remain calm, patient and respectful
• ✦treat everyone fairly and without discrimination
• ✦follow organisational policies and procedures
• ✦maintain high standards of personal conduct

Employees must recognise that their behaviour reflects on Beyond Words at all times whilst carrying out their duties.

• ✦Positive Role Models Employees play an important role in modelling appropriate behaviour for children

Employees will:

• ✦use respectful language
• ✦demonstrate kindness and empathy
• ✦model emotional regulation
• ✦encourage positive relationships
• ✦promote inclusion and respect
• ✦celebrate children's successes

Employees must never use behaviour that could humiliate, intimidate or undermine a child.

• ✦Professional Judgement Employees are expected to exercise sound professional judgement in all situations

Where uncertainty exists, employees must:

• ✦seek guidance from the Founder & Director
• ✦prioritise children's safety and wellbeing
• ✦follow safeguarding procedures
• ✦avoid making assumptions
• ✦record concerns where appropriate

• ✦Relationships with Children Employees must maintain safe and appropriate professional relationships with all children

Employees will:

• ✦treat all children fairly and consistently
• ✦maintain appropriate physical and emotional boundaries
• ✦avoid favouritism
• ✦communicate respectfully
• ✦encourage independence
• ✦provide support appropriate to each child's individual needs

Professional relationships must always place the child's welfare first.

• ✦Physical Contact Beyond Words recognises that some children, particularly autistic children and children with SEND, may require physical support or may seek reassurance through appropriate physical contact

Any physical contact must:

• ✦be appropriate to the child's needs
• ✦be respectful and proportionate
• ✦support safety, regulation, communication or personal care
• ✦never be excessive or unnecessary
• ✦be carried out in accordance with organisational policies

Where a child initiates appropriate physical contact, employees will respond professionally while maintaining suitable boundaries.

• ✦Relationships with Families Employees will build positive and respectful relationships with parents and carers

Employees will:

• ✦communicate professionally
• ✦maintain confidentiality
• ✦avoid discussing other children or families
• ✦respond politely to concerns
• ✦refer significant concerns to the Founder & Director where appropriate

Employees must avoid becoming involved in personal relationships that could compromise professional judgement.

• ✦Favouritism and Gifts to Children Employees must not show favouritism or develop relationships with individual children that could be perceived as exclusive, secretive or inappropriate

Employees must not:

• ✦give personal gifts to individual children without prior approval from the Founder & Director
• ✦offer special privileges that are not based on the child's assessed needs
• ✦encourage children to keep secrets
• ✦arrange contact with children outside authorised Beyond Words activities

Appropriate rewards provided as part of an agreed activity or behaviour-support approach may be used consistently and transparently.

• ✦Communication with Children Employees will communicate in ways that are appropriate to each child's individual communication needs

This may include:

• ✦simple language
• ✦visual supports
• ✦Makaton
• ✦gestures
• ✦communication boards
• ✦objects of reference
• ✦AAC systems
• ✦allowing additional processing time

Employees will always communicate respectfully and positively.

• ✦Communication with Families Communication with parents and carers should always be:

• ✦respectful
• ✦honest
• ✦professional
• ✦factual
• ✦confidential where appropriate

Employees should not make promises or commitments outside their role or authority.

• ✦Professional Communication Employees are expected to:

• ✦use appropriate language at all times
• ✦avoid gossip or negative discussions
• ✦communicate respectfully with colleagues
• ✦resolve disagreements professionally
• ✦raise concerns through appropriate procedures

• ✦Contact Outside Beyond Words Employees must not communicate privately with children through personal telephone numbers, messaging applications, email accounts, gaming platforms or social media

Any necessary communication with parents or carers must take place through authorised Beyond Words communication methods.

Employees must not arrange to meet a child or family socially or provide private services to a family without the prior knowledge and approval of the Founder & Director.

Employees are expected to present themselves in a professional manner appropriate to working with children.

Employees should wear clothing that is:

• ✦clean
• ✦practical
• ✦suitable for physical activities
• ✦appropriate for supporting personal care where required
• ✦safe for working with children

Clothing or accessories that may pose a health and safety risk or display offensive, discriminatory or inappropriate messages must not be worn whilst representing Beyond Words.

Employees should also maintain good personal hygiene and wear suitable footwear for indoor and outdoor activities.

Identification badges or authorised Beyond Words lanyards must be worn where provided, unless doing so would create a health and safety risk during an activity.

Employees should avoid excessive jewellery, long or sharp nails, unsecured long hair or any item that could create a risk during physical activities, personal care or behaviour support.

Social Media

• ✦Mobile Phones

Employees must ensure that the use of personal mobile phones does not interfere with the safe supervision of children or the delivery of activities.

During working hours, personal mobile phones should only be used:

• ✦during authorised breaks
• ✦in an emergency
• ✦where permission has been given by the Founder & Director

Employees must never allow children to use their personal mobile phones. Personal phones must not be used in toilets, changing areas or during personal and intimate care. Personal phones must not be used to photograph, record or store information about children.

• ✦Photography and Video Recording Photographs or videos of children will only be taken:

• ✦using an authorised Beyond Words device or a device formally approved for organisational use by the Founder & Director
• ✦for legitimate organisational purposes
• ✦where appropriate parental consent has been obtained
• ✦in accordance with the Data Protection & Confidentiality Policy
• ✦where an approved device is used, images must be transferred to authorised organisational storage and deleted from the device as soon as reasonably practicable
• ✦photographs and recordings must never be taken in toilets, changing areas or during personal and intimate care

Employees must never take photographs or videos of children for personal use or store images on personal devices.

• ✦Social Media Employees are expected to use social media responsibly

Employees must not:

• ✦share confidential information relating to Beyond Words
• ✦post photographs or information about children or families
• ✦identify children attending Beyond Words
• ✦make inappropriate comments about colleagues, families or the organisation
• ✦behave online in a way that could damage the reputation of Beyond Words

Professional boundaries must be maintained both online and offline.

• ✦Online Contact and Personal Accounts Employees must not accept or send social media friend or follow requests involving children attending Beyond Words. Employees should maintain appropriate privacy settings on personal accounts and must not use personal accounts to communicate with children. Employees must not search for, follow or interact with children through gaming platforms, livestreaming services or other online accounts

Employees are trusted with sensitive information relating to children, families and colleagues.

Employees must:

• ✦treat confidential information with respect
• ✦share information only with those who have a legitimate professional need to know
• ✦store information securely
• ✦comply with the UK GDPR and Data Protection Act 2018
• ✦follow the Beyond Words Data Protection & Confidentiality Policy

Confidential information must never be discussed in public places or with unauthorised individuals.The duty of confidentiality continues after an employee, volunteer or contractor stops working with Beyond Words. Confidentiality must never be used as a reason not to report a safeguarding concern.

Interest

• ✦Gifts Employees must not request gifts from children or families

Small tokens of appreciation offered voluntarily by families may be accepted where they are modest in value and do not influence professional judgement.

Any gift that may create a conflict of interest or could reasonably be perceived as inappropriate must be politely declined or referred to the Founder & Director.

• ✦Conflicts of Interest Employees must declare any personal, financial or professional interests that could influence, or appear to influence, their work

Examples include:

• ✦relationships with families attending Beyond Words
• ✦outside employment that may conflict with organisational responsibilities
• ✦financial interests relating to organisational decisions

The Founder & Director will determine whether any action is required to manage identified conflicts.

• ✦Personal Relationships Between Employees Employees must ensure that personal relationships with colleagues do not affect professional judgement, supervision, confidentiality or the safe delivery of services

Any relationship that may create an actual or perceived conflict of interest must be declared to the Founder & Director.

Employees have a professional responsibility to raise any concerns relating to:

• ✦safeguarding
• ✦unsafe practice
• ✦misconduct
• ✦discrimination
• ✦bullying or harassment
• ✦breaches of this Code of Conduct

Concerns must be reported promptly to the Founder & Director in accordance with the Safeguarding & Child Protection Policy and Whistleblowing Policy.

Employees must not investigate concerns themselves or discuss them unnecessarily with colleagues.

Employees who raise genuine concerns in good faith will be treated fairly and supported throughout the process.

Breaches of this Code of Conduct may result in appropriate action being taken, depending on the nature and seriousness of the concern.

Adults

• ✦Concerns About an Adult's Conduct Any concern that an employee, volunteer, contractor or other adult working on behalf of Beyond Words may have:

• ✦harmed a child
• ✦behaved in a way that may have harmed a child
• ✦committed a criminal offence involving a child
• ✦behaved towards a child in a way that indicates they may pose a risk
• ✦behaved in a way that is inconsistent with this Code of Conduct

must be reported immediately to the Founder & Director in accordance with the Safeguarding & Child Protection Policy.

• ✦Concerns About the Founder & Director Where a concern or allegation relates to the Founder & Director, it must not be reported directly to them

The concern must be reported to the designated alternative safeguarding contact or the relevant local authority safeguarding service in accordance with the Safeguarding & Child Protection Policy.

• ✦Low-Level Concerns

Concerns about conduct that may not meet the threshold of a formal allegation must still be reported.

Examples may include:

• ✦being over-friendly with a child
• ✦showing favouritism
• ✦using inappropriate language
• ✦taking photographs contrary to organisational procedures
• ✦communicating with a child through a personal account
• ✦behaving in a way that causes discomfort or concern

Low-level concerns will be recorded, reviewed and managed proportionately.

Employees should recognise that their behaviour outside work may affect their suitability to work with children or the reputation of Beyond Words.

Employees should inform the Founder & Director of any matter that may affect their suitability to work with children, including relevant criminal investigations, convictions or safeguarding concerns.

The Founder & Director is responsible for implementing, monitoring and reviewing this policy through:

• ✦discussing professional expectations during induction
• ✦providing supervision and ongoing support
• ✦identifying training and development needs
• ✦reviewing any concerns relating to professional conduct
• ✦implementing improvements where appropriate

This policy will be reviewed annually or sooner if legislation, guidance or organisational practice changes.

This policy should be read alongside:

• ✦BW-SAFE-001 , Safeguarding & Child Protection Policy
• ✦BW-HS-001 , Health & Safety Policy
• ✦BW-RA-001 , Risk Assessment Policy
• ✦BW-BEH-001 , Positive Relationships, Behaviour, Regulation & Support Policy
• ✦BW-EQ-001 , Equality, Diversity & Inclusion Policy
• ✦BW-DP-001 , Data Protection & Confidentiality Policy
• ✦BW-WB-001 , Whistleblowing Policy
• ✦BW-COMP-001 , Complaints Policy
• ✦BW-CARE-001 , Personal Care & Intimate Care Policy
• ✦BW-MED-001 , Medication & First Aid Policy