11PlusExam.ai

Mock exam safeguarding & child protection policy

Dims and Facts Ltd · Version 1.0 · Effective 8 August 2026 · Next review 31 January 2027

This policy sets out how we keep children safe at our 11+ mock examinations. It applies to everyone representing Dims and Facts Ltd at an event — invigilators, tutors, administrative staff and volunteers.

Organisation	Dims and Facts Ltd
Activity	11+ mock examinations
Designated Safeguarding Lead	Mrs Bhumika Dalvi
DSL contact	admin@11plusexam.ai
Policy owner	Anbarasan Dhanushkodi
Version	1.0, effective 8 August 2026
Next review	31 January 2027

1. Safeguarding statement

Dims and Facts Ltd is committed to providing a safe, secure and supportive environment for every child taking part in its 11+ mock examinations.

The welfare and safety of children is our primary consideration. We recognise our responsibility to protect children from abuse, neglect, inappropriate behaviour, bullying, discrimination and other safeguarding risks.

Every adult involved in delivering a mock examination is expected to put children's safety and welfare first, behave professionally, maintain appropriate boundaries, follow this policy, report concerns promptly, and follow the venue's safeguarding, health and safety and emergency procedures.

2. Purpose and scope

This policy sets out the safeguarding and child protection arrangements for our 11+ mock examination activities. It applies to company owners, invigilators, tutors, administrative staff, volunteers and any other adults representing Dims and Facts Ltd during an event.

It is written to apply across different venues. Where a venue has its own arrangements, those will be followed as well.

3. Designated Safeguarding Lead

We have appointed a Designated Safeguarding Lead (DSL) with overall responsibility for safeguarding during an event.

• Name: Mrs Bhumika Dalvi
• Role: Designated Safeguarding Lead
• Contact: admin@11plusexam.ai

The DSL is responsible for:

• receiving safeguarding concerns;
• making sure concerns are recorded appropriately;
• considering the immediate safety of a child;
• escalating concerns to the appropriate external agency where necessary;
• liaising with the venue where appropriate;
• making sure staff understand their safeguarding responsibilities.

4. Staff and DBS checks

• Adults who supervise children at our mock examinations will have appropriate DBS checks.
• We maintain records confirming the status of relevant DBS checks.
• DBS checks are one part of safeguarding. They do not replace proper supervision, staff conduct requirements or safeguarding procedures.

5. Staff code of conduct

Staff should avoid being alone with a child wherever reasonably possible, and use open or observable spaces for interactions where practical.

6. Registration and arrival

• Children are registered on arrival, and parent/guardian contact and emergency information is collected.
• Parents and guardians are told the examination arrangements, start and finish times, collection arrangements and contact procedures.
• Children remain appropriately supervised throughout the event.

7. Collection of children

• Children remain supervised until collected by an authorised parent, guardian or other authorised adult.
• If there is any uncertainty about collection arrangements, the child stays supervised while we contact the parent or guardian.
• If a parent or guardian is late, staff continue supervising and try to make contact using the details given at booking.
• If a child cannot be collected and the parent or guardian cannot be reached, the DSL decides on appropriate escalation.

8. If a child discloses something

If a child discloses a safeguarding concern, staff will:

• remain calm and listen carefully;
• take the child seriously and let them speak without interruption;
• reassure them that they have done the right thing by speaking to an adult;
• explain that the information may need to be shared with someone who can help keep them safe.

Staff must not:

• promise secrecy;
• investigate the matter themselves;
• ask leading questions;
• express disbelief;
• confront an alleged perpetrator.

The concern is reported to the DSL as soon as possible and recorded factually.

9. Safeguarding concern procedure

A staff member with a safeguarding concern first considers the immediate safety of the child, then reports the concern to the DSL and makes a factual record.

The DSL considers whether further action or a referral is required — to an appropriate safeguarding authority, children's social care, the police or another relevant organisation.

If the DSL is unavailable, staff use the alternative safeguarding route available through the venue or local safeguarding arrangements.

10. Allegations against staff

• Any allegation or concern involving a member of staff is taken seriously and reported promptly.
• The person who is the subject of an allegation must not investigate it themselves.
• If an allegation concerns the DSL or the company owner, it must not be handled solely by that person. Appropriate external safeguarding advice or referral will be sought.

11. Missing child procedure

• Staff inform the DSL immediately, establish the child's last known location and check appropriate areas in line with the venue's procedures.
• Venue staff are asked to assist where appropriate, and exits and relevant areas are checked.
• The parent or guardian is contacted. If the child cannot be found promptly, or there is concern for their safety, the police or emergency services are contacted.
• Staff do not leave other children unsupervised while searching.

12. Emergency, fire and evacuation

• Venues differ, so we follow the venue's emergency, fire, evacuation, first-aid and health and safety procedures.
• Before each event, staff familiarise themselves with the venue's emergency exits, assembly point, first-aid arrangements, emergency contacts and any venue-specific instructions.
• During an evacuation, staff supervise children, follow venue instructions and keep an account of the children as far as reasonably practicable.

13. First aid and medical emergencies

• Venue first-aid and emergency procedures are followed.
• If a child becomes unwell or is injured, staff stay with the child, notify the DSL, obtain first aid, contact the parent or guardian, and contact emergency services where necessary.
• Medical or allergy information provided by parents and guardians is handled appropriately.

14. Toilet breaks

• Children may use toilet facilities when reasonably required.
• Staff respect children's privacy and avoid unnecessary physical supervision. Staff do not enter toilet areas with a child unless an exceptional emergency requires immediate assistance.
• Venue arrangements for supervision outside the examination room are followed.

15. Behaviour management

• Children are treated fairly and respectfully. Physical punishment, threats, humiliation, intimidation and discriminatory language are never used.
• Where a child behaves disruptively, staff respond calmly, explain the expected behaviour, and seek help from the lead invigilator or DSL if needed.

16. Bullying and behaviour between children

• Bullying, intimidation, discriminatory behaviour and inappropriate conduct between children are not tolerated.
• Concerns are reported to the DSL, who makes sure the affected child is safe, records the concern and decides on appropriate action.

17. Equality, diversity and inclusion

Every child is treated fairly and with dignity regardless of disability, gender, background, family circumstances, culture, language, additional learning needs or other personal characteristics.

Reasonable adjustments are considered where appropriate and where they do not compromise the integrity of the examination.

18. Children with additional needs

Please tell us about any additional needs before the examination — there is a field for this on the booking form.

Where appropriate we work with parents, guardians and the venue to make reasonable arrangements for accessibility, medical needs, additional time or supervised breaks.

19. Photography and recording

• Staff do not photograph or record children unless appropriate parental consent has been obtained and the activity has been specifically authorised for a legitimate purpose.
• Staff must never use photographs or recordings of children for personal social-media purposes.

20. Personal information

• Information about children and their parents or guardians is treated confidentially.
• Access is limited to people who need it for legitimate examination, safeguarding, emergency or administrative purposes.
• Safeguarding information is shared only where there is a legitimate safeguarding or legal reason to do so.

Our full privacy policy explains your rights in more detail.

21. Safeguarding records

• Safeguarding records are factual, accurate and dated, and stored securely.
• Records distinguish between what was observed or said and any interpretation or opinion.

22. Venue arrangements

We cooperate with the safeguarding, health and safety and emergency arrangements of the venue used for each mock examination, and follow venue-specific policies where they apply — including fire evacuation, first aid, emergency response, building access, security, missing children and incident reporting.

Before each event, the organiser obtains or confirms the relevant venue instructions and communicates them to staff.

23. Staff safeguarding awareness

Before taking part in a mock examination, staff are expected to understand this policy, their safeguarding responsibilities, how to contact the DSL, how to report concerns, the staff code of conduct, and the venue's emergency arrangements. Staff confirm this in writing.

24. Risk assessment

An event-specific risk assessment is completed before each mock examination, covering controlled access, supervision, registration and collection, missing children, safeguarding disclosures, staff conduct, medical emergencies, fire and evacuation, child distress, bullying, toilet arrangements, photography, data protection and venue-specific hazards. Venue-specific risks and controls are incorporated where relevant.

25. Policy review

This policy is reviewed periodically and updated to reflect changes in guidance, legislation, our activities, venue arrangements and lessons learned from incidents.

26. Relevant guidance

This policy has been developed with reference to Department for Education safeguarding guidance, including Keeping Children Safe in Education and guidance for out-of-school settings, together with local safeguarding arrangements and venue procedures.

Internal documents

Alongside this policy we maintain a staff safeguarding acknowledgement, a safeguarding and incident report form, and an event risk assessment. These are internal working documents. Parents and guardians may request further information about our safeguarding arrangements at admin@11plusexam.ai.

Raising a concern