Bitsi policies

Lone Working Policy

Bitsi · St Mary's for All, 4 Auchingramont Road, Hamilton ML3 6JT · BitsiScotland@gmail.com · 07590 453 803
Published 22 October 2026

1. Policy statement

Bitsi is committed to ensuring the safety, wellbeing, and safeguarding of all children attending its activities, as well as the safety of staff. This Lone Working Policy outlines the arrangements in place when an adult is required to work alone with a group of children and the measures taken to minimise risk.

Lone working is not routine practice at Bitsi and will only occur in exceptional or unforeseen circumstances resulting in staff unavailability (for example illness or short-notice unavailability).

2. Scope of the policy

This policy applies to:

  • All Bitsi staff and volunteers
  • All sessions delivered by Bitsi
  • All children who attend Bitsi sessions
  • Sessions lasting approximately one hour
  • Activities delivered in a community church hall (St Mary's for All)

3. Definition of lone working

For the purposes of this policy, lone working refers to one adult supervising a group of children without another Bitsi staff member present.

4. When lone working may occur

Lone working may only take place when:

  • A second staff member is unavailable for a scheduled session (e.g. illness, short-notice unavailability, or inability to secure cover)
  • Reasonable efforts have been made to source a suitable replacement. "Reasonable efforts" may include contacting available cover staff, adjusting staffing arrangements, or assessing whether the session can be delivered safely with one adult
  • Cancelling the session would cause disproportionate disruption
  • All control measures outlined in this policy can be met

The decision to proceed with lone working is made by the lead instructor following a dynamic risk assessment of the session, venue, group size, and activity.

5. Conditions for lone working

When lone working occurs, the following conditions must be met:

  • Children must be aged 6 years or over
  • Group size must not exceed 10 children
  • Sessions must take place in an observable environment
  • No personal care is provided
  • No one-to-one situations behind closed doors
  • The adult must have an appropriate safeguarding check (PVG Scheme membership or DBS check, as applicable), or be the registered business owner

6. Safeguarding measures

To safeguard children and staff during lone working:

  • Clear behaviour expectations are established at the start of sessions
  • All activities are group-based
  • Visibility of the children is maintained at all times (unless they are using the bathroom, in which case they will notify the lead instructor)
  • Physical contact is avoided unless required to prevent immediate harm
  • Any safeguarding concern is recorded and reported in line with Bitsi's Safeguarding Policy

7. Arrival, collection, and dismissal

  • Children are dropped off and collected by parents or carers
  • Children attending high school may be released independently at the end of the session with parental consent
  • If a child is not collected on time:
    • The adult will wait with the child in an open area
    • Parents/carers will be contacted using the details on record
    • The child will never be taken to a private or closed space

8. Emergencies and first aid

  • Staff carry a mobile phone at all times during sessions
  • Emergency contact numbers are accessible
  • In the event of an emergency:
    • Emergency services will be contacted if required
    • Venue staff will be alerted where available
    • Parents/carers will be informed as soon as practicable

Bitsi recognises the importance of first aid provision and will review arrangements regularly to ensure appropriate response to minor injuries or incidents.

9. Venue safety

  • The adult is familiar with the venue layout, fire exits, and emergency procedures
  • Where venue staff are present on-site, they may be contacted for assistance in an emergency. When venue staff are not on-site, the venue's emergency contacts can be reached by phone; their details are held by the lead instructor
  • Risk assessments for the venue and activities are followed at all times

10. Staff responsibilities

All staff must:

  • Follow this policy and associated risk assessments
  • Report any incidents, accidents, or concerns
  • Work within professional boundaries at all times
  • Raise concerns if lone working cannot be carried out safely

11. Review of lone working arrangements

  • Any lone working session is considered exceptional
  • The effectiveness of lone working arrangements will be reviewed regularly
  • This policy will be reviewed annually or following any incident or significant change
  • Records of decisions to proceed with lone working may be retained where appropriate

Appendix A: Dynamic risk assessment checklist (lone working)

This checklist must be considered before proceeding with any session delivered by one adult. The decision to proceed rests with the Lead Instructor.

1. Staffing and supervision

  • I am the only adult delivering this session
  • I am familiar with the children attending today
  • Group size does not exceed 10 children
  • All children are aged 6 years or over

2. Venue and environment

  • The session is taking place in a safe, familiar venue
  • Fire exits are clear and known
  • The space allows full visibility of all children
  • No private or closed-off areas will be used
  • Venue staff are on-site or contactable (where applicable)

3. Activity risk

  • Activities are low risk and age-appropriate
  • Activities can be safely managed by one adult
  • No activities requiring close physical contact
  • No off-site movement or transitions required

4. Safeguarding controls

  • Group-based activities only
  • No one-to-one situations behind closed doors
  • Clear behaviour expectations can be enforced
  • No personal or intimate care is required

5. Emergencies and communication

  • I have a fully charged mobile phone
  • Emergency contact details for children are accessible
  • I am able to contact parents/carers, emergency services, and venue staff if required

6. Collection and dismissal

  • Collection arrangements are clear
  • High school-aged children may leave independently only with parental consent
  • I am able to wait with any uncollected child in an open, observable area

7. Decision

  • All control measures are in place
  • I am satisfied the session can be delivered safely with one adult

Decision:

  • Proceed with session
  • Do not proceed / cancel session

Optional record (recommended)

  • Date
  • Session / location
  • Reason lone working required
  • Decision made by