Safeguarding Policy for Cortex Tutors

1. Policy Statement

Cortex Tutors is committed to safeguarding and promoting the welfare of children and young people. We expect all staff, tutors, and volunteers to share this commitment. This policy follows UK safeguarding regulations.

2. Purpose

This policy aims to:

  • Protect children and young people who receive tutoring services

  • Provide staff and tutors with principles and procedures they must follow

  • Inform parents and guardians about our safeguarding commitments

3. Tutor Requirements

All tutors must:

  • Complete an enhanced DBS check before beginning work

  • Provide two professional references

  • Sign our code of conduct

  • Update their DBS check every three years

4. Online Safety Measures

4.1 Platform Security

  • All tutoring sessions must take place on our approved secure platforms (Microsoft Teams or Zoom Enterprise)

  •  Sessions must be recorded and safely stored for 30 days

  • Regular spot checks of recorded sessions are conducted

  • Secure login procedures must be followed

4.2 Communication Protocols

  • All routine communication must occur through a secure messaging system

  • Emergency communications can be made via phone to parents/guardians only

  • A parent/guardian must be copied on all communications

  • A company representative must be included in all group communications

  • All session links must be sent through the secure system

5. Session Guidelines

Tutors must:

  • Maintain professional boundaries at all times

  • Ensure appropriate dress and background environment

  • Report technical issues immediately

  • Keep to scheduled session times

  • Document all sessions

  • Use only approved virtual backgrounds

  • Ensure waiting room features are enabled

6. Reporting Procedures

6.1 Immediate Response

  1. Any concerns must be reported to management within 24 hours

  2. Use the provided incident reporting form

  3. Document all observations and discussions

  4. Do not promise confidentiality to students

6.2 Escalation Process

  1. Management assesses reports within 24 hours

  2. Appropriate authorities are notified if necessary

  3. Parents/guardians are informed unless doing so poses a risk

7. Code of Conduct

Tutors must never:

  • Share their own personal contact information

  • Connect on social media with students

  • Arrange meetings outside the designated group chats

  • Take screenshots or recordings without permission

  • Discuss inappropriate or personal topics

  • Use personal email to communicate with students

  • Share session links on unofficial channels

8. Monitoring and Review

This policy will be:

  • Reviewed annually

  • Updated in line with legislative changes

  • Shared with all stakeholders

9. Policy Implementation

This policy is effective immediately and applies to all staff, tutors, students, and other stakeholders involved with Cortex Tutor's online tutoring services.