COPYLOGIC POLICY ON SAFEGUARDING WHILE MAINTAINING / SERVICING PRINTERS & MULTI-FUNCTIONAL PHOTOCOPIERS IN SCHOOLS &  COLLEGES

Copylogic service engineers  will be obliged to follow the ‘Code of Conduct’ (see Appendix 2).

Planned Works

IT / Hardware installation ie where the work is planned and Copylogic will be undertaking works over a period of days with various Copylogic personnel attending.

Routine Service Visits

This includes service contracts for: the maintence of laser printers and multifunctional photocopiers

Emergency Call Outs

This includes service visits for works such as: reactive maintenance, or where the visit is unplanned and would normally involve a single worker.

Policy

When Copylogic  are requested to attend a school or college  to work on a school or college site:

1 Copylogic will ensure that employed full time Field Service Engineers , have either a DBS certificate or Enhanced DBS certificate prior to atending appointments for service visits in Schools or Colleges.

2 Schools & Colleges should consider the location of equipment at installation & arranged so that opportunities of contact between Copylogic staff and children/young people will be avoided so far as is practicable. The location of the equipment to be serviced should be in an area that children would not normally have access to.

3 All Copylogic personnel should be signed in at reception, the engineer should offer his identity card and provide details of his DBS certificate number, Copylogic field engineers who present themselves will be uniformed with business shirts displaying the company logo. An electronic version of the original DBS certificate can be requested by the school or college, email support@copylogic.co.uk. The field service engineer should be escorted to the location of the equipment wherever possible. Where this is not possible or practical, children and young people who come into contact with the Copylogic personnel should be supervised at all times by a member of the School or College’s staff or vetted volunteer.

3 If contact with children/young people cannot be avoided then the school should arrange supervision of the field engineer for the duration of the visit.

APPENDIX 1 Copy extract from ‘Safeguarding Children and Safer Recruitment in Education’ Guidance (DfES Publications: www.everychildmatters.gov.uk

Emergency call out contractors/service visits

It is not necessary to obtain a DBC certificate for visitors who will only have contact with children on an ad hoc or irregular basis for short periods of time, or secondary students undertaking voluntary work or work experience in other schools. However, it is good practice to ensure that visitors sign in and out, and are escorted whilst on the premises by a member of staff or appropriately vetted volunteer.

Examples of people who do not need to apply for a DBC certificate include:

  • visitors who have business with the Head Teacher, or other staff or who brief contact with children with a member of staff present
  • visitors or contractors who come on site only to carry out emergency repairs or service equipment and who would not be expected to be left unsupervised on school
  • volunteers or parents who only accompany staff and children on one off outings or trips that do not involve overnight stays, or who only help at specific one off events eg a sports day, school fête, college open day
  • secondary students on Key Stage 4 work experience in other schools or nursery classes, secondary students undertaking work in another school or as part of voluntary service, citizenship or vocational studies, or Key Stage 5 or sixth form students in connection with a short careers or subject placement. In these cases the school placing the pupil should ensure that s/he is suitable for the placement in question
  • people who are on site before or after school or college hours and when children are not present

 

APPENDIX 2

Code of Conduct for Copylogic Field Service Engineers

1 observe this code at all times

2 stay within the confines of the agreed site or work area

3 obtain consent if access is required outside the site or work area

4 use only the agreed access routes

5 obtain consent if alternative access routes are required

6 avoid contact with children/young people

7 NEVER be in contact with children/young people without the contracting organisation’s supervision

8 if you are spoken to by a child/young person, be polite but do not engage in lengthy conversation

10 do not initiate lengthy conversation with the children/young people

11 do not use inappropriate or profane language

12 dress appropriately – business shirts with company logo

13 keep staff informed or where you are and what you are doing

14 report any matters out of the ordinary or of concern, involving children/young people, immediately to the site manager

15 do not give out addresses or mobile phone numbers to the children/young people

16 do not arrange to meet with children/young people either inside or outside of the organisation site

17 do not offer to buy items from children/young people

18 do not sell items to children/young people

19 do not bring alcohol on the school’s site

21 do not share food or drinks with children/young people (think of allergies and grooming implications)

22 remember that your actions no matter how well-intentioned could be misinterpreted

23 Personal mobile phones should not be taken on to school premises, company smart phones: the camera function should not be used while on school premises.

This code of conduct should be read and signed by all Copylogic Field Service Engineers prior upon taking up employment with Copylogic