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Murray Edwards College
University of Cambridge

Annex E

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Annex E

Arrangements for events hosted by the college but sponsored by external parties involving persons less than 18 years of age or vulnerable adults

Under the College’s standard terms and conditions for events organised by external parties, principal responsibility for the safety and welfare of young and vulnerable people remains with external party but the college aims to support and promote that safety and welfare.

Due Diligence

Before acceptance of summer schools or similar events, the college will seek evidence that external organisers have addressed their safeguarding responsibilities adequately. This may extend to obtaining copies of their own policies and procedures.


In no circumstances does the college accept groups of children aged less than 11 years.


Maximum supervision ratio





Where a client has mixed age group students the supervision level should be appropriate to the number of students in each age range and rounded up.


The College separates accommodation by gender with an appropriate level of same sex supervision available as far as possible unless otherwise reasonably directed by the client. The College endeavours to house students on floors or staircases which are private to individual client groups where numbers and the building configuration permit. Where this is not entirely achievable we use supervisors’ accommodation and the building features to provide notional and physical separation.

In relevant areas the College will keep otherwise available rooms unoccupied to achieve segregation where necessary at no additional charge to the client.

Procedures for protection of and by College staff

Maintenance requests and the servicing of rooms will be carried out between 8.30am-11.30am Monday to Friday and the client is required to ensure that young persons or vulnerable adults are either temporarily vacated from the relevant room or that college staff are appropriately supervised. College staff will be provided with training on appropriate behaviour for protection of themselves and protection of children and vulnerable adults, in particular, Porters, Maintenance and Housekeeping. All Porters and Admissions staff are DBS checked.

Related Policies

The following policies also have relevant in relation to Safeguarding Children and Vulnerable Adults and reference should be made to those in their entirety: Personal Relationships; Harassment and Sexual Misconduct; Health and Safety; Identifying Allergens; Fire Safety Management; Security.