Under 18 Consent Form
Comics Youth CIC Guidance for WhatsApp Groups
1. Purpose
The Comics Youth CIC WhatsApp Chat Groups enables young people to keep in contact regarding their opinions to Comics Youth CIC, so we can work accordingly to make positive change. WhatsApp Chat Groups are only ever made when requested by the young people themselves. It is a private group with a moderator (Comics Youth CIC Safeguarding Lead) who will have oversight of membership and content.
2. Background
The importance of the chat is to allow members of Comics Youth CIC’s young people to stay in touch, feel like their opinions are being heard and to see change in something they have suggested, as well as making sure any urgent messages are received faster than email.
3. Membership
Membership of the chat is open to young people aged 14 - 25 years of age. For those aged under 18, parental consent must be given. Membership invitations may only be made with the approval of the Comics Youth CIC’s Managing Director or Youth Empowerment Director, who will be a member of the chat.
4. Keeping personal data safe
Young people joining the chat will be sent a link to the chat Privacy Notice, which will set out how their data, including their contributions to the chat, will be used. It will be made clear to them that:
Ø Their data will be controlled by Comics Youth CIC and processed by WhatsApp.
Ø Any contribution they make to the chat will be seen by Comics Youth CIC employees.
Ø Any contribution they make to the chat may be used in feedback reports, although their names will only be used with their consent.
Ø Any contribution they make that suggests that they or another young person (or an adult with social care needs) is at risk of harm will be referred for safeguarding support (with their consent if possible).
5. Leadership
5.1 There will be two leadership roles for the chat, moderators and members. Moderators of the WhatsApp group will include Comics Youth CIC’s Managing Director and Youth Empowerment Director; they will be the admins of the group enabling them to control who enters the group. They will also be able to remove inappropriate content or exclude members who do not observe the agreed behaviours (see below).
5.2 Because the moderators will not be able to access the group outside of work hours, we propose that the chat has access times. Group members will be asked to post only during these access times.
6. Agreed Behaviours
6.1 All chat members and mentors will be expected to observe Comics Youth CIC’s agreed behaviours:
Ø Recognition
Ø Respect
Ø Responsibility
Ø Inclusivity
Ø Collaboration
6.2 Where a member does not observe one or more of these behaviours a member of Comics Youth CIC staff will discuss this with them and ask them to observe the behaviours in future. If they do not do so, the individual in question may be removed from the chat.
6.3 We want young people to share their thoughts and experiences in the chat. Comics Youth CIC staff will be alert to content that suggests that a young person is in distress or is sharing sensitive information that should not be shared on social media. hey will take the necessary steps to support and/or protect young people. These may include safeguarding measures.
7. Safeguarding Children and Young People
7.1 All members of the chat will be given information about keeping themselves and others safe from abuse. This will include support available from a range of organisations to those who have experienced or are at risk of abuse, as well as the steps that must be followed when a young person is at risk of significant harm.
7.2 Where a young person has joined the chat with parental consent, the parent(s) will also be given information about responding to concerns about safety within the chat.
7.3 Where any member of the chat believes that a young person is at risk of immediate harm, they should call the police. The police are the first point of contact for all cases of immediate risk to children and young people and will assist the young person at risk and support the person making the call.
7.4 If a member of the chat is uncertain whether a young person is at risk, or believes they are at risk but not immediately, they should contact Comics Youth CIC’s Designated Safeguarding Officer (Rhiannon Griffiths. rhiannon@comicsyouth.co.uk/07525369624).
7.5 Comics Youth CIC’s Managing Director will ensure that the chat stores ‘starred numbers’ for the police and Comics Youth CIC’s Designated Safeguarding Lead so that young people using the chat have access to these numbers at all times.
7.6 Where a young person who is a chat member contacts the police or Comics Youth CIC’s safeguarding lead, they will be offered support and an opportunity to debrief.
8. Availability of the Group
Chat members will be requested not to post after 9pm. If a member does post after this time, Comics Youth CIC staff will remind them of access times.
9. Feedback from young people-ideas for Comics Youth CIC
9.1 The chat will act as a social media hub for young people to exchange views about Comics Youth CIC’s resources, projects and plans.
9.2 Social media offers the prospect of real-time feedback. However, members and Comics Youth CIC staff should be aware that such feedback can be superficial and even misleading. Genuine engagement requires planning and realistic timelines.
9.3 Members and Comics Youth CIC staff will work together to develop a range of feedback and planning resources.
Review- the chat group and this guidance will be reviewed in October 2023, and annually thereafter. The review report will be shared with Youth Development Board Members and Comics Youth CIC Management Team.