Safeguarding/Wellbeing Concerns

At TutorCruncher, we understand how important it is for tutoring companies to prioritise Student wellbeing alongside academic progress. This is why we’ve released a new feature designed to help you report, track, and manage Safeguarding/Wellbeing Concerns with ease.

We have also written a comprehensive Safeguarding and Student Wellbeing guide that is designed to help tutoring companies navigate their legal responsibilities, adopt best practices, and take practical steps to maintain the highest standards of child protection. We strongly encourage you to read this guide to fully understand your obligations when Safeguarding/Wellbeing Concerns are raised, as well as the appropriate steps that need to be taken for addressing such matters.

The Safeguarding/Wellbeing Concerns feature is turned on by default for all companies.

To enable or disable this feature, navigate to System > Settings > People and Activity > Safeguarding/Wellbeing Concerns, and simply check or uncheck the box labeled ‘Use Safeguarding/Wellbeing Concerns’.

Enabling or disabling Safeguarding/Wellbeing Concerns functionality.

You can also set up the starting ID for Safeguarding/Wellbeing Concerns. For example, if you set the start ID to 100, the first concern raised will be labelled WBC-100.

There are two types of Safeguarding/Wellbeing Concerns you can report, depending on the seriousness of the issue: Not Severe and Severe.

Not Severe Concerns are issues that require care and attention but don’t meet the threshold for external or statutory reporting. These concerns can be managed internally within your organisation. Examples include a Student expressing occasional low mood or anxiety about exams, academic frustration or a lack of confidence affecting performance, or minor family stress that doesn’t pose an immediate risk.

Severe Concerns are more serious and should be escalated immediately, either to a senior member of staff or an external safeguarding body, because they may indicate a child is at risk of harm. Examples include disclosures or signs of physical or emotional abuse, indications of self-harm, evidence of neglect (such as a Student frequently arriving unwashed, underdressed or extremely hungry), or any situation where a child appears to be in immediate danger.

We have also given companies the option to enable a lock functionality. If a company chooses to enable the lock functionality, any Job or Lesson associated with a Severe Safeguarding/Wellbeing Concern will be temporarily locked. This means that no further actions can be taken on the Job until the concern has been reviewed and addressed.

Enabling/disabling the lock function.

You, as an Administrator, can report a Safeguarding/Wellbeing Concern on behalf of a user by navigating to their profile and clicking Actions > Report a Safeguarding/Wellbeing Concern. This allows you to document and manage any issues directly from the user's profile.

Admins raising a Safeguarding/Wellbeing Concern.

You will then be taken to a form where you can enter all the relevant details. You’ll be able to link the concern to a specific Job or Lesson, choose whether it’s a severe or not severe issue, and add a description explaining the situation.

After submitting the form, the assigned Safeguarding/Wellbeing Concerns Managers will be instantly notified and can review the concern by heading to System > Safeguarding/Wellbeing Concerns. If no Administrator is marked as a Safeguarding/Wellbeing Concerns Manager, then the notification is sent to all Admins with owner level permissions.

The reporter will also be notified that they have raised a concern.

Just like Admins, other users, including Tutors, can raise Safeguarding/Wellbeing Concerns through their accounts. They can do this either via the Job or an individual Lesson.

Tutors raising a Safeguarding/Wellbeing Concern.

Users can also view Safeguarding/Wellbeing Concerns they’ve reported by navigating to their profile icon (top right corner) and clicking 'Safeguarding/Wellbeing Concerns'. From there, they can report new concerns too.

Students and Clients have similar options to report Safeguarding/Wellbeing Concerns from their accounts. Once a concern is submitted, Safeguarding/Wellbeing Concerns Managers receive an email to keep them notified.

The account owner is designated as a Safeguarding/Wellbeing Concerns Manager by default, granting them the ability to view and respond to all Safeguarding/Wellbeing Concerns. They can also make other Admins 'Safeguarding/Wellbeing Concerns Managers' by navigating to the respective Admin’s profile and clicking on Actions > Edit Profile > Address, Contact Details & More, and enabling the 'Safeguarding/Wellbeing Concerns Manager' checkbox.

Assigning 'Safeguarding/Wellbeing Concerns Manager' permissions to Admins.

Once enabled, these Admins will also receive notifications when a Safeguarding/Wellbeing Concern is raised and will have the ability to view and respond to the issues.

As a Safeguarding/Wellbeing Concerns Manager, you can access the 'Safeguarding/Wellbeing Concerns' page within the 'System' section of your dashboard. This page provides an overview of all raised concerns, with unresolved issues displayed at the top.

Clicking on a specific concern will open its detailed view, where you can:

Safeguarding/Wellbeing Concern detailed view.

You can also filter Safeguarding/Wellbeing Concerns by Reporter, Student, Tutor, Job, Lesson, Status, Severity, as well as by the dates the concern was reported or resolved. Additionally, you have the option to export this data for your internal records and reporting needs.

We’ve created a dedicated section within our email definitions related to Safeguarding/Wellbeing Concerns which can be accessed by navigating to System > Settings > Communication Settings > Email Definitions. The following automated emails are sent to Admins/users when a Safeguarding/Wellbeing Concern is raised or resolved. These emails can be enabled or disabled based on your preferences:

Safeguarding/Wellbeing Concerns email definitions.