Prostart recognises the benefits and opportunities which new technologies offer to teaching and learning.  We provide internet access to all learners and staff and encourage the use of technologies in order to enhance skills, promote achievement and enable lifelong learning.  However, the accessibility and global nature of the internet and different technologies available mean that we are also aware of potential risks and challenges associated with such use.  Our approach is to implement appropriate safeguards within Prostart while supporting staff and learners to identify and manage risks independently and with confidence.  We believe this can be achieved through a combination of security measures, training, guidance and implementation of our policies.  In furtherance of our duty to safeguard learners, the Every Child Matters and PREVENT agenda, we will do all that we can to make our learners and staff stay e-safe and to satisfy our wider duty of care.  This e-safety policy should be read alongside other relevant policies e.g. Safeguarding, Acceptable Use, Anti Bullying and Disciplinary.

Policy Scope

This policy applies to all users/all learners and staff who have access to the IT systems, both on the premises and remotely.  Any user of Prostart IT systems must adhere to and sign a hard copy of the e-Safety Rules and the Acceptable Use Agreement

The e-Safety Policy applies to all use of the internet and forms of electronic communication such as email, mobile phone and social media sites

All learners must know what to do if they have e-safety concerns and who to talk to.  In most cases, this will be Paula Vaughan/ Eve Adams (Safeguarding & PREVENT Officers).  Where any report of an e-safety incident is made, all parties should know what procedure is triggered and how this will be followed up.  Where management considers it appropriate, the child protection officer may be asked to intervene with appropriate additional support from external agencies.


The QA Auditor and Data Analyst is responsible for the approval of the Online Safety Policy and for reviewing the effectiveness of the policy. This will be carried out through regular information about online safety incidents and monitoring reports.

The role of the QA Auditor and Data Analyst includes:-

· regular communication with the Online Safety Co-ordinator / Officer

· regular monitoring of online safety incident logs

· regular monitoring of filtering / change control logs


· The Managing Director has a duty of care for ensuring the safety (including online safety) of learners at Prostart, though the day to day responsibility for online safety will be delegated to the Online Safety Officer /Designated Safeguarding Lead.

· The Managing Director & another member of the Management Team are aware of the procedures to be followed in the event of a serious online safety allegation being made against a member of staff.

· The Senior Leadership Team are responsible for ensuring that the Online Safety Officer /Designated Safeguarding Lead and other relevant staff receive suitable training to enable them to carry out their online safety roles and to train other colleagues, as relevant.

· The Managing Director will ensure that there is a system in place to allow for monitoring and support of those at Prostart who carry out the internal online safety monitoring role. This is to provide a safety net and also support to those colleagues who take on important monitoring roles. This will be monitored through bi monthly 121’s.

· The Senior Leadership Team will receive reports from the Online Safety Officer / Designated Safeguarding Lead.

Online Safety Officer / Designated Safeguarding Lead

The e-Safety Officer is responsible for keeping up to date with new technologies and their use, as well as attending relevant training. They will be expected to deliver staff development and training, record incidents, report any developments and incidents to the Senior Leadership Team/ Managing Director and liaise with the local authority and external agencies to promote e-safety within the Prostart community.

· leads the Online Safety Group

· takes day to day responsibility for online safety issues and has a leading role in establishing and reviewing the online safety policies / documents

· ensures that all staff are aware of the procedures that need to be followed in the event of an online safety incident taking place.

· provides training and advice for staff

· liaises with the Local Authority / relevant body

· liaises with technical staff

· receives reports of online safety incidents and creates a log of incidents to inform future online safety developments

· communicates with QA Auditor and Data Analyst to discuss current issues, review incident logs and filtering / change control logs

· attends relevant meetings

· reports regularly to Management Team


All staff are responsible for using Prostart IT systems and mobile devices in accordance with the Acceptable Use Policy.  Staff are responsible for attending staff training on e-safety and displaying a model example to learners at all times through embedded good practice.

All digital communications with learners must be professional at all times and be carried out in line with the college Communications Policy. Online communication with learners is restricted to the Prostart network.  External platforms not hosted by Prostart, such as social media sites, may never be used.


Prostart will do all that it can to make sure the network is safe and secure.  Every effort will be made to keep security software up to date.  Appropriate security measures will include the use of enhanced filtering and protection of firewalls, servers, routers, work stations etc. to prevent accidental or malicious access of college systems and information.  Impero Software is used onsite to monitor online activity and ensure that learners are kept safe. Digital communications, including email and internet postings, over the Prostart network, will be monitored in line with POL15 Access to IT Policy


Prostart will ensure that all users of technologies adhere to the standard of behaviour as set out in the Acceptable Use Policy.

Prostart will not tolerate any abuse of IT systems.  Whether offline or online, communications by staff and learners should be courteous and respectful at all times.  Any reported incident of bullying or harassment or other unacceptable conduct will be treated seriously and in line with the student and staff disciplinary codes. 

Where conduct is found to be unacceptable, Prostart will deal with the matter internally.  Where conduct is considered illegal, Prostart will report the matter to the police. 


The following cannot be used during the day with the express permission of the Tutor:-  E-mail, Mobile Phones, Social Media Sites, Games Consoles, Chatrooms, Video Conferencing and Web Cameras and Apple Smart Watches.

Learners must not connect personal equipment to Prostart IT systems this includes mobile phones/ chargers.

Use of Images and Video

The use of images, or photographs, is popular in teaching and learning and should be encouraged where there is no breach of copyright or other rights of another person (e.g. images rights or rights associated with personal data).  This will include images downloaded from the internet and those belonging to staff or learners.

All learners and staff should receive training on the risks when taking, downloading and posting images online and making them available to others. There are particular risks where personal images of themselves or others are posted onto social networking sites, for example. 

Prostart teaching staff will provide information to learners on the appropriate use of images .This includes photographs of learners and staff as well as using third party images.  Our aim is to reinforce good practice as well as offer further information for all users on how to keep their personal information safe.

No image/photograph can be copied, downloaded, shared or distributed online without permission from the Tutor/ Training Advisor.  Photographs of activities on Prostart premises should be considered carefully and have the consent of the Managing Director before being published.  Approved photographs should not include names of individuals without consent.

Personal Information

Any processing of personal information needs to be done in compliance with the General Data Protection Regulation May 2018. 

All learners will sign a Privacy notice which states clearly what data is collected, why it is collected, who it is shared with and why and the amount of time Prostart must retain this data.

No personal information can be posted to Prostart’s website without the permission of the individual unless it is in line with our GDPR Policy. Only names and work email addresses of staff will appear on the college website, no staff or learners’ personal information will be available on the website without consent (privacy notice).

Staff must keep learners’ personal information safe and secure at all times.  When using an online platform, all personal information must be password protected.  No personal information of individuals is permitted offsite. Every user of IT facilities is required to log off on completion of any activity, or where they are physically absent from a device for any period.

All college mobile devices such as a laptop, USB (containing personal data) is required to be encrypted, password protected and signed out by a member of the IT staff before leaving the premises.

All correspondence with learners must be done via Smart Assessor to ensure the protection of personal data. All personal/confidential data sent by e-mail must be password protected and the recipient must phone the sender at Prostart to obtain the password.

Where the personal data is no longer required, it must be securely deleted in line with the Document Retention and Disposal policy.

Education and Training

With the current unlimited nature of internet access, it is impossible for Prostart to eliminate all risks for staff and learners.  It is our view therefore, that Prostart should support staff and learners stay e-safe through regular training and education.  This will provide individuals with skills to be able to identify risks independently and manage them effectively.

For learners:

Learners will cover e-safety at induction.  Issues associated with e-safety apply across the curriculum and learners should receive guidance on what precautions and safeguards are appropriate when making use of the internet and technologies.  Learners should also know what to do and who to talk to where they have concerns about inappropriate content, either where that material is directed to them, or where it is discovered as part of a random search.  This will be covered during Progress Reviews.

Within classes, learners will be encouraged to question the validity and reliability of materials researched, viewed or downloaded.  They will also be encouraged to respect the copyright of other parties and to cite references properly

For staff:

Staff will take part in mandatory e-safety training at induction.  This will be led by the e-Safety Officer. Further resources of useful guidance and information will be issued to all staff following the session.  Each member of staff must record the date of the training attended on their CPD calendar.

Any new or temporary users will receive training on the IT system, led by the e-Safety Officer.  They will also be asked to sign Prostart’s Acceptable Use Policy.

Incidents and Response

Where an e-safety incident is reported to Prostart or Prostart identify an e-safety issue flagged by Impero, this matter will be dealt with very seriously.  Prostart will act immediately to prevent, as far as reasonably possible, any harm or further harm occurring.  If a learner wishes to report an incident, they can do so to their Training Advisor/ Tutor or to the college e-Safety Officer.  Where a member of staff wishes to report an incident, they must contact their line manager as soon as possible.  Following any incident, Prostart will review what has happened and decide on the most appropriate and proportionate course of action.  Sanctions may be put in place, external agencies may be involved or the matter may be resolved internally depending on the seriousness of the incident.  This is in line with the Prostart’s  Acceptable Use Policy.  Serious incidents will be dealt with by senior management, in consultation with appropriate external agencies.

Feedback and Further Information

Prostart welcomes all constructive feedback on this and any other policy.  If you would like further information on e-safety, or wish to send us your comments on our e-Safety Policy please e-mail

Monitoring and Review

The impact of the policy will be monitored regularly with a full review being carried out annually  The policy will also be reconsidered where particular concerns are raised or where an e-safety incident has been recorded.

V6 Jan 21 Reviewed Jan 22