1. Scope of Policy
2. Procedure for Known Visitors
3. Procedure for Unknown/Unexpected Visitors 
4. Safeguarding Procedures for Visitors

1.    Scope of Policy

This Policy refers to all visitors at the Innovate Dorset Ltd. Wimborne and Sherborne Hubs. The procedures below are to be followed in the event of a known and an unknown/unexpected visitor to the Wimborne Hub or Sherborne Hub.

2.    Procedure for Known Visitors Wimborne Hub

All visitors to the Wimborne Hub and Wimborne Administration Office will have their identification and the purpose of their visit confirmed, and they will be signed in.

•  The identification of the visitor must be an official piece of documentation, with a photo ID that must be checked by the member of staff checking in the visitor. Such identification can include:
  • A passport
  • A driver’s license
  • A work badge.

At the Wimborne Hub, staff must inform a member of the SLT (Vanessa, Aaron, Jane) upon their arrival.

All visitors are to be given visitors’ lanyards.

Address of the Wimborne Hub:

41-44 King Street
Wimborne
Dorset
BH21 1EB
01202 885511

Address of the Wimborne Administration Office:

2 Corn Market Court
Wimborne
Dorset
BH21 1JL
01202 885511
    
All visitors will be signed in and out by a member of staff using the Sign In App on the tablet located by the door.

The sign-in procedure will record the visitor’s:

• Time of arrival.

• Their full name.

• The company/business they are affiliated with.

• Signed confirmation that the visitor read the Company Safeguarding Statement, acknowledging that they read and agree to adhere to this statement. See the section on Safeguarding Procedures for Visitors below.

• All visitors are required to follow the Safeguarding Procedures. See the section on Safeguarding Procedures for Visitors below.

• Visitors must sign out via the same tablet as when they signed in when they leave. The visitor badge is to be returned to a staff member.

1. All visitors who are from a utility company, such as BT, the water board, etc., shall be supervised by a member of staff and not left unattended where any young person, unsupervised, may be at any time.

NB: all Company staff members should wear their staff badges when entering the Wimborne Hub.

Procedure for Known Visitors Sherborne Hub
All visitors to the Sherborne Hub will be checked in and out by a member of staff.  Identification and the purpose of their visit will be confirmed, and they will be signed in.

They are to be given visitors’ lanyards at the Hub.

Address of the Sherborne Hub:

    Unit 4, Coldharbour Business Park
    Sherborne
    Dorset
    DT9 4JW
    01202 885511

All visitors will be signed in and out by a member of staff using the Sign In App on the tablet located by the door.

The sign-in procedure will record the visitor’s:

• Time of arrival.
• Their full name.
• The company/business they are affiliated with.
• Signed confirmation that the visitor read the Company Safeguarding Statement, acknowledging that they read and agree to adhere to this statement. See the section on Safeguarding Procedures for Visitors below.
• All visitors are required to follow the Safeguarding Procedures. See the section on Safeguarding Procedures for Visitors below.
• Visitors must sign out via the same tablet as when they signed in when they leave. The visitor badge to be returned to a staff member also.

1. All visitors who are from a utility company, such as BT, the water board, etc., shall be supervised by a member of staff and not left unattended where any young person, unsupervised, may be at any time.

NB: all Company staff members should wear their staff badges.

Unknown/Unexpected Visitors to Wimborne Hub and Sherborne Hub

Procedure for Unknown/Unexpected Visitors

1. All unknown and/or unexpected visitors will be refused entry.

   1. If the visitor objects to their refused entry, the following people are to be contacted immediately:

      1. The Designated Safeguarding Lead (DSL)
      2. In the absence of the DSL, the Deputy Designated Safeguarding Lead (DDSL)
      3. The Company Director

      4. The Police

See the Safeguarding Procedures for Visitors and see below for the contact information of the DSL and DDSL.

1. Regardless of whether the visitor is there for a provable legitimate reason and/or is part of a government institution or not, the following people are to be contacted immediately upon the arrival of an unknown or unexpected visitor to either Hub:

   1. The DSL
   2. In the absence of the DSL, the DDSL
   3. The Company Director.

   4. The Manager.

1. If the unknown or unexpected visitor is there for an approvable legitimate reason and/or is part of a government institution, e.g. the police or the Local Authority, then the staff members listed above in 1a are to be contacted immediately.

   1. As with known visitors to the Hub, they are to be given a visitor’s lanyard at the Hub.

   2. The following information about the visitor will be recorded:

1. Their time of arrival.
2. Their full name.
3. Their contact details (email and phone number).
4. The company/business/government institution they are affiliated with.
5. The identification of the visitor must be an official piece of documentation, with a photo ID that must be checked by the member of staff checking in the visitor. Such identification can include:
   • A passport
   • A driver’s license
   • A work badge.
6. Signed confirmation by a member of staff that the visitor’s reason for their unexpected visit has been confirmed and verified by the members of staff that ought to have been contacted upon their arrival (listed above).

7. The reason for their visit will be confirmed by the contacted member of staff (the DSL, the DDSL, Company Director or Manager). Until these steps are decided, the visitor is to remain at the entrance.

1. They are to be supervised by a member of staff and not left unattended at any time.

2. Visitors must sign out via the same tablet as when they signed in when they leave. The visitor badge is to be returned to a staff member.

Safeguarding Procedures for Visitors

As per the Safeguarding Policy:

• All visitors are requested to read the Safeguarding Statement and sign to acknowledge that they have read and agree to adhere to the Safeguarding Statement.

• All visitors will be given, and are required to follow, the Safeguarding Procedures. This includes informing them who the DSL and alternative designated staff members for safeguarding concerns and queries are and what the recording and reporting system is.

Designated Safeguarding Lead: Samuel Thomas 2 Corn Market Court Wimborne Dorset BH21 1JL 01202 885511 s.thomas@innovatedorset.co.uk	Deputy Designated Safeguarding Lead & Manager: Aaron Scott, 41-44 King Street, Wimborne, Dorset, BH21 1EB. 07923 211898 .a.scott@innovatedorset.co.uk.
Deputy Designated Safeguarding Lead:  Vanessa Phillips 41-44 King Street,  Wimborne,  Dorset  BH21 1EB  07923 211878 s.thomas@innovatedorset.co.uk	Deputy Designated Safeguarding Lead & Manager:  Simon Keys Unit4, Coldharbour Business Park Sherborne DT9 4JW 07706 309743 s.keys@innovatedorset.co.uk

• The DSL ought to be the first point of contact for queries and concerns regarding safeguarding at the Company. Any visitor to the Company who receives a disclosure of abuse or suspects that a child or YP is at risk of harm must report it immediately to the DSL or, if unavailable, the DDSL. In the absence of either, the matter should be brought to the attention of the most senior member of staff.

• See also Appendix 2 of the Safeguarding Policy: ‘Safeguarding induction sheet (for new or supply staff and regular visitors or volunteers)’.

CONTROL SHEET	Version Number: 4	Author: Sam Thomas
Safeguarding Sign-In Policy for Visitors	Status of policy: Approved
Approved by: Kevin Tatchell	Review Date: 11th November 2025	Reviewed by: Aaron Scott
	Next Review Date: 11th November 2026