Health & Safety Policy

Mentorium Minds

Version: 2.0
Effective Date: 7 July 2026
Review Date: 7 July 2027

1. Purpose

Mentorium Minds is committed to providing mentoring and coaching services in a manner that promotes the health, safety and wellbeing of clients, visitors and anyone involved in the delivery of our services.

This policy outlines the arrangements in place to minimise foreseeable risks and promote safe working practices during both remote and face-to-face service delivery.

2. Scope

This policy applies to all Mentorium Minds services, including:

  • Specialist Mentoring funded through Disabled Students' Allowance (DSA)

  • Workplace coaching and mentoring funded through Access to Work (ATW)

  • Privately funded mentoring services

It applies to:

  • All clients.

  • Face-to-face mentoring sessions.

  • Remote mentoring sessions.

  • Professional activities connected with service delivery.

3. Commitment

Mentorium Minds is committed to:

  • Providing services in a safe and professional manner.

  • Identifying and managing foreseeable risks.

  • Promoting the wellbeing of clients and others involved in service delivery.

  • Maintaining safe working practices.

  • Complying with relevant health and safety legislation and guidance.

  • Reviewing procedures where health and safety concerns arise.

Clients are also expected to take reasonable care for their own safety and the safety of others during mentoring sessions.

4. Remote Service Delivery

A significant proportion of mentoring may be delivered remotely using secure video conferencing and digital communication platforms.

To promote safety, professionalism and confidentiality:

  • Sessions will normally be delivered from a private and suitable working environment.

  • Password-protected devices will be used for service delivery.

  • Personal information will be stored securely.

  • Professional boundaries will be maintained throughout all interactions.

  • Clients will be encouraged to participate from a safe and appropriate location.

  • Alternative arrangements may be agreed where technical difficulties occur.

5. Face-to-Face Service Delivery

Face-to-face mentoring may be delivered in appropriate professional environments, including:

  • Universities.

  • Workplaces where appropriate.

  • Public libraries.

  • Private meeting rooms.

  • Other suitable public or professional venues.

Mentorium Minds does not routinely provide services within private residential addresses.

When arranging face-to-face sessions, consideration will be given to:

  • Accessibility.

  • Personal safety.

  • Suitability of the venue.

  • Emergency procedures.

  • Confidentiality.

6. Lone Working

As an independent business, Mentorium Minds may undertake lone working during the delivery of services.

Reasonable precautions will be taken to minimise associated risks, including:

  • Meeting in public or professional environments.

  • Keeping accurate appointment records.

  • Maintaining appropriate professional boundaries.

  • Ensuring access to a charged mobile phone.

  • Informing an appropriate person of appointments where necessary.

Where concerns arise regarding personal safety, services may be moved to a remote format or rearranged.

7. Professional Boundaries and Wellbeing

Professional boundaries contribute to the safety and wellbeing of both clients and practitioners.

Mentoring and coaching will be delivered within the practitioner's professional competence and scope of practice.

Where issues arise that fall outside the remit of mentoring or coaching, clients may be signposted to appropriate organisations or specialist services.

8. Safeguarding and Welfare

Although Mentorium Minds is not a safeguarding service, any concerns relating to the safety or welfare of a client or another individual will be taken seriously.

Where there is reason to believe that an individual is at risk of serious harm, appropriate action may be taken. This may include:

  • Contacting emergency services.

  • Contacting the relevant university, employer or funding body where appropriate.

  • Seeking advice from appropriate professionals.

  • Sharing relevant information where there is a lawful or safeguarding justification to do so.

Where it is safe and appropriate, clients will normally be informed before information is shared.

9. Emergency Situations

Face-to-face sessions

In the event of an emergency:

  • Venue emergency procedures will be followed.

  • Emergency services will be contacted where appropriate.

  • The safety of all individuals will take priority.

Remote sessions

Where an emergency arises during a remote session:

  • Emergency services may be contacted where there is an immediate risk to life or serious harm.

  • Relevant emergency contacts or organisations may be informed where appropriate and legally justified.

10. Risk Management

Potential risks associated with service delivery will be considered on an ongoing basis.

Where appropriate, reasonable adjustments or alternative working arrangements will be implemented to reduce identified risks and support safe participation.

Risk assessments will be undertaken where reasonably necessary for new environments or working arrangements.

11. Continuous Improvement

Mentorium Minds is committed to continually improving health and safety practices.

Feedback, incidents, near misses and changes in legislation or professional guidance will be considered when reviewing procedures and working practices.

12. Policy Review

This policy will be reviewed annually or sooner if required following changes in legislation, professional guidance or service delivery arrangements.

Approved by

Maryam Aslam
 Founder & Specialist Mentor
 Mentorium Minds

Date: 7 July 2026