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How Policies Are Used in Incidents

Once you’ve added policies to Signal, they become the foundation for AI-powered incident analysis, summaries, and suggested actions. This guide explains how policies work behind the scenes and how to get the most from policy-informed guidance.

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How Policy Matching Works

When an incident is created or updated, Signal’s AI:
1

Analyzes Incident Content

Reviews the incident description, category, student information, and related context
2

Identifies Relevant Policies

Matches incident details against your policy library using:
  • Keyword matching (e.g., “bullying” → Anti-Bullying Policy)
  • Semantic analysis (understanding intent, not just exact words)
  • Category alignment (safeguarding incidents → safeguarding policies)
  • Student context (e.g., policies for specific vulnerabilities)
3

Extracts Guidance

Pulls relevant sections from matched policies:
  • Required actions and timelines
  • Reporting requirements
  • Key considerations and risk factors
  • Multi-agency protocols
4

Generates Contextual Summaries

Integrates policy guidance into incident summaries and action suggestions
5

Presents to User

Shows policy-informed insights in the incident interface

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Where Policies Appear in Incidents

AI-Generated SummariesWhen you view an incident, the AI summary includes:
  • Policy References: Which policies apply to this incident
  • Key Requirements: Must-do actions from relevant policies
  • Risk Considerations: Risk factors highlighted in policies
  • Procedural Guidance: Step-by-step requirements from policies
Incident: Year 7 student reported being bullied on social mediaAI Summary with Policy Integration:“This incident involves cyberbullying of a Year 7 student. According to your Anti-Bullying Policy, incidents involving online harassment require:
  • Immediate contact with parent/carer (within 24 hours)
  • Documentation of evidence (screenshots, messages)
  • Meeting with alleged perpetrator and their parents
  • Referral to online safety lead
  • Follow-up meeting within 5 school days
Your Online Safety Policy requires that cyberbullying incidents involving social media be reported to the platform and that students receive targeted online safety education.Risk factors to consider (per Safeguarding Policy): This student has had 2 previous incidents in the past term, suggesting a potential pattern requiring escalation to pastoral lead or DSL.”

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Examples of Policy-Informed Guidance

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Example 1: Child Protection Disclosure

Incident: Student discloses abuse to a teacher Relevant Policies:
  • Child Protection and Safeguarding Policy
  • Allegation Management Policy (if staff member involved)
AI Summary: “This is a safeguarding disclosure requiring immediate action. Your Child Protection Policy requires:
  • Immediate verbal report to DSL (do not delay)
  • Do not investigate or ask leading questions
  • Record disclosure using student’s exact words
  • Maintain confidentiality (need-to-know basis only)
  • DSL to determine if referral to social care is required (same day decision)
The student mentioned a family member. Your Safeguarding Policy indicates that familial abuse requires a social care referral unless DSL determines otherwise after consultation.” Suggested Actions:
  1. ✅ Mandatory: DSL to review disclosure and determine referral pathway (Deadline: Same day)
  2. ✅ Mandatory: Complete child protection record form (Deadline: End of day)
  3. ✅ Mandatory: Make referral to social care if threshold met (Deadline: Same day)
  4. ✅ Mandatory: Notify parent/carer unless doing so would place child at risk (Deadline: After DSL consultation)
  5. ⚠️ Recommended: Pastoral check-in with student (Deadline: Next school day)

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Example 2: Repeated Low-Level Behavior

Incident: Year 9 student has 5th incident of low-level disruption this half-term Relevant Policies:
  • Behavior and Discipline Policy
  • Pastoral Support Policy
AI Summary: “This is the 5th behavior incident for this student in the current half-term. Your Behavior Policy states that 3 or more incidents in a half-term trigger a pastoral support meeting with parents. Pattern identified: All incidents involve calling out in lessons. Your Behavior Policy recommends considering whether an underlying need (SEND, hearing, attention-seeking) is contributing to the behavior. This student is not currently on any support plans. Your Pastoral Support Policy suggests a needs assessment may be appropriate.” Suggested Actions:
  1. ✅ Mandatory: Meeting with parents to discuss behavior pattern (Deadline: Within 5 school days)
  2. ⚠️ Recommended: Referral to SENCo for needs assessment (Deadline: Within 2 weeks)
  3. ⚠️ Recommended: Develop behavior support plan (Deadline: Within 3 weeks)
  4. ⚠️ Recommended: Classroom observation by pastoral lead (Deadline: Within 1 week)

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Example 3: Online Safety Concern

Incident: Parent reports student received inappropriate message from unknown person on social media Relevant Policies:
  • Online Safety Policy
  • Child Protection and Safeguarding Policy
  • Acceptable Use Policy
AI Summary: “This incident involves potential online grooming. Your Online Safety Policy and Safeguarding Policy require:
  • Immediate DSL involvement for assessment
  • Consider referral to CEOP (Child Exploitation and Online Protection)
  • Preserve evidence (screenshots, messages) without further engagement
  • Online safety education session for student
  • Parent meeting to discuss online safety at home
Your Online Safety Policy states that suspicious contact from unknown adults should be reported to police unless DSL determines content is clearly not concerning.” Suggested Actions:
  1. ✅ Mandatory: DSL to assess incident for CEOP referral (Deadline: Same day)
  2. ✅ Mandatory: Preserve all evidence (screenshots, messages) (Deadline: Immediate)
  3. ✅ Mandatory: Make CEOP report if grooming suspected (Deadline: Same day)
  4. ✅ Mandatory: Contact parents to discuss incident and online safety (Deadline: Same day)
  5. ⚠️ Recommended: 1-1 online safety session with computing lead (Deadline: Within 1 week)
  6. ⚠️ Recommended: Whole-class online safety reminder (Deadline: Within 1 week)

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Example 4: Medical Emergency

Incident: Student with asthma had severe asthma attack requiring ambulance Relevant Policies:
  • First Aid and Medical Policy
  • Supporting Students with Medical Conditions Policy
  • Critical Incident Policy
AI Summary: “This is a serious medical incident. Your Medical Policy requires:
  • Immediate contact with parents (already done)
  • Ambulance called (already done)
  • Complete medical incident report form
  • Review of student’s Individual Healthcare Plan (IHP)
  • Notification to governing body (serious incidents requiring emergency services)
Your Supporting Students with Medical Conditions Policy requires that IHPs for students with asthma be reviewed following any severe attack. This student’s IHP was last reviewed 8 months ago.” Suggested Actions:
  1. ✅ Mandatory: Complete medical incident report (Deadline: End of day)
  2. ✅ Mandatory: Notify governing body of serious medical incident (Deadline: Within 24 hours)
  3. ✅ Mandatory: Review and update Individual Healthcare Plan (Deadline: Within 1 week)
  4. ✅ Mandatory: Meeting with parents to review medical arrangements (Deadline: Within 5 school days)
  5. ⚠️ Recommended: Staff asthma awareness training refresh (Deadline: Within 2 weeks)
  6. ⚠️ Recommended: Check all emergency inhalers are in date (Deadline: Within 1 week)

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Customizing Policy Application

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Overriding AI Suggestions

You always have full control over AI suggestions:
  • Accept All: Use suggested actions as-is
  • Accept Some: Pick which suggestions to create as actions
  • Modify: Edit action descriptions, deadlines, or assignees
  • Reject All: Ignore suggestions and create your own actions
  • Provide Feedback: Flag irrelevant or incorrect suggestions to improve AI learning
Professional Judgment First: AI suggestions are tools to support your expertise, not replace it. Always apply your professional judgment and knowledge of the specific situation.

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Policy Priority and Conflicts

If multiple policies apply to an incident:
  1. Safeguarding policies take priority: Child protection always comes first
  2. Statutory policies override non-statutory: Legal requirements must be met
  3. Specific policies override general: Detailed policies take precedence over general guidance
  4. Most recent policy version applies: Signal uses the current active version
Signal’s AI will flag if policies appear to conflict and suggest consulting your DSL or senior leader.

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Disabling Policy Application for Specific Incidents

In rare cases, you may want to prevent policies from informing an incident:
1

Open Incident

Navigate to the incident where you want to disable policy application
2

Click Settings (Gear Icon)

In the incident header, click the settings icon
3

Disable Policy Integration

Toggle “Use policy-informed guidance” to OFF
4

Add Reason (Optional)

Note why policy integration was disabled (for audit purposes)
Disabling policy integration is logged in the incident audit trail. It should only be used in exceptional circumstances where policy guidance is genuinely not applicable.

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Policy-Informed Reporting

Policies don’t just inform individual incidents—they also power reporting and analytics:

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Compliance Reporting

Generate reports showing:
  • Incidents by policy area
  • Policy requirement completion rates
  • Overdue policy actions
  • Incidents where policies weren’t followed (with reasons)

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Pattern Identification

Identify trends such as:
  • Which policies are referenced most frequently
  • Incident types with low policy adherence
  • Areas where policy guidance may need updating
  • Staff members who consistently follow/exceed policy requirements

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Governance and Audit

Provide evidence for:
  • Ofsted inspections (demonstrating policy adherence)
  • Governing body reports (policy application metrics)
  • External audits (safeguarding compliance)
  • Local authority reviews (policy-informed decision-making)
See Insights & Analysis for more on reporting.

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Improving Policy Effectiveness

Monitor Suggestion QualityRegularly review whether AI suggestions are:
  • Accurate and relevant
  • Aligned with policy requirements
  • Appropriately prioritized (mandatory vs. recommended)
  • Timely and practical
If suggestions are frequently off-target, review policy content for clarity.

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Best Practices

Trust but Verify: AI suggestions are valuable, but always apply your professional judgment
Update Policies Annually: Review and refresh policies at least once per year or when procedures change
Provide Feedback: Flag inaccurate or unhelpful suggestions to improve AI learning
Use Policies as Training: Policy-informed suggestions help new staff learn procedures in context
Don’t Over-Rely: Policies can’t cover every unique situation—use them as guidance, not rigid rules
Monitor Compliance: Use policy reporting to identify areas where procedures may need reinforcement
Policies Are Guidelines: In safeguarding, child welfare always takes precedence over procedural adherence. If policy guidance doesn’t fit the situation, document why and take appropriate action.

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Troubleshooting

Possible causes:
  • Policy content is too vague or lacks procedural detail
  • Policy title/keywords don’t match incident language
  • Policy is archived or inactive
  • Incident category doesn’t align with policy categories
Solutions:
  • Review policy content for clarity and detail
  • Ensure policy titles use language staff actually use
  • Check that policies are marked as “Active”
  • Add relevant tags to policies to improve matching
  • Contact support if issues persist
Possible causes:
  • Policy content doesn’t accurately reflect current practice
  • Policy text is outdated
  • Multiple conflicting policies causing confusion
Solutions:
  • Update policy content to match actual procedures
  • Archive outdated policies
  • Consolidate or clarify conflicting policies
  • Add specific procedural steps to policies (not just principles)
Possible causes:
  • Policy language uses “must” or “required” for recommended actions
  • AI misinterprets policy intent
Solutions:
  • Use clear language: “must” for mandatory, “should” for recommended
  • Explicitly label mandatory vs. optional actions in policies
  • Provide feedback on the suggestion to correct AI interpretation
Possible causes:
  • Policies are too broad and match many incident types
  • Multiple overlapping policies covering the same area
Solutions:
  • Consolidate overlapping policies where possible
  • Use more specific policy titles and categories
  • Mark some policies as “reference only” (not for AI suggestions)
  • Simplify your policy structure
Possible causes:
  • Policy keywords don’t match incident content
  • Policy category misalignment
  • Policy is too general or too specific
Solutions:
  • Add relevant tags and keywords to the policy
  • Review policy category assignment
  • Add examples or scenarios to policy content to improve matching
  • Manually reference the policy in the incident if needed

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Advanced: Policy-Informed Alerts

You can configure Signal to generate automatic alerts based on policy thresholds. For example:
  • “3 behavior incidents in a half-term triggers pastoral support meeting” → Alert DSL when threshold reached
  • “Any safeguarding incident involving a LAC student requires immediate virtual school notification” → Alert designated staff when LAC incident created
  • “Medication errors require governing body notification” → Alert clerk to governors when medical incident is logged
See Configuring Alerts for setup guidance.

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Parent Mode and Policies

When reviewing incidents with parents using Parent Mode, policy references are:
  • Hidden by default: Policy names and detailed requirements are not shown to parents
  • Summarized: Actions and next steps are presented without referencing specific policies
  • Simplified language: Policy jargon is replaced with parent-friendly explanations
This ensures professional information remains internal while maintaining transparency about outcomes and actions.

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Next Steps

Add Policies

Start building your policy library to power AI guidance

Bulk Import Policies

Quickly import multiple policies from your school website

Configure Alerts

Set up policy-based alerts for automatic notifications

Incident Analysis

Learn more about AI-powered incident analysis

Need Help?

If policies aren’t working as expected or you need guidance on improving policy application, contact support@signalschools.co.uk.