Safeguarding

Safeguarding and Child Protection Policy

Safeguarding Responsibilities

We recognise our responsibilities in safeguarding everyone regardless of gender, ethnicity or ability.

We are committed to the protection and safekeeping of all associated with the Friends and will ensure we implement this policy well.

Prevention and reporting of abuse

It is the duty of each member to help prevent the abuse of anyone and to respond to concerns about their well-being. Any abuse disclosed, discovered or suspected will be dealt with.

Safer recruitment, support and supervision of volunteers

We will exercise proper care in the selection of those helping at our events and Committee Members will supervise them to promote the safekeeping of anyone associated with our activities.

Safe practices

We are committed to providing an environment that is as safe as possible for all those associated with activities of the Friends.

Safeguarding Procedures

If Abuse is Suspected or Disclosed

Abuse may arise from neglecting someone, by inflicting harm, or by failing to act to prevent harm.
Everyone is responsible for safeguarding children and adults:

If the behaviour of a child or adult gives any cause for concern
If an allegation is made in any context about a child or adult being harmed
If the behaviour of any individual towards children or adults causes concern

Responding to Concerns

When there are concerns that anyone is being abused the Chair must be informed, or if they are are not available or are implicated in the situation, any reports or concerns should be passed to another Committee member.

If anyone is in imminent danger of harm a report should be made

immediately to the police by calling 999.

Responding to Concerns Raised

Always share your concerns with the Chair even if you do not have consent to do so (but inform them that no consent has been given for the information to be passed on.)

The Chair will consider all the information to hand and decide what further action may be necessary.

SAFER BEHAVIOUR

We will endeavour to ensure that everyone is shown the respect due to them:

Treat everyone with dignity and respect.
Use age and ability appropriate language and tone of voice. Be aware of your body language and the effect you are having.
Listen well to everyone. Be careful not to assume you know what people are thinking or feeling. Listen to what is being spoken and how it is said.
Do not scapegoat, belittle, ridicule or reject anyone.

Specific considerations when working with children:

Do not invade the privacy of children
The level of assistance must be appropriate and related to the age of the child, whilst also accepting that some children have special needs.
No person under 18 years of age should be left in sole charge of any children of any age.

Physical Contact

If a team member is unsure about whether the actions of another volunteer or worker constitutes a concern, they should raise this with the Chair.

Taking Videos and Photographs of Children

Under the Data Protection Act in 1998 we must be very careful if using still or moving images of clearly identifiable people. This was reinforced ith the General Data Protection Regulation (GDPR) in May 2018.

If images are taken at a well-attended public event this is regarded as a public area and permission is not necessary.
Permission must be obtained from the parents or carers of all children who will be identifiable in a photograph or video before the photograph is taken or footage recorded. (although permission need not be obtained if they are pictured from the back and their features aren't showing)
It must be made clear why that person's image is being used, what you will be using it for, and who might want to look at the pictures.
Children and young people under the age of 18 should not be identified by surname or other personal details, including email, postal address or telephone number.
When using photographs of children and young people, it is preferable to use group pictures.

WORKING WITH PEOPLE

Language

Every effort will be taken to use appropriate language and suitable vocabulary, enabling the greatest level of inclusivity and accessibility. We will be mindful of the language we use and the language used to describe people.

Insurance

We will take reasonable steps to safeguard people and will follow any specific safeguarding requirements as laid out by our insurance company.

Financial integrity

We will not seek personal financial gain.
Any gifts received should be reported to the Committee who will decide whether or not the gift can be accepted.

Computers

To comply with GDPR any computers or other technology containing personal details of anyone associated with the Friends of Sutton Green must be secured (eg password protected) to prevent unauthorised access.

Safety

It is the responsibility of all Committee members. stewards etc to ensure the safety of themselves and members of the public attending any Friends' event.

The Chair is responsible for ensuring that all volunteers at public events organised by the Friends are briefed as to emergency procedures eg location of First Aider, dealing with a lost child, evacuation of the site etc.

Risk Assessment

Before undertaking any activity the Chair or nominated Committee member will ensure that a risk assessment is carried out.

Insurance

The Chair will check that there is adequate insurance cover for any activities planned.

Bullying

Bullying is a form of abuse, and can be verbal or physical. It is usually defined as a repeated pattern of behaviour intended to cause emotional or physical harm to another person – adult or child - , or exert power over them. The effect of bullying on the victim can be profound, both emotionally and physically, regardless of their age, ability or status.

Some examples of bullying are:

Being verbally or physically abusive towards another person
Isolating or deliberately ignoring someone, or excluding them from group activities
Use of email, phone or social media to publicly challenge or undermine someone
Name calling and personal insults
Making false accusations
Sending abusive messages or degrading images via phone, email or social media

Bullying will always cause a great deal of pain and harm for those on the receiving end.

All allegations and incidents of bullying will be recorded, together with the actions that are taken.

It is important to distinguish bullying from other behaviour, such as respectfully challenging or disagreeing with someone else.

REPORTING REQUIREMENTS

The duty of anyone who receives information or who has a concern about the welfare of anyone involved with the Friends is to recognise and record the concern and inform the Chair. If they are not contactable, or they are implicated in the situation, another member of Committee should be contacted instead.

A written record should be made as soon as possible after any incident that gives cause for concern.

The record should:

be written as soon as possible after the event
be legible and state the facts accurately (when hand-written notes are typed up later the original hand-written notes should be retained)
include what was said by the person to whom the concerns were reported
include any action taken as a result of the concerns
be signed and dated

THE PERSON RECEIVING THE REPORT

Must review the concern and report it to the appropriate people, where necessary.

In reviewing the report that is received:

Further Action

The Chair or Committee Member will decide, after discussion with other Committee Members as appropriate, what further action should be taken.

This may include:

Making a formal referral to the appropriate authorities

Recording Incidents

A record should be kept of all safeguarding incidents and considered in any review of this safeguarding policy. All original reports should be retained safely and securely by the Chair and a written record should be made of the actions taken.

Review

The Chair will be responsible for reviewing this procedure after each event organised by the Friends and to report any perceived shortcomings to the Committee for discussion and improvement.