Rotary Club of Westbourne
SAFEGUARDING POLICY & PROCEDURES
Introduction
The Rotary Club of Westbourne is affiliated with Rotary International and undertakes various charitable activities during the year. Its members undertake these activities on an unpaid voluntary basis with the aim of supporting the local and international community through fundraising and social events involving members, volunteers supporting members, as well as beneficiaries.
The Rotary Club of Westbourne believes in protecting a person’s right to live in safety, free from abuse and neglect. This policy sets out the roles and responsibilities of the club in working together in keeping people safe from harm and being able to raise concerns regarding any abuse and neglect which may come to light during the club’s activities.
This Safeguarding Policy and Procedures aims to help the club protect children and adults at risk, from injury, abuse and reduce the possibility of unfounded/malicious allegations being made.
Definitions
‘Activities’ means those meetings, events, fund-raisers and services that the Club may implement or participate in from time to time as part of the objectives of the Club.
‘Children/Child’ means that person of any sex or self-identified gender who at the time is under the age of eighteen years.
‘Club’ means the Rotary Club of Westbourne operating under the name of Westbourne Rotary Trust Fund CIO, a UK registered charity (no. 1197774).
‘Member’ means the fully paid up person who at the time is named in the Club’s records as being a member, or an honorary member.
‘Safeguarding Officer’ means the designated lead person within the Club at the time who has responsibility for implementing this Safeguarding Policy and whose role description is set out in Annex A.
‘Trustees’ means those Members who are nominated as such in the Clubs Constitution.
‘Volunteer’ means that person who is not a Member (or honorary member) but who at the time is helping or supporting in a formal or informal way the Club’s activity(ies) under the supervision of a Member, and who may be a member of another Rotary club or a prospective Member.
‘Adult at Risk’ is an individual aged 18 years and over of either sex or self-identified gender who has needs for care and support and is experiencing, or at risk of, abuse or neglect and is unable to protect themselves from either the risk of, or the experience of, abuse or neglect.
Aims
The Club believes that it is our duty to ensure that people should be treated with respect and protected while they are in our care. Also that Members, Volunteers and anyone employed by the Club on whatever basis should know what to do if people who come into our care, even if only temporarily, show signs of having been abused.
To this end this policy statement is intended:
Applicability
Safeguarding is everyone’s responsibility. This policy is applicable to:
be it directly, eg face to face, or indirectly eg electronically online.
It is recognised that Members and Volunteers are not safeguarding experts but if they have concerns they have a responsibility to raise that with the appropriate bodies, i.e. police or BCP Council.
Procedures that Members should follow are set out in Annex’s A, B, C and D.
Where regulations or the beneficiary organisation deem it necessary for the Activity being undertaken the Club will undertake an appropriate Disclosure and Barring Service (DBS) check on the relevant Member(s).
The Trustees of the Club at a meeting of the Club Council shall appoint a Safeguarding Officer (SO).
The SO shall ensure that all members of the Club are aware of this Safeguarding Policy and that this is communicated to new Members as part of their induction into the club. The role of the Safeguarding Officer is set out in Annex E.
Failure by any Member to comply with this policy will be addressed without delay and may ultimately result in dismissal/exclusion from the Club.
This policy is set out in three parts each covering:
Organising Activities
The organiser of any Activity (who should be a full Member) should liaise with the Safeguarding Officer in advance to confirm arrangements for protecting any Children or Adults at Risk at that activity and should ensure that any third party and Volunteers, where involved, are aware of the Club’s role in that Activity and the principles of this Safeguarding Policy. In the absence of the Safeguarding Officer at that Activity then the organiser should be the point of reference at that Activity for any complaints, allegations or matters of concern. Safeguarding should form part of an Activity’s Risk Assessment.
The written permission of a parent or guardian (carer) should be obtained if a Child is to take part in any Activity. In the case of an Adult at Risk, that person should be made completely aware of what the activity is going to involve and be encouraged to discuss it with any person who has a responsibility for their care.
Recruiting Volunteers
Depending on the nature and scope of the Activity, it may be necessary to recruit Volunteers in support. In respect of Activities involving Children or Adults at Risk recruiters should be mindful of this Safeguarding Policy and decide which jobs will involve contact with them, the nature of that contact and its regularity and potentially whether a DBS check is required. Depending on their involvement such Volunteers should be first appropriately vetted and made aware of the content of this Policy, and under no circumstances be left alone with Children or Adults at Risk.
Employing Support Workers
The Club may from time to time require the employment of persons (even on a temporary basis) to enable it to undertake services in support of its Activities and where such employment may, or potentially may, involve interaction with Children or Adults at Risk and in particular if they work unsupervised. In such a situation the Member organising such services must, in cooperation with the Safeguarding Officer, undertake a basic safer recruitment check of that prospective support worker including providing a clear job description and responsibilities, ensuring two references are obtained, checking gaps in work history, and if required undertaking a criminal record check on that person.
Whistleblowing
The Club is dedicated to the highest standards of operation, probity and accountability. In line with this commitment Members, Volunteers and others with serious concerns about any aspect of our work are encouraged to come forward and voice those concerns. In the first instance if you have safeguarding concerns or want to complain about a lack of action on a safeguarding concern, speak to the Safeguarding Officer.
If you have continuing concerns, e.g. your concerns are not acted on, you should as soon as possible contact the Rotary District Compliance Officer (DCO) and the RGB&I Compliance/Safeguarding Officer (SO) for advice, and if you consider it necessary you should raise this with the appropriate authorities (the local safeguarding boards and/or Police). Additionally, advice is available from ‘Protect’ - free confidential advice for people who witnessed wrongdoing in their workplace but are not sure how to raise their concerns (https://protect-advice.org.uk (020 3117 2520) and NSPCC National Whistleblowing Advice Line on 0800 028 0285. If in doubt discuss with the DCO or RGB&I SO who can be contacted on [email protected].
Review and Dissemination of this Policy
This policy shall:
The Club’s Safeguarding Officer shall be responsible for ensuring review and dissemination as above, together with any training requirements.
Part A
The Safeguarding of Children
Legal Framework
This element of the Club’s safeguarding policy is expressed within the context of the Children Act 1989, the Children Act 2004 and the Children and Social Work Act 2017 which provide the framework for safeguarding and child protection in England. This makes clear the expectations and requirements around duties of care to children and creates accountability for these.
Signs of Abuse
Child abuse may take the following forms:
A description of these may be found in the separate guidance attachment from Rotary GBI, or from the Pan-Dorset Safeguarding Children Partnership https://pdscp.co.uk/children-young-people/abuse-what-is-it/ or the NSPCC https://nsscp.co.uk/types-child-abuse
Members are well-placed to identify abuse the Child may say or have done to them that suggests or could suggest that something is wrong. It may come in the form of a disclosure, complaint, or an expression of concern.
Reporting Concerns
Any Member who becomes aware that a Child is or is at risk of, being abused must raise the matter immediately and preferably verbally with the Safeguarding Officer. If it is considered that the Child requires immediate protection from harm, the police and BCP Social Care must be contacted forthwith.
Early sharing of information is the key to providing an effective response where there are emerging concerns. To ensure effective safeguarding arrangements no one should assume that someone else will do it. The process for dealing with disclosures or concerns is described in Annex B.
Guidance on the taking of photographs during any Club Activity is set out in Annex D.
Part B
The Safeguarding of Adults at Risk
Legal Framework
This element of the Club’s safeguarding policy is expressed within the context of England - The Care Act 2014, Care and Support Statutory Guidance (especially chapter 14). This makes clear the expectations and requirements around duties of care to Adults at Risk and creates accountability for these.
Signs of Abuse
Abuse in Adults at Risk may take the following forms:
Abuse can take place within the context of the Club’s Activities, including by a Member or anyone supporting that Activity. Notification of abuse may come in the form of witnessing an incident, disclosure, complaint, or an expression of concern.
Reporting Concerns
Any Member who becomes aware that an Adult at Risk is, or is at risk of, being abused should follow the referral process described in Annex C. However, if it is considered that the Adult requires immediate protection from harm, the police and BCP Social Care must be contacted forthwith.
Photography
Guidance on the taking of photographs during any Club Activity is set out in Annex D.
Part C
The Protection of Members and Volunteers
In any instance of safeguarding, consideration must be given as to whether an allegation has been made against a person in a position of trust (PiPoT) and who may be a risk to others. The PiPoT can be anyone from a Member, a Volunteer, to parent, relative or carer. The process to be followed for information sharing and reporting individuals believed or suspected of abuse is set out in Annex E.
In organising any Club Activity due consideration must be taken by the organiser of that Activity as to how Members and Volunteers should interact with Children, Adults at Risk or other beneficiaries as the case may be, and the requirements of this policy. In so doing the Club organiser shall where necessary liaise with any third party, eg group teacher, official carer, or leader to ensure both Members and Volunteers are aware of their Child and Adult at Risk safeguarding responsibilities including as under this policy.
Where Members and Volunteers will or are likely to come into contact with Children (whether accompanied by their parent or not) or Adults at Risk (whether accompanied by their carer or not) no Member is to be left alone for any space of time. “Buddy-up” principles should be employed at all times with Members/Volunteers staying within sight of each other. If this is not possible then either (a) the Club should withdraw from such Activity, or (b) the activity be suspended for a limited period of time (eg if a Member/Volunteer requires the toilet) or at the discretion of the organiser the activity may continue providing there are witnesses present.
Members should visibly wear their Westbourne Rotary ID badge during Activities where there may be Children or Adults at Risk.
_________________
Annex A
Procedure for Dealing with Disclosure and Concerns about a Child
Members involved in any Activity whether face to face or online may experience concerns either from what they see, what they hear or where and how it is reported to them.
In the event this comes from the Child then the Member should:
Your report should be made to the most suitably qualified person who has no connection with the concern such as the Activity Organiser, the Safeguarding Officer, or the police and BCP Social Services department – see below.
Members must exercise complete discretion in reporting so as not to upset the Child, alert the offender, and to ensure the legal protection of themselves.
Contacts are:
Police:
999
BCP First Response Hub:
To request support, or to report a concern about a child or young person.
Call 01202 123334 from 8.30am to 5.15pm, Monday to Thursday and 8.30am to 4.45pm on a Friday. Or e-mail [email protected]. Out Of Hours – 5pm to 9am from Monday to Friday, all day Saturdays and Sundays and all bank holidays, including Christmas Day and New Year’s Day: 01202 738256 [email protected].
Club SO:
Gordon Lewis: 0772 957564. [email protected]
Annex B
Procedure for Dealing with Disclosure and Concerns about an Adult at Risk
Members involved in any Activity may experience concerns either from what they see, what they hear or where and how it is reported to them.
In the event this comes from the Adult at Risk themselves then the Member should:
Your referral should be made to the most suitably qualified person who has no connection with the concern such as the Activity Organiser, the Safeguarding Officer, or the police and BCP Social Services department.
This should be the default process but clearly if a Member believes the Adult at Risk to be in immediate risk of harm/criminal activity or you do not understand the risk they face then the Member should make the referral without seeking that Adult at Risk’s permission. In such a situation it is likely the referral will be made by the Member directly to the Police.
Members must exercise complete discretion in reporting so as not to upset the Adult at Risk, alert the offender, and to ensure the legal protection of themselves.
Contacts are:
Police
999 (or 101 if non-urgent).
BCP Council
Email: [email protected] . Telephone 01202 123654. Out of Hours Service: Tel. 0300 1239895 evenings and weekends, including Bank Holidays
Club SO:
Gordon Lewis: 0772 957564. [email protected]
Annex C
Procedure for Managing Allegations Against Members and Volunteers
This includes Members and Volunteers who are supporting a Club Activity and which may be face to face and/or online. A ‘person’ this context can be a Child, an Adult at Risk, a fellow Member or Volunteer or anyone who is a beneficiary of the Club’s Activities.
Allegations may be in relation to the way a Member has:
Such allegations may be seen or heard by a Member/Volunteer, or reported verbally or otherwise to a Member/Volunteer. In such an event the recipient of this information should as soon as possible report this to the Safeguarding Officer together with any evidence. A Volunteer receiving such information should report it to the event organiser or an appropriate Member.
The possibility that such an allegation could be malicious should not be discounted and should be checked at the first opportunity.
The Safeguarding Officer should as soon as possible thereafter interview the Member (and/or if possible the Volunteer) to ascertain their perception of the issue and determine one of the following outcomes:
It is imperative that strict confidentiality be maintained at all times during this process in accordance with the Club’s privacy policy set out in the Club’s website. Any formal records should be held securely and at the outcome of the process be destroyed.
The Club President (assuming not the subject of the allegation otherwise a senior member of the club Council) in consultation with the Safeguarding Officer will then determine what disciplinary action, if any, should be taken, to include but not be limited to suspension or revocation of Membership/Volunteer status and whether this should be reported confidentially to a third party eg BCP Council at https://www.bcpcouncil.gov.uk/Children-young-people-and-families/LADO/Local-Authority-Designated-Officer-LADO-service.aspx , the DBS (if dismissed from the Club) at https://www.gov.uk/guidance/making-barring-referrals-to-the-dbs , or the Charity Commission, Serious Incident Reporting at https://www.gov.uk/guidance/how-to-report-a-serious-incident-in-your-charity.
Annex D
Procedure for Taking Photographs and Sharing Images
Images in this context means those in which the Child or Adult at Risk is the main subject or would be recognised.
In the case of a Child, images must not be taken or used without the consent of that Child’s parent or someone in a position of authority who has confirmed to you that they have agreed with that Child’s parent that an image may be taken, eg the Child’s teacher.
Ensure that before any image is taken that the Child is appropriately dressed.
In the case of an Adult at Risk images must not be taken or used irrespective of whether their consent is given.]
The name and contact details of the consenting person should be recorded or at the very least the Member should have a fellow Member present at the time as a witness. Do not assume consent is given before capturing the image.
In seeking consent the purpose of, and how their image would be used, should be stated.
It is possible that this provision could be satisfied by a formal intent within material published prior to the event which makes clear that photos will be taken solely for publicity purposes, and providing the opportunity ahead of or at that event to opt out.
Ensure nothing that can identify the Child or Adult at Risk, eg name, address, is present within the image or tagged in any descriptor to that image.
Dealing with large groups
If individual parent etc consent is not feasible then consider identifying the person not to be photographed so that the photographer is aware, eg via a simple coloured badge, but ensure the photographer is accompanied at all times to provide a cross check and all images should be re-checked to ensure no oversight.
Annex E
Safeguarding Officer Role Description
The Safeguarding Officer within the Club has, in consultation with the Trustees, primary responsibility for putting into place procedures to safeguard Children and Adults at Risk and for managing concerns about same.
Duties and responsibilities include:
SAFEGUARDING POLICY & PROCEDURES
Introduction
The Rotary Club of Westbourne is affiliated with Rotary International and undertakes various charitable activities during the year. Its members undertake these activities on an unpaid voluntary basis with the aim of supporting the local and international community through fundraising and social events involving members, volunteers supporting members, as well as beneficiaries.
The Rotary Club of Westbourne believes in protecting a person’s right to live in safety, free from abuse and neglect. This policy sets out the roles and responsibilities of the club in working together in keeping people safe from harm and being able to raise concerns regarding any abuse and neglect which may come to light during the club’s activities.
This Safeguarding Policy and Procedures aims to help the club protect children and adults at risk, from injury, abuse and reduce the possibility of unfounded/malicious allegations being made.
Definitions
‘Activities’ means those meetings, events, fund-raisers and services that the Club may implement or participate in from time to time as part of the objectives of the Club.
‘Children/Child’ means that person of any sex or self-identified gender who at the time is under the age of eighteen years.
‘Club’ means the Rotary Club of Westbourne operating under the name of Westbourne Rotary Trust Fund CIO, a UK registered charity (no. 1197774).
‘Member’ means the fully paid up person who at the time is named in the Club’s records as being a member, or an honorary member.
‘Safeguarding Officer’ means the designated lead person within the Club at the time who has responsibility for implementing this Safeguarding Policy and whose role description is set out in Annex A.
‘Trustees’ means those Members who are nominated as such in the Clubs Constitution.
‘Volunteer’ means that person who is not a Member (or honorary member) but who at the time is helping or supporting in a formal or informal way the Club’s activity(ies) under the supervision of a Member, and who may be a member of another Rotary club or a prospective Member.
‘Adult at Risk’ is an individual aged 18 years and over of either sex or self-identified gender who has needs for care and support and is experiencing, or at risk of, abuse or neglect and is unable to protect themselves from either the risk of, or the experience of, abuse or neglect.
Aims
The Club believes that it is our duty to ensure that people should be treated with respect and protected while they are in our care. Also that Members, Volunteers and anyone employed by the Club on whatever basis should know what to do if people who come into our care, even if only temporarily, show signs of having been abused.
To this end this policy statement is intended:
- To protect from harm Children who participate in the Club’s Activities or who receive the Club’s services or be beneficiaries of the Club’s Activities. This includes the children of adults who participate or use our services;
- To protect from harm Adults at Risk who participate in the Club’s Activities or who receive the Club’s services or be beneficiaries of the Club’s Activities;
- To otherwise minimise the risk of harm to any of the Club’s other beneficiaries; and
- To provide Members and Volunteers with the overarching principles that guide the Club’s approach to safeguarding.
Applicability
Safeguarding is everyone’s responsibility. This policy is applicable to:
- Those members who are organisers of any of the Club’s activities;
- The Club’s Members; and
- Those Volunteering at any of the Club’s activities under the auspices of the Club;
be it directly, eg face to face, or indirectly eg electronically online.
It is recognised that Members and Volunteers are not safeguarding experts but if they have concerns they have a responsibility to raise that with the appropriate bodies, i.e. police or BCP Council.
Procedures that Members should follow are set out in Annex’s A, B, C and D.
Where regulations or the beneficiary organisation deem it necessary for the Activity being undertaken the Club will undertake an appropriate Disclosure and Barring Service (DBS) check on the relevant Member(s).
The Trustees of the Club at a meeting of the Club Council shall appoint a Safeguarding Officer (SO).
The SO shall ensure that all members of the Club are aware of this Safeguarding Policy and that this is communicated to new Members as part of their induction into the club. The role of the Safeguarding Officer is set out in Annex E.
Failure by any Member to comply with this policy will be addressed without delay and may ultimately result in dismissal/exclusion from the Club.
This policy is set out in three parts each covering:
- The safeguarding of Children
- The safeguarding of Adults at Risk
- The protection of Members and Volunteers
Organising Activities
The organiser of any Activity (who should be a full Member) should liaise with the Safeguarding Officer in advance to confirm arrangements for protecting any Children or Adults at Risk at that activity and should ensure that any third party and Volunteers, where involved, are aware of the Club’s role in that Activity and the principles of this Safeguarding Policy. In the absence of the Safeguarding Officer at that Activity then the organiser should be the point of reference at that Activity for any complaints, allegations or matters of concern. Safeguarding should form part of an Activity’s Risk Assessment.
The written permission of a parent or guardian (carer) should be obtained if a Child is to take part in any Activity. In the case of an Adult at Risk, that person should be made completely aware of what the activity is going to involve and be encouraged to discuss it with any person who has a responsibility for their care.
Recruiting Volunteers
Depending on the nature and scope of the Activity, it may be necessary to recruit Volunteers in support. In respect of Activities involving Children or Adults at Risk recruiters should be mindful of this Safeguarding Policy and decide which jobs will involve contact with them, the nature of that contact and its regularity and potentially whether a DBS check is required. Depending on their involvement such Volunteers should be first appropriately vetted and made aware of the content of this Policy, and under no circumstances be left alone with Children or Adults at Risk.
Employing Support Workers
The Club may from time to time require the employment of persons (even on a temporary basis) to enable it to undertake services in support of its Activities and where such employment may, or potentially may, involve interaction with Children or Adults at Risk and in particular if they work unsupervised. In such a situation the Member organising such services must, in cooperation with the Safeguarding Officer, undertake a basic safer recruitment check of that prospective support worker including providing a clear job description and responsibilities, ensuring two references are obtained, checking gaps in work history, and if required undertaking a criminal record check on that person.
Whistleblowing
The Club is dedicated to the highest standards of operation, probity and accountability. In line with this commitment Members, Volunteers and others with serious concerns about any aspect of our work are encouraged to come forward and voice those concerns. In the first instance if you have safeguarding concerns or want to complain about a lack of action on a safeguarding concern, speak to the Safeguarding Officer.
If you have continuing concerns, e.g. your concerns are not acted on, you should as soon as possible contact the Rotary District Compliance Officer (DCO) and the RGB&I Compliance/Safeguarding Officer (SO) for advice, and if you consider it necessary you should raise this with the appropriate authorities (the local safeguarding boards and/or Police). Additionally, advice is available from ‘Protect’ - free confidential advice for people who witnessed wrongdoing in their workplace but are not sure how to raise their concerns (https://protect-advice.org.uk (020 3117 2520) and NSPCC National Whistleblowing Advice Line on 0800 028 0285. If in doubt discuss with the DCO or RGB&I SO who can be contacted on [email protected].
Review and Dissemination of this Policy
This policy shall:
- Be reviewed every year by the Trustees.
- Be formally disseminated via email to every Member as soon as possible following its review and be publicised at the nearest appropriate Club meeting.
- Be formally given to new Members as part of their induction process into the Club.
The Club’s Safeguarding Officer shall be responsible for ensuring review and dissemination as above, together with any training requirements.
Part A
The Safeguarding of Children
Legal Framework
This element of the Club’s safeguarding policy is expressed within the context of the Children Act 1989, the Children Act 2004 and the Children and Social Work Act 2017 which provide the framework for safeguarding and child protection in England. This makes clear the expectations and requirements around duties of care to children and creates accountability for these.
Signs of Abuse
Child abuse may take the following forms:
- Physical
- Sexual (including online and offline grooming)
- Emotional
- Racial
- Neglect
- Online grooming
A description of these may be found in the separate guidance attachment from Rotary GBI, or from the Pan-Dorset Safeguarding Children Partnership https://pdscp.co.uk/children-young-people/abuse-what-is-it/ or the NSPCC https://nsscp.co.uk/types-child-abuse
Members are well-placed to identify abuse the Child may say or have done to them that suggests or could suggest that something is wrong. It may come in the form of a disclosure, complaint, or an expression of concern.
Reporting Concerns
Any Member who becomes aware that a Child is or is at risk of, being abused must raise the matter immediately and preferably verbally with the Safeguarding Officer. If it is considered that the Child requires immediate protection from harm, the police and BCP Social Care must be contacted forthwith.
Early sharing of information is the key to providing an effective response where there are emerging concerns. To ensure effective safeguarding arrangements no one should assume that someone else will do it. The process for dealing with disclosures or concerns is described in Annex B.
Guidance on the taking of photographs during any Club Activity is set out in Annex D.
Part B
The Safeguarding of Adults at Risk
Legal Framework
This element of the Club’s safeguarding policy is expressed within the context of England - The Care Act 2014, Care and Support Statutory Guidance (especially chapter 14). This makes clear the expectations and requirements around duties of care to Adults at Risk and creates accountability for these.
Signs of Abuse
Abuse in Adults at Risk may take the following forms:
- Physical
- Sexual (including online and offline grooming)
- Psychological
- Neglect including self-Neglect
- Financial
- Racial Discriminatory (including discrimination on grounds of race, gender and gender identity, disability, sexual orientation, religion, and other forms of harassment, slurs or similar treatment)
- Organisational
- Domestic Violence
Abuse can take place within the context of the Club’s Activities, including by a Member or anyone supporting that Activity. Notification of abuse may come in the form of witnessing an incident, disclosure, complaint, or an expression of concern.
Reporting Concerns
Any Member who becomes aware that an Adult at Risk is, or is at risk of, being abused should follow the referral process described in Annex C. However, if it is considered that the Adult requires immediate protection from harm, the police and BCP Social Care must be contacted forthwith.
Photography
Guidance on the taking of photographs during any Club Activity is set out in Annex D.
Part C
The Protection of Members and Volunteers
In any instance of safeguarding, consideration must be given as to whether an allegation has been made against a person in a position of trust (PiPoT) and who may be a risk to others. The PiPoT can be anyone from a Member, a Volunteer, to parent, relative or carer. The process to be followed for information sharing and reporting individuals believed or suspected of abuse is set out in Annex E.
In organising any Club Activity due consideration must be taken by the organiser of that Activity as to how Members and Volunteers should interact with Children, Adults at Risk or other beneficiaries as the case may be, and the requirements of this policy. In so doing the Club organiser shall where necessary liaise with any third party, eg group teacher, official carer, or leader to ensure both Members and Volunteers are aware of their Child and Adult at Risk safeguarding responsibilities including as under this policy.
Where Members and Volunteers will or are likely to come into contact with Children (whether accompanied by their parent or not) or Adults at Risk (whether accompanied by their carer or not) no Member is to be left alone for any space of time. “Buddy-up” principles should be employed at all times with Members/Volunteers staying within sight of each other. If this is not possible then either (a) the Club should withdraw from such Activity, or (b) the activity be suspended for a limited period of time (eg if a Member/Volunteer requires the toilet) or at the discretion of the organiser the activity may continue providing there are witnesses present.
Members should visibly wear their Westbourne Rotary ID badge during Activities where there may be Children or Adults at Risk.
_________________
Annex A
Procedure for Dealing with Disclosure and Concerns about a Child
Members involved in any Activity whether face to face or online may experience concerns either from what they see, what they hear or where and how it is reported to them.
In the event this comes from the Child then the Member should:
- Assess the situation i.e. are emergency services required?
- Ensure the safety and wellbeing of the individual providing that this does not put you at risk
- Listen carefully to what they're saying and try not to express your own views and feelings. Let them know they've done the right thing by telling you.
- Tell them it's not their fault. Abuse is never a child’s fault. It’s important they hear this.
- Say you'll take them seriously.
- Remain calm and try not to show any shock or disbelief
- Don't confront the alleged abuser.
- Maintain any evidence
- Explain what you will do next. Tell the child that you are required to share the information explaining what information will be shared and why.
- Report what the Child has said as soon as possible.
- Write contemporaneous notes as soon as possible
Your report should be made to the most suitably qualified person who has no connection with the concern such as the Activity Organiser, the Safeguarding Officer, or the police and BCP Social Services department – see below.
Members must exercise complete discretion in reporting so as not to upset the Child, alert the offender, and to ensure the legal protection of themselves.
Contacts are:
Police:
999
BCP First Response Hub:
To request support, or to report a concern about a child or young person.
Call 01202 123334 from 8.30am to 5.15pm, Monday to Thursday and 8.30am to 4.45pm on a Friday. Or e-mail [email protected]. Out Of Hours – 5pm to 9am from Monday to Friday, all day Saturdays and Sundays and all bank holidays, including Christmas Day and New Year’s Day: 01202 738256 [email protected].
Club SO:
Gordon Lewis: 0772 957564. [email protected]
Annex B
Procedure for Dealing with Disclosure and Concerns about an Adult at Risk
Members involved in any Activity may experience concerns either from what they see, what they hear or where and how it is reported to them.
In the event this comes from the Adult at Risk themselves then the Member should:
- Listen carefully to what they're saying and demonstrate understanding by acknowledging regret and concern that this has happened, and try not to express your own views and feelings.
- Be calm. Try not to show any shock or disbelief.
- Ensure the safety and wellbeing of the individual providing this does not put you at risk.
- Don't confront the alleged abuser.
- Ask that person what they would like to happen and obtain their permission to make a referral.
- Maintain any evidence
- Inform the person that you are required to share the information, explaining what information will be shared and why
- Report what the Adult at Risk has said as soon as possible.
- Write contemporaneous notes as soon as possible
Your referral should be made to the most suitably qualified person who has no connection with the concern such as the Activity Organiser, the Safeguarding Officer, or the police and BCP Social Services department.
This should be the default process but clearly if a Member believes the Adult at Risk to be in immediate risk of harm/criminal activity or you do not understand the risk they face then the Member should make the referral without seeking that Adult at Risk’s permission. In such a situation it is likely the referral will be made by the Member directly to the Police.
Members must exercise complete discretion in reporting so as not to upset the Adult at Risk, alert the offender, and to ensure the legal protection of themselves.
Contacts are:
Police
999 (or 101 if non-urgent).
BCP Council
Email: [email protected] . Telephone 01202 123654. Out of Hours Service: Tel. 0300 1239895 evenings and weekends, including Bank Holidays
Club SO:
Gordon Lewis: 0772 957564. [email protected]
Annex C
Procedure for Managing Allegations Against Members and Volunteers
This includes Members and Volunteers who are supporting a Club Activity and which may be face to face and/or online. A ‘person’ this context can be a Child, an Adult at Risk, a fellow Member or Volunteer or anyone who is a beneficiary of the Club’s Activities.
Allegations may be in relation to the way a Member has:
- Behaved in a way that has harmed, or may have harmed a person
- Possibly committed a criminal offence against, or related to, a person
- Behaved towards a person in a way that indicates they may pose a risk of harm to other people.
Such allegations may be seen or heard by a Member/Volunteer, or reported verbally or otherwise to a Member/Volunteer. In such an event the recipient of this information should as soon as possible report this to the Safeguarding Officer together with any evidence. A Volunteer receiving such information should report it to the event organiser or an appropriate Member.
The possibility that such an allegation could be malicious should not be discounted and should be checked at the first opportunity.
The Safeguarding Officer should as soon as possible thereafter interview the Member (and/or if possible the Volunteer) to ascertain their perception of the issue and determine one of the following outcomes:
- The allegation has no evidential basis/merit and should be dropped.
- The allegation is so serious that outside authorities, eg police, need to be involved (if this has not already been established at the time of the incident), and in which case they should inform them forthwith.
- Further explanation/discussion is needed and a consensus opinion sought. If so the Safeguarding Officer should convene an emergency meeting of the Trustees to discuss the matter, noting that the Safeguarding Officer should have the last say on any conclusions.
It is imperative that strict confidentiality be maintained at all times during this process in accordance with the Club’s privacy policy set out in the Club’s website. Any formal records should be held securely and at the outcome of the process be destroyed.
The Club President (assuming not the subject of the allegation otherwise a senior member of the club Council) in consultation with the Safeguarding Officer will then determine what disciplinary action, if any, should be taken, to include but not be limited to suspension or revocation of Membership/Volunteer status and whether this should be reported confidentially to a third party eg BCP Council at https://www.bcpcouncil.gov.uk/Children-young-people-and-families/LADO/Local-Authority-Designated-Officer-LADO-service.aspx , the DBS (if dismissed from the Club) at https://www.gov.uk/guidance/making-barring-referrals-to-the-dbs , or the Charity Commission, Serious Incident Reporting at https://www.gov.uk/guidance/how-to-report-a-serious-incident-in-your-charity.
Annex D
Procedure for Taking Photographs and Sharing Images
Images in this context means those in which the Child or Adult at Risk is the main subject or would be recognised.
In the case of a Child, images must not be taken or used without the consent of that Child’s parent or someone in a position of authority who has confirmed to you that they have agreed with that Child’s parent that an image may be taken, eg the Child’s teacher.
Ensure that before any image is taken that the Child is appropriately dressed.
In the case of an Adult at Risk images must not be taken or used irrespective of whether their consent is given.]
The name and contact details of the consenting person should be recorded or at the very least the Member should have a fellow Member present at the time as a witness. Do not assume consent is given before capturing the image.
In seeking consent the purpose of, and how their image would be used, should be stated.
It is possible that this provision could be satisfied by a formal intent within material published prior to the event which makes clear that photos will be taken solely for publicity purposes, and providing the opportunity ahead of or at that event to opt out.
Ensure nothing that can identify the Child or Adult at Risk, eg name, address, is present within the image or tagged in any descriptor to that image.
Dealing with large groups
If individual parent etc consent is not feasible then consider identifying the person not to be photographed so that the photographer is aware, eg via a simple coloured badge, but ensure the photographer is accompanied at all times to provide a cross check and all images should be re-checked to ensure no oversight.
Annex E
Safeguarding Officer Role Description
The Safeguarding Officer within the Club has, in consultation with the Trustees, primary responsibility for putting into place procedures to safeguard Children and Adults at Risk and for managing concerns about same.
Duties and responsibilities include:
- Working with others to create a positive inclusive environment within the Club and its Activities.
- Playing a lead role in developing and establishing the Club’s approach to safeguarding Children and Adults at Risk and in maintaining and reviewing the Club’s policy for safeguarding same in line with current legislation and best practice.
- Coordinating the dissemination of the Safeguarding Children and Adults at Risk policy throughout the Club.
- Contributing to ensuring other policies and procedures are consistent with the Club’s commitment to safeguarding Children and Adults at Risk.
- Ensuring confidentiality of information, specifically that the Club keeps secure any information including e-information arising from the application of this Safeguarding Policy
- Receiving reports of and manage cases of poor practice and abuse reported to the Club including an appropriate recording system.
- Supporting the Trustees to co-ordinate the case management process.
- Managing liaison with, and referrals to, external agencies for example adult social-care services and the police.
- Providing advice and support to the wider Rotary organisation.