Communities Welfare’s Policies

Child Protection Policy

Policy Statement

Communities Welfare Network (Cowelfare.net) is committed to practices which protect children from harm. Staff and volunteers in this organisation accept and recognise our responsibilities to develop awareness of the issues which cause children harm.

Principles of the Policy

This policy is based on the following principles:

• The welfare of the child is paramount.
• All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs, and/or sexual identity, have the right to protection from abuse.
• All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.
• All staff (paid/unpaid) have a responsibility to report concerns to the Designated Person with responsibility for child protection.
• Staff/volunteers are not trained to deal with situations of abuse or to decide if abuse has occurred.

Our Commitment to Safeguarding Children

We will aim to safeguard children by:

• Adopting child protection guidelines through procedures and a code of conduct for staff and volunteers.
• Sharing information about child protection and good practice with children, parents, carers, staff, and volunteers.
• Sharing information about concerns with agencies who need to know and involving parents and children appropriately.
• Carefully following the procedures for recruitment and selection of staff and volunteers.
• Providing effective management for staff and volunteers through support, supervision, and training.
• Committing to reviewing our policy and good practice regularly.

Guidelines on Specific Areas

This policy sets out agreed guidelines relating to the following areas:

• Responding to allegations of abuse, including those made against staff and volunteers.
• Recruitment and vetting of staff and volunteers.
• Supervision of organisational activities.

Definitions of Abuse

These definitions are based on those from Working Together to Safeguard Children (Department for Health, Home Office, Department for Education and Employment).

Physical Abuse

Physical abuse may involve:

• Hitting, shaking, throwing, poisoning, burning, scalding, drowning, suffocating, or otherwise causing harm to a child.
• Physical harm caused by a parent or carer feigning symptoms or deliberately causing ill health (e.g., Munchausen Syndrome by Proxy).

Physical abuse can also result from omission or failure to act to protect a child.

Emotional Abuse

Emotional abuse involves persistent emotional ill-treatment that severely and persistently affects a child’s emotional development. This includes:

• Making a child feel worthless, unloved, or inadequate.
• Imposing inappropriate age/developmental expectations.
• Causing children to feel frequently frightened or in danger.

Emotional abuse can occur with other types of abuse.

Sexual Abuse

Sexual abuse includes:

• Forcing or enticing a child or young person into sexual activities, whether or not the child is aware of or consents to it.
• Involvement in looking at or producing pornographic material or watching sexual activities.

Both boys and girls can be sexually abused, by both males and females, adults, and other young people.

Neglect

Neglect is the persistent failure to meet a child’s basic physical and psychological needs, resulting in serious impairment to their health or development. It may include:

• Failure to provide food, shelter, clothing, or medical care.
• Leaving a child unsupervised or neglecting their emotional needs.

Other Sources of Stress for Children and Families

Recent guidance highlights other factors such as:

• Social exclusion.
• Domestic violence.
• Mental illness of a parent or carer.
• Drug or alcohol misuse.

These can also negatively impact a child’s well-being and should be addressed through the same child protection procedures.

Recognising and Responding to Abuse

The following signs may or may not indicate that abuse has occurred, but the possibility should be considered:

Physical Signs of Abuse

• Any injuries inconsistent with the explanation given.
• Injuries in areas not typically exposed to falls or games.
• Unexplained bruising, burns, or bite marks.
• Repeated urinary infections or unexplained stomach pains.

Changes in Behaviour (Physical Abuse)

• Fear of parents being approached for an explanation.
• Aggressive behaviour or temper outbursts.
• Flinching when approached or touched.
• Reluctance to change clothes, e.g., wearing long sleeves in hot weather.
• Depression or withdrawal.
• Running away from home.

Emotional Abuse Indicators

Physical signs of emotional abuse may include:

• Failure to thrive or grow.
• Speech disorders.
• Persistent tiredness or development delays.

Changes in behaviour that may indicate emotional abuse include:

• Obsessions or phobias.
• Sudden under-achievement or lack of concentration.
• Inappropriate relationships with peers/adults.
• Self-harm or fear of making mistakes.

Sexual Abuse Indicators

Physical signs of sexual abuse may include:

• Pain or itching in the genital/anal area.
• Bruising or bleeding near genital/anal areas.
• Sexually transmitted diseases or vaginal infections.
• Pregnancy.

Changes in behaviour which may indicate sexual abuse:

• Sudden changes in behaviour (withdrawal or aggression).
• Fear of being left with a specific person or group.
• Knowledge of sexual activities beyond their age or developmental level.

Neglect Indicators

Physical signs of neglect may include:

• Constant hunger or stealing food.
• Dirty or smelly appearance.
• Loss of weight or being underweight.
• Inappropriate dress for the weather.

Changes in behaviour indicating neglect:

• Constant tiredness or failing to attend medical appointments.
• Having few friends or mentioning being left alone.

What to Do if You Suspect Abuse

You must report your concerns immediately to the Cow.net secretary.

Role of the Designated Person

The Designated Person will:

• Obtain and record information from staff, volunteers, children, or parents.
• Assess the information and consult with statutory child protection agencies (e.g., Social Services, NSPCC).
• Make referrals to child protection agencies or the police without delay.

In the absence of Adolphe Taho, report concerns to Felix Wohi.

Allegations of Physical Injury or Neglect

If a child shows signs of physical injury or neglect:

• Contact Social Services for advice in cases of deliberate injury.
• Seek emergency medical attention if necessary.
• Inform the parent and suggest medical help if appropriate.
• If parents fail to act, contact Social Services.

Allegations of Sexual Abuse

In cases of sexual abuse allegations:

• Contact Social Services directly (do not speak to the parent).
• Do not attempt to investigate; leave the investigation to Social Services.

Responding to a Child Making an Allegation of Abuse

Steps to take:

• Stay calm and listen carefully.
• Explain that the information will likely be shared with others (no promises to keep secrets).
• Reassure the child and tell them what will happen next.
• Record everything said using the child’s own words, including names, date, and time.

Helpful Statements to Make

• “I believe you.”
• “Thank you for telling me.”
• “It’s not your fault.”
• “I will help you.”

What Not to Say

• “Why didn’t you tell anyone before?”
• “Are you sure this is true?”
• “Who did this? Where? Why?”

What to Do After a Child Discloses Abuse

The procedure:

• Make notes immediately (ideally within 1 hour) and document what was said and when.
• Report your discussion to the designated person (if implicated, report to the Chairperson Felix Wohi).
• Do not discuss the allegation with anyone else.

Recruitment and Appointment of Workers and Volunteers

When recruiting workers and volunteers, we will:

• Define the tasks and responsibilities for the role.
• Ensure a thorough vetting process, including police checks and interviews.
• Ask for references from people knowledgeable about the applicant’s work with children.
• Ensure the applicant signs a declaration confirming no reason why they should be considered unsuitable to work with children.

Allegations Against a Member of Staff

In the case of allegations against staff:

• There may be three types of investigation: criminal, child protection, and disciplinary.
• The welfare of the child will remain paramount.

Action if Concerns Arise

If concerns are about poor practice, they will be dealt with as misconduct. Concerns about abuse will be reported to the Designated Person and Social Services.

Internal Enquiries and Suspension

• A decision will be made about suspending the accused person pending investigation.
• The organisation will assess whether reinstatement is appropriate once investigations are concluded.

Supervisory Arrangements for the Management of Activities and Services

To protect children from abuse, the following guidelines will be followed:

• Keep a register of all children attending activities.
• Record team member attendance and session evaluations.
• Ensure written consent from parents for all children.
• Avoid being alone with children when possible.

Support and Training

Communities Welfare Network is committed to providing child protection training for all team members.

Health and Safety Policy and Procedures

PART 1: GENERAL STATEMENT OF POLICY

The Management Committee of Communities Welfare Network recognises its duty of care to our volunteers, staff, and members of the public. We will strive to provide healthy and safe working conditions, which include equipment and systems of work for all our employees, volunteers, trustees, and visitors. We are also committed to promoting the health, safety, and well-being of all staff while at work. We will aim to provide staff with all such training as is necessary.

• The allocation of duties for safety matters and their arrangements, to implement this policy, are set out below.
• The Health and Safety Policy will be revised and reviewed annually.
• All staff and volunteers will receive training on this Policy.
• Once staff and volunteers have been trained, they will be required to sign the last page of their copy of the Health and Safety Policy to confirm their understanding of it and willingness to adhere to it.

PART 2: ORGANISATION OF HEALTH AND SAFETY

General Statement

Communities Welfare Network is committed to providing a safe and healthy workplace for employees, volunteers, trustees, and visitors, and to promoting the health, safety, and well-being of all its staff while at work.

Responsibilities

• The Management Committee:
  • Has overall responsibility for ensuring adequate arrangements are provided for the health and safety of employees, volunteers, and the public.
  • Ensures all aspects of the policy are reviewed annually.
• The Organisation’s Secretary:
  • Advises the Management Committee of any changes in legislation that may have implications on this policy and any changes needed to the policy.
  • Ensures adequate information, instruction, and training is available to every member of staff and volunteers.
  • Ensures there is adequate first aid provision and fire drills are carried out as required.
  • Monitors the implementation of the policy and investigates accidents.
  • Ensures there are adequate safety arrangements for off-site activities.

The Secretary has prime responsibility for instituting and ensuring adherence to the overall policy, including:

• Identifying hazards within the premises that may endanger any person using the building and reporting these to the Coordinator/Director.
• Providing information on aspects of health and safety.
• Training staff and volunteers in safety procedures.
• Monitoring accidents, recording them in the Accident Book, and taking steps to minimise the risk of recurrence.

Staff and Volunteers Responsibilities

All staff and volunteers must:

• Ensure their working environment is safe (e.g., eliminating tripping hazards, trailing leads, and frayed carpets).
• Discuss health and safety issues at least twice a year.
• Work in a safe manner and in accordance with any issued safety instructions.
• Report accidents and potential hazards to line management immediately.

Safety Procedures

• All accidents must be reported to the Secretary and entered into the Accident Book, located in the main office.
• A full investigation will be carried out, and recommendations will be implemented to prevent recurrence.
• At least one staff member on-site will hold a current First Aid Certificate.
• A First Aid Box is available at the training centre, checked monthly by the Safety Officer.

Additional Sections:

• Fire Safety: Fire alarms will be checked monthly, and fire drills will be organised every six months.
• Welfare Arrangements: Includes adequate workspace, drinking water, and resting areas.
• Work Equipment: Ensuring maintenance, usage, and regular breaks for VDU users.
• Temperature and Ventilation: Maintained at reasonable levels with proper ventilation.
• Lighting: Adequate lighting provided, with protection to prevent glare and reflection.
• Electricity and Gas Safety: Regular inspections and clear protocols for repair and maintenance.
• Smoking Policy: Smoking is not permitted on the premises.
• Hazards and Hygiene: Staff are responsible for identifying hazards and maintaining hygiene.
• Clothing and Manual Handling: Protective clothing and proper handling procedures for heavy objects.
• Off-Site Activities: Ensures vehicle maintenance, passenger safety, and proper equipment use.

PERSONAL SAFETY

• Staff working alone should lock the front doors and only allow access to known individuals.
• Training will be provided on handling aggression and working with anger.
• Staff working off-site must inform line managers of their location and schedule.

RISK ASSESSMENT

• Risk assessments will be regularly undertaken to identify and mitigate potential hazards.
• Staff must cooperate by reporting risks and adopting safe working practices.

MONITORING AND REVIEW

The Coordinator/Director will:

• Inspect the premises monthly using a checklist.
• Review the accident book.
• Ensure health and safety is integral to staff induction and supervision.

Policy Review:

• This policy will be reviewed every two years or as required by legislative changes.

Reviewed on: 08/12/2022

Equal Opportunities Policy

Vision Statement

The Communities Welfare Network is committed to promoting equal opportunities for all service users. The organisation:

• Values diversity and encourages fairness and justice.
• Will combat discrimination wherever possible to help overcome discriminatory barriers.

In seeking to achieve this vision, the organisation will strive to:

1. Encourage equality of opportunity for all people and actively promote good inter-relations.
2. Eliminate any conditions, procedures, and individual behaviour that can lead to discrimination, even where there was no intent to discriminate, with regard to:
   • Race
   • Gender
   • Disability
   • Sexuality
   • Age
   • Religion and Belief
   • Employment issues
3. Offer services fairly to all people, ensuring that anyone in contact with the organisation is treated with respect, making provision for those groups within the community whose needs and expectations are less well met.
4. Comply with all legislation dealing with discrimination and the promotion of equality.
5. Ensure mechanisms are in place for responding to complaints of discrimination.
6. Encourage individuals to participate in the community’s life improvement.
7. Make this policy known to all service users, funders, and partner organisations.
8. Periodically review the Equal Opportunities Policy.

Equal Opportunities Policy – Supporting Statements

Race Equality

The Communities Welfare Network is committed to:

• Promoting a cohesive society and eliminating unlawful discrimination.
• Promoting equality of opportunity and good relations between people of different racial, national, and ethnic groups.

Disability Equality

The organisation will:

• Not treat a person less favourably, directly or indirectly, based on their disability.
• Promote equality of opportunity for people with disabilities.

Gender Equality

The Communities Welfare Network will:

• Not treat a person less favourably, directly or indirectly, due to gender or marital status.

Equality of Employment

The Communities Welfare Network will, through its policies and training, seek to create:

• A prejudice-free and supportive working environment.
• A team of employees that reflects the diversity of the service users it serves, ensuring equality of opportunity for people from all sections of the community to obtain employment and volunteering opportunities in all areas and levels of the organisation.

Accessibility

The organisation’s services must:

• Be accessible and appropriate for all members of the community who might wish or need to use them.

Sexual Orientation

The Communities Welfare Network will:

• Not discriminate directly or indirectly on the grounds of sexual orientation.

Gender Reassignment

The Communities Welfare Network will:

• Not discriminate directly or indirectly on the grounds of gender reassignment.

Religion and Belief

The organisation will:

• Not discriminate directly or indirectly on the grounds of religion or belief.

Age

The organisation will:

• Ensure a person’s age does not lead to unfair discrimination.

Revised: 12/12/2022

This format maintains a professional tone with clear headings, lists, and proper hierarchy for easy reading and understanding.

Financial Policy and Procedures

Financial Policy

The Management Committee is responsible for:

• Safeguarding the assets of the charity.
• Preventing fraud.
• Avoiding mistakes.
• Maintaining financial records in accordance with the governing document and relevant legislation (e.g., Charities Act).
• Preparing annual accounts in compliance with the governing document and legislation.

To fulfil these responsibilities, the financial procedures outlined below must be followed by all Management Committee members, staff, and volunteers.

• A copy of the policy and procedures will be provided to all Management Committee members upon election or appointment and to all relevant staff and volunteers.
• The policy and procedures will be reviewed annually by the Management Committee and revised as needed.

Financial Procedures

Bank Accounts

• All bank accounts must be in the organisation’s name.
• No account may be opened in an individual’s name.
• New accounts and changes to bank mandates require Management Committee approval, with decisions recorded in minutes.
• All monies received must be banked within five working days. Cash must be banked intact and not used for payments or petty cash.
• Cash receipts must be counted by two individuals.
• Cheques must be signed by two authorised signatories, who must verify accuracy and documentation before signing.
• Blank cheques are prohibited.

Annual Budget

• An annual budget outlining the organisation’s financial plan will be prepared by the Treasurer and approved by the Management Committee before the financial year begins.

Financial Reports

• Financial reports will be prepared quarterly by the Treasurer, circulated to the Management Committee, and discussed during meetings.

Accounting and Financial Records

The organisation will maintain:

• A Receipts and Payments Analysis Book to record cheques, cash received, bank transactions, and payments.
• A Petty Cash Analysis Book for recording cash transactions.
• Each transaction must include the date, the name of the individual or organisation involved, the amount, purpose, and relevant budget heading.
• All related documents will be filed in the order they appear in the books.

Authorisation and Payment

• All orders must be recorded in writing and retained.
• Purchases require Management Committee authorisation, which must be recorded in minutes.
• No payments may be authorised for committee or staff members, their partners, or relatives.
• Goods must be checked against invoices before payments are authorised.
• Cheque payments must be authorised in writing, with the Cheque Requisition Form, cheque stub, and supporting documents signed by both signatories.
• Paid invoices must be marked “paid” with the cheque number and date.

Petty Cash System

• The organisation operates an Impress Petty Cash System.
• Petty cash vouchers must be completed, signed by the Treasurer, and counter-signed by the recipient.
• Receipts should be attached where possible.
• The petty cash float will be reconciled monthly or when additional funds are required.

Payroll

• All employees, including part-time and seasonal staff, must complete PAYE forms before receiving payment.
• Staff changes and employment terms must be authorised and recorded by the Management Committee.

Insurance

The organisation will maintain appropriate insurance policies covering:

• Employer’s liability.
• Public liability.
• Contents.
• Professional indemnity.
  An inventory of all physical assets will be maintained and updated regularly.

Reserves Policy

The organisation aims to maintain reserves of 6–10% of unrestricted funds at the end of each financial year to:

• Ensure service stability and reduce recruitment, training, and marketing costs by avoiding redundancies.
• Address unexpected costs, such as equipment breakdowns or staff cover for illness or parental leave.
• Fulfil contractual liabilities in case of closure, including redundancy pay, creditor obligations, and lease commitments.

Restricted reserves will be maintained to complete specific projects as designated by funders.

Reviewed: 11/11/2022

Volunteering Policy

The Communities Welfare Network aims to provide a range of services and opportunities for the local community, including promoting opportunities for volunteering. Our aim is to encourage and support people from all sections of the community who wish to volunteer in a variety of ways. Volunteering can be on a regular basis, an occasional basis or a one-off basis.

1. Exceptions

This Volunteering policy does not apply to the Communities Welfare Network’s Directors in the roles as Board Members. Director’s roles and responsibilities are the subject of other policy documents and legal regulations.

This Volunteering policy does not apply to student or Job-Seeker placements as these are subject to other agreements between the Communities Welfare Network and educational institutions.

2. The Role of Volunteers – POLICY Statement

The Communities Welfare Network recognizes the importance of the contribution that volunteers can make to our services. We aim to give all possible support to our volunteers, so that they and Communities Welfare Network will gain maximum benefit from their contributions. This policy statement sets out the ways in which we shall seek to achieve that aim and the mutual volunteering relationship. It forms part of the volunteering agreement between the Communities Welfare Network and its volunteers.

3. Guiding Principles

Volunteers are an important part of the life and work of the Communities Welfare Network. The work they do is not peripheral but is an essential component in our overall response to the community.

Volunteers may have a role in promoting the Communities Welfare Network through their contacts within community. If so, they are asked to observe the rules of confidentiality regarding any information concerning service users.

Volunteers are not a substitute for paid staff, and volunteers should never be used to replace workers except in instances of employee absence.

4. Volunteering Agreement

A written Volunteering Agreement will be discussed with each volunteer, and we hope that both parties will sign it. It will include a statement of details and parameters of the role to be performed and the name of the person with whom the volunteer will liaise, their supervisor.

The agreement is not a contract, and no relationship of employment is created.

5. The Communities Welfare Network’s Policies

We hope that all volunteers will act in accordance with the Communities Welfare Network’s Health and Safety, Equal Opportunities, Confidentiality and other relevant policies. Induction and training will be given as necessary to enable volunteers to achieve this.

6. Recruitment

Consistent procedures for encouraging people to volunteer are in accordance with the Equal Opportunities policy. Applicants will be asked to complete a registration form and will have an interview to assist in determining their role, support needs and future development.

References: in keeping with current legislation, Communities Welfare Network will request appropriate personal references from volunteers, and in line with the recent Protection of Children Act 1999, disclosures will be required from staff who act in a direct or ancillary role to any services connected with children. Also, all volunteers will be requested to disclose any criminal record.

7. Induction, Training and Support

All volunteers will receive an induction with the member of staff supporting and supervising them when they start at [name of Communities Welfare Network]. The induction will be appropriate to the circumstances of the volunteer and the role to be undertaken. It will include an introduction to the work of the centre, the members of staff and to [name of Communities Welfare Network]’s policies.

All volunteers will receive support and supervision from a member of staff, their supervisor, the frequency dependant on the nature of their role. The purpose of the support will be to ensure that the policy is clear about their role and tasks, to enable their supervisor to feedback on their performance and for the volunteer to express their views and development needs.

8. Expenses

Volunteers will not receive any payment for their services, but their out-of-pocket expenses necessarily incurred in the course of their work, including their travel and essential food costs, will be reimbursed as permitted by current legislation or guidelines. Their supervisor will ensure that the volunteer is informed of how to claim for expenses. Expense claims should be supported by receipts or other evidence unless there is good reason otherwise.

9. Evaluation

Communities Welfare Network will encourage the volunteer to comment on the ways in which she/he, and volunteers in general are used and involved at Communities Welfare Network.

All volunteers can expect to be consulted about their experience of volunteering, to help the centre develop a continually progressive response to volunteers needs.

It is important that volunteers keep [name of Communities Welfare Network] informed of any concerns regarding their roles and responsibilities, or work or the safety of persons and the premises.

10. Notice

Volunteers are asked to give as much notice as possible of any expected inability to fulfil their normal volunteering (e.g. because of holiday or other absences). Communities Welfare Network will similarly give as much notice as possible of occasions when a volunteer’s attendance may not be required.

Volunteers intending to withdraw their volunteer services are asked to inform Communities Welfare Network and to give as much warning as possible of the intended withdrawal of their services. This will be reciprocated by [name of Communities Welfare Network].

11. Complaints Procedure

Should a volunteer have any complaint during their volunteering, they should bring it to the attention of their supervisor. Should the volunteer remain dissatisfied, they will have the right to present their complaint to the Centre Director as outlined in [name of Communities Welfare Network]’s Complaints procedure.

12. Suspension

Should a volunteer flagrantly breach codes of conduct and policies of Communities Welfare Network or act in such a way as to bring into disrepute the Centre Director shall have the right to immediately suspend the volunteer Agreement. The Centre Director will advise the Board. Should the volunteer seek to appeal against the Centre Director’s decision the Board shall appoint two Board Members as an Appeal Panel and invite the volunteer to attend. The decision of the Appeal Panel will be final.

This policy was reviewed on: 13/01/2023

Vulnerable Adults Safeguarding Policy Statement

1. The scope of this policy

This Vulnerable Adult Safeguarding Policy is intended to cover all functions and services of the organisation where there is the potential for direct or indirect contact with vulnerable adults.

Members of the board, staff, volunteers who carry out activities for the organisation should all be committed to practices which protect vulnerable adults from harm.

2. Definition of a vulnerable adult

A vulnerable adult is any person aged 18 or over who is, or may be, unable to take care of him or herself against significant harm or exploitation.

This may be because he or she has a mental health problem, a disability, a sensory impairment, is old or frail, or has some form of illness.

3. Access to information

All vulnerable adults will have access to information that they can understand to make an informed choice, including access to expert knowledge and advocacy, as required.

4. Choice

All vulnerable adults will have the opportunity to select independently from a range of options based on clear and accurate information.

5. Confidentiality

All vulnerable adults will know that information about them is managed appropriately and there is a clear understanding of confidentiality and its limits among staff.

6. Consent

All vulnerable adults have the right to be supported to make their own decisions and to give or withhold their consent to an activity or service. Consent is a clear indication of a willingness to participate in an activity or to accept a service. It may be signalled verbally, by gesture, by willing participation or in writing. No one can give, or withhold, consent on behalf of another adult unless special provision for particular purposes has been made for this, usually by law.

7. Dignity and respect

All vulnerable adults will be accorded the same respect and dignity as any other adult, by recognising their uniqueness and personal needs.

8. Equality and diversity

All vulnerable adults will be treated equally and their background and culture will be valued and respected.

9. Fulfilment

All vulnerable adults will be invited to engage in activities and offered services that enable them to fulfil their ability and potential.

10. Independence

All vulnerable adults will have as much control as possible over their lives whilst being safeguarded against unreasonable risks.

11. Privacy

All vulnerable adults will be free from unnecessary intrusion into their affairs; and there will be a balance between the individual’s own safety and the safety of others.

12. Safety

All vulnerable adults will feel safe, and live without fear of violence, neglect or abuse in any form.

13. Support

All vulnerable adults will be supported to report any form of abuse.

14. Management Committee roles and responsibilities

The Chair and the Community Development Worker (CDW) of the organisation have responsibility for ensuring compliance with this policy.

The day to day responsibility for implementation is delegated to the Secretary, Miss Yllo Aya Kohi (02075873550, yllo2@hotmail.co.uk) and the Community Development Worker, Talat Shafique (02078207736, cowelfare.net@gmail.com) who are responsible for acting as central points of contact for reporting concerns. If one of the above officer is involved in an abuse then the concern must be reported to the chair, Felix Wohi (02078207736, cowelfare.net@gmail.com).

15. Staff roles and responsibilities

Staff members have a duty to adhere to the Vulnerable Adults Safeguarding Policy and Procedures and to notify the Secretary or the Community Development Worker on any matters regarding safeguarding vulnerable adults.

16. Training

The secretary or the Community Development Worker will provide suitable training in vulnerable adult safeguarding to staff, volunteers working or coming into substantial contact with vulnerable adults.

17. Recruitment and Selection of Staff

The Board members will operate a recruitment and selection procedures for positions where there is significant contact with vulnerable adults.

The Board will take all reasonable steps to ensure that in its recruitment and selection of staff it will pay due regard to ensuring that:

• There is a clear job description for staff and person specification outlining key skills and abilities required.

• There is an open recruitment process.

• There is an application form that covers past work.

• There is a declaration form requesting information on previous convictions and investigations, if any.

• There is an interview process suitable to the role and task.

• Written references are sought (and followed up when necessary).

• There is reference to regulated positions.

• Where required, a criminal record check from DBS.

• The post has been approved by the board.

• The arrangements under which the Board liaises with, and reports to, social services and other appropriate external authorities.

18. Meaning of abuse of adult

Abuse is a violation of an individual’s human and civil rights by any other person or persons. Many incidents of abuse are criminal acts.

The abuse of vulnerable adults is defined as: ‘The physical, psychological, emotional, financial or sexual maltreatment or neglect of a vulnerable adult by another person’.

It can occur in a relationship where there is an expectation of trust and can be perpetrated by a person or persons, in breach of that trust, who have influence over the life of a dependant, whether they be formal or informal carers, staff, family members or others. It can also occur outside such a relationship.

Abuse can be either deliberate or the result of ignorance, or caused by a lack of training, knowledge or understanding.

Abuse can take many forms including the following:

• Physical abuse
  Hitting, slapping, pushing, burning, giving a person medicine that may harm them, restraining or disciplining a person in an inappropriate way.
  Possible signs are: fractures, bruising, burns, pain, marks, not wanting to be touched.

• Psychological abuse
  This includes emotional abuse, verbal abuse, humiliation, bullying and the use of threats.
  Possible signs are: being withdrawn, too eager to do everything they are asked, showing compulsive behaviour, not being able to do things they used to, not being able to concentrate or focus.

• Financial or material abuse
  Misusing or stealing the person’s property, possessions or benefits, cheating them, using them for financial gain, putting pressure on them about wills, property, inheritance or financial transactions.
  Possible signs are: having unusual difficulty with finances, not having enough money, being too protective of money and things they own, not paying bills, not having normal home comforts.

• Sexual abuse
  Sexual abuse include rape and sexual assault or sexual acts to which the vulnerable adult has not consented, could not consent or was pressured into consenting.
  Possible signs are: walking difficulty, depression, sudden withdrawal from activities, showing fear or aggression to one particular person etc.

• Discriminatory abuse
  Discriminatory abuse includes race, sex, culture, religion, politics and is based on a persons disability, age or sexuality and other forms of harassment, slurs or similar treatment and hate crime.
  Possible signs are: lack of respect shown to an individual, signs of substandard service offered to an individual, exclusion from rights afforded to others, such as health and education.

19. Concerns and disclosures: Dealing with a concern

When there are concerns or where a disclosure or allegation is made people often feel anxious about passing on the information to anyone else. Concerned individuals may ask themselves, ‘What if I’m wrong?’ and this may hold them back from taking action.

It is important for staff to know that they are neither responsible for deciding whether abuse has occurred or not; nor are they responsible for conducting any investigations (this is the role of the appropriate authorities).

However, they do need to pass on any concerns they have through the Vulnerable Adults Safeguarding reporting procedures. It is crucial that staff members do not attempt to deal with the situation alone.

There are a variety of ways that you could be alerted that a vulnerable adult is suffering harm:

• A vulnerable adult may tell you.

• Someone else may tell you of their concerns or something that causes you concern.

• A vulnerable adult may show some signs of physical injury for which there does not appear to be a satisfactory or credible explanation.

• A vulnerable adult’s demeanour/behaviour may lead you to suspect abuse or neglect.

• The behaviour of a person close to the vulnerable adult makes you feel uncomfortable (this may include another staff member, peer or family member).

Being alert to potential abuse plays a major role in ensuring that vulnerable adults are safeguarded and it is important that all concerns about possible abuse are reported.

20. What to do if a vulnerable adult discloses abuse

In cases where a vulnerable adult discloses abuse to a staff or board member they should react appropriately, according to the following guidelines:

Do:

• Stay calm.

• Listen and hear.

• Express concern and sympathy about what has happened.

• Reassure the person – tell the person that s/he did the right thing in telling you.

• Let the person know that the information will be taken seriously and give information about what will happen next.

• If urgent medical/police help is required, call the emergency services.

• Ensure the safety of the person.

• Record in writing using the Vulnerable Adults Safeguarding Report form, date and sign your report, and give it to your Safeguarding Officer at the earliest possible time.

• Act without delay.

Do not:

• Stop someone disclosing to you.

• Promise to keep secrets.

• Press the person for more details or make them repeat the story.

• Gossip about the disclosure or pass on the information to anyone who does not have a legitimate need to know.

• Contact the alleged abuser.

• Attempt to investigate yourself.

• Leave details of your concerns on a voicemail or by email.

• Delay.

21. Checking out

There may need to be some initial ‘checking out’ with the vulnerable adult who has disclosed information to you in order to ensure his/her safety, for example, if a staff member notices a bruise on a vulnerable adult’s arm, it would be appropriate to ask, ‘I see you have a bruise on your arm. How did that happen?’ However, be careful not to start investigating.

It is important that staff understand the clear distinction between ‘checking out’ and investigating.

Staff should not begin to investigate alleged or suspected abuse by asking questions that relate to the detail, or circumstances of the alleged abuse, beyond initial listening, expressing concern and checking out.

22. How to react and what to do

There is not one simple set of rules to follow in responding to these situations, but in general:

It is important that staff are aware that the first person who has concerns or encounters a case of alleged or suspected abuse is not responsible for deciding whether or not abuse has occurred, (this is the role of the appropriate authorities).

However, staff and others do have a duty of care to report any suspicions they may have with regard to the abuse of a vulnerable adult to allow appropriate action to be taken.

Reporting and recording

The Vulnerable Adults Safeguarding Policy and Procedures and report form will be made available for staff to access if and when required at the organisation’s office.

23. Basic response procedure/action

All concerns, disclosures, allegations and suspicions should be recorded on the Vulnerable Adults Safeguarding Report form.

Where a staff member reports their concerns or a disclosure to a line manager, a board member, the line manager or the board member should advise them to report to the Secretary or the Community Development Worker immediately.

There may be emergency situations where it is appropriate to contact social services / Police / Safeguarding Adults Board/ seek medical attention immediately.

Whatever the circumstances of the concern, disclosure, allegation or suspicion, it is vital that the staff member records the details and reports to their Safeguarding Officer.

Concerns about a vulnerable adult – responding to allegations or concerns about a member of staff

The following procedures should be followed in each situation:

• Take the allegation or concern seriously. Always refer if you have a concern, do not investigate yourself, or do nothing.

• If it is an emergency contact social services / Police/ Safeguarding Adults Board / medical assistance immediately.

• Complete a Vulnerable Adults Safeguarding Report form and cover sheet as soon as possible, giving all the details that you are aware of.

• Forward the report to your Safeguarding Officer as soon as possible either by hand in a sealed envelope marked ‘Confidential’, or by a secure email with a ‘read receipt’ option.

The Safeguarding Officer (Secretary or CDW) will discuss the case with the chair.

The Safeguarding Officer will forward the report to the social service, and / or the police. To ensure confidentiality for staff only the main part of the form will be made available to social services / Police/ Safeguarding Adults Board (i.e. not the cover sheet) which will remove the name and location of the staff member making the report.

The Safeguarding Officer will file the report in the appropriate secure location.

Response to a vulnerable adult making an allegation of abuse

• Listen carefully to what the person is telling you.

• Find an appropriate early opportunity to explain that it is very likely that what they are telling you will need to be shared with others.

• Ask questions for clarification only – never ask leading questions that suggest a particular answer.

• Reassure the person that they have done the right thing in telling you.

• Tell them what you will do next and with whom the information they have given you will be shared.

• Complete a Vulnerable Adults Safeguarding Report form and cover sheet.

• Forward the report to the Safeguarding Officer as soon as possible, either by hand in a sealed envelope marked ‘Confidential’, or by a secure email with a ‘read receipt’ option.

The Safeguarding Officer will discuss the case with the chair if appropriate.

The Safeguarding Officer will forward the report to social services, and /Police/ Safeguarding Adults Board (whichever is appropriate). To ensure confidentiality for staff only the main part of the form will be made available to social services / Police (i.e. not the cover sheet) which will remove the name and location of the staff member making the report.

24. Confidentiality and information sharing

• Confidentiality must be maintained for all concerns.

• Information will be handled and disseminated on a need to know basis only e.g. Safeguarding Officers, social services, Police, the vulnerable adult, courts and relevant staff.

• Recorded information will be stored in a secure place in line with data protection laws (e.g. that information is accurate, regularly updated, relevant and secure).

• If enquiries arise from the public or any branch of the media, staff must not make any comments regarding the situation and all queries are referred to the Board members.

• Freedom of Information requests regarding safeguarding reports will be dealt with by the Chair or the Secretary on a case-by-case basis; however, it is likely that such requests will be refused due to the extremely confidential nature of the information sought.

• Complaints procedures and grievance procedures will apply as normal.

25. If in doubt, contact the following external bodies

• Brixton Police: 999/ 101

• Lambeth adult safeguarding help line: 08088088141 / enquiries@elderabuse.org.uk

• Lambeth Social Service: 020 7926 5555

26. Policy Review

This policy was adopted on the 28/11/2016 and will be reviewed every year.

Conflict of Interest Policy

Trustees at the Communities Welfare Network have a legal obligation to act in the best interests of Communities Welfare Network and in accordance with the governing document of the organization to avoid situations where there may be a potential conflict of interest.

Conflicts of interests may arise where an individual’s personal or family interests and/or loyalties conflict with those of Communities Welfare Network.

Such conflicts may create problems, such as:

• discourage free discussion.

• result in decisions or actions that are not in the interests of Communities Welfare Network and risk the impression that Communities Welfare Network has acted improperly.

The aim of this policy is to protect both the organisation and the individuals involved from any appearance of impropriety.

1. The Declaration of Interests

We ask trustees to declare their interests, and any gifts or hospitality received in connection with their role in Communities Welfare Network. A declaration of interest form is provided for this purpose (see appendix A).

The declaration of interest will be updated at least every two years and when any changes occur.

The following types of interest should be declared:

• Any personal/family relationships with paid staff and volunteers or possible recruitment of any personal or family member.

• Any gifts or hospitality received

• A trustee renting property or lending money to the charity

• Any relationships with other groups that will affect their role as trustee – if a trustee is a member of another organisation this needs to be declared as there may be a conflict. Particularly if both organisations work in the same geographical area or have the same client / user groups.

• You are a councilor, employee or board member of an organisation that Communities Welfare Network may approach for funding or who is currently providing funding for Communities Welfare Network

• A trustee learns of an opportunity at a board meeting which the charity may or may not wish to exploit but which he / she wishes to take advantage of themselves or on behalf of another group.

2. Data Protection

The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act. Data will be processed only to ensure that trustees act in the best interests of Communities Welfare Network. The information provided will not be used for any other purpose.

3. What to do if you face a Conflict of Interest

If there is a situation which will be a long-term conflict, this should be discussed with other trustees (in particular the chair) at the earliest convenience and a decision is made on how to proceed.

At the beginning of all meetings the trustee should declare immediately if there is an item on the agenda where they may be a conflict of interest.

4. Disclosure in Accounts

Any income or benefits a trustee receives from Communities Welfare Network during an accounting year must be disclosed.

Where a member of Communities Welfare Network staff is connected to a party involved in the supply of a service or product to the charity, this information should also be fully disclosed in the annual report and accounts.

5. Decisions taken where a Trustee or Member of Staff has an Interest

In the event of the board having to decide upon a question in which a trustee or member of staff has an interest, all decisions will be made by vote, in line with the organisations constitution.

6. Recording Disclosure of Interest

All decision, including the declared conflict and the outcome should be reported in the minutes of the board.

Reviewed on: 25/09/2022

Appendix A: Interest Record Form

I, ___________________________________________________ have set out below my interest in accordance with the Trust’s Conflict of Interest Policy.

To the best of my knowledge, the above information is complete & correct. I undertake to update on an annual basis. I give my consent for it to be used for the purposes described in the conflicts of interest policy and for no other purpose.

Name: ___________________________________________

Signed: _________________________________________

Position in Communities Welfare Network: ____________________

Date: ___________________________________________