Safeguarding Policy
Who this code of conduct applies to
This policy is intended to provide an overarching agreement adhered to by all volunteers and personnel belonging to the Refugee Community Kitchen.
The responsibility for oversight of the policy rests with the coordinators or project leads for Refugee Community Kitchen
What is safeguarding?
Process of protecting children and vulnerable adults from abuse or neglect, preventing impairment of their health and development, and ensuring they are growing up in circumstances consistent with the provision of safe and effective care that enables vulnerable people to have optimum life chances and enter adulthood successfully.
Who is a minor and who is a vulnerable adult?
Any human who is under the age of 18 years or and adult over 18 years who is in a vulnerable situation and in need of community care.
Underpinning principles
The welfare of vulnerable humans is paramount
It is the responsibility of all adults to safeguard and promote the welfare of all vulnerable people. This responsibility extends to a duty of care for those adults employed, commissioned or contracted to work with them.
Adults who work with vulnerable people are responsible for their own actions and behaviour and should avoid any conduct which would lead any reasonable person to question their motivation and intentions
Adults, should work and be seen to work, in an open and transparent way
The same professional standards should always be applied and should be sensitive to differences expressed through culture, disability, gender, language, racial origin, religious belief and/or sexual identity.
Adults should continually monitor and review their practice and ensure they follow the guidance contained in this document
Power and positions of trust
All adults working with vulnerable people are in positions of trust in relation to the people they serve. It is vital for all those in positions of trust to understand the power this can give them over those they serve the responsibility they must exercise as a consequence of this contact.
A relationship between an adult and vulnerable people cannot be a relationship between equals. There is potential for exploitation and harm of vulnerable people. Adults have a responsibility to ensure that an unequal balance of power is not used for personal advantage or gratification.
All adults working with vulnerable people have a responsibility to maintain public confidence in their ability to safeguard the welfare and best interests of vulnerable people.
All adults who have contact with, and on behalf of vulnerable people are accountable for the way in which they exercise authority; manage risk; use resources; and safeguard children and young people.
Whether working in a paid or voluntary capacity, these adults have a duty to keep vulnerable people safe and to protect them from sexual, physical and emotional harm. Vulnerable people have a right to be treated with respect and dignity. It follows that trusted adults are expected to take reasonable steps to ensure the safety and well-being of vulnerable people. Failure to do so may be regarded as neglect.
Background checks
Any volunteer expected to have one to one contact with vulnerable people should have undergone a police background check. A physical copy of the certificate should be presented to a co-ordinator for approval on arrival.
Disclosures stated on a background may disqualify a volunteer from operating in a certain role based on severity and potential safeguarding risks, but may not automatically do so.
Confidentiality
RCK may have access to confidential information about volunteers in order to undertake their responsibilities. In some circumstances they may have access to or be given highly sensitive or private information. These details must be kept confidential at all times and only shared when it is in the interests of the volunteer or organisation to do so. No information or records are kept on our beneficiaries.
Any actions should be in line with locally agreed information sharing protocols.
The storing and processing of personal information about children and young people is governed by the GDPR, 2018.
Additionally, concerns and allegations about adults should be treated as confidential and passed to a senior manager without delay.
Drug and alcohol use
Vulnerable adults are to be supported in making positive choices for their health and well being. Supplying alcohol, cigarettes, illegal substances, prescription drugs or medication is prohibited.
Volunteers and staff members of associations should actively discourage vulnerable adults from smoking, consuming alcohol and using other substances.
It is illegal for anyone to sell or supply a person under the age of 18 with cigarettes or alcohol.
Volunteers and members of staff should not be under the influence of drugs or alcohol whilst in contact with vulnerable adults.
Communication with vulnerable adults
Staff and Volunteers should not connect with vulnerable adults over social media or personal contact numbers
Social contact
Volunteers and Staff should not seek to have social contact with vulnerable adults by means of social media or in person.
Volunteers should not arrange to meet vulnerable adults outside the remit of their association and scheduled working hours.
Volunteers and staff need to be aware that social contact in certain situations can be misconstrued as grooming. Where social contact is an integral part of work duties, e.g. pastoral work in the community, care should be taken to maintain appropriate personal and professional boundaries.
Physical contact
vulnerable adults are in need of secure and safe relationships with adults.
Not all vulnerable adults feel comfortable about physical contact, adults should not assume that it is acceptable.
When physical contact is made with a vulnerable adult this should be in response to their needs at the time, of limited duration.
Physical contact should never be secretive, or for the gratification of the volunteer, or represent a misuse of authority. If a volunteer believes that their action could be misinterpreted, or if an action is observed by another as being inappropriate or possibly abusive, the incident and circumstances should be reported to the senior manager outlined in the procedures for handling allegations and an appropriate record made.
Sexual contact
Intimate or sexual relationships between vulnerable adults and the adults who work with them are regarded as a grave breach of trust. Allowing or encouraging a relationship to develop in a way which might lead to a sexual relationship is also unacceptable.
Any sexual activity between an adult and a vulnerable adult with whom they work may be regarded as a criminal offence and will always be a matter for disciplinary action.
Where a person aged 18 or over is in a specified position of trust it is an offence under the Sexual Offences Act 2003 for that person to engage in sexual activity with a child under 18 or a vulnerable adult, or in the presence of that child or vulnerable adult, or to cause or incite that child or vulnerable adults to engage in or watch sexual activity. This means that adults should not:
use their position to gain access to information for their own or others’ advantage
use their position to intimidate, bully, humiliate, threaten, coerce or undermine children or young people
use their status and standing to form or promote relationships which are of a sexual nature, or which may become so
Infatuations
Occasionally, a vulnerable adult may develop an infatuation with an adult who works with them. These adults should deal with these situations sensitively and appropriately to maintain the dignity and safety of all concerned. They should remain aware, however, that such infatuations carry a high risk of words or actions being misinterpreted and should therefore make every effort to ensure that their own behaviour is above reproach.
report and record any incidents or indications (verbal, written or physical) that suggest a child or young person may have developed an infatuation with an adult in the workplace
always acknowledge and maintain professional boundaries
Driving with vulnerable adults
Volunteers and staff members should not drive vulnerable adults in any vehicle unless responding to an emergency such as facilitating access to the hospital
Whilst driving with vulnerable adults in a vehicle:
the vehicle must be insured to carry vulnerable adults for the purposes of work
all passengers must wear seatbelts for the entirety of the journey
drivers should only permit the number of vulnerable adults in the car according to the number of available seats
all passengers in the cars should have a seat
Drivers should not be under the influence of alcohol or drugs
A minimum of two volunteers or members of staff should be in the car with vulnerable adults at all times.
Volunteers and Staff members should be aware that the safety of the vulnerable adult is the responsibility of the driver whilst the vulnerable adult is in the car.
Taking and using photographs
Any work involving capturing the images of vulnerable adults should take place with due regard to the law and the need to safeguard the privacy, dignity, safety and well being of children & vulnerable adults.
No images of vulnerable adults which reveal their identity should be uploaded to social media or the public domain by a volunteer or Staff member.
Careful consideration should be given as to how activities involving the taking of images are organised and undertaken. Care should be taken to ensure that all parties understand the implications of the image being taken especially if it is to be used for any publicity purposes or published in the media, or on the Internet.
There also needs to be an agreement as to whether the images will be destroyed or retained for further use, where these will be stored and who will have access to them.
Question of age
It is difficult to know the true age of a person within this context. There are times when adults can present themselves as a minor. People declaring themselves as minors are to be accepted as minors until such time an age assessment proves otherwise. There are instances when minors present as adults.
There are also instances when people will present as a minor to a service and as an adult to another. In such instances, the person should be responded to by all volunteers and staff members of all associations, as a minor until such time an age assessment proves otherwise. If in doubt - don’t do it!