This policy was initially agreed by the Board of Trustees on 23rd September 2019.
Review and approval dates:
24 September 2021
1 November 2022
13 March 2024
12 January 2026
Due for review and approval next in August 2027
Introduction
We are committed to creating safe spaces for all WAF activities and events. Whilst our work is not primarily directed towards children or adults at risk, the nature of our work means our members, volunteers, staff or trustees could have concerns or hear disclosures of information relevant to the safeguarding of children or adults who might be at risk.
We have frameworks, policies, processes and practices which provide safety and protection for our members and families, volunteers, staff and organisational integrity. This includes supervision and support for staff and volunteers (both reflectively and for escalation of concerns as required), and prevention of harm through safer recruitment.
Contents
- Our organisation
1.1. Organisation details
1.2. What does WAF do?
1.3. Our commitment to safeguarding
- Prevention
2.1. Understanding abuse and neglect
2.2. Safer recruitment
2.3. Safeguarding training
- Working Practice Requirements
- Allegations or Concerns of Abuse
4.1. Responding to a disclosure or allegation of abuse
4.2. Raising and responding to a concern
4.3. Allegations of abuse against a staff member, trustee or volunteer
Appendices:
- Definitions and Signs and Symptoms of Abuse
- Our organisation
1.1. Organisation details
| Name: We Are Family CIO |
| Address: 27 Old Gloucester Street London WC1N 3AX |
| Email: hello@wearefamilyadoption.org.uk |
| Chair of the Board of Trustees: Liz Davenport, liz@wearefamilyadoption.org.uk |
| Safeguarding Coordinator: Sophie Rose, Head of Operations, sophie@wearefamilyadoption.org.uk, 07824 644 540 |
| Safeguarding Trustee Lead: Anna Willow anna@wearefamilyadoption.org.uk , 07891478853 |
| Regulator: Charity Commission of England and Wales |
| Charity Number: 1163318 Insurance Company: Ansvar Insurance, Ansvar House, St Leonards Road, Eastbourne, East Sussex, BN21 3UR |
1.2. What does WAF do?
We Are Family is a peer adoption support community for and led by parents. It operates primarily in and around London and the South East, but has members across England and a small number of projects in other parts of the country. Membership is open to anyone who is going through the UK adoption process, has adopted outside the UK but is now resident in the UK, or was previously resident in the UK and a validated member who has since moved abroad. WAF provides active support through regular meetups, information sharing and other initiatives. WAF activities and events are first and foremost designed to support parents, who may attend alone, or in couples. There are also events at which children are welcome, such as family meetups or playgroups, where parents remain fully responsible for their child/ren.
1.3. Our commitment to safeguarding
The Board of Trustees of WAF, as the body with ultimate responsibility for the charity, recognises the need to provide a safe environment for WAF events and activities. It acknowledges that children, young people and adults can be the victims of physical, sexual and emotional abuse as well as different forms of neglect, coercion, control and exploitation. WAF understands that risk and harm can occur within and outside of the home, and online. WAF understands that some groups of people have additional vulnerabilities in terms of risk and the requirement for protection. The Board has therefore adopted the procedures set out in this Safeguarding Policy.
The Board will:
- comply with all applicable legislation.
- provide on-going safeguarding training for all its volunteers and staff and regularly review this Policy and the operational guidelines attached.
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- provide both dynamic and reflective support and supervision to staff and volunteers ● support the Safeguarding Coordinator(s) in his/her work and any action he/she may need to take in order to protect children and adults at risk.
- Prevention
2.1. Understanding abuse and neglect
Defining child abuse or abuse against an adult is a difficult and complex issue. A person may abuse by inflicting harm or failing to prevent harm. Children and adults at risk may be abused within a family, an institution or a community setting, including online. Very often the abuser is known to, in a trusted relationship, or a peer with the child or adult. Detailed definitions, and signs and indicators of abuse are included in Appendix 2.
2.2. Safer recruitment
The Trustees will ensure all staff, trustees and volunteers will be appointed, trained, supported and supervised in accordance with government guidance on safe recruitment. This includes ensuring that:
- There is a written job description / person specification for each post.
- Those applying for any role have undertaken an application process and have completed a self-declaration form as necessary.
- Where relevant, those shortlisted have been interviewed and safeguarding has been discussed.
- Written references have been obtained, and followed up where appropriate
- A disclosure and barring check has been completed where the role meets the eligibility criteria (we will comply with code of practice requirements concerning the fair treatment of applicants and the handling of information).
- Qualifications where relevant have been verified.
- A suitable training programme is provided for the successful applicant.
- Where relevant, the applicant has completed a probationary period.
- The applicant has been given a copy of our Safeguarding Policy and knows how to report concerns.
2.3. Safeguarding training
The Board is committed to on-going safeguarding training and development opportunities for all volunteers and staff, developing a culture of awareness of safeguarding issues to help protect everyone. Staff will stay abreast of the latest guidance and update our frameworks as appropriate. All trustees, and staff will receive induction training and undertake refresher training or recognised safeguarding training where necessary. Volunteers must undertake induction training and refresher training at no longer than 3 year intervals.
- Working Practice Requirements
We wish to operate and promote good working practice. This will enable activities and events to run safely safely, develop good relationships and minimise the risk of false or unfounded accusations.
| Practice Guideline: Running a WAF activity or event (In-person & Online) Volunteer Code of Conduct – The code must be followed. When attending a WAF event for families, you should not be alone with a child/ren that is/are not your own, unless given consent by the child/ren’s parent. Children are the responsibility of their parents at all times. Membership Terms and Conditions If you take part in any of our activities or events, you must adhere to the Membership Terms and Conditions. Attendance by non-Members Some events are intended for you to be accompanied by your children, a partner (who is not a We Are Family member) and extended family members. In these cases, you are responsible for the behaviour of anyone participating in one of our events with you and you must ensure that the person is aware of the rules for our events (See Membership Terms & Conditions). Risk assessments and incidents Risk assessments will be completed by the staff team for activities and events conducted by group/volunteers which will cover various areas, including safeguarding. If there is an accident or incident at one of our activities or events, the Group Leader or activity/event coordinator should fill out an accident and incident form to ensure full records of the situation have been made, in case required at a later date. Photography at activities and events You may not take photographs or other images of any other Member or event attendees (adult or child), unless you have obtained permission from that person, or if a child, his, her or their parent. Where someone has permission to take photographs they may not publish or disclose those photographs or other images; or use those photographs or images for business or other commercial purposes without the permission of that person or parent. We have no responsibility for any unauthorised photographs or images taken at our events, or for any unauthorised use of such photographs or images. If you take or use unauthorised photographs or images of WAF event attendees, you may be barred from attending future WAF events, have your WAF membership terminated or face disciplinary action. Running an online WAF activity or event We are committed to providing safe spaces for members to engage and this includes when meeting online as outlined in our Online Meeting Guidance |
Working in partnership
We expect all organisations we work in partnership with to have appropriate safeguarding policies and procedures and will ask to see copies of such documentation. We will also share our own safeguarding policy. It is important that any organisation working with us is equally committed to providing safe spaces for activities and events.
- Allegations or Concerns of Abuse
Under no circumstances should any member of the WAF community carry out their own investigation into an allegation or concern except as these procedures provide; their duty is to report not to investigate. It is important to follow the procedures as set out below.
4.1. Responding to an allegation of abuse or disclosure
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It is best practice and supports good outcomes if, where appropriate: – Confidentiality is explained (i.e. information needs to be shared to keep a child safe even if the person making the disclosure does not want this)
– Consent is sought before escalating allegations, disclosures or concerns. – Ultimately however consent is not required to escalate concerns of harm to a child.
– Parents are informed of the the situation and any reports or referrals made about their child, unless informing them will put the child at risk
– Acting without the consent of an adult is only permissible in certain scenarios. Advice and guidance should be sought.
| Practice Guideline: Responding to an allegation of abuse or disclosure If someone is in immediate danger call 999 straightaway CHILDREN If a child tells you they are being, or have been, abused: ● Listen carefully to what they’re saying – Be patient and focus on what you’re being told. Try not to express your own views and feelings. If you appear shocked or as if you don’t believe them it could make them stop talking and take back what they’ve said. ● Give them the tools to talk – If they’re struggling to talk to you, show them Childline’s letter builder tool. It uses simple prompts to help them share what’s happening and how they’re feeling. ● Let them know they’ve done the right thing by telling you – Reassurance can make a big impact. If they’ve kept the abuse a secret it can have a big impact knowing they’ve shared what’s happened. ● Tell them it’s not their fault – Abuse is never a child’s fault. It’s important they hear, and know, this. ● Say you’ll take them seriously – They may have kept the abuse secret because they were scared they wouldn’t be believed. Make sure they know they can trust you and you’ll listen and support them. ● Don’t confront the alleged abuser – Confronting the alleged abuser could make the situation worse for the child. ● Explain what you’ll do next – For younger children, explain that you’re going to speak to someone who will be able to help. For older children, explain you’ll need to report the abuse to someone who can help. Whilst you cannot agree to hold back information which will keep someone safe, you can assure the child/young person that you will only share the information with selected, trusted adults. ● Report what the child has told you as soon as possible – Report by phone as soon after you’ve been told about the abuse as possible so the details are fresh in your mind and action can be taken quickly. ADULTS If you are concerned about an adult, the consent of the person at risk should always be sought. When an adult consents to information being shared a written record must be kept. Unlike safeguarding matters involving children, adults have the right to decline further action in relation to themselves. There are however 4 main exceptions to this rule: 1. If other people appear to be at risk of harm (adults or children) 2. If there is a ‘legal restriction’ or an overriding public interest 3. If the person is exposed to life threatening risk and they are unreasonably withholding their consent 4. If the person has impaired capacity or decision making in relation to the safeguarding |
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| issues and the withholding of consent Make a phone call as soon as possible (preferably within one hour of the concern arising) including: ● A description of any injury, its size, and if possible, a description of its location and shape on the body. ● State exactly what has been said, when it was said, what was said in reply and what was happening immediately beforehand (e.g. a description of an activity). ● State dates and times of these events. ● State any action taken. |
4.2. Raising and responding to a concern
Sharing ‘gut feelings’ at an early stage may assist in helping those who need it. It should be stressed that the information should only be shared with the Safeguarding Coordinator at this stage. It is not necessary for parents/carers to be notified as a report is not being made.
| Practice Guideline: Raising an allegation or concern ● If someone is in immediate danger call 999 straightaway ● In all other situations, any allegation/disclosure or concern should be reported, with notes, as soon as possible by phone to: Sophie Rose (the “Safeguarding Coordinator”) 07824 644 540 (sophie@wearefamilyadoption.org.uk) ● In the absence of the Safeguarding Coordinator or, if the matter in any way involves the Safeguarding Coordinator, then the report should be made to: Anna Willow (Safeguarding Deputy/Board Representative) 07891 478853 anna@wearefamilyadoption.org.uk ● If the matter involves both the Safeguarding Coordinator and the Deputy, then the report should be made in the first instance to: Social Services or the police. ● Allegations, concerns and disclosures must not be discussed with anyone other than those stated above. NB: the Director and Chair will be briefed as appropriate. ● Anyone may make a direct referral to the statutory agencies, although the Board of Trustees hopes that members of WAF will use this procedure. If, however, anyone with a concern feels that the Safeguarding Coordinator/Deputy has not responded appropriately, or where they have a disagreement with the Safeguarding Coordinator(s) about the appropriateness of a referral they may contact an outside agency directly. ADDITIONAL GUIDANCE FOR SUPPORTING ADULTS The following guidance should be used when supporting a WAF member or volunteer when a concern has been raised and either the adult has consented to further action, or we have made a decision that consent is not required. Acute Issues ● Upon receipt of an acute concern from you regarding a WAF Member, the Safeguarding Coordinator may make a police or front door referral to the LA to investigate. It is the role of the police or other agencies to assess evidence and impact. Chronic Issues ● The best outcome is likely to be achieved through a relational approach with an appropriate professional. The priority is to enable a good conversation between individual/family and a professional they trust. If achieving this is difficult or impossible |
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| then the Safeguarding Coordinator needs to assess whether to make a referral without consent. ● For example, in the case of you raising concerns about a WAF member, where there is an existing relational approach, the most helpful course of action could be to identify someone (through a family hub, GP, education etc) who will advocate and support the individual/family to (a) make the situation safe in the short term and (b) follow process to access support such as the Adoption Support Fund. ● In the longer term, difficult as opposed to dangerous situations, will merit encouraging an individual/family to keep a log of what is happening day to day for their own clarity. This could either be very brief and bullet points of what has happened (e.g. “had a row and YP was missing for three hours) or could be a written log. ● We might share emergency phone lines with you. |
Process for the Safeguarding Coordinator
The role of the Safeguarding Coordinator/Deputy is to record, collate and clarify the precise details of the allegation, concern or disclosure and, when necessary, pass this information on:
- The Coordinator will store all information regarding allegations, concerns or disclosures in a confidential log accessible by the Safeguarding Coordinator and Trustee
- If a safeguarding concern is for an adult, consent would need to be sought and wishes respected. This could only be overridden if the Coordinator can substantiate a risk to a child or assesses the risk as unreasonably high.
- When necessary, the Safeguarding Coordinator/Deputy should contact the appropriate agency. They should then contact social services in the area the child or adult lives.
- The Safeguarding Coordinator/Deputy may need to inform others depending on the circumstances and/or nature of the concern e.g. our Chair or trustee responsible for safeguarding who may need to liaise with the Charity Commission to report a serious incident. The LADO (Local Authority Designated Officer) may need to be informed if the allegation concerns someone under 18 and the allegation is against a person of trust/professional/volunteer.
- The Board of Trustees will support the Safeguarding Coordinator/Deputy in their role and accepts that any information individual trustees may have in their possession may need to be shared in a strictly limited way on a need to know basis.
4.3 Allegations against a WAF member, staff member, trustee or volunteer
Cases must be referred to the Local Authority Designated Officer (LADO) where it is alleged that a person working with children has:
- behaved in a way that has harmed a child or may have harmed a child
- possibly committed a criminal offence against or related to a child;
- behaved towards a child or children in a way that indicates he or she may pose a risk
of harm to children; or
- behaved or may have behaved in a way that indicates they may not be suitable to
work with children (a transferable risk).
As well as covering physical, sexual and emotional harm and abuse, this should also cover any concerns about an individual’s behaviour in their private life that suggests they are unsuitable to work with children. This includes allegations involving inappropriate relationships with young people, grooming behaviour on-line, possession of indecent photographs or images of children and other offences under the Sexual Offences Act 2003. It also includes activities and behaviour taking place outside of employment that involve a
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transferable risk that raises questions as to the suitability of the individual to work with children. Also If allegations about a staff member’s treatment of their own child are raised.
- Make a referral to a LADO, for the area in which they are working, who will provide advice to organisations on individual cases, liaise with Children’s Safeguarding and Social Work and the Police Child Abuse Investigation Team (CAIT) where required and monitor and review the progress of cases and ensuring that an appropriate investigation is carried out by the organisation.
- The LADO will record all concerns, including allegations or offences emanating from outside of work. They will provide advice and guidance and help determine that the allegation sits within the scope of the procedures.
- The LADO is involved in the initial phase of the allegation through to the conclusion of the case and will provide advice and guidance to Senior Managers on the progress of cases to ensure they are resolved as quickly as possible. In addition, the LADO will help co-ordinate information sharing with the right people. They will also monitor and track any investigation with the expectation that it is resolved as quickly as possible.
- The responsible officer will decide whether a staff member or volunteer should be suspended based on the information available but will seek the advice of the LADO and police. Suspension will normally only be considered if: there is a continued risk to children, a police investigation is likely to be carried out or the allegation is so serious it would warrant immediate dismissal if proved true.
- Following the LADO investigation We Are Family may be required to make a referral to Disclosure and Barring Service about whether the person should be placed on the barred list for working with children or adults with additional care and support needs. This decision should be communicated by the LADO.
Appendix: Definitions and signs and symptoms of abuse
The latest definitions can be found on the NSPCC and Social Care Institute for Excellence websites: https://learning.nspcc.org.uk/media/1188/definitions-signs-child-abuse.pdf / https://www.scie.org.uk/safeguarding/adults/introduction/types-and-indicators-of-abuse/
