Dig It has a legal and moral responsibility to provide a duty of care to all vulnerable persons

through implementing procedures to safeguard their well-being and protect them from harm.

Aim:

To define the practice and procedures for employees and volunteers, in order to safeguard

and promote the welfare of vulnerable people. It is aimed at protecting both the individual andthe member of staff.

 

Objectives:

• To ensure that all employees and volunteers working with vulnerable people arecarefully selected, understand and accept responsibility for the safety of thoseindividuals in their care.
• To ensure that the vulnerable persons welfare is of paramount importance when undertaking any activities.

• To respond swiftly and appropriately to all suspicions or allegations of abuse, and toensure confidential information is restricted to the appropriate individuals within Dig Itand appropriate external agencies.

Who do we mean by vulnerable persons?

“Children” up to the age of 16 or young people aged 16-18 who have a physical, mentalor chronic illness/disability.

“Vulnerable adult”, generally means a person aged 18 or over who has a condition of the following type: i) a learning or physical disability; ii) a physical or mental illness,

chronic or otherwise, including an addiction to alcohol or drugs; or iii) a reduction in

physical or mental capacity.

 

Purpose

The purpose of this policy is to protect people, at risk adults and

beneficiaries of assistance, from any harm that may be caused due to their coming into

contact with Dig It Community Allotment, associated projects and events. This includes harm

arising from:

• The conduct of staff or personnel associated with Dig It
• The design and implementation of Dig It’s programmes and activities

The policy lays out the commitments made by Dig It and informs staff, trustees and volunteersof their responsibilities in relation to safeguarding.

 

What is safeguarding?

In the UK, safeguarding means protecting peoples’ health, wellbeing and human rights, and

enabling them to live free from harm, abuse and neglect.

In our sector, we understand it to mean protecting people, including children and at-risk

adults, from harm that arises from coming into contact with Dig It.

 

Scope

• All staff contracted by Dig It
• Associated volunteers, members and clients whilst engaged with work or visits related to Dig It including but not limited to the following: consultants; volunteers; contractors; event visitors

 

Policy statement

Dig It believes that everyone we come into contact with, regardless of age, gender identity, disability, sexual orientation or ethnic origin has the right to be protected from all forms of harm, abuse, neglect and exploitation. Dig It will not tolerate abuse and/or exploitation by any of the people detailed in the sections above.

This policy will address the following areas of safeguarding [as appropriate]:

Dig It commits to addressing safeguarding throughout its work, through the three pillars of prevention, reporting and response.

Types of abuse, referred to within this policy:

• Physical Abuse
• Domestic Violence or Abuse
• Sexual Abuse
• Psychological or Emotional Abuse
• Financial or Material Abuse
• Modern Slavery
• Discriminatory Abuse
• Organisational or Institutional Abuse
• Neglect

Level of checks:

There are various levels of checks which can be undertaken with the Disclosure & Barring

Service https://www.gov.uk/government/collections/dbs-checking-service-guidance–2 To determine the type of check required, Dig It will consult directly with government guidelines and ensure checks take place among staff & volunteers where appropriate.

 

Recruitment:

All reasonable steps will be taken to ensure unsuitable individuals are prevented from having any involvement with Dig It

Selection:

• All new volunteers/staff who work with vulnerable people shall complete an application form.

• Before commencing employment/voluntary work, staff/volunteers will be asked to attend an interview with the project leaders. The level and formality of the interview will depend on the role and work involved.

• All new staff/volunteers will be required to provide two references if they will be working with vulnerable people.

• Employee/volunteer recruitment procedures will include a DBS check, at theappropriate level, for all staff & volunteers with access to vulnerable people and should always include self-declaration and the use of references. This will include all members of the management/executive committee. All prospective employees/volunteers should be ‘interviewed’, for volunteers this need not be a formal interview.

 

We will ensure that all employees/volunteers have appropriate qualifications and training.

 

Any Disclosure that causes concern will be assessed to establish the level of risk the subject poses to service users, colleagues, the general public and/or our organisation. A number of questions will be asked:

 

• Does the offence relate directly to work with vulnerable people?
• What is the seriousness of the offence[s] and the circumstances surrounding it?
• How long is it since the offence was committed?
• Does the subject have a pattern of offending?
• Has the subject’s situation changed since the offence occurred?
• What is the subject’s explanation of the offence?
• Did the subject declare the offence prior to the Disclosure?
• If all these questions are not answered satisfactorily then the prospective employee/volunteer will not be allowed to join the organisation.

 

All new employees/volunteers will go through a probation and induction process, including relevant training. Ongoing training and supervision will ensure all employees/volunteers are adequately supported.

 

Any concerns about an employee/volunteer should be passed on to our designated Safeguarding Leads:

Laura Thompson-Harper – Project Manager

Helen Payne – Trustee

 

Creating a Safe and Caring Environment:

• Risk Assessments should be undertaken prior to any new types of activities.
• Employees/volunteers working with vulnerable people should be appropriately trainedand qualified to ensure the safe provision of services, use of equipment, activitiesundertaken, etc.
• Employees/volunteers working with vulnerable people should carefully plan activity sessions with the care and safety of individuals as their main concern including the use ofactivities at an appropriate age/ability level.

• Wherever possible we will encourage an ‘open environment’ e.g. avoiding private or unobserved situations and discouraging the keeping of secrets. This especially includesemployees/volunteers should being alone with vulnerable people at any time. When thisis unavoidable, it should be done with the full knowledge and consent of someone incharge of the organisation.

• Employees/volunteers must treat all with respect.
• Employees/volunteers must not make racist, sexist or any other remarks which upset orhumiliate
• Employees/volunteers must take care to avoid showing any favouritism.

Roles and Responsibilities of employees/volunteers:

• Safety of participants and employees/volunteers is of prime consideration at all times.

• All accidents involving anyone should be recorded in the organisation’s accident book immediately or as soon as practicably possible.

 

• Employees/volunteers are responsible for familiarising themselves with site safety issues, such as, fire procedures, location of emergency telephones and first aid equipment.

• Employees/volunteers are responsible for reporting suspected cases of abuse to the appropriate individuals and/or agencies Employees/volunteers will be expected to keep an attendance register for all

organised sessions.

• Employees/volunteers should ensure that their activities start and end on time.

• Employees/volunteers are expected to promote, demonstrate and incorporate the values of fair play, trust and ethics throughout their activities.

• Employees/volunteer should ensure that they are adequately insured, to protect against claims of negligence, through their organisation or their own personal insurance if acting as a self employed agent.

 

Admission Procedures:

A register of names, addresses, next of kin and contact addresses and telephone numbers foremergencies will be kept.

Carers where appropriate will be given a copy of a written statement which specifies the action which will be taken in the event of a vulnerable person becoming ill or being injured and which indicates that any information which suggests that a vulnerable person has been abused will be passed on to the Social Services Department and/or the police.

 

Designated Person:

Carers/family members will have a ‘named person’ to whom they may report any worries or concerns. This person will normally be the designated person or deputy.

 

Responding to Signs of Abuse:

It is not the responsibility of employees/volunteers to deal with suspected abuse but it is their responsibility to report concerns to the appropriate person. It is important that all employees/volunteers should be aware of their responsibilities if abuse is suspected.

 

Supervision:

• Regular feedback and support will be given by Dig It regarding new laws, policies andprocedures relating to vulnerable persons.
• Dig It endeavour to ensure that all those working with vulnerable people are aware ofthis policy and are able and willing to work to these guidelines.

Policy on the secure handling, storage and retention of disclosure information:

• Disclosures will only be requested when necessary and relevant to a particular roleand the information provided on a disclosure certificate will only be used forrecruitment purposes.
• Dig It will ensure that an individual’s consent is given before seeking a disclosure.
• Disclosure information will only be shared with those authorised by the committee tosee it.
• Where additional information is provided to Dig It and not to the disclosure applicant,which may adversely affect their application. Dig It reserves the right not to disclosethe information but will inform the applicant of its existence.

 

• All information pertaining to the staff member/volunteer including disclosure information will be kept for the period of their employment/volunteering and then for afurther period adhering to GDPR, detailed in the ICO guidelines https://ico.org.uk/

• No image or photocopy of the disclosure will be made however the following detailswill be retained:
• Date of issue of disclosure.
• Name of subject.
• Disclosure type.
• Role for which disclosure was requested.
• Unique reference number of disclosure.Decision as to whether or not employee/volunteer was suitable for the role.
• Disclosure information will be held in a password protected and/or secure storingplace.

Dig It will ensure that all those with access to disclosure information are aware of this policy and have received relevant training and support.

 

Dig It will undertake to make a copy of this policy available to all potential volunteers/staff thatwish to undertake a role that requires a disclosure.

 

Protecting Staff/Volunteer from abuse

Staff and volunteers are openly discouraged from accepting gifts in whatever form from service users or well-wishers of the organisation. Should any staff member receive any such item they must report it to their appropriate line manager.

 

Reporting procedures

In response to any of the safeguarding concerns raised above, the safeguarding lead with make an initial assessment of the concern as soon as information is shared with our sessionalworker or any member of Dig It and gather as much information from them as possible.

Information will then be recorded appropriately including all the actions taken and why.

 

Emergency incidents

This is when there’s a life-threatening situation where there’s imminent danger and harm to a child, young person or adult.

 

What you should do:

• Immediately contact the emergency services if they haven’t been called already.
• Make sure the current situation is safe.
• Establish how others are coping – do they need any immediate support?
• Initiate the emergency response protocol or inform the senior person in your organisation.

 

Child or adult protection concerns

This is when a child, young person or adult (who you believe is unable to protect themselves)is at current risk of, or has experienced, abuse or harm.

 

What you should do

• If the person is in immediate danger, or the abuse has happened where they live,immediately call the local authority safeguarding team or the police.
• If they’re not in immediate danger, you must call the local authority safeguarding team within 24 hours and make a telephone referral.
• Be guided by the safeguarding team or police on any further actions required of you.Always follow up your call with a written referral.

Where there is an allegation that a child or young person is at risk of harm from another child or young person,read managing allegations of abuse made against a child (from NSPCCLearning)

 

Allegations concerning staff or volunteers

 Someone has alleged that staff or volunteers from your organisation have harmed or abused another person.

 

What you should do if the allegation involves a child or adult at risk

• You must contact the local authority safeguarding team as soon as possible within 24 hours.

• Be guided by them on any further actions required of you.
• If your allegation involves harm to a child, you can read managing allegations ofabuse (from NSPCC Learning)

What you should do if the allegation doesn’t involve a child or an adult at risk

• Follow your organisational disciplinary procedures.
• Contact the relevant senior person in the organisation as soon as possible within 24 hours to discuss the concern.

• Decide the next steps together, which might include an internal investigation.

Welfare concerns

 This is when no one has been harmed in any way, but a child, young person or adult shows

signs of being in need. It’s when you have concerns for their health, wellbeing or safety if theydon’t get help.

Within seven days you, or someone in your organisation, should speak with the person. Whenit is appropriate you should also speak with their family or carer. You must explain yourconcerns and make sure they have the support they need.

 

Other things you may need to do

• Help the person or their family access services or give them the information they need to do this themselves.

• If the concern is about a child or young person, you may need to refer them to social services as a ‘child in need’. They can then assess what help they may need.

• If the person or family already has a lead professional, for example a social worker, you could speak to them about their needs.

 

Concerns about other organisations

This is a situation where the safeguarding concern is about another organisation, their staff,

volunteers or the people they work with.

What you should do

• As soon as possible within 24 hours contact the DSL of the organisation in question and pass on your concerns, if this has not already happened.

• In some circumstances you may decide to follow up with the organisation to confirm they have acted on the issue.

• If at any point you think the organisation has not acted and someone is at risk, you should contact the local safeguarding team yourself.

 

Responding to historic or non recent concerns

You may become aware or be told about a concern from an adult relating to an incident whichtook place in the past, including when they were a child. Historical allegations of abuse shouldbe taken as seriously as contemporary allegations.

Some additional actions to consider.

• Remember that it’s never too late to report abuse. An individual can make a formal complaint to the police about non-recent abuse, ideally in the geographic area in

which the abuse is reported to have taken place.

• Establish if the person alleged to have caused the harm works with children or adults at risk. Try to find out their recent or current whereabouts and any contact they have

with children or adults at risk. A referral should be made to social services, with the consent of the person who experienced the abuse if possible.

• Consider what consent the person has given for information to be shared. How, when and to whom they share this information should usually be with their consent.

• Signpost the person who experienced the abuse to relevant support groups that can help them.

 

Supporting those who share a concern with you

Your primary concern should be the best interests of the person who is at risk of harm.

However, the person sharing this concern with you may also be distressed by the situation, even if they are reporting on behalf of someone else. Everyone can respond to worries about another differently. If someone has previously experienced trauma they can find it especially upsetting.

You should:

• Thank them for bringing this concern to your attention and that they have fulfilled theirkey responsibility
• Explain that you will now take responsibility in leading management of this concern and any contact with statutory agencies

• Highlight that there may be limited updates that you have or can give them on the situation; that does not mean that it was not important for them to share this

• Remind them of the importance of confidentiality and not sharing this information

Further

• Ensure they have your contact details in case they think of anything else they have not yet shared that they think may be relevant

• Discuss with them what additional support they may require. This may include informing their supervisor that they have dealt with a difficult situation, contacting any employee assistance programme or, if necessary, supporting them to access additional support

• Consider contacting them later to check in on how they are doing

The nominated people in charge of Safeguarding & Reporting are:

 

Laura Thompson-Harper

Dig It – Project Manager

Telephone: 07850 080869

 

Helen Payne

Chair of Trustees & Dig It Safeguarding Lead

Telephone: 07714 209384