Safeguarding Policy and Procedures 

1.    Introduction

Fun 4 Over 50’s makes a positive contribution to a strong and safe community and recognises the right of every individual to stay safe.

Fun 4 Over 50’s comes into contact with vulnerable adults through the following activities: dance and exercise classes, days out, afternoon tea sessions and social events. 

The types of contact with vulnerable adults will be through controlled activities which includes the delivery of exercise and dance classes and close contact during indoor sessions and outdoor activities.

This policy seeks to ensure that Fun 4 Over 50’s undertakes its responsibilities with regard to protection of vulnerable adults and will respond to concerns appropriately.  The policy establishes a framework to support paid and unpaid staff in their practices and clarifies the organisation’s expectations.

2.    Legislation

The principal pieces of legislation governing this policy are:

•    The Care Act 2016
•    Working together to Safeguard Children 2015
•    The Protection of Freedoms Act 2012
•    Safeguarding Vulnerable Groups Act 2006
•    The Children Act 2004 
•    The Adoption and Children Act 2002: 
•    Care Standards Act 2000
•    Human Rights Act 1998
•    Public Interest Disclosure Act 1998
•    The Police Act – CRB 1997
•    The Children Act 1989
•    Mental Health Act 1983
•    NHS and Community Care Act 1990
•    Rehabilitation of Offenders Act 1974

3.    Definitions

Safeguarding is about embedding practices throughout the organisation to ensure the protection of children and / or vulnerable adults wherever possible. In contrast, child and adult protection is about responding to circumstances that arise.

Abuse is a selfish act of oppression and injustice, exploitation and manipulation of power by those in a position of authority. This can be caused by those inflicting harm or those who fail to act to prevent harm. Abuse is not restricted to any socio-economic group, gender or culture. It can take a number of forms, including the following:

•    Physical abuse
•    Sexual abuse
•    Psychological or Emotional abuse
•    Neglect or Omission to act
•    Financial or material abuse
•    Child Sexual Exploitation
•    Modern Slavery
•    Self Neglect
•    Domestic Abuse
•    Institutional Abuse
•    Discriminatory Abuse
•    Harassment
•    Radicalisation

Definition of a child:
A child is under the age of 18 (as defined in the United Nations convention on the Rights of a Child).

Definition of a vulnerable adult:
A vulnerable adult is a person aged 18 years or over who may be unable to take care of themselves or protect themselves from harm or from being exploited.

This may include a person who: 
•    Is elderly and frail
•    Has a mental illness including dementia
•    Has a physical or sensory disability
•    Has a learning disability
•    Has a severe physical illness
•    Is a substance misuser. 
•    Is homeless.

4.    Responsibilities

All staff and volunteers have a responsibility to follow the guidance laid out in this policy and related policies, and to pass on any welfare concerns using the required procedures. We expect all staff (paid or unpaid) to promote good practice by being an excellent role model, contribute to discussions about safeguarding and to positively involve people in developing safe practices.

Additional specific responsibilities

The Designated Safeguarding Lead is Paola Andrea Gianelli - Director. This person’s responsibilities are: 

•    To ensure the policy is in place and appropriate 
•    To ensure the policy is accessible to all staff and volunteers
•    To ensure the policy is implemented 
•    The policy is monitored and reviewed regularly – usually annually 
•    To ensure sufficient resources (time and money) are allocated to ensure that the policy can be effectively implemented
•    Promoting the welfare of children and vulnerable adults
•    To ensure staff (paid and unpaid) have access to appropriate training/information
•    To receive staff concerns about safeguarding and respond to all seriously, swiftly and appropriately 
•    To keep up to date with local arrangements for safeguarding and DBS 
•    To develop and maintain effective links with relevant agencies
•    To take forward concerns about responses 

5.    Implementation Stages

The scope of this Safeguarding Policy is broad ranging and in practice, it will be implemented via a range of policies and procedures within the organisation. These include H&S, Equalities & Diversity and Data Protection.

Safe recruitment
Fun 4 Over 50’s ensures safe recruitment through the following processes: 

•    Providing the following safeguarding statement in recruitment adverts or application details –‘recruitment is done in line with safe recruitment practices.’
•    Job or role descriptions for all roles involving contact with vulnerable adults will contain reference to safeguarding responsibilities.
•    There are person specifications for roles which contain a statement on core competency with regard vulnerable adult protection/ safeguarding
•    Shortlisting is based on formal application processes/forms and CV’s. 
•    Interviews are conducted according to equal opportunity principles and interview questions are based on the relevant job description and person specification
•    DBS checks will be conducted for specific roles for all staff (paid or unpaid) working with vulnerable adults. It is a criminal offence for individuals barred by the ISA to work or apply to work with children or vulnerable adults in a wide range of posts.
•    No formal job offers are made until after checks for suitability are completed (including DBS and 2 references).

Disclosure and Barring Service (DBS) Gap Management

Fun 4 Over 50’s commits resources to providing DBS checks on staff and volunteers (paid or unpaid) whose roles involve contact with children and /or vulnerable adults. 

In order to avoid DBS gaps, Fun 4 Over 50’s will maintain and review a list of roles across the organisation which involve contact with vulnerable adults and check that they have an up-to-date DBS check which is not more than 3 years old

Service delivery contracting and sub-contracting

Fun 4 Over 50’s may, from time to time, sub-contract work, be sub-contracted to provide services, or draw in sessional staff and the following methods will be applied:
•    There will be systematic checking of safeguarding arrangements of partner organisations
•    Safeguarding will be a fixed agenda item on any partnership reporting meetings.
•    Contracts and memorandums of agreement for partnership delivery work will include clear minimum requirements, arrangements for safeguarding and non-compliance procedures

6.    Communications training and support for staff

Fun 4 Over 50’s commits resources for induction, training of staff (paid and unpaid), effective communications and support mechanisms in relation to Safeguarding

Induction will include 
•    Discussion of the Safeguarding Policy (and confirmation of understanding)
•    Discussion of other relevant policies
•    Ensure familiarity with reporting processes, the roles of line manager and Designated Safeguarding Lead (and who acts in their absence)
•    Initial training on safeguarding including: safe working practices, safe recruitment, understanding child protection and the alerter guide for adult safeguarding  

 

Training
All staff who, through their role, are in contact with children and /or vulnerable adults will have access to safeguarding training at an appropriate level. 

Communications and discussion of safeguarding issues
Commitment to the following communication methods will ensure effective communication of safeguarding issues and practice: 

•    Participation in multi-agency safeguarding procedures and meetings in order to be involved in child / adult protection procedures
•    Participation in joint client visits
•    Involvement in the CAF process
•    Provision of a clear and effective reporting procedure which encourages reporting of concerns.
•    Encouraging open discussion (e.g. during supervision and team meetings) to identify and barriers to reporting so that they can be addressed.
•    Inclusion of safeguarding as a discussion prompt during supervision meetings/ appraisals to encourage reflection
•    How staff are reminded about policies and procedures (refresh sessions etc)

Support 
We recognise that involvement in situations where there is risk or actual harm can be stressful for staff concerned. The mechanisms in place to support staff include:

•    Debriefing support for paid and unpaid staff so that they can reflect on the issues they have dealt with, Taking all suspicions and disclosures seriously
•    Seeking further support as appropriate e.g. access to counselling. 
•    Staff who have initiated protection concerns will be contacted by line manager within 1 week

7.    Professional Boundaries

Professional boundaries are what define the limits of a relationship between a staff member, volunteer and a service user. They are a set of standards we agree to uphold that allows this necessary and often close relationship to exist while ensuring the correct detachment is kept in place.

Fun 4 Over 50’s expects staff to protect the professional integrity of themselves and the organisation.
The following professional boundaries must be adhered to: 
•    Giving and receiving gifts from clients: Fun 4 Over 50’s does not allow paid or unpaid staff to give gifts to or receive gifts from clients. However, gifts may be provided by the organisation as part of a planned activity

•    Staff contact with user groups: Personal relationships between a member of staff (paid or unpaid) and a client who is a current service user is prohibited. This includes relationships through social networking sites such as Facebook, Twitter and Instagram. 
It is also prohibited to enter into a personal relationship with a person who has been a service user over the past 12 months

If the professional boundaries and/or policies are breached this could result in disciplinary procedures or following allegations management procedures.

8.    Photographing and Filming

Fun 4 Over 50’s works with adults as part of its activities which include dance and exercise classes, days out, afternoon tea sessions and social events.  

The purpose of this photography and filming statement is to: 
•    Protect children and young people who may take part in Fun 4 Over 50’s services, events and activities, specifically those where photographs and videos may be taken
•    Set out the overarching principles that guide our approach to photographs/videos being taken of children and young people during our events and activities 
•    Ensure that we operate in line with our values and within the law when creating, using and sharing images of children and young people

This safeguarding policy statement applies to all staff, volunteers and other adults associated with Fun 4 Over 50’s.

Fun 4 Over 50’s believes that:
•    children and young people should never experience abuse of any kind
•    we have a responsibility to promote the welfare of all children and young people and to take, share and use images of children safely.

Fun 4 Over 50’s recognises that:
•    sharing photographs and films of our activities can help us celebrate the successes and achievements of our children and young people, provide a record of our activities and raise awareness of our organisation
•    the welfare of the children and young people taking part in our activities is paramount
•    children, their parents and carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation
•    consent to take images of children is only meaningful when children, their parents and carers understand how the images will be used and stored, and are fully aware of the potential risks associated with the use and distribution of these images
•    there are potential risks associated with sharing images of children online.

Fun 4 Over 50’s will seek to keep children and young people safe by:
•    always asking for written consent from a child and their parents or carers before taking and using a child’s image
•    always explaining what images will be used for, how they will be stored and what potential risks are associated with sharing images of children
•    making it clear that if a child or their family withdraw consent for an image to be shared, it may not be possible to delete images that have already been shared or published
•    changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them)
•    never publishing personal information about individual children and disguising any identifying information (for example the name of their school or a school uniform with a logo)
•    making sure children, their parents and carers understand how images of children will be securely stored and for how long (including how we will control access to the images and their associated information)
•    reducing the risk of images being copied and used inappropriately by:
o    only using images of children in appropriate clothing (including safety wear if necessary) 
o    avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of images being misused
•    using images that positively reflect young people’s involvement in the activity.

When children themselves, parents, carers or spectators are taking photographs or filming at our events and the images are for personal use, we will publish guidance about image sharing in the event programmes and/or announce details of our photography policy before the start of the event.

Further information can be found here:
•    online abuse https://learning.nspcc.org.uk/child-abuse-and-neglect/online-abuse
•    child protection https://learning.nspcc.org.uk/child-protection-system

 

 

 

 

9.    Reporting

The process outlined below details the stages involved in raising and reporting safeguarding concerns at Fun 4 Over 50’s 

 

 

10.    Allegations Management

Fun 4 Over 50’s recognises its duty to report concerns or allegations against its staff (paid or unpaid) within the organisation or by a professional from another organisation.

The process for raising and dealing with allegations is as follows:

•    First step: Any member of staff (paid or unpaid) from Fun For Over 50’s is required to report any concerns in the first instance to their line manager/ safeguarding manager/ peer.  ‘A written record of the concern will be completed by Paola Andrea Gianelli

•    Second step- contact local authority for advice. In Westminster this can be done via (for children) call 020 7641 7668 and ask to speak to the Duty Child Protection Adviser
Email lado@westminster.gov.uk, or (for adults) Adult Social Care on 0207 641 2500 email adultsocialcare@westminster.gov.uk

•    Third step – follow the advice provided

11.    Monitoring

The organisation will monitor the following Safeguarding aspects: 
•    Safe recruitment practices 
•    DBS checks undertaken
•    References applied for new staff
•    Records made and kept of supervision sessions 
•    Training – register/ record of staff training on child/ vulnerable adult protection
•    Monitoring whether concerns are being reported and actioned
•    Checking that policies are up to date and relevant
•    Reviewing the current reporting procedure in place
•    Presence and action of Designated Safeguarding Lead responsible for Safeguarding is in post

12.    Managing Information

Information will be gathered, recorded and stored in accordance with the. Data Protection Act.

All staff must be aware that they have a professional duty to share information with other agencies in order to safeguard children and vulnerable adults. The public interest in safeguarding children and vulnerable adults may override confidentiality interests. However, information will be shared on a need-to-know basis only, as judged by the Designated Safeguarding Lead.

All staff must be aware that they cannot promise service users or their families/ carers that they will keep secrets.

13.    Communicating and Reviewing the Policy

Fun 4 Over 50’s will make service users aware of the Safeguarding Policy through the following means: 
•    At the start of their employment
•    Organisation updates
•    Supervision and 1-2-1 meetings
•    Team meetings
•    Intranet

This policy will be reviewed by Directors every two years and when there are changes in legislation.

14.    Confirmation of Reading

I confirm that I have been made fully aware of, and understand the contents of, the Safeguarding Policy and Procedures for Fun 4 Over 50’s.

Please complete the details below and return this completed form to Paola Andrea Gianelli (Director)

Employee Name:    

Employee Signature:    

Date:  01/01/2024  

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Equality and Diversity Policy

 

We are committed to developing an organisation which values people from all sections of the community. We will work to eliminate discrimination and have an equitable approach to the rights and responsibilities of everyone.

 

1. Aim of Policy

 

Fun 4 Over 50’s recognises and values people’s differences and will do all it can to ensure it recruits, trains and promotes people based on qualifications, experience and abilities for all roles within the organisation.

 

This policy is designed to ensure that Fun 4 Over 50’s complies with its obligations under equality legislation and demonstrates our commitment to treating people equally and fairly.

 

Fun 4 Over 50’s is unreservedly opposed to any form of discrimination on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation (defined as Protected Characteristics).

 

Using fair and objective employment and delivery practices, the organisation aims to ensure that:

• All employees and potential employees are treated fairly and with respect at all stages of their recruitment and employment.

• All employees, volunteers and service users have the right to be free from harassment and bullying of any description, or any other form of unwanted behaviour.  Such behaviour may come from other employees or by people (third parties) who are not employees of Fun 4 Over 50’s, such as customers or clients.

• All employees, volunteers and service users have an equal chance to contribute and to achieve their potential, irrespective of any defining feature that may give rise to unfair discrimination.

• All employees, volunteers and service users have the right to be free from discrimination because they associate with another person who possesses a Protected Characteristic or because others perceive that they have a particular Protected Characteristic, even if they do not.

 

1. Scope of the policy

 

The policy applies to employees, volunteers and service users

 

The policy applies to all stages of employment including recruitment and selection, promotion and training. It also applies to all those who take part in our services and activities.

 

Definitions

 

Direct discrimination is when an employee or applicant or service user is treated less favorably than someone else because of their:

• sex

• marriage or civil partnership

• gender reassignment

• pregnancy and maternity leave

• sexual orientation

• disability

• race

• religion or belief

• age

and that there is no genuine occupational requirement for it.

 

People also must not be discriminated against because they are on a part time or fixed term contract

 

Indirect discrimination

This is where there is a working condition, practice or rule or an element of service delivery that disadvantages one group of people more than another. In other words, it is more difficult for people from one group to comply with the requirement. Even if it is done accidentally, indirect discrimination is unlawful. Indirect discrimination is only allowed if it is necessary for the way the business works, and there is no other way of achieving it.

 

Discrimination arising from disability

This is where a disabled person is treated unfavorably because of something connected to their disability where it cannot be objectively justified.  This only applies where the organisation knew or could reasonably be expected to know that the person was disabled.

 

Associative Discrimination

This is where someone is treated worse than someone else because they are associated with someone with a protected characteristic.

 

Perceptive Discrimination

This is where someone is treated worse than someone else because there has been an incorrect assumption that they have a protected characteristic.  This applies even if the person does not possess the characteristic.

 

 

 

Third Party Harassment

This is where an employee is harassed by a third party who is not an employee e.g. volunteers or service users.  The organisation becomes liable if it has happened on at least two occasions, that it is aware that it took place and have not taken steps to prevent it happening again.

 

1. Policy Statement

 

As an organisation, we value the variety of different views, outlooks and approaches that a diverse workforce brings.  This assists us to provide improved services and increase our understanding of our service users / clients.

 

We will do all we can to ensure no one will receive less favourable treatment or is to be disadvantaged by requirements or conditions, which cannot be shown to be justifiable.

 

1. Responsibilities

 

Employees and volunteers of Fun 4 Over 50’s, have a duty to act within this policy, ensure it is followed and to draw attention to any suspected discriminatory acts or practices.

 

Responsibility for promoting awareness of this policy and monitoring that it is being followed rests with Paola Andrea Gianelli.

 

Breaches of the Equality and Diversity Policy by employees

Breaches of this policy by employees may result in invoking the disciplinary procedures.

 

Breaches of the Equality and Diversity Policy by volunteers and Directors

Breaches of this policy by volunteers may jeopardise their position and their role may be discontinued.

 

Employees, volunteers and Directors are also personally liable under equality legislation for any act of unlawful discrimination.

 

1. Equality and Diversity in Practice

 

In carrying out this policy, the organisation will undertake the following actions:

 

• Ensuring equality of opportunity and fair treatment for all current and potential employees, volunteers and service users

• Conducting and monitoring our recruitment in an open and accountable way and according to equal opportunity practices. We will regularly review the results of the monitoring to ensure fairness is evident at all stages.

• Requiring entry to employment /volunteering or progression within it to be based on merit

• Preventing harassment of staff, volunteers and service users by other staff, volunteers and service users and  if and when it occurs to take swift action to stop it.

• Not discriminating in opportunities for recruitment, training, promotion or transfer of employees or volunteers

• Challenging discrimination against our staff, whether this is direct discrimination, discrimination by association, or indirect discrimination.

• Ensuring that no one is victimised as a result of bringing these matters to our attention. 

• Ensuring that every individual is assessed according to his or her personal capability to carry out a given job/role/activity

• Ensure that all employees are given equal treatment with regard to terms and conditions of employment, provided they do the same or broadly similar work, or work of equal value

• Ensure equal opportunities and non-discrimination in the operation of grievance and disciplinary procedures

• Ensure that all relevant requirements of the Equality Act in relation to disability are met and adhered to. This will include making reasonable adjustments to ensure access to employment or volunteering tasks and opportunities.

• Training staff to ensure everyone has a basic awareness of equalities and diversity issues, as well as training to meet the specific needs of their post

• Ensure that any amendments to any legislation relating to discrimination are met and adhered to.

 

1. Implementation of the policy

 

All staff and volunteers will be involved in creating an equitable environment and one that values diversity. Fun 4 Over 50’s will ensure the policy is promoted and implemented through the below keys areas:

 

Communications

Communication of the policy to job applicants and employees/ volunteers by ensuring this is available and shared via online channels,  hard copies and by:

 

• ensuring all new starters have the opportunity to discuss the policy with line managers/colleagues.

• Making use of team meetings to discuss the policy and defining areas where practice could be improved

• Providing non-discrimination selection training for managers who are recruiting

• Providing Equality and Diversity training and guidance to staff and volunteers

• Including reference to abiding by the policy in staff terms and conditions/volunteer agreements

• Incorporating specific responsibilities into job/role descriptions

 

Working with Partners

In selecting our partners, we will consider their commitment to Equality and Diversity by:

• Asking to see their policy

• Asking what they do in practice, including how they monitor the policy

 

Users of our Service

We will make our services accessible by:

• Considering formats for promotional material

• Appropriate use of language/ formats / fonts/ size

• Considering whether information should be available in alternative formats e.g. easy read /other languages

• Considering locations where the organisation’s services are promoted /advertised

• Considering accessibility of locations from which the service is provided

• Considering the diverse make up of our staff/ volunteers in relation to our service users

• Considering the impact of proposed new services on the user group

 

Monitoring the Policy

This policy will be monitored to judge to what extent it is working and identify areas for improvement. Monitoring will relate to both employees/ volunteers and to service users and methods used will include:

 

• For employees and volunteers, we will capture diversity data against recruitment/ promotion/ training/ leavers

• The Director will consider the information gathered in order to implement improvements

• Consider discussing data collected at management meetings

• Ensure data will is anonymised to comply with Data Protection legislation

 

Other methods to be used to capture information about accessibility of our service for potential users may include:

• Information of location of service users

• Information on how they heard of our service/ accessed our service

• Elements of the service used by people

 

1. Reporting discrimination / potential discrimination

 

Employees who feel that they have suffered any form of discrimination should raise the issue through their line manager or where the line manager is implicated, to their peer.

 

Volunteers who feel that they have suffered any form of discrimination should raise the issue through a member of the management team or a Director

 

Service users who feel that they have suffered any form of discrimination should report the issue to a member of the management team or a Director

 

Employees, volunteers and service users should also use this approach if they feel that they been the subject of harassment from someone who is not an employee of Fun 4 Over 50’s.  Fun 4 Over 50’s will not tolerate any harassment from third parties towards its employees, volunteers or service users and will take appropriate action to prevent it happening again.

 

If an employee, volunteer or service user witnesses behaviour that they find offensive in relation to age, marriage or civil partnership, pregnancy and maternity, disability, gender reassignment, race, religion or belief, sex and sexual orientation, even if it is not directed at them they should also use this procedure.

 

All complaints will be treated seriously, promptly and confidentiality and will be responded to within 10 working days

 

1. Review

 

This policy will be reviewed every two years by Directors to ensure that it remains up to date and reflects the needs and practices of the organisation.

 

The policy may also be reviewed if legislation changes or if monitoring information suggests that policy or practices should be altered.

 

1. Confirmation of Reading

 

I confirm that I have been made fully aware of, and understand the contents of, the Safeguarding Policy and Procedures for Fun 4 Over 50’s.

 

Please complete the details below and return this completed form to Paola Andrea Gianelli.

 

Employee Name :................................................................................................................

 

Employee Signature:................................................................................................................

 

Date:...03/03/2024.............................................................................................................