Safeguarding Policy and Procedure

1. Overview

HOPE 4 ME & Fibro Northern Ireland SAFEGUARDING POLICY 2021

Hope 4 ME & Fibro NI is a charity which supports people with M.E., Fibromyalgia and Long Covid in Northern Ireland. It also cares for people who have been affected by these conditions, providing support, information, and advice.

Hope 4 ME & Fibro NI personnel come into direct and indirect contact with people who have been affected by M.E. & Fibromyalgia through the delivery of a range of services aimed at supporting them to manage their condition and providing them with the opportunity to meet and learn from others.

Some of these people may be vulnerable adults. While most of our services are delivered to adults, from time-to-time personnel delivering our services may also come into contact with children.

Safeguarding is everyone’s responsibility and all personnel who, while working for the charity have direct or indirect contact with vulnerable adults or children, or who have access to information about them, have a duty and responsibility to safeguard and promote their welfare.

The aim of this policy is to outline the duty and responsibility of Hope 4 ME & Fibro NI personnel in relation to safeguarding and promoting the welfare of vulnerable adults and children; to provide members and volunteers with an overview of child and vulnerable adult protection and provide a clear procedure that will be implemented where vulnerable adult or child safeguarding issues arise.

2. Scope

This policy applies to all personnel involved with Hope 4 ME & Fibro NI including Volunteers/Members/Committee Members/Stakeholders and Partners.

While this policy focuses on the responsibilities of Volunteers/Members/Committee Members while providing Hope 4 ME & Fibro NI services, the responsibility to safeguard and promote the welfare and safety of children and vulnerable adults extends to an individual’s personal and domestic life.

3. Responsibility

It is the responsibility of all Volunteers/Members/Committee Members to ensure that they are familiar with this Policy, the procedure set out herein and to act in line with this guidance.

The responsibility for defining volunteer roles and what, if any, criminal record/disclosure checks need to be obtained from Access NI before the appointment of volunteers to those roles lies with the Committee and Volunteering Advisor.

It is the responsibility of the Committee and Volunteering Advisor to clarify with the volunteer their roles and responsibilities regarding their relationships with vulnerable adults and children with whom they may be in contact, and to identify any training needs.

The Committee and Volunteering Advisor are responsible for ensuring that this policy and the procedures set herein are understood and are being implemented in their area of responsibility.

This responsibility extends to ensuring appropriate support, training and supervision for others involved within the charity are in place within their areas of responsibility.

The Safeguarding panel is responsible for deciding, in conjunction with the Volunteering Advisor whether a safeguarding concern should be reported to the statutory authorities.

The responsibility for ensuring that this policy is satisfactorily followed, monitored and reviewed lies with the Committee and Volunteering Advisor.

The Hope 4 ME & Fibro NI Committee has a duty of care to Hope 4 ME & Fibro NI to ensure that they act in the best interest of those who benefit from Hope 4 ME & Fibro NI services and take all reasonable steps to prevent any harm to them. This includes making sure that Hope 4 ME & Fibro NI has adequate systems in place to handle allegations of abuse and deal with them responsibly and where appropriate, reporting incidents to the police, social services, and any other relevant statutory agencies.

4. Statement of Policy

Abuse is a violation of an individual’s human and civil rights; it can take many forms. Hope 4 ME & Fibro NI is committed to practices which promote the welfare of children and vulnerable adults and safeguards them from harm.

We will endeavour to do this by:

Making sure our Volunteers are carefully recruited and selected, this will include conducting criminal disclosures where appropriate and where we are legally entitled to do so.
Providing appropriate training for Volunteers/Members/Committee Members/ Stakeholders and Partners to raise awareness of issues of child/vulnerable adult protection and our procedures for identifying and reporting concerns or suspected cases.
Regularly updating our policies and procedures to take account of UK safeguarding legislation and good practice.
Assessing the safeguarding risks that children/vulnerable adults encounter in their association with Hope 4 ME & Fibro NI and take all necessary steps to manage those risks, while also ensuring that our Volunteers/Members/Committee Members/Stakeholders and Partners take steps, where necessary, to protect themselves.
Reporting to appropriate statutory agencies any evidence or reasonable suspicion that a vulnerable adult or child in contact with Hope 4 ME & Fibro NI has been/is being abused or neglected.
Implementing this policy in conjunction with our Health and Safety guidelines already in place.

5. Definitions

For the purpose of this policy: -

‘child’ means any person under the age of 18 and
‘vulnerable adult’ means adults who are in receipt of ‘Regulated Activity’.

The recognised definition of ‘Regulated Activity’ for adults defines the activities provided to any adult as those which, if any adult requires them, will mean that the adult will be considered vulnerable at that time. These activities are; the provision of healthcare (by a healthcare professional); the provision of personal care; the provision of social work; assistance with general household matters and/or in the conduct of the adult’s own affairs; and/or an adult who is conveyed to, from between places, where they receive healthcare, relevant personal care or social work because of their age, illness or disability (Department of Health).

6. The Role of Hope 4 ME & Fibro NI Volunteers in Child and Vulnerable Adult Protection

All Volunteers/Members/Committee Members/Stakeholders and Partners acting in the name or on behalf of Hope 4 ME & Fibro NI have a duty to promote the welfare and safety of vulnerable adults and children.

Contact with Vulnerable Adults

Hope 4 ME & Fibro NI volunteers may have contact with adults face to face, online, over the telephone and in writing. These situations might include: -

Delivery of health and self-management education and training to those living with ME & Fibromyalgia;
Provision of support services to those living with ME & Fibromyalgia and their families; Volunteer befriending service.
Community support groups.
Community fundraising events.
Online – website, and social media.

Contact with children

While Hope 4 ME & Fibro NI volunteers are not likely to be alone with a child face to face while providing services, there are a few situations where contact with children might occur, including: -

Delivery of information sessions in schools.
Provision of support groups.
Parents/grandparents, etc. bringing children along to Hope 4 ME & Fibro NI support groups, fundraising and other Hope 4 ME & Fibro NI events.

While carrying out the above activities you may receive disclosures of abuse and/or observe vulnerable adults or children who are experiencing or at risk of abuse or neglect.

Hope 4 ME & Fibro NI’s role in protecting vulnerable adults and children is to pick up cues that the individual may need protecting and to act in a timely manner, passing on any concern or suspicion to the appropriate statutory agencies who can assess the situation and act when required.

Hope 4 ME & Fibro NI volunteers should be aware of the following different types and signs of abuse:

Types of Abuse

‘Abuse’ is the violation of human and civil rights by another person or persons. It may be a single act or repeated acts. It may be physical, verbal, or psychological. It may be the result of deliberate intent, negligence, or ignorance. It may occur where a child or vulnerable adult is persuaded to enter into a transaction that they are unable to or have not consented to. Abuse can occur in any setting, public or private and can be perpetrated by anyone.

Abuse can take many forms. The Department of Health’s ‘Care and Support Statutory Guidance’ (2014) suggests the following main types of abuse:

Physical abuse – including assault, hitting, slapping, pushing, misuse of medication, restraint, or inappropriate physical sanctions.
Domestic violence – including psychological, physical, sexual, financial, emotional abuse and so called ‘honour’ based violence.
Sexual abuse – including rape, indecent exposure, sexual harassment, inappropriate looking or touching, sexual teasing or innuendo, sexual photography, subjection to pornography or witnessing sexual acts, indecent exposure and sexual assault or sexual acts to which the adult has not consented or was pressured into consenting.
Psychological abuse – including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, cyber bullying, isolation or unreasonable and unjustified withdrawal of services or supportive networks.
Financial or material abuse – including theft, fraud, internet scamming, coercion in relation to an adult’s financial affairs or arrangements, including in connection with wills, property, inheritance or financial transactions, or the misuse or misappropriation of property, possessions or benefits.
Modern slavery – encompassing slavery, human trafficking, forced labour and domestic Servitude.
Discriminatory abuse – including forms of harassment, slurs, or similar treatment because of race, gender and gender identity, age, disability, sexual orientation or Religion.
Charity abuse – including neglect and poor care practice within an institution or specific care setting such as a hospital or care home, for example, or in relation to care provided in one’s own home. This may range from one off incidents to on-going ill-treatment. It can be through neglect or poor professional practice because of the structure, policies, processes and practices within a charity.
Neglect and acts of omission – including ignoring medical, emotional, or physical care needs, failure to provide access to appropriate health, care and support or educational services, the withholding of the necessities of life, such as medication, adequate nutrition and heating.
Self-neglect – this covers a wide range of behaviour neglecting to care for one’s personal hygiene, health or surroundings and includes behaviour such as hoarding.

Signs of Abuse

Indicators of abuse include in vulnerable adults and children include:

Unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated on a part of the body not normally prone to such injuries or an injury for which the explanation seems inconsistent.
The victim describes what appears to be an abusive act involving him/her.
Someone else – a child or adult expresses concern about another child/adult.
Unexplained changes in behaviour- e.g. becoming noticeably quiet, withdrawn, or displaying sudden outbursts of temper.
Has difficulty in making friends or is prevented from socialising with other children/young adults.
Displays variations in eating patterns including overeating or loss of appetite, loses weight for no apparent reason.
Becomes increasingly dirty or unkempt.
(In children) Inappropriate sexual awareness or engagement in sexually explicit behaviour in games.
Distrust of adults, particularly those with whom a close relationship will normally be expected.

The above list is not exhaustive and the presence of one or more of the indicators is not proof that abuse is taking place. There may be other events happening in a child or vulnerable adult’s life, which may be affecting their demeanour such as a recent bereavement or a change in family circumstances. It is not the responsibility of Hope 4 ME & Fibro NI volunteers to decide whether abuse has or is taking place.

Hope 4 ME & Fibro NI volunteers have a responsibility to report concerns to their Point of Contact (POC) and the POC has a responsibility, in consultation with the Safeguarding panel to report the matter to the appropriate statutory agencies, where appropriate.

7. Responding appropriately to an allegation of abuse

In the event of a disclosure or if you have concerns that vulnerable adult or child has been abused:

Do:

Make sure the individual is safe and have regard to your own safety, leave the situation if it is not safe for you.
Assess whether emergency services are required and if so, call them.
Listen (without interrupting), offer support and reassurance.
Ascertain, establish, and record the basic facts (see Section 8 below).
Explain sensitively to the individual concerned that you have a responsibility to refer cases of alleged abuse to the appropriate agencies and within that context assure the individual that the matter will be disclosed only to people who need to know about it.
Seek the individual’s agreement to your notes and their consent to the sharing of that information with the appropriate persons/authorities.
Take any necessary precautions to preserve evidence.
Follow the correct procedure for reporting the allegation/concern.
Ensure that the individual knows that what they have said is being taken seriously and keep him/her informed of any action to be taken and why.
Remember the need for on-going support.

Don’t:

Assume that someone else has identified and acted on the problem.
Ignore the allegation.
Panic.
Confront the alleged abuser.
Make any promises (particularly if the individual asks you to keep the information a secret).
Be judgmental/voice your own opinion.
Be dismissive of the concern.
Investigate beyond that which is necessary to establish the basic facts (see Section 8 below).
Disturb/destroy evidence.
Consult or discuss the issue with persons not directly involved, other than your designated contact (see Section 6 below).
Assume information.
As leading questions which might be considered to be putting ideas into the individual’s head (this may impede any future investigation by the appropriate authorities).

8. Procedure in the Event of a Safeguarding Concern Arising

All complaints, allegations or suspicions must be taken seriously. This procedure must be followed if a vulnerable adult or child experiencing abuse confides in you or if you have concerns that a vulnerable adult or child has been abused. You should never assume that someone else has identified and acted on the problem.

To assist Social Services and the PSNI a full record must be made as soon as possible of:

1. The name, address, and date of birth of the individual.

2. The date, time, and place where the alleged abuse occurred.

3. Your name, the name of anyone else present and the date the allegation/concern a was reported/passed to you.

4. The nature of the alleged abuse and/or description of any injuries observed and/or the account given by the individual of the allegation.

5. The name, address, and relationship of the alleged abuser to the individual.
6. The time, date, and details of the concerns which you have passed on and to whom. Taking Action - Reporting a Concern

The action taken will vary depending on the circumstances however action must always be taken as soon as possible. If the person is in immediate danger or needs urgent medical treatment you should dial 999 and ask for the police or ambulance service, as appropriate.

If you are satisfied that there is no immediate danger to the vulnerable adult or child, you should inform your designated contact of your concerns that same day using the ‘Safeguarding Cause For Concern Form’ in the Appendix. This will assist them to make a judgment, based on the information you have provided, as to whether the concern should be referred on to the local Health and Social Care Trust, or the PSNI.

Depending on the individual reporting the safeguarding concern the following routes apply: If you are a volunteer/member of a local service group, an agency/contract worker,
Please contact a member of the Safeguarding Panel.

If no one in Hope 4 ME & Fibro NI is available you should contact the Health and Social Care Trust for the locality in which the individual resides.

Contact details for Social Services are as follows:

Adult protection or safeguarding Coordinator (9am-5pm)

Belfast Health and Social Care Trust: 028 9504 1744 Northern Health and Social Care Trust: 028 9441 3659 Southern Health Social Care Trust: 028 3741 2015
South Eastern Health and Social Care Trust: 028 9266 5181

(Out of hours, 5pm-9am) 028 9056 5444 Western Health and Social Care Trust: 028 8283 5980

Out of hours social services regional number (5pm- 9am)

Belfast Health and Social Care Trust: 028 9504 9999 Northern Health and Social Care Trust: 028 9504 9999 Southern Health and Social Care Trust: 028 9504 9999 South Eastern Health and Social Care Trust: 028 9504 9999 Western Health and Social Care Trust: 028 9504 9999

9. Allegations of abuse against members or Volunteers

Where allegations are made against members or volunteers, or there are suspicions about their behaviour which may meet the criteria for abuse against a vulnerable adult or child, then the following procedure must be followed:

Any suspicion/allegations that a vulnerable adult or child has been abused by a member or volunteer must be immediately reported to the Chair of the Hope 4 ME & Fibro NI Committee. If they are the alleged perpetrator or the suspected abuser, the concerned person should inform another member of the Committee or the Volunteering Advisor if a volunteer is involved.

The procedures to be followed for the protection of the vulnerable adult or child at risk are those outlined above. Any alert/referral to the relevant Health & Social Care Trust will make clear that the alleged perpetrator is a member or volunteer. Depending on the circumstances, the police may also need to be informed, as a criminal offence may have been committed.

The member or volunteer who is the alleged perpetrator should also be informed that an allegation has been made against him/her, although no specific details should be provided.

Hope 4 ME & Fibro NI is committed to ensuring that proper investigations are carried out before disciplinary action is taken. Following consideration of alternatives, it may be necessary for the member or volunteer who is alleged to have abused or is suspected of abuse to be placed on precautionary suspension.

This action is designed to protect the victim allegedly involved and to protect the alleged perpetrator from any further allegations or harassment/intimidation of the alleged victim or witnesses.

Depending on the circumstances, it may be appropriate for any internal investigation according to disciplinary procedures to be held in abeyance until the Police and/or Social Services have indicated that they have no further involvement.

If Hope 4 ME & Fibro NI removes a volunteer from services involving contact with adults who are deemed to be vulnerable or children, because that person poses a risk of harm to such adults or children, (or would have, had the person not left first), Hope 4 ME & Fibro NI must make a referral to the AccessNI. This includes members and volunteers who may have left of their own accord before a disciplinary investigation. It is an offence to fail to make a referral without good reason. Volunteers who also hold qualifications that require them to be registered, such as nurses and social workers, must all be referred to their registration bodies.

10. Confidentiality & Record Keeping

All safeguarding information regarding a vulnerable adult or child should be kept confidential. Such matters should only be discussed internally with the designated contact (as detailed above) and externally with appropriately identified representatives from the Police and Social Services. Any documentation arising from the raising of any safeguarding concern shall be managed in accordance with Hope 4 ME & Fibro NI’s General Data Protection Policy (GDPR).

11. Further Guidance & Relevant Policies

A Safeguarding Record of Concern form is provided in the Appendix. You are encouraged to use this form in the event of a concern/allegation arising.

This policy should be read in conjunction with other relevant Hope 4 ME & Fibro NI policies including:

Recruitment & Selection
Disciplinary & Grievance Whistleblowing/Protected Disclosures Induction
Equal Opportunities
Data Protection
Health & Safety